The following best practices have been designed to outline the expected business processes for employees and students who are permitted to drive a leased vehicle for Queen’s University business only. No personal use of a leased vehicle is permitted at any time.
When entering into a lease agreement, please contact Catherine Hagerman, Insurance/Risk Management in the office of the Vice Principal (Finance and Administration) at (613) 533-6000 Ext: 74322 or email@example.com to arrange to add the leased vehicle to the University’s insurance program.
Please note that all drivers of both Queen’s owned and leased vehicles are required to carry a valid Class G Ontario driver’s licence or equivalent if they are from out of province or out of country. Drivers listed on the spreadsheet submitted by the department to the Insurance Office will automatically be included on the list of approved drivers of rented vehicles for University business.
Queen’s insurer requires that all new and existing drivers are on file with them including, the License Validity Checks to be performed both as they are initially added as a driver and annually for each listed driver. See the Ministry of Transportation website for access. Note that Queen’s insurer may deny coverage in the event of non-compliance.
Please indicate the Validity Check Abstract Number on the spreadsheet corresponding to each listed driver and forward a copy of the License Validity Check to Catherine Hagerman at firstname.lastname@example.org.
For employees with a driver’s license out of province or out of country, please arrange to get a photocopy of the driver’s license and have the driver sign and date it attesting that to the best of their knowledge, they have no current violations that would preventing them from driving your fleet vehicle or a rented vehicles on behalf of Queen’s, and keep this on file at your office.
The Vehicle Administrator for each department is required to maintain driver information in PeopleSoft as indicated in the procedures below:
If a person no longer drives your fleet vehicle, please indicate this on the spreadsheet and I will remove the vehicle from their profile in PeopleSoft. Note: If you have problems getting into PeopleSoft (access issues), please iTrack the issue with high importance.
The following are provided by the University’s insurance advisors and are based on industry best
practices and proven loss prevention strategies.
This is the first critical step toward ensuring that the risk of a motor vehicle accident is minimized. It is noted that 95% of all vehicle accidents are caused by human error. International driving permits are discouraged due to their variable application standards. Exceptions can be made when the international driving standard is known to be on par with Ontario standards. Departments will need to follow up on this with those whom they wish to add to their list of drivers.
The use of hand-held devices is not permitted at any time when operating a vehicle (texting or hand-held cell phone use).
It is suggested that departments and drivers carefully consider the needs when purchasing or leasing a vehicle. This will depend on many factors including – type of a vehicle depending of volumes, amounts transported; with good safety record, easy maintenance. Please ensure that the person designated as driver at any given time has considerable experience driving that size and model of vehicle (i.e. not all drivers have experience driving a van).
Driver fatigue is a leading cause of traffic accidents. Fatigue affects driver perception, information processing, and reaction times. In the extreme, it causes a driver to fall asleep. Fatigue can arise from factors including night driving, extended wakefulness, inadequate sleep, and sleep disorders.Help drivers understand the warning signs of fatigue. These include:
Please pay specific attention to the driver safety recommendations and what to do in the event of an accident before renting a vehicle below.