While the University Policy sets the legal baseline for driving, the SafeDRIVE program requires the following "Best Practices" to minimize fatigue and risk during University business:

• Driving Limits: Drivers should not exceed 10 hours of total driving time within a 24-hour period.
• Rest Rotations: For trips exceeding two hours, it is strongly recommended to rotate drivers or take a 15-minute rest break every two hours.
• Caravanning: Use of multi-vehicle caravans is discouraged. If necessary, ensure all drivers have pre-set routes and designated meeting points to avoid "follow-the-leader" tailgating.

Small-wheeled vehicles (Golf Carts, Gators, etc.) have specific operational requirements:

• Pedestrian Right-of-Way: Pedestrians always have the right-of-way on sidewalks. Drivers must stop and pull over to let pedestrians pass if the path is narrow.
• Speed: Vehicles must be operated at a speed comparable to a walking pace when on sidewalks or in congested areas.
• Passenger Capacity: No more passengers may be carried than there are available seats. Standing on the back or sides of a moving utility vehicle is strictly prohibited.

Each department with a vehicle must appoint a DVC. Their specific SafeDRIVE responsibilities include:

• Maintenance Logs: Ensuring a Vehicle Maintenance log is kept in each vehicle and updated monthly.
• Fuel Cards: Managing the distribution and security of WEX fuel cards.
• Registration & Inspections: Verifying that the vehicle's registration and state inspections are current and that valid insurance cards are in the glove compartment.
• Key Control: Maintaining a secure system for vehicle key checkout.

In the event of an accident, follow the emergency steps in the University Policy. Once safety is secured, the following SafeDRIVE administrative steps must be taken:

• Reporting Deadline: A completed Auto Accident Report Form must be submitted to the Insurance and Risk and Fleet Management offices within 48 hours of the incident.
• Internal Notification: The driver must notify their Department Vehicle Coordinator and supervisor immediately.

To maintain Authorized Driver status, individuals must complete the specific training modules assigned via the Request for Driver Authorization & Training Form.

• 1. Driver Authorization & Training

• [ ] Verify Status: Confirm all departmental drivers have completed the Request for Driver Authorization & Training Form and received approval from Fleet Management.
• [ ] Specialized Training: Ensure drivers of 12-15 passenger vans or utility vehicles have completed the specific safety modules required for those vehicle types.
• [ ] Student Transport: Verify that any driver transporting students or minors is at least 21 years of age and has a cleared MVR per the Minors Protection Policy.

• 2. Vehicle Maintenance & Compliance

• [ ] Monthly Logs: Confirm that a Vehicle Maintenance log is present in the glove box and is being updated monthly by drivers.
• [ ] Documentation: Verify each vehicle contains a current Rhode Island registration card and a valid University insurance card.
• [ ] Safety Inspections: Schedule and confirm completion of the annual state safety inspection and any manufacturer-recommended interval service.

• 3. Administrative & Financial Control

• [ ] Key Management: Maintain a secure sign-out sheet or electronic log for vehicle keys.
• [ ] Fuel Cards: Conduct a monthly review of WEX fuel card charges to ensure they align with the vehicle's mileage and authorized use.
• [ ] Citation Tracking: Ensure any parking or speeding violations reported by drivers are documented and that the driver has confirmed personal payment of the fine.

• 4. Post-Accident Management

• [ ] Supplies: Ensure a "Post-Accident Kit" (containing the Auto Accident Report Form and a pen) is in every vehicle.
• [ ] Reporting: If an accident occurs, confirm the Auto Accident Report Form is submitted to Insurance and Risk within 48 hours.