Vehicle Operations Guide


Promote Safety – The College has a moral, economic, and statutory interest to provide its students and employees with a safe environment.

Increase Awareness Statistics gathered throughout the country demonstrate that the motor vehicle accident is the number one factor in occupational deaths and disabilities.

Reduce Accidents – Up to 90 percent of all accidents result, at least in part, from driver error; therefore, safety training should help reduce accidents.

Decrease Personal Injuries and Property Damage – Vehicle safety activities help to conserve human life, alleviate human pain, and reduce destruction of property.

Safety Policy Statement

The maintenance of a safe, healthful working and living environment is of the utmost importance for the successful growth and operation of our institution, Lynchburg College. To this end, safety requirements must be considered fundamental to the design of processes and the construction of facilities. We are committed to educating all constituents of the College – faculty, staff, and students – in safe and healthy practices and procedures. In addition, as technological advances are made, we will continue to implement new safety and health practices.

To achieve our objectives, it is essential that all individuals living and working at Lynchburg College be trained to follow procedures and practices consistent with applicable safety standards. However, each faculty, staff, and student must be constantly alert to his or her personal obligation to observe safe operating procedures and life-style practices.

The continued cooperation of all faculty, staff, and students is required to support and sustain an effective safety program.

Safety Plan

The following is a list of steps in the College’s plan to promote vehicle safety:

  • Limit use of College vehicles (including owned and rented vehicles) to only College business and approved activities.
  • Allow only authorized persons to drive College vehicles or vehicles rented in the College’s name.
  • Promote safety and increase driver awareness.
  • Inspect all vehicles annually.
  • Equip all pool vehicles with safety equipment.
  • Review all accidents to determine cause and recommendations for future prevention.

Safety Awareness

The College’s Safety Committee has compiled a safety awareness program for drivers of College vehicles that includes the following:

  • Review of the “Vehicle Operations Guide”
  • Viewing of safety video (optional)

Safety Equipment in Pool Vehicles

  • Blanket
  • Fire Extinguisher
  • Safety triangle
  • Flashlight
  • First Aid Kit

NOTE:  These items will be stored in a small canvas bag in the trunk of cars or the cargo area of vans.

Use of College Vehicles

Faculty and staff may schedule the use of College vans and cars for authorized and approved College business by calling the Physical Plant Office at Ext. 8276.

Drivers of College vehicles must be authorized annually by the College. If a person wishes to drive a College vehicle, he/she must submit his/her request electronically using the following link: (An alternative process is available for those individuals who do not have a network login.)

The person scheduling the vehicle is responsible for pick-up and return of the vehicle in good condition. A clean-up fee of not less than $10 will be charged if the vehicle is returned in unsatisfactory condition. Maintenance problems are to be reported immediately to the Physical Plant Office. Vehicles should be returned with no less than half a tank of gasoline.

Due to insurance requirements, use of vehicles is restricted to approved activities and College business.

If, for any reason, the person scheduling the use of a vehicle must cancel the trip, please call the Physical Plant Office as soon as possible to also cancel the vehicle reservation. If the Physical Plant Office is not notified, the department will be charged the “day” fee.

Driver Authorization Process

In order to promote driving safety and achieve better risk management, the College has implemented a driver authorization process. Only those individuals who have sufficient reason to drive a College vehicle as part of their job should complete the process. All individuals who operate a College vehicle (either owned or rented) must be authorized.

The driver authorization is a paperless process and must be completed annually. You will be notified each year when you need to complete the renewal process.

If you need to drive a College vehicle for the first time or renew your authorization, please complete the authorization using the following link: (We will provide an alternative process for those individuals who do not have a network login.) You will need to simply complete the information that will appear on your screen and then submit the form. If you have traffic violations, please be sure to list them. The Vehicle Operations Guide should be reviewed by all drivers on an annual basis.

First-time drivers, all student drivers, first-time van drivers, and previously authorized drivers with new violations during the past year must forward their form electronically for their supervisor’s approval.

Note Regarding 15-Passenger Vans:

All drivers of College vans (15-passenger) must complete a one-time safety training class before they can be authorized to drive one of these vehicles. Therefore, your authorization will only be valid for vehicles other than 15-passenger vans until you have viewed the van safety training video. If you have already completed this training, you will not need to repeat it for the re-authorization. For individuals who have not viewed the video, it can be found at this link: To begin the video, click on the lower left corner of the video screen. The system will track when you have completed the video and mark that portion of your form as approved. For those who want to schedule group training, the video can be played during the training session. You will need to send a list of those who watched the video to Bob Driskill so he can log who has completed the training.

The insurance company will exercise its judgment with respect to which employee motor vehicle records will be reviewed. If the insurance company obtains a negative report on an individual when it checks with the Division of Motor Vehicles, the company will advise the College concerning whether or not this person should continue to drive a College vehicle. If the College receives such information, the associate vice president for business and finance will review the situation with the director of campus security. Depending on the nature of the person’s job and the driving violations, the College will work to obtain a solution that minimizes, if not completely eliminates, the risk from this individual’s driving a College vehicle.

Guidelines for Driving College Vehicles

The following is a list of guidelines that must be observed by all drivers of College vehicles:

  • College vehicles shall be used only for College business and approved activities.
  • All drivers of College vehicles must be properly authorized annually through the driver authorization process.
  • Drivers must have a valid driver’s license.
  • If the license of an authorized driver is revoked or suspended, the driver must notify his/her supervisor immediately and the authorization will terminate.
  • All drivers of 15-passenger vans must complete a one-time safety training class before they can be authorized to drive one of these vehicles.
  • Drivers must sign the vehicle in and out.
  • No alcoholic beverages or drugs shall be taken into the vehicle.
  • No alcohol or drugs shall be used prior to driving a vehicle.
  • Seat belts must be worn by drivers and all passengers.
  • All traffic rules must be observed and adhered to at all times.
  • No smoking allowed in the vehicle.
  • When the vehicle is left unoccupied, it must be locked.
  • The vehicle, along with the keys, credit card and the “Request for Use” form, must be turned into the Physical Plant Office as soon as the trip is completed.
  • In the event of an accident, follow the procedure established for handling and reporting accidents.
  • If the vehicle needs maintenance, it should be reported immediately to the Physical Plant Office.
  • All trash must be removed from the vehicle when the trip is completed. (A minimum $10 cleaning fee will be charged if a vehicle is returned in unsatisfactory condition.)

Accident Report

Provide the following:

  • A description of the accident or incident utilizing diagrams and including damage to vehicles involved with an estimate of costs.
  • A description of all suspected personal injuries.
  • Include the drivers name, address and license number.
  • A list of passengers and witnesses.
  • Other details such as the time of day and road conditions. A narrative report should be used to report the accident.

What to Do if You Have an Accident

  • Stop.
  • Aid the injured, if feasible.
  • Call a doctor/ambulance, if needed.
  • Call Police.
  • Warn other traffic (flags, safety triangle, etc.).
  • Do not move injured persons unless they are threatened by fire or other dangers common to a crash site.
  • Keep the injured lying or sitting down until medical aid arrives.
  • Make the injured person(s) as comfortable as possible.
  • Give your name, address, and registration number and show your driver license to other persons involved.
  • Make no statements concerning the accident to any persons other than police officers.
    Report all accidents.
  • If you hit a parked auto or injure a domestic animal, you must try to locate the owner or notify the police.

Vehicle Abuse

Driving practices that lead to undue wear and premature failure of a vehicle and its components.

1.  Engine (motor) Abuse
  • Engaging starter too long at one time.
  • Excessive acceleration of cold engine.
  • Operating overheated engine.
  • Operating engine with low oil pressure.
  • Racing engine.
  • Failure to keep checking on instrument panel gauges.

2.  Clutching Errors

  • Slipping the clutch.
  • Riding the clutch.
  • Snapping the clutch.
  • Depressing clutch pedal and drifting.

3.  Errors in Shifting Gears

  • Starting out in wrong gear.
  • Rapid acceleration from stops.

4.  Errors in Use of Brakes

  • Failure to fully release hand brake when moving.
  • Abrupt stops.
  • Delayed braking.
  • Excessive brake applications.

5.  Errors in Tire Care

  • Operating with flat or under-inflated tires.
  • Driving over curbs, objects and into potholes.
  • Rubbing tires against curbs in parking.
  • Letting air out of tires “for better traction.”
  • Excessive spinning of tires on ice and snow.
  • Unnecessary skidding of tires in braking.

6.  Lack of Maintenance Responsibility

  • Driving unit even though it needs repairs.
  • Failure to write up defects and repairs needed.
  • Abuse of vehicle interior.

Driver Courtesy

Common courtesy should always be demonstrated when driving a vehicle. The following items could harm the College’s good public image, and therefore, should be avoided.

1.  Errors in speed control

  • Exceeding the speed limit and passing motorists who are abiding by the law.
  • Speeding through towns, restricted speed zones and residential areas.
  • Driving unnecessarily slow and backing up traffic.

2.  Errors in following

  • Following another vehicle too closely.
  • Failure to dim lights at night.

3.  Errors in passing

  • Passing when unnecessary.
  • Cutting in too sharply after passing.

4.  Errors in lane use

  • Crowding center line
  • Taking up two lanes.
  • Drifting across lane dividers.
  • Weaving from one lane to another.
  • Use of wrong lane for speed or proper traffic flow.

5.  Errors that obstruct traffic

  • Blocking crosswalk.
  • Double parking.
  • Not providing opportunity for traffic build-up to pass.

6.  Errors in noise and consideration

  • Unnecessary use of horn.
  • Racing engine to hurry pedestrians across intersection.
  • Splashing pedestrians in wet weather.
  • Excessive radio volume.

7.  Turning Errors

  • Turning from wrong lane.
  • Failure to let oncoming traffic clear before turning left.
  • Over-running curb on right turns.
  • Abrupt turn on slippery road surface leading to skid.
  • Failure to signal intention to turn.

8.  Stopping Errors

  • Failure to make smooth gradual stop.
  • Failure to stop in time.
  • Abrupt braking on slippery road surface leading to skid.

9.  Parking Errors

  • Parking in unsafe or illegal place.
  • Parking with front or rear of vehicle protruding into traffic.
  • Failure to properly secure unattended vehicle.

10.  Specific Signaling Errors

  • Failure to signal.
  • Signal too late.
  • Wrong signal.

11.  Errors in Clearance Judgment

  • Failure to check clearance when backing.
  • Failure to check top clearance.
  • Failure to yield space in any traffic encroachment.

12.  Errors in Observation

  • Failure to observe object or pedestrian in path of vehicle.
  • Failure to observe traffic at rear of vehicle while moving.
  • Failure to anticipate parked vehicles pulling out.

13.  Lack of Personal Control

  • Inattention or distraction.
  • Driving while drowsy.
  • Reacting emotionally to driving situations.
  • Driving under influence of alcohol or drugs.
  • Driving while ill.

14.  Lack of Knowledge and Awareness of Vehicle and Route

  • Failure to inspect vehicle (before, during, after trip).
  • Being unfamiliar with vehicle.
  • Being unfamiliar with route.