All university personnel that operate a motor vehicle as part of their employment are required to undergo a Motor Vehicle Department background check. Their credentials are submitted to NYSDMV to obtain a driving abstract through LENS.

Policy Statement

All university personnel that operate a motor vehicle as part of their employment are required to undergo a Motor Vehicle Department background check. Their credentials are submitted to NYSDMV to obtain a driving abstract through LENS.

Refer to the University Vehicles Policy

Reason for Policy

To ensure that operators of university vehicles have a safe, responsible driving history.

Who Is Governed by this Policy

Staff, Administration and Students

Policy

License Event Notification System (LENS) – All university personnel that are required to operate a motor vehicle as part of their employment submit to a DMV background check of their driving record following this procedure:

  1. Submit to this office a copy of their driver’s license (front and back).
  2. Submit a signed Vehicle Usage Policy (attachment 1-3).
  3. Submit a signed Adelphi University Vehicle Usage Agreement (attachment 4-5).

The Transportation Manager, or designee, then goes through the NYS LENS website and requests a copy of the driving record abstract for the personnel. Instantaneously, they receive the abstract and if it is a clean record, permission is given to operate a vehicle. The driving record is now monitored real-time to make sure the driver continues to drive responsibly. Out of state drivers are required to submit an abstract from their state. All of this information is strictly CONFIDENTIAL.

Definitions

This policy does not have definitions associated with it at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Forms

Attachment 1 – Vehicle Usage Policy – For use when a university owned vehicle or a rental vehicle is used.

Attachment 2 – Vehicle Usage Policy – For use with a personal owned vehicle used for university business.

Attachment 3 – Vehicle Usage Policy – For use when students transport other students to university events in their personal vehicle.

Attachment 4 – Vehicle Usage Agreement – All personnel must read and sign.

Attachment 5 – Vehicle Usage Agreement Addendum – to be added to attachment 4 when employees are covered by APPWLU collective bargaining agreement.

Related Information

This policy does not have related information at this time. Upon periodic policy review this area will be evaluated to determine if additional information is needed to supplement the policy.

Document History

  • Last Reviewed Date: January 31, 2018
  • Last Revised Date: January 31, 2018
  • Policy Origination Date: July 31, 2017

Who Approved This Policy

Gene Palma, Chief of Administration and Associate Vice President

Policy Owner

Secondary Contacts

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