Vehicle Use and Driver
Responsibilities Policy
Rev. 7/25/14
Office of Student Activities and Leadership
(808) 735-4776, M-F, 8:30am-4:30pm
Policy Administration
Chaminade University Van Administration Contact List
Contact
Office Number
Security
(808) 735-4792
(808) 690-2301
(24 hours/day)
 Emergency
 Van Release
Office of Student
Activities and
Leadership
(808) 735-4776
 Driver Certification
 Van Reservation
(M-F, 8:30am4:30pm)
Purpose
To view van availability, please visit: http://portal.chaminade.edu
Go to:
 “Resources”
“Calendar Center”
“Vans”
You may click on the date bar for specific days to view reservations and
availability.
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DRIVER REQUIREMENTS
All University departments, clubs, and organizations may have up to three drivers, with the
exception of the Athletics department, Student Support Services, Facilities, and Residential
Life. Departments may have additional faculty members on the list who regularly use the
vans for class field trips and activities. This list serves to limit the number of van drivers for
liability purposes. The Student Services Coordinator maintains the driver list.
Certification Procedure
1. Review Vehicle Use and Driver Responsibilities Policy
All employees and students interested in becoming van certified must meet with the
Student Services Coordinator and review van user policies and certification
procedures.
2. Van Fleet Operation Certification
This form serves as an agreement between the van driver and their department
head/advisor. It is important that the department heads and advisors are aware of who
is driving on behalf of their department/club/organization, and to ensure that the driver
will abide by the regulations of the Chaminade University Vehicle Use Policy. Failure
to adhere to the policy may subject the driver to disciplinary action through the
University, and van privileges may be revoked from the individual and/or sponsoring
department/club/organization.
3. Driver’s Abstract/Annual Renewal
All University employees and students seeking certification must present:
 A valid driver’s license;
o An abstract of the driving record from the state of license (requested by OSAL
Assistant). Driver must complete and sign release form.
Driver will be disqualified if he/she has:
 Been convicted of driving under the influence of alcohol in the last seven years.
 Any serious violations within the last three years. Serious violations may include
speeding, unsafe lane changes, following too closely, and at-fault auto
accidents.
Driving privileges may also be suspended or terminated based on driver behavior
which may include:
 Operating a vehicle without a valid driver's license.
 Failure of a driver to report suspension or revocation of his/her driver's license.
 Operating a vehicle outside of the scope of the destination or school-related
activity.
 Violating any of the safety criteria listed within these policies.
 Operating a vehicle in a reckless or unsafe manner.
 Failure to report an accident involving a University vehicle to CUH Security or to
the Student Services Coordinator/Associate Dean, and/or failure to report a
traffic violation incurred during use of a University vehicle to the Student
Services Coordinator/Associate Dean.
An annual review of all drivers’ abstracts will be conducted.
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4. Vehicle Safety Video
All University employees and students seeking certification are required to view a 30minute video provided by the Christian Brothers Services (Chaminade University’s
insurance company), no less than one day prior to the certification drive. Video must
be viewed in the SSS building. See OSAL Assistant
5. Road Test Certification/Driver Approval Form
A one and a half hour test drive with the Safety Officer (or the person appointed by the
Safety Officer) will be conducted. Driver & Safety Officer must complete the Road
Test Certification Approval Form to confirm whether or not the driver has passed and
has understood the Vehicle Use and Driver Responsibilities Policy.
The OSAL Assistant will schedule the driving test. One missed Road Certification
appointments by a driver will result in no further appointments by that driver until the
following semester.
GENERAL POLICIES
1. Employees, students, registered clubs, and organizations of the University who have
completed the certification process and have been approved by Chaminade
University’s Safety Officer may use the vans for University-only business, and
University-sponsored functions and activities such as:
 University business conducted by individuals/groups from various departments
 Athletics & recreational sports and off-campus practices/games
 Field trips/classroom-related outings
 Off-campus programs
 Retreats
 Training
 University-related airport drop-off and pick-up
 Volunteer activities
2. Student clubs/organizations may only use University vans during the academic year
(through the last day of classes each semester).
3. Vans may only be used on the island of Oahu and are subject to the following
passenger capacity restrictions:
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Individuals that are not current Chaminade students, faculty, or staff may not be
transported in the vans. Children may not be transported at any time.
A minimum of six passengers per reservation, with special permission from Student
Support Services for reservations of less than six people.
A maximum of 8-12 passengers per reservation, depending on van availability.
4. Vans may not be used by any student club/organization to move students’ personal
belongings to/from any storage facility. Vans are not to be used for personal errands
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of any kind. Requests to use vans for any type of shuttle (i.e. to/from airport, etc.)
must be approved through the Dean of Students Affairs.
5. Possession of alcoholic beverages, firearms, or illegal drugs is prohibited inside the
van(s).
6. Driving, operating, using or occupying a Chaminade University van by anyone who
has consumed or ingested alcohol, any controlled or illegal substance, or drug is
strictly prohibited, unless the drug has been prescribed by a physician having
knowledge that a vehicle may be operated or used by that person while under the
influence of the controlled substance or drug.
7. Drivers are prohibited from operating a Chaminade University van when their judgment
is impaired by any circumstance, such as fatigue or taking medications causing
drowsiness.
8. Attaching a trailer hitch to the van(s) or pulling any type of trailer for any reason is
strictly prohibited.
9. Drivers are prohibited from picking up hitch-hikers or giving rides to strangers.
10. No items may be transported on the roof of the van, including luggage.
11. Drivers shall at all times be well-rested and focused on driving duties.
12. All drivers are required to obey all local, state, and federal traffic laws pertaining to the
safe operation of a vehicle. Drivers will be held personally responsible for paying
any parking or traffic violation fines and/or associated costs incurred while
operating the vans.
13. Absolutely under no circumstances should the driver use a cell phone (be it with a
hands-free device or otherwise), personal digital assistant, or any electronic device
while operating the van. Should the need arise to use one of these devices, safely
signal and pull the van into a parking lot or other open space away from the flow of
traffic.
14. No animal or pet may occupy a Chaminade University van.
15. No smoking regular cigarettes or electronic cigarettes.
RESERVING A VAN

Use of Chaminade University vans will be on a first come, first served basis, with the
exception of reservations for Athletics and for academic classes. As there is
tremendous demand for van use, vans must be reserved well in advance of intended
use (a minimum of 7 business days).
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
A group may not schedule a van for another group's use and may not relinquish their
van to another group without approval from the OSAL office Assistant. Such actions
will result in penalties and suspension for future van utilization.

No more than two vans can be requested per organization/group/department per day
(exceptions will be made for Athletics and Service-Learning).

All vans have a 90-mile round-trip limit. Other arrangements for transportation should
be made for trips that exceed this limit. The Athletic Department & all academic
departments are exempt from this policy. A fee of $2 per mile will apply for trips
exceeding 90 miles.
VAN USAGE

All University employees and students may view van availability in the Van
Calendar located at http://portal.chaminade.edu. Go to “Resources”, “Calendar
Center, and “Vans”. You may click on the date bar for specific days to view
reservations and/or availability. Please view this calendar when planning for future
events.

Four vans are available to University employees and students. Requests for
specific vans will not be accepted.

All campus departments & student clubs/organizations will be limited to fifteen (15)
round-trips per semester (90-mile round-trip limit). The following departments are
exempt from this policy: all academic departments, Athletics, Service-Learning, and
Admissions.

Once a department/club/organization has reached the 15 trip limit, they may make
additional requests in the same semester; however, the
department/club/organization will then be charged $2 per mile for each additional
trip.
Van Request Form
A van request form is available online and accessible from any university computer:
http://portal.chaminade.edu. Click on “Van Request Form” link on right side. Van
Request Forms are also available in the OSAL office.
All registered student clubs/organizations must also turn in a completed “Event
Registration Form”, approved and signed by the Director of Student Activities &
Leadership, with the Van Request Form. Requests will not be processed without this
additional form.
Reservation Notifications
a. Only the driver(s) indicated on the request form, listed on the van calendar, and
who have completed the Van Driver Agreement form (given on the day of usage) is
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(are) allowed to check out, drive, and return the van. Security will not issue a van to
any driver not listed on the reservation for that day unless verbal approval is
received from Student Services Coordinator or Associate Dean of Students.
b. Should the request be cancelled, the OSAL Assistant must be informed
immediately to accommodate other van drivers. In the event of a weekend
cancellation, please inform Security at (808) 630-2301.
c. Use of vans leaving after 10pm, returning between midnight and 6am, as well as
overnight trips, require the approval of the Dean of Student Affairs.
d. Failure to notify the OSAL Assistant. To the Director or Security about any
changes/cancellations may result in loss of privileges.
e. Academic Departments & Athletics will have priority in regard to reserving vans.
Non-academic departments and student clubs/organizations will receive
confirmation of van requests no earlier than 6 weeks prior to the date for which the
vans are needed.
VAN USAGE
1. On the day of usage, the driver (i.e. the individual listed on the van calendar for that
specific reservation) must report to the University Security Office to obtain the van
keys. He/she may be asked to provide both his/her driver’s license and his/her
Chaminade ID for identification purposes.
2. Should a security officer not be present in the office, you may contact them at (808)
690-2301.
3. Complete Van Driver Agreement form. This form must be completed by the approved
driver(s) each time a van is checked out through the Security Office. Only the
individual(s) signing this form may operate the van at the approved times.
4. Driver is responsible for completing the Van Condition Checklist prior to departure and
upon return.
5. Notify Security of any problems prior to departure.
6. Check to make sure that the van’s insurance, registration, and safety check are in the
glove compartment. A copy of procedures in case of emergency are also located
there.
7. Adjust the mirrors before leaving and remind passengers to use seat belts. It is the
driver’s responsibility to ensure that all passengers are wearing their seat belts.
8. The driver must have a “ground guide” (i.e. someone that can guide him/her while
reversing the van).
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9. All trips must be along the most direct route between designated sites and not involve
any side trips.
10. The height of most vans is much greater than that of most passenger vehicles and
should be considered when entering low-clearance garages and similar structures.
Van height clearance is displayed on the dashboard of each vehicle.
11. Keep the van clean at all times and ensure that no bottles or litter is on the floor that
could create a potentially hazardous situation for the driver (i.e. lodging under the
pedals).
VAN MAINTENANCE

University vans are maintained on a regular basis by Chaminade University’s Facilities
department. Vans may be suspended for a day or more when maintenance is
required. Such a situation is unpredictable. The OSAL Assistant or University
Security will notify drivers as promptly as possible.

Please report/make note of any negative conditions with the van’s exterior and interior
prior to departing, and return the van in clean condition.
EMERGENCY PROCEDURES
The driver must stop and investigate any accident, or suspected accident, that the van is
involved in. The driver will not leave the scene until the police have responded and
investigated the accident. This requirement includes all hit and run accidents.
All non-accident incidents that affect the van (flat tires, parking lot damage, “unexplainable”
damage, etc) must be reported to Security. The driver responsible for the van must come in
immediately following the incident and provide a written statement reporting what occurred.
Please review the following in the event of an emergency:

For any problems with the van while in use (flat tire, red light in oil indicator, etc.),
please pull over to a safe location, park immediately, and contact the Security office at
(808) 690-2301.
In the event of an accident/emergency, call the police (dial 911) and:
1. Check for injuries. Do not move an injured individual unless you have to in order to
prevent other injuries.
2. Move and keep everyone in a safe location.
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3. Obtain the other driver’s name, license plate number, address, telephone number,
insurance company and policy number. Share the information on the CUH insurance
card, which is located in the glove compartment, with the other driver(s). Make sure
the insurance card remains in its proper place at all times.
4. Take a picture if possible.
5. Request a police report number from the police.
6. After everything is settled with the other driver and the police, you must report the
incident and all related information to Chaminade University’s Security Office upon
return. Write down everything that you can remember about the accident, including
the names and phone numbers of all the van occupants
Failure to adhere to the Vehicle Use and Driver Responsibilities Policy may result in
disciplinary action and/or loss of van privileges and violators will be referred to the Associate
Dean of Students.
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