Fleet Management Operating Procedures

This document serves to provide fleet management operating procedures to set out the roles and responsibilities of individuals and departmental vehicle owners and operators.  It applies to all departments requiring vehicles for operational purposes, including individual and shared fleet assessments.

Vehicle Lifecycle – The full span of a vehicle’s use, from acquisition and operation through maintenance and eventual disposal.

Vehicle Needs Assessment (VNA) – A standardized process for departments to assess their operational vehicle requirements, including considerations of electric vs. internal combustion vehicles, operational needs, data analysis, cost analysis, shared use, and decision-making frameworks.

Lifecycle Cost Analysis (LCCA) – A financial evaluation method used to determine the total cost of ownership (TCO) of an asset over its entire lifespan, including acquisition, operation, maintenance, and disposal costs.

Total Cost of Ownership (TCO) – The overall cost of acquiring and operating a vehicle, including purchase/lease costs, fuel, maintenance, depreciation, and disposal.

Autonomous Vehicles – University-owned vehicles with autonomous driving capabilities, which must qualify for the Ministry of Transportation of Ontario’s Automated Vehicle Pilot Program.

Operational Cost per Mile (or Kilometer) – A key performance indicator measuring how much it costs to operate a vehicle per unit of distance traveled.

Downtime Days – A Key Performance Indicator (KPI)measuring the number of days vehicles are unavailable due to maintenance, repair, or other issues.

Utilization Rate – A KPI that measures how effectively fleet vehicles are being used compared to their availability (e.g., days in use ÷ total business days × 100).

Registrant Identification Number (RIN) – A number assigned by the Ontario Ministry of Transportation to identify fleet vehicles registered under the university.

Motor Vehicle Record (MVR) – An official driving history document obtained from Service Ontario (or other jurisdiction), required for driver approval and review.

Prior to procuring a new or replacement university owned vehicle, a VNA should be completed by the Department purchasing the vehicle.

The VNA establishes a standardized process for departments to assess their operational vehicle needs. The process is compartmentalized into the following steps:

Step 1: Electric Vehicle (EV) vs Internal Combustion Engine (ICE):

Queen’s developed its first Climate Action Plan in 2016, which pledges to achieve net-zero GHG emissions by 2040. In alignment with the plan, departments purchasing new vehicles must consider an EV option ahead of an ICE model. In situations where an EV option does not meet the specific needs or abilities required by the department, or if availability creates an adverse benefit to Departmental use, can a Hybrid or ICE option be selected. If requested, the Department must provide proof of the EV related shortcomings.

Step 2: Define Operational Needs

• Identify vehicle usage requirements (e.g., mileage, cargo capacity, range, passenger needs, terrain).
• Determine frequency and duration of use (daily, seasonal, occasional).
• Assess regulatory or compliance needs (e.g., safety standards or environmental regulations).

Step 3: Data Collection & Analysis – when considering a replacement vehicle

Utilize the following data sources and analytical tools to inform decision-making:

• Utilization Data
  • GPS tracking, odometer readings, and fuel consumption reports/records.
  • Trip logs to assess vehicle demand patterns.
  • Maintenance records and downtime review.

• Cost Analysis
  • Total Cost of Ownership (TCO) Model: Includes purchase/lease costs, fuel, maintenance and depreciation.
  • Lease vs. Own Comparison: Conduct a Lifecycle Cost Analysis (LCCA) to determine the most cost-effective option. An LCCA is a financial evaluation method used to determine the TCO of an asset over its entire lifespan. Consider the Acquisition costs, operating costs, maintenance or repair costs and resale or disposal costs against cash flows over expected life of the vehicle.
  • Fuel and energy efficiency industry comparisons (gasoline, diesel, hybrid, electric).
  • The Office of Energy and Emissions should be contacted to determine if financial support towards the purchase and operation of an EV is available through operational funds.

• Departmental & Shared Use Evaluation
  • Identify opportunities for shared vehicle use across departments using scheduling and reservation plans.
  • Evaluate pool vehicle availability vs. demand trends. Contact Insurance Services for more information on shared vehicle opportunities.

Step 4: Decision-Making Framework

Based on data analysis, categorize vehicle needs into:

• Owned – Essential, high-utilization, long-term ownership.
• Leased – Flexible contracts, technology upgrades, short-term usage.
• Shared – Multiple departments with overlapping vehicle needs.
• Alternative Solutions – Ridesharing, rentals, or public transportation.

Review & Continuous Improvement:

• Conduct annual reviews using KPIs, Track overall operational costs against mileage ($/km), number of downtime days, and utilization rates (days used over total number of available business days). Insurance Services will request this information as part of the annual renewal process each February and March. See Appendix A for a general template.
• Adjust strategy based on evolving operational demands and technological advancements.

As a leading research-intensive institution, Queen’s University is committed to advancing the United Nations’ Sustainable Development Goals (UN SDGs). Through research, teaching, and community impact, we are helping to solve the world’s most urgent challenges – from climate change to food insecurity to affordable healthcare.

Purchasing an electric vehicle (EV) supports the universities efforts toward the UNSDGs and offers a variety of benefits—economic, environmental, and practical.

1. Lower Operating Costs

Fuel savings

• Electricity is cheaper than gas on a per-mile basis.
• Charging at home overnight can be significantly cheaper than refueling with gasoline.

Lower maintenance costs

• EVs have fewer moving parts (no oil changes, spark plugs, or timing belts).
• No exhaust systems or fuel injection systems to maintain.

Incentives & tax credits

• Many regions offer:
  • Federal or provincial/state rebates or tax credits
  • Reduced registration fees
  • HOV lane access
  • Free or discounted public charging (insert

2. Environmental Benefits

Zero tailpipe emissions

• EVs don’t emit CO₂ or other pollutants during operation.
• This helps reduce urban smog and greenhouse gas emissions.

3. Performance & Driving Experience

Instant torque

• EVs offer quick acceleration and responsive handling.

Quieter ride

• No engine noise means a smooth, silent driving experience.

Regenerative braking

• Recovers energy while braking, improving efficiency and extending brake life.

1.  Unique Safety Features

Battery Management System (BMS)

• Constantly monitors the battery's temperature, voltage, and current.
• Automatically shuts down power or isolates cells if abnormalities (e.g., overheating, short-circuit) are detected.

Crash Protection for Batteries

• Batteries are housed in reinforced, crash-resistant enclosures (usually in the floor of the vehicle).
• Designed to absorb impact and prevent puncture or deformation.

Low Center of Gravity

• Batteries mounted in the floor create a low center of gravity, reducing rollover risk.

Predictive Maintenance Alerts

• EVs often monitor component health in real time and warn drivers of potential issues before failure occurs.

2. GPS Tracking Features: EVs are usually linked to a companion smartphone app that provides:

• Real-time vehicle location on a map (for locating the car or monitoring teens, etc.)
• Trip history and location tracking logs
• EVs use GPS tracking for anti-theft systems, including: Stolen vehicle tracking.
• Fleet operators get enhanced GPS tracking features such as: Driver behavior analytics.

Contact the Office of Energy and Waste Management within Facilities to learn about available internal funds towards the installation of charging stations.

Any university owned vehicle with autonomous capabilities must qualify for the Automated Vehicle Pilot Program. Please ensure to read and review the requirements as sent out by the Ministry of Transportation in Ontario.

All purchases made by Queen’s University must be in adherence to the Procurement Policy.

Purchasing departments should review the Vehicle – Lease or Purchase Recurring Payment Request in AcQuire.

When selecting where to purchase a vehicle – whether new or used – the key is balancing price, trust, service, and convenience.

The following steps should be followed when purchasing a vehicle:

1. Define Your Priorities

Before shopping, clarify:

• Budget: Are you paying cash, financing, or leasing?
• New vs. Used: New offers warranties and reliability; used gives better value.
• Vehicle type: Sedan, SUV, truck, EV, etc. See Vehicle Needs Assessment Section
• Must-haves: Safety features, fuel economy, seating, etc.

2. Know Your Options

1. Franchise Dealerships (e.g., Toyota, Ford, Honda)

Best for: New cars, certified pre-owned (CPO), warranties, trade-ins
Pros:

• Professional, regulated experience
• Manufacturer-backed financing and promotions
• Certified vehicles with warranties
• Service department on-site

Cons:

• Higher prices for used cars
• May try to upsell extras (extended warranties, accessories)

2. Independent Used Car Dealers

Best for: Affordable used vehicles, wide variety
Pros:

• Competitive pricing
• More negotiation room

Cons:

• Limited or no warranty
• Variable reputations – consider researching online reviews
• May be less transparent about vehicle history
• May try to upsell extras (extended warranties, accessories)

3. Private Sellers (Craigslist, Facebook Marketplace, Kijiji, etc.)

Purchasing a vehicle through a private seller is risky because the buyer has little protection if the car has hidden defects, outstanding liens, or a fraudulent history. Unlike licensed dealers, private sellers are not bound by consumer protection laws, warranties, or mandatory disclosures, leaving the buyer fully responsible once the sale is complete. For these reasons, it is highly recommended all university vehicle purchases be made through franchised or independent car dealers.

1. Research and Compare

• Check prices on sites like Kelley Blue Book, Edmunds, or AutoTrader.
• Use VIN check tools (Carfax, AutoCheck) for history reports.
• Read dealership reviews on Google, DealerRater, and BBB.

2. Always Inspect and Test Drive

• Test drive on local roads and highways
• Inspect for damage, leaks, weird noises, or tire wear
• Consider a pre-purchase inspection from a trusted mechanic – especially for used cars

3. Understand the Total Cost

• Price: Negotiate or compare across sources
• Fees: Dealerships often add documentation fees, taxes, delivery, etc.
• Warranties: New or Certified Pre-Owned cars have coverage; others may not
• Financing: Compare dealer financing vs. bank/credit union rates

6. Favor Sellers with Strong Policies

Especially for used cars:

• Return period or exchange policy
• Warranty or service plan included
• Willingness to allow independent inspections

Auto Insurance in Ontario is mandatory for the following coverages:

Third-party liability

• Statutory accident benefits
• DCPD/direct compensation property damage
• Uninsured automobile coverage

The university carries an Ontario Automobile Policy Owners (OAP1) fleet policy which includes all mandatory coverages above.  It also includes coverage for physical damage to owned automobiles (collision and comprehensive).

Insurance Services will require 15 business days’ notice to add a new or replacement owned vehicle to the automobile policy. The process is initiated by the department acquiring the vehicle and completing the vehicle acquisition form which is automatically directed to Insurance Services. All non-factory or aftermarket add-ons must be disclosed in the form. If the vehicle is leased, the pertinent information must be included on the vehicle acquisition form.

Newly acquired university owned automobiles shall be registered in the name of “Queen’s University” followed by the department name that is acquiring the vehicle. See below for an example. When buying from a dealer, the dealership handles the registration, reducing the department’s workload.

Note: the RIN (Registrant Identification Number highlighted above) is assigned by the MTO for fleet vehicles. Departments that currently have a fleet vehicle will already have a RIN issued by the MTO.

If the department is obtaining a vehicle for the first time, please contact Insurance Services for assistance in acquiring a new RIN. The department acquiring the vehicle shall instruct the dealership, if applicable, to register the vehicle as evidenced above. As proof of insurance, Insurance services will email a copy of the liability certificate (example below) to the department contact. A physical copy will then be mailed to the department and is to be kept in the vehicle.

Insurance Services will confirm auto insurance coverage is in place with the department requesting the newly acquired vehicle.

If the vehicle has been modified from its original manufacturer configuration (i.e. adding autonomous driving functionality), this must be disclosed to Insurance Services before coverage can be confirmed by the university auto insurer.

These procedures aim to establish guidelines for the authorized use of university-owned vehicles to ensure efficiency, compliance and security through access control. Access control is essential for a number of reasons, including, to:

1. Prevent unauthorized use
2. Ensure vehicles are used only for business purposes
3. Ensure only qualified and authorized drivers operate vehicles
4. Reduce risk of theft, loss or vandalism
5. Ensure vehicles adhere to university policies and procedures
6. Track data surrounding vehicle use for future considerations
7. Limit unnecessary usage, reducing carbon emissions and fuel waste

Eligibility: Only employees with a valid driver’s license and approval from Insurance Services and a Departmental Manager may operate fleet vehicles. See the Driver Approval and Review section. The license type and class must align to the type of vehicle being driven. Unauthorized individuals may not operate university owned vehicles.

Vehicles may only be used for university-sanctioned activities or those which support the university mission, and which have intent to ensure proper maintenance or longevity of the asset.

Unauthorized use, reckless driving or policy violations may result in warnings, disciplinary action, suspension of driving privileges, and/or denial of insurance coverage in the event of a claim. Drivers of the vehicle are responsible for payment of all traffic violation citations incurred on university business.

A Vehicle Access and Usage Schedule is strongly recommended. See below as an example for utilization by departments. A templated version is available in Appendix B.

A vehicle access and usage schedule can be utilized in either a paper or digital format and must be held on record for a period of time not less than as required in Records Retention Schedule AD6610 Vehicle Ownership and Maintenance.

Electric Vehicle technology may allow for digital user fob tracking. See the Electrical Vehicle Considerations Section

The process to dispose of a university owned vehicle is informed by the Procedure for Disposal of Scrap/Surplus Moveable University Assets. The Contact Officer is the Director, Strategic Procurement Services, whom should be contacted with any questions.

All drivers must be 21 years old and carry a valid Ontario Class G driver’s licence or equivalent from another jurisdiction.  Only drivers with the appropriate licence are permitted to drive vehicles for Queen’s University business.

Individuals are required to complete a new driver application form on the Insurance and Risk Management webpage. Drivers must truthfully answer if they have received a driver's license suspension within the past 5 years, have any convictions or three or more demerit points against their license, or have had any vehicle accidents in the past six years. Based on their response, their eligibility will be determined by the driver approval matrix shown below

As part of the application process, drivers must provide their job title, student/employee ID, Supervisor name, Department, and the name of their Department Fleet Administrator.

All drivers must provide a Motor Vehicle Record (MVR) document with their application. MVR’s can be ordered and received online from Service Ontario.

If a driver is approved, Insurance Services will advise their respective Departmental Fleet Administrator with a communication confirming the applicant is to be added to their drivers list.

Choosing between all-weather and all-season tires depends on the driving conditions and climate. In regions which experience severe winter weather, all-weather tires are the better choice for enhanced safety and performance. Below is a summary for consideration in choosing appropriate tires.

1. Performance in Winter Condition

   • All-Weather Tires: These tires are designed to handle severe winter conditions and typically bear the Three-Peak Mountain Snowflake (3PMSF) symbol, indicating they meet specific snow traction standards. They provide superior traction on snow and ice due to their specialized tread patterns and rubber compounds that remain flexible in cold temperatures.

   • All-Season Tires: While capable of handling light snow and rain, all-season tires are not optimized for severe winter conditions. They may perform adequately in mild winter weather but can struggle in heavy snow or icy roads.
2. Tread Design and Rubber Composition
   • All-Weather Tires: These tires feature a more aggressive tread pattern with deeper grooves and biting edges to enhance grip in snow and slush. The rubber compounds used in all-weather tires are formulated to remain pliable in lower temperatures, improving traction. 
   • All-Season Tires: These tires have a tread design that balances performance across various conditions, including dry, wet, and light snow. However, their rubber can stiffen in cold weather, reducing traction compared to all-weather tires.
3. Versatility and Convenience
   • ​​​​​​​All-Weather Tires: They are suitable for year-round use, eliminating the need for seasonal tire changes. This makes them a convenient option for drivers who experience varying weather conditions throughout the year. 
   • All-Season Tires: While they can be used year-round, they are best suited for moderate climates. In regions with harsh winters, it is often recommended to switch to dedicated winter tires for optimal safety and performance

     Feature	All-Season Tires	All-Weather Tires
     Temperature Range	(7°C) and above	Performs below and above 7°C
     Snow/Ice Performance	Fair (light snow only)	Good (certified for winter)
     Ride Comfort	Smoother, quieter ride	Slightly noisier
     Tread Life	Longer in warm climates	Shorter due to softer compound
     Year-Round Use	Mild Climates	True 4-season use

     ​​​​​​​The use of all-weather tires is strongly recommended for all university owned and operated vehicles.

• Drivers must at all times comply with all laws, regulations and posted signs or directions regarding speed and traffic control.
• It is expected that drivers will inspect all areas around the vehicle before getting into it, to ensure there are no obstructions preventing safe driving.
• When renting a vehicle, the driver should do a walk around with the agent to inspect the vehicle for any existing damages. Make sure they are documented and suggest you take pictures before and after.
• Drivers should take a 30-minute rest break at least every four hours of continuous driving.
• Drivers should drive no more than ten hours in any 24-hour period.
• Trips requiring more than 10 hours driving time to destination should include overnight lodging.
• Driving through the night is not recommended, nor is driving past midnight. Front passengers should remain awake to help keep the driver alert during all times if practical.
• A navigator should be assigned for trips to unfamiliar destinations and routes if practical.
• Unauthorized persons are not permitted to drive the vehicle.
• The number of passengers may not exceed the number of seat belts. All occupants of the vehicle are required to wear seatbelts at all times during vehicle operation.
• Drinking and possession of alcohol, marijuana or illegal drugs in vehicles or driving while under the influence of alcohol or drugs is strictly prohibited and voids the vehicle’s insurance coverage.
• Be careful of conditions that may lead to loss of control such as driving while sleepy or inattentive, or driving too fast for road conditions.
• If the weather is inclement, stop and stay overnight in a safe place. The additional lodging cost is worth avoiding the risk.
• Drivers should inspect the vehicle for safety and work with the department to ensure daily/monthly and annual checklists are completed.
• Drivers of the vehicle are responsible for payment of all traffic/parking violation citations incurred on university business.
• Vehicles are to be used only for University business. Any liability arising out of personal use of a University owned or rented vehicle is the sole responsibility of the driver.
• Absolutely NO use of hand-held or other electronic devices is permitted at any time when operating a vehicle (texting or hand-held cell phone use). Stop the vehicle in a safe area to use a cell phone or other electronic device or have a passenger operate it.

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:

• forgetfulness
• impaired decision making and communication
• slower reaction times
• staring ahead instead of scanning surrounding conditions
• drooping eyelids
• close calls, such as drifting into another lane or not maintaining a safe following distance

Winter weather can start early – especially in Ontario. Follow these tips to  be prepared for the first snowfall.

• Get a maintenance checkup to make sure the vehicle is winter-ready
• Keep the fuel tank at least half full to help reduce moisture in the fuel system and add weight to the vehicle
• Make sure the vehicle has an ice-scraper and washer fluid that works down to -40oC
• Limit cell phone use to conserve battery usage in case of delayed rescue
• Put together a winter survival kit to keep it in your vehicle and include:
  • charged phone
  • water and non-perishable food
  • flashlight with spare batteries
  • blanket and warm clothes
  • jumper cables
  • shovel
  • traction mats or sand
  • candles and a lighter or matches
  • large paper or card with markers to create an emergency sign
• The use of all-weather tires is strongly recommended for all university operated vehicles.

Winter driving can be unpredictable, but some extra preparation and caution can help drivers  stay safe. Before  leaving:

• Check the weather forecast. If it looks bad, delay the trip if possible.
• Clear ice and snow from vehicle windows

On the road

• Drive defensively, slow down and stay in control.
  • Many winter collisions happen because drivers are going too fast for road conditions.
  • Don’t use cruise control on wet, snowy or icy pavement – it reduces reaction time and vehicle control.
  • Steer gently on curves and in slippery conditions. Hard braking, quick acceleration and sudden gear changes can cause you to skid.
  • If the vehicle does skid, release the brakes and steer in the direction of travel. Be careful not to oversteer to avoid spinning.
• Give space
  • It takes longer to stop on slippery roads – make sure there is extra space between you and other vehicles. Minimum of two-three seconds.
• Focus and stay alert
  • Focus on the road and don’t drive distracted.
  • Pay attention to the road surface. Asphalt in winter should look grey white. If it looks black and shiny it could be covered in ice. Remember that shaded areas, bridges and overpasses freeze earlier than other sections of road.
• See and be seen
  • Use the vehicle’s full lighting system in poor visibility and whiteout conditions. If conditions become dangerous, pull over safely and wait for the weather to improve.

Driving near snowplows:

• Stay back from working snowplows and other winter maintenance vehicles (e.g. trucks spreading salt or spraying anti-icing liquid) with flashing blue lights. They will be  on highways before, during and after a snowfall or storm.
• Never pass a working snowplow – it is very dangerous for you and the plow driver. Sight lines and visibility can be significantly reduced by blowing snow and the ridge of snow that the plow creates. Trying to pass between or around a snowplow could result in a severe – even fatal – collision.

Be patient – it takes time to clear the roads after a snowfall. If you are  driving behind a snowplow, wait for it to finish. Roads are plowed in sections, so you usually won’t be stuck behind a plow for more than 20-30 minutes.

1. Lock the vehicle: Always remember to lock the vehicle, even if you are just stepping away for a few minutes. Do not leave the vehicle unattended and idling. This simple step can discourage opportunistic thieves.
2. Be cautious with remote key fobs: Keep remote key fob secure and avoid leaving it in easily accessible areas, as it can be used by tech-savvy thieves to gain unauthorized access to the vehicle. Use a key fob protector often called a Faraday pouch, that will not allow the key fob’s signal to be detected outside of the pouch this prevents key cloning or duplication.
3. Park in well-lit areas: When parking the vehicle, choose well-lit areas that are visible to the public. Avoid secluded or poorly lit areas that provide cover for thieves.
4. Install an alarm system: Consider installing an alarm system in vehicles. This can deter thieves and alert the driver and others nearby if someone tries to break into or tamper with the vehicle
5. Use a steering wheel/brake pedal lock: Steering wheel locks, also known as "club" locks, are physical deterrents that prevent thieves from being able to steer the vehicle. These visible devices can discourage potential thieves.
6. Install a GPS tracking system: Consider installing a GPS tracking system in vehicles. If a vehicle is stolen, this technology can help authorities locate and recover it quickly. If a GPS tracking device has been installed , it must be declared to all users of the vehicle and only be used in the event of a theft of the University owned auto to assist in recovery of university property.
7. Install an ODB (on board diagnostic) lock. This device locks access to the port that accesses the on-board engine diagnostic computer. Thieves can plug into this port and clone a key to steal a vehicle once they gain access to the cabin of the vehicle. 
8. Secure valuables out of sight: Don't leave valuables such as purses, laptops, or electronics in plain sight inside vehicles. Place them in the trunk or take them with you to avoid attracting thieves.
9. Don't leave spare keys in the vehicle: Avoid leaving spare keys inside a vehicle, especially in obvious places like the glove compartment or under floor mats. Thieves know where to look. Store keys left at the office in a locked area.
10. Use anti-theft devices: Utilize additional anti-theft devices such as wheel locks, hood locks, or fuel cut-off switches. These measures make it more difficult for thieves to steal a vehicle.
11. Etch or mark vehicles identification number (VIN): Consider etching the vehicle VIN on windows or marking it in a hidden location. This makes it more challenging for thieves to sell stolen parts and can help in identification and recovery.
12. Be aware of your surroundings: Stay vigilant and be aware of your surroundings when approaching or leaving your vehicle. Look out for suspicious individuals or activities and report any concerns to the authorities.
13. Use parking brakes: Always engage the parking brake when leaving the vehicle. This makes it harder for thieves to tow or roll away the vehicle. Also leave the wheels turned towards to curb ensuring that   the vehicle will not roll straight during an attempted theft.
14. Register the vehicle and keep documentation safe: Ensure vehicles are properly registered and that all necessary documentation is in a secure location. This helps establish ownership and aids in recovery if stolen.
15. See Electric Vehicle Section for list of EV Specific theft-deterrent features

Remember, while these measures can significantly reduce the risk of theft, no deterrent is foolproof. Stay vigilant and take appropriate precautions to protect yourself and the vehicle.

 In case of an accident the following steps should be followed:

• All off-campus accidents should be reported immediately to the local police department and note the name of the investigating officer.
• Call 911 immediately if there are any personal injuries.
• All injuries must be reported to a supervisor immediately, so that they can report to the Department Environmental Health and Safety.
• All on-campus accidents should be reported immediately to Queen’s Campus Security and Emergency Services at (613) 533-6733.
• All claims must be reported to the office of Risk and Safety Services at 613-533-2005 or by email to insurance@queensu.ca. Please complete the Vehicle Incident Report Form and submit to the Office of Risk and Safety Services.
• Provide any other involved party with required insurance information and your name, address and telephone number. Note that requirements vary by province and state. Ask the investigating police officer for details.
• For accidents that involve injury, third party property damage and or damage exceeding $5,000, they must be reported to the local collision reporting centre.
• Review the Auto Accident Checklist form to ensure the collection of appropriate information.

Best Practices for Safe Driving While Towing a Trailer

Towing a trailer requires extra caution because it affects a vehicle’s handling, braking, and stability, increasing the risk of accidents. The added weight impacts acceleration and stopping distances, while improper loading can cause swaying or jackknifing. Sharp turns, strong winds, and sudden maneuvers can further reduce control. Additionally, trailers have blind spots that make lane changes and reversing more challenging. Ensuring proper hitching, weight distribution, and speed control is essential for safety and preventing damage to both the vehicle and trailer. It is strongly recommended that trailers are not utilized unless the driver has previous experience. Consult the list below for recommendations around trailer use with a motorized vehicle.

Towing a trailer adds

1. Pre-Tow Inspection:
   • Check the trailer’s hitch connection and ensure it is secure.
   • Confirm the trailer lights (brake lights, turn signals, and taillights) are working properly.
   • Inspect tire pressure and condition for both the trailer and the towing vehicle.
   • Verify that safety chains are properly attached in a crisscross pattern under the hitch.
   • Ensure the trailer’s load is balanced and secured, with heavy items placed over the axle.

2. Know Your Weight Limits:
   • Ensure the trailer and load do not exceed the towing vehicle's weight capacity.
   • Verify that the gross trailer weight (GTW) and tongue weight fall within the manufacturer’s limits.

3. Practice Maneuvering:
   • Practice turning, reversing, and stopping with the trailer in a safe, open space before driving in traffic.

4. Adjust Driving Habits:
   • Allow for extra stopping distance to accommodate the added weight.
   • Make wider turns to account for the trailer's swing.
   • Avoid sudden braking or sharp maneuvers to minimize the risk of trailer sway.

5. Maintain Moderate Speeds:
   • Drive at or below the speed limit, keeping in mind that trailers often have lower speed restrictions.
   • Avoid highways or roads with high crosswinds if possible.

6. Monitor the Trailer While Driving:
   • Use your side mirrors to check the trailer's position and stability frequently.
   • Be alert to trailer sway and know how to correct it: gradually reduce speed, avoid sudden inputs, and stay steady on the steering wheel.

7. Plan Your Route:
   • Choose routes that avoid sharp turns, steep grades, or low clearance areas.
   • Account for the extra time needed to navigate and park with a trailer.

8. Stay Alert for Road Conditions:
   • Avoid driving on wet, icy, or loose gravel surfaces when towing unless absolutely necessary.
   • Reduce speed when navigating rough or uneven roads.

9. Follow Parking Guidelines:
   • Park on level ground to prevent the trailer from rolling.
   • Use wheel chocks on the trailer for added stability when parked.

10. Review Local Laws:
    • Familiarize yourself with provincial or state laws, including trailer speed limits and equipment requirements like brake controls or safety chains.

11. Emergency Preparedness:
    • Carry a roadside emergency kit with a tire jack, lug wrench, reflective triangles, and other tools.
    • Ensure you have a spare tire for both the vehicle and the trailer.

12. Stay Within Driver Comfort:
    • Avoid towing a trailer if the driver is unfamiliar or uncomfortable with the process.
    • Get assistance or additional training if needed to ensure safety.

The university does not provide insurance coverage for the use of private automobiles on university business and cannot purchase liability insurance coverage on behalf of an owner of a personal vehicle thereby having no insurable interest. Furthermore, the university is not responsible for the maintenance of a personally owned vehicle. Queen's University accepts no liability for any loss, damage or injury that may result from the utilization of a personal vehicle for business purposes.

The university non-owned automobile insurer. requires individuals who choose to drive their own vehicle on university business must carry a minimum of $1,000,000 third party liability insurance. It is recommended that higher limits be considered. Please contact a licensed insurance broker or insurer for options. 

In the event of a claim, the owner of the private automobile will be required to approach his/her own insurer for reimbursement of incurred expenses. The driver must inform his/her insurance company when a personal vehicle is being used for business purposes and pay (if any) associated increased costs in the premium. Queen's University is not responsible for these additional premium costs.

It is recommended that a personally owned vehicle be used only for short journeys where this constitutes the most economical and effective means of transportation considering all factors such as costs, time constraints, itinerary etc. The current rate of reimbursement can be found in the Travel and Expense Reimbursement Policy.

Annual Key Performance Indicators Tracking Sheet

Vehicle Access and Usage Template

Monthly and Annual Schedule

•   Change the oil and oil filter: It is recommended to change the oil and oil filter every 5,000 to 8,000 kilometers for non-synthetic and every 16,000 kilometers for synthetic oil, depending on your vehicle's make and model. Be sure to use the appropriate grade of oil as recommended by your vehicle's manufacturer.
•   Check the brakes: Have your brakes and brake pads inspected annually or as recommended by your vehicle's manufacturer. If you notice any signs of wear or hear any unusual noises while braking, have your brakes checked by a professional immediately. Your brakes are a vital safety component.
•   Check the battery: Check the battery terminals for any signs of corrosion, and have the battery tested to ensure it is holding a charge. Extreme cold weather in Ontario can cause premature battery wear.
•   Check the tires: Check tire pressure and tread depth regularly.
•   Inspect the cooling system: Check the coolant level and inspect the hoses and belts for any signs of wear. Make sure your vehicle's radiator is clean and free of debris.
•   Inspect the suspension and steering: Have the suspension and steering system inspected annually or as recommended by your vehicle's manufacturer. This will help ensure that your vehicle handles properly and is safe to drive.
•   Check the lights: Check all exterior lights, including headlights, taillights, turn signals, and brake lights. Replace any bulbs that are burned out or not functioning properly.
•   Inspect the wipers and windshield washer fluid: Check the condition of the wiper blades and replace them if they are worn or damaged. Make sure your windshield washer fluid is topped up and functioning properly.
•   Check the air filter: Check the air filter and replace it if it is dirty or clogged. A dirty air filter can reduce fuel efficiency and engine performance.
•   Check the transmission fluid: Check the transmission fluid level and condition as recommended by your vehicle's manufacturer unless it is a sealed transmission in which case follow the manufacturers service recommendations.

Daily Schedule

Always complete a 360-degree visual inspection of the vehicle prior to each use. Pay particular attention to condition of tires and windshield

Walk-Around

•   Vehicle body and windows: check for dents, scratches, cracks or vandalism.
•   Tires: check for proper installation, no sidewall damage, or bulges as well as adequate tread.
•   Lights: check for proper function of headlights, taillights, brake lights, turn signals.
•   Mirrors: check they are clean, adjusted with no cracks.
•   Leaks under vehicle: check for any visible puddles.
•   Wipers: check blades are intact, no cracks and windshield washer applications successful.

Functional Tests

•   Dashboard Warning Lights: ensure no warning lights are illuminated.
•   Horn: ensure loud and clear.
•   Steering: ensure no stiffness or noise.
•   Brakes: ensure firm with no noise or vibration.
•   Heater/Defroster: ensure working properly.
•   Instrument Cluster: ensure all gauges are working properly.
•   Dashcam Functionality: check camera will power on and in proper position.

Electric Vehicle Specific Checks

•   Charging Port: ensure it is clean, dry and damage free.
•   State of Charge: ensure charge level is sufficient.
•   Scheduled Charging: ensure charging time/setting is correct.
•   Regenerative Braking: ensure it is working properly.
•   Battery Temperature Warning: ensure no warning or performance lag.

Weekly Checks

•   Oil Level: check dipstick for correct level.
•   Coolant Level: ensure coolant level between minimum and maximum with no leaks.
•   Brake Fluid: ensure brake fluid between minimum and maximum.
•   Battery Terminals: ensure terminals are clean with no corrosion.