BATES COLLEGE MOTOR VEHICLE POLICY: (Revised: May 23, 2025)

All students, faculty, and staff who accept the responsibility of operating a College motor vehicle must recognize that safety is a fundamental obligation. It is the policy of Bates College (herein referred to as the “College”) that all drivers read the Bates College Motor Vehicle Policy carefully and take seriously the responsibilities associated with operating a College vehicle. For the purposes of this policy, a “College vehicle” is defined as one that is owned, leased, or rented by Bates College.

A. GENERAL RULES GOVERNING OPERATION OF COLLEGE MOTOR VEHICLES:

1. Driver Responsibility: The ultimate responsibility for the safety and wellbeing of all passengers belongs to the driver. No policy or procedural statements can eliminate that responsibility.
2. Compliance With Laws: Operators of College motor vehicles must comply with all motor vehicle regulations, laws, and ordinances at all times. All operators MUST have an active/valid U.S. state driver’s license. 
3. Maximum Van Occupancy: Though the College may use vans designed to seat up to 15 passengers; no more than 12 individuals, including the driver, are allowed in a van at any time.
4. Use of Alcohol/Drugs Prohibited: The use of alcohol and/or drugs by the driver or passengers of a College motor vehicles is strictly prohibited. Violation of this provision will be grounds for immediate revocation of College driving privileges under this policy. 
5. Distracted Driving: Is classified in Maine as a moving violation (Sec. 1. 29-A MRSA §2118). Crashes that occur while a driver is using an electronic device are considered preventable and may result in disciplinary action. Drivers cited for traffic violations involving the use of a phone or other electronic device while operating a College vehicle will be solely responsible for any associated financial penalties. Individuals operating a College vehicle are expected to refrain from using cell phones, earbuds, headphones, navigation devices, or any other electronic equipment, as well as from eating, drinking, or engaging in any other distracting activities while driving.
6. Smoking is prohibited in College vehicles.
7. Citations Received While Operating a College Vehicle: Drivers of College vehicles are responsible for all citations received as a result of an automobile accident, excessive speed and/or other moving or traffic violation/s. 
8. Safety Belts: In compliance with state law, all drivers and passengers are required to use safety belts while operating/riding a College motor vehicle. It’s the driver’s responsibility to ensure 100% compliance with this policy. 
9. Certified Drivers of College Motor Vehicles: Students and faculty/staff under the age of 25 MUST become certified to drive College motor vehicles.  
10. Use of Personal Vehicles: It is strongly recommended that authorized drivers use college vehicles when travelling for college business. In such cases when an authorized driver uses their personal vehicle for college business, the individual’s personal auto insurance policy will be primary for all issues related to insurance.  All individuals using personal vehicles for college business must have at least the minimum insurance coverage/limits required by law. 
11. Department/Program Manager Responsibilities: It’s the Department/Program manager’s responsibility to read and understand the policies outlined in this document and to ensure all drivers possess a valid/active driver certification PRIOR to allowing anyone under the age of 25 to drive for the College.  Verification can be done by emailing proposed driver names to the Accreditation, Transportation & Operations Manager in advance of the travel day. 
12. Faculty/Staff 25 Years of Age or Older: are authorized to drive College motor vehicles without having to participate in the Driver Certification Program provided they possess a current/valid U.S. driver’s license. Exceptions to this may be necessary where there is a demonstrated record of unsafe driving practices by the driver.
13. Additional Training: Any driver of College vehicles may be required to submit to additional driver training or may be banned from driving College vehicles if there is a demonstrated record of unsafe driving. Determinations will be addressed via the MVR point system below as reviewed and decided by either the Accreditation, Transportation & Operations Manager and/or the Director of Campus Safety. All decisions are FINAL.
14. Authorized Passengers: Only those individuals affiliated with the College: i.e., faculty, staff, students, or invited guests, are to be transported in College vehicles. It is the driver’s responsibility to enforce this policy. 
15. Personal Use of College Vehicles is Prohibited.
16. Roof Cargo Prohibited: Placing cargo on the roof of a 12-15 passenger van or any other college vehicle is not permitted.
17. Trailers Prohibited: Towing of a trailer with any 12-15 passenger van is prohibited. The College allows the towing of trailers provided the vehicle is properly equipped to do so and IS NOT a 12-15 passenger van.
18. Student Driver Statement: In general, students will be authorized to drive College vehicles only when it is absolutely necessary to support academic, co-curricular, or officially sanctioned extracurricular programs—and only if no faculty or staff are available to serve as drivers.

B. CERTIFICATION PROCESS FOR STUDENTS/FACULTY/STAFF UNDER 25 YEARS OF AGE–

1. Eligibility: Applicants MUST be at least 18 yoa and have a valid/active U.S. state driver’s license. Drivers possessing only an international driver’s license are ineligible to rent or drive College vehicles. 
2. Read the Bates College Motor Vehicle Policy. Applicants are expected to read, acknowledge, and understand the policies outlined in this document.
3. Successfully complete the online test with a score of 29 or greater. Results are automatically forwarded to the Accreditation, Transportation, & Operations Manager upon test submission.
4. Submit a current 3-year Driver History report FROM THE STATE in which applicant is licensed, to the Accreditation, Transportation & Operations Manager. Some states require more time than others for this process. Check with your specific issuing state for additional details on obtaining a driver history report. Applicants are responsible for any/all fees associated with obtaining their driving record. The record does NOT need to be a “certified copy”.  All submitted MVRs must be in DIGITAL form, include the driver’s name, and cover a minimum three-year driving history.
5. Accumulate fewer than 10 points on their Motor Vehicle Record (MVR) check. The Accreditation, Transportation & Operations Manager will evaluate the applicant’s MVR based on the points assigned for each violation as outlined in the MVR Point System Chart below. 
6. Request a Van Orientation Session Through Their Department/Program Certified Van Orientation Coach. Van Orientation Coaches are responsible for scheduling and administering these sessions. Applicants MUST have ALL necessary paperwork submitted to the Accreditation, Transportation, & Operations Manager PRIOR to requesting an appointment for a Van Orientation Session. Those with incomplete or missing paperwork will not be permitted to take the Van Orientation Session until their paperwork has been sumitted and reviewed. BATES EMS (BEMS) DRIVERS: Students being certified to drive for BEMS will forgo the requirement of an in-person van orientation session. In lieu of this, BEMS candidates must submit a copy of their Emergency Vehicle Operator Course (EVOC) certificate issued to them upon successful completion of the training. The EVOC certification will take the place of the van orientation requirement.
7. Satisfactorily complete a Van Orientation Session with a certified Van Orientation Coach. All applicants (except those from BEMS with EVOC Certification) must demonstrate the ability to safely operate a 12-passenger van. This includes obeying traffic laws, signs, and signals, as well as properly maneuvering the vehicle into a parking space. Orientation sessions typically last 20 to 30 minutes.
8. Display a Valid Driver Certification Sticker. After successfully completing the Van Orientation Session, the applicant must go to the Campus Safety Transportation Office to receive their certification sticker. This tamper-proof sticker will be affixed to the back of the College ID and will serve as evidence of an up-to-date driver certification. Certified drivers should be prepared to show their driver’s license and/or certification sticker when renting or using a College vehicle.  Drivers ARE NOT considered certified until they’ve been issued an valid driver certification sticker. If a sticker shows signs of tampering, the driver’s certification is considered revoked until the sticker is replaced. BEMS DRIVERS: Must also visit the Campus Safety Transportation Office to receive their certification sticker after submitting their written test, driver history, and EVOC certification.

MVR Point System

Citation	Point Value
Driving without a license	10
Driving while license is suspended or previous suspension of license	10
Driving while under the influence of alcohol	10
Driving while under the influence of narcotics	10
Operating without the owner’s permission	10
Fleeing or eluding a police officer	10
Any serious criminal violation (i.e. reckless or careless driving to endanger, leaving the scene of an accident, etc.)	10
Any major consequential violation of administrative suspension (i.e. open intoxicants in car, illegal transportation of alcohol, etc.)	8
Any speeding violation 21 mph or more over speed limit	6
At fault accident (any event which results in damage to a vehicle or property, or injury to a person) with damages of $2,000 or more combined damage all vehicles and property	6
Driving distracted (use of cellphone while operating)	6
At fault accident (any event which results in damage to a vehicle or property, or injury to a person) with damages of less than $2,000 combined damage all vehicles and property	4
Any speeding violation from 11-20 mph over speed limit	4
Any speeding violation from 1-10 mph over speed limit	2
Any standard moving violation (i.e. speed too fast for conditions, failure to stop/signal, failure to wear seat belt, etc.)	2

C. INELIGIBLE DRIVER: An ineligible driver is defined as an individual who either does not possess a valid U.S. driver’s license or has accumulated ten (10) or more points within the MOST RECENT past three (3) calendar year’s MVR. Points are assigned based solely on information obtained from the MVR. MVR records are kept confidential. The College’s point system is independent of any state-based point system and may differ in how violations are assessed. Applicants will be notified of their ineligibility by the Accreditation, Transportation & Operations Manager.

D. REPORTING MAJOR TRAFFIC VIOLATIONS: Any College driver convicted of a major traffic violation must immediately report the conviction to the Accreditation, Transportation & Operations Manager. In such cases, driving privileges may be suspended pending further evaluation. The suspension may be temporary or permanent and will be at the discretion of the Accreditation, Transportation & Operations Manager and/or the Director of Campus Safety based on the facts of the incident. All decisions are FINAL.

E. INELIGIBLE DRIVER REINSTATEMENT: Drivers who have been deemed ineligible due to a disqualifying MVR score and/or had College driving privileges suspended may, at their own expense, enroll in a defensive driving program approved by the Accreditation, Transportation & Operations Manager. Upon successful completion, drivers must submit documentation of successful course completion to the Accreditation, Transportation & Operations Manager for review. Approved completion of the course will result in a (3) point deduction applied to the driver’s MVR score. If the (3) point credit reduces their MVR score to under (10) points, the driver can request their College driving privileges be reinstated. The Accreditation, Transportation & Operations Manager and/or Campus Safety Director reserves the right to deny or approve reinstatement or to impose additional driving restrictions or require more frequent MVR checks at their discretion, for reinstated drivers. All decisions are FINAL.

F. YEARLY DRIVER CERTIFICATION EXPIRATION: Driver certifications expire on August 15. Driver certifications can be renewed by emailing an updated MVR record to the Accreditation, Transportation, & Operations Manager for review.  Once reviewed and approved, drivers must return to the Campus Safety Office to receive a new driver certification sticker. Some exceptions may apply. Contact the Accreditation, Transportation, & Operations Manager for additional information. 

G. ACCIDENT REPORTING REQUIREMENT: Any accident or damage involving College vehicles, regardless of severity, location, or fault, shall be reported immediately to the law enforcement authority within the jurisdiction where the accident occurred, and as soon as safely possible to Bates Campus Safety (207-786-6254) The Campus Safety Office is open 24 hours a day, 7 days a week. If the accident occurs on College property, report it directly to Bates College Campus Safety.  A Campus Safety Officer will report to your location to take a report and may contact Lewiston Police if necessary. Failure to report an accident or significant damage may result in the driver’s certification being revoked. Additionally the driver must complete and submit a Bates College Accident Report Form within 24 hours to Campus Safety. For accidents involving a rented college vehicle, submit a copy of the rental agreement along with the Bates College Accident Form. Campus Safety will notify the Vice President for Finance & Administration & Treasurer of the claim.

H. FAILURE TO REPORT: Failure to report damage or involvement in an accident as soon as practically possible or failure to submit a College Accident Reporting Form within 24 hours will result in loss of all driving privileges of College owned vehicles, may result in the loss of insurance benefits to the College, and result in the department/organization being charged the cost of repairs.

I. POST ACCIDENT RECOMMENDATIONS: After an accident with any College vehicle, the first priority is to attend to any injured parties and to ensure that all parties are safely out of further harm’s way. Injured parties should be moved only by medical personnel except under the most unusual and crisis-like circumstances to prevent added injury to the victim. 

Other points for consideration in the event of an accident:

1. Make no statement to anyone (including media) other than to law enforcement or Bates Campus Safety personnel. 
2. Make no statement about payment of damage. 
3. Admit no fault or liability. 
4. Move the vehicle only when so instructed by police unless your best judgment under the circumstances is that moving the vehicle is the best and safest course of action. 

J. POST ACCIDENT SUSPENSION: Driving privileges may be suspended or revoked after an accident with a College Motor Vehicle upon further investigation of the incident.

K. VEHICLE TOWING: If a College OWNED vehicle cannot be driven (due to an accident or mechanical issue) and the Department of Campus Safety authorizes it, the vehicle must be towed to Facility Services. If a College RENTAL vehicle cannot be driven (due to an accident or mechanical issue), follow the procedures outlined in the rental agreement and/or posted inside the vehicle. Any rental vehicle requiring towing must be returned to the rental location as soon as practically possible. 

L. DRIVER INFORMATION PACKETS: All College vehicles should have a Driver Information Packet in the glove box. Each packet contains information regarding accident reporting, an accident reporting form, vehicle registration as well as an insurance card. Program managers are responsible for ensuring this information is in each vehicle.  Additional copies of these documents  can be obtained by clicking: Accident Reporting Information and Accident Reporting Form.  If the College vehicle you’re driving does not have these documents, contact your Department/Program Manager. 

M. VEHICLE DAMAGE: Any vehicular equipment deficiencies, failures, or other vehicle damage to COLLEGE OWNED vehicles should be reported to Campus Safety.  For RENTED VEHICLES, REPORT TO THE RENTAL COMPANY. Whenever the vehicle is left unattended, regardless of the length of time, drivers are responsible for inspecting the vehicle before driving so that issues/damage is noted and, if possible, corrected before vehicle use. Vehicles thought to be unsafe should not be driven under any circumstances.

N. VEHICLE BREAK DOWN: If a College OWNED vehicle breaks down, contact Campus Safety at (207) 786-6254 for assistance. If a College RENTAL vehicle breaks down, contact the rental company directly or use the “after-hours” number listed on the rental agreement if it’s outside normal business hours.

O. CARGO: Drivers are responsible for all cargo and equipment storage. Cargo must be stored securely to ensure it does not interfere with safe vehicle operation or compromise passenger safety. Cargo should NOT be stored behind the rear wheels of a 12-15 passenger van as it can contribute to poor handling characteristics of the vehicle in the event of an emergency or tire failure. Cargo may be stored over the rear axle or in front of it. Cargo should not exceed 200 lbs.

P. UNCOOPERATIVE PASSSENGERS: Passengers who are disruptive, uncooperative, or behaving in an irresponsible or unsafe manner should be reported to the department/program manager who authorized the use of the College motor vehicle.

Q. UNAUTHORIZED VEHICLE USE: Only authorized and certified drivers are permitted to operate College motor vehicles. Drivers to whom a vehicle has been assigned or rented are not allowed to delegate driving responsibilities to others, except in the case of an emergence and only if the alternate driver is also certified to operate College motor vehicles. Unauthorized delegation may result in the suspension of the driver’s College driving privileges. For long-term vehicle rentals, typically within the intercollegiate athletics program, a designated faculty or staff member will be listed as the driver of record. That individual is responsible for ensuring that anyone who operates the vehicle is properly authorized and certified under this policy.

STUDENT Driver Certification follows the process outlined below:

1. Eligibility: Applicants MUST be at least 18 yoa and have a valid/active U.S. state driver’s license. Drivers possessing only an international driver’s license are ineligible to rent or drive College vehicles. 
2. Read the Bates College Motor Vehicle Policy. Applicants are expected to read, acknowledge, and understand the policies outlined in this document.
3. Successfully complete the online test with a score of 29 or greater. Results are automatically forwarded to the Accreditation, Transportation, & Operations Manager upon test submission.
4. Submit a current 3-year Driver History report FROM THE STATE in which applicant is licensed, to the Accreditation, Transportation & Operations Manager. Some states require more time than others for this process. Check with your specific issuing state for additional details on obtaining a driver history report. Applicants are responsible for any/all fees associated with obtaining their driving record. The record does NOT need to be a “certified copy”.  All submitted MVRs must be in DIGITAL form, include the driver’s name, and cover a minimum three-year driving history.
5. Accumulate fewer than 10 points on their Motor Vehicle Record (MVR) check. The Accreditation, Transportation & Operations Manager will evaluate the applicant’s MVR based on the points assigned for each violation as outlined in the MVR Point System Chart below. 
6. Request a Van Orientation Session Through Their Department/Program Certified Van Orientation Coach. Van Orientation Coaches are responsible for scheduling and administering these sessions. Applicants MUST have ALL necessary paperwork submitted to the Accreditation, Transportation, & Operations Manager PRIOR to requesting an appointment for a Van Orientation Session. Those with incomplete or missing paperwork will not be permitted to take the Van Orientation Session until their paperwork has been sumitted and reviewed. BATES EMS (BEMS) DRIVERS: Students being certified to drive for BEMS will forgo the requirement of an in-person van orientation session. In lieu of this, BEMS candidates must submit a copy of their Emergency Vehicle Operator Course (EVOC) certificate issued to them upon successful completion of the training. The EVOC certification will take the place of the van orientation requirement.
7. Satisfactorily complete a Van Orientation Session with a certified Van Orientation Coach. All applicants (except those from BEMS with EVOC Certification) must demonstrate the ability to safely operate a 12-passenger van. This includes obeying traffic laws, signs, and signals, as well as properly maneuvering the vehicle into a parking space. Orientation sessions typically last 20 to 30 minutes.
8. Display a Valid Driver Certification Sticker. After successfully completing the Van Orientation Session, the applicant must go to the Campus Safety Transportation Office to receive their certification sticker. This tamper-proof sticker will be affixed to the back of the College ID and will serve as evidence of an up-to-date driver certification. Certified drivers should be prepared to show their driver’s license and/or certification sticker when renting or using a College vehicle.  Drivers ARE NOT considered certified until they’ve been issued an valid driver certification sticker. If a sticker shows signs of tampering, the driver’s certification is considered revoked until the sticker is replaced. BEMS DRIVERS: Must also visit the Campus Safety Transportation Office to receive their certification sticker after submitting their written test, driver history, and EVOC certification.

**IMPORTANT ITEMS TO NOTE

-You’re only certified to drive AFTER you’ve been issued a valid driver certification
sticker.

-It is highly recommended that driver applicants plan ahead, well in advance of scheduled driving duties, as there may be limited availability of vehicle orientation session times particularly during the early Spring and Fall.

-Vehicle orientation sessions may be cancelled due to inclement weather which could detract from the orientation or present a safety risk due to roadway conditions.

 – Bates Campus Safety and the Accreditation, Transportation & Operations Manager reserves the right to deny driver applications due to late sign up, improper, incomplete or otherwise disqualifying paperwork submitted by the applicant.

-All decisions by Bates Campus Safety and/or the Accreditation, Transportation
& Operations Manager are final. 

To streamline the process of certifying drivers, the Bates College Transportation Office will be modifying the process by which those under 25 years of age (<25 yoa) become certified to drive college owned/rented/leased vehicles.

What will continue: Candidates will continue to reach out to the Bates College Transportation Office to initiate the driver certification process. Once the written test is completed (test results are automatically forwarded to the Transportation Office), candidates must submit a recent copy of their driving record to the Transportation Manager. The Transportation Manager will review the written test results and the submitted driving record. Successful candidate names, test results, affiliation and driving record receipt date shall be entered into the Certified Driver Database. Candidates who pass the written test and submit a satisfactory driving record will now be ready to schedule their vehicle orientation/driving session.

What will change: Candidates shall be referred to their affiliated department/organization to schedule and administer a driver vehicle orientation. Department/organization certified Van Orientation Coach will check the Certified Driver Database to confirm eligibility PRIOR to administering a vehicle orientation/driving session. Upon eligibility confirmation, department/organization certified Van Orientation Coach will schedule and administer a vehicle orientation/driving session in a twelve to fifteen passenger van with their candidate. Vehicle orientation/driving sessions take approximately 20-30 minutes to complete. Upon completion, Van Orientation Coaches will notify the Transportation Manager of the satisfactory completion of the vehicle orientation/driving session.

Certification sticker: Upon completion of driver vehicle orientation/driving session, candidates must go to the Transportation Office to receive a driver certification sticker, at their convenience, any time during normal college business hours (8am-4pm, Mon-Fri). The issued sticker number will be added to the candidate’s record and displayed on the back of the candidate’s Bates ID. Only AFTER being issued a sticker, will the candidate be eligible to drive college owned/rented/leased vehicles for that academic year. Yearly re-certifications will continue to follow the process outlined in the Driver Recertification pull tab below.

Van Orientation Coach Instruction: Each department/organization that relies on drivers <25 yoa, for transportation, will provide the necessary employee/s to serve as a Van Orientation Coach and will administer candidate vehicle orientations/driving sessions. The Transportation Manager or designee will provide all Van Orientation Coaches with a recommended route and a hands-on, in person, session covering the essential elements of a typical vehicle orientation/driving session. This orientation takes approximately 20-30 minutes. 

All Van Orientation Coaches will be provided access to the Certified Driver database and will confirm each candidate’s eligibility (passing test result and satisfactory driving record) BEFORE any vehicle orientation/driving sesions.  

Van Orientation Coaches are strongly encouraged to familiarize themselves with the Bates College Motor Vehicle Policy.

In order to qualify to be a Van Orientation Coach, the applicant MUST have a valid US driver’s license, be a college employee, AND be 25 years of age or older.

If you have additional questions regading the Van Orientation Coach program or need to become a Van Orientation Coach, please contact the Accreditation, Transportation, & Operations Manager.

1. John Heutz (Van & Golf Cart), Campus Safety Transportation Office
2. Catie Luedee, AESOP/Outing Club
3. Rebecca Minor, Earth & Climate Sciences
4. Philip Dostie, Earth & Climate Sciences
5. Daphne Comeau, Anthropology, Digital/Computational Studies, History, & Politics
6. Indya Childs, Bates Dance Festival
7. Adrienne Shibles, Athletics
8. Kayleigh Fournier, Athletics
9. Andrew Mountcastle, Biology
10. Logan Nichols, Athletics
11. Levi Adams, Biology
12. Mike Taraboletti, Athletics–Rowing
13. Abby Quinn, Earth & Climate Sciences
14. Todd McCollough, Dining
15. Steve Sabine, Campus Safety Transportation Office
16. Don Cote, Campus Safety Transportation Office
17. Zach Brown-Cross, Res. Life
18. Art Feeley, Athletics–Track & Field
19. Luke Allen, Campus Life
20. Nicole Emery, Bates Dance Festival
21. Erin Caswell, Campus Life
22. Jem Bullock (Van & Golf Cart), Reunion

Driver certification remains in effect through each academic year.

Students particpating in Bates Summer programs remain certified through to the end of that particular program. For all others, certifications obtained during an academic year expire yearly on August 15th. Certifications obtained during Summer are valid for the following academic year.

In order to be re-certified,  you must obtain an updated Driver History Record from the state your license was issued. This may be done in person at your local DMV office or on-line if your state permits. Driver candidates seeking recertification are repsonsible for paying any and all fees associated with obtaining their driver history record.

Upon receipt of your driving history record, email it to the Accreditation, Transportation & Operations Manager. Once sent, go to the Campus Safety Office during normal business hours (8am-4pm, Mon-Fri), to be issued your new driver certification sticker. Only those posessing a CURRENT driver certification sticker are eligible to drive college vehicles. Certified drivers will be listed on an up-to-date spreadsheet which is made shareable for ensuring the drivers have met the provisions for certification/recertification.

For vehicle accident reporting requirements and accident/breakdown procedures, please refer to the Bates College Motor Vehicle Policy.

https://acrobat.adobe.com/link/review?uri=urn:aaid:scds:US:88de1cb6-fa4c-30e9-b509-e15636ece53a