Forms, Policies & Procedures

Here you will find a repository of forms, policies and procedures related to research at the University of Delaware. This repository draws on sources throughout campus to provide quick and easy access to these resources in a variety of formats, such as html, MSWord and Adobe PDF. We encourage you to explore and use the tools provided to narrow your search by word, resource type or category in order to learn more about the content that governs research at UD.
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Animal Subjects in Research

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Conflict of Interest
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RO Forms, Policies, and Procedures Search 2019
Forms, Policies and Procedures (85 Entries)
Policy: Safety
Bloodborne Pathogens
Policy

Bloodborne Pathogens

  1. PURPOSE
    To protect workers from the risks of being occupationally infected with the Human Immunodeficiency Virus (HIV), Hepatitis B virus, or other bloodborne pathogens and to implement the OSHA Standard 29 CFR Section 1910.1030 Bloodborne Pathogens.
  2. DEFINITIONS
    1. Blood: means human blood, human blood components, and products made from human blood.
    2. Bloodborne Pathogens: means pathogenic microorganisms that are present in human blood and can cause disease in humans. These pathogens include, but are not limited to, hepatitis B virus (HBV) and human immunodeficiency virus (HIV).
    3. Other Potentially Infectious Materials means:
      1. The following human body fluids: semen, vaginal secretions, cerebrospinal fluid, synovial fluid, pleural fluid, pericardial fluid, peritoneal fluid, amniotic fluid, saliva in dental procedures, any body fluid that is visibly contaminated with blood, and all body fluids in situations where it is difficult or impossible to differentiate between body fluids;
      2. Any unfixed tissue or organ (other than intact skin) from a human (living or dead); and
      3. HIV-containing cell or tissue cultures, organ cultures, and HIV-or HBV-containing culture medium or other solutions; and blood, organs, or other tissues from experimental animals infected with HIV or HBV.
    4. Occupational Exposure: reasonably anticipated skin, eye, mucous membrane, or parenteral contact with blood or other potentially infectious materials that may result from the performance of an employee’s duties.
  3. SCOPE
    This policy applies to all University personnel, employees, students and visitors, who are exposed to blood or other potentially infectious materials as a result of their University sponsored activities.
  4. POLICY
    1. The Director of Environmental Health and Safety shall be responsible for determining which job classifications are subject to regulation by the OSHA Bloodborne Pathogens Standard, hereafter referred to as the Standard.
    2. The DEHS shall write and maintain a current Exposure Control Plan (ECP) for the University which establishes a program to assure compliance with the Standard.
    3. Deans, directors, chairpersons, principal investigators, laboratory instructors, and line supervisors shall assure compliance with the requirements established in the University ECP. Individuals responsible for assuring compliance with this policy shall correct violations upon detection. Disciplinary actions shall be taken as needed.
    4. Hepatitis B vaccinations shall be offered to all individuals occupationally exposed and provided free of charge to employees who are subject to regulation by the Standard.

For further information or copies of the Exposure Control Plan, please contact Environmental Health and Safety, ext. 8475.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-31

ORIGINATION DATE: August 29, 1988

REVISION DATE(S): 15-Mar-94

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Policy: Safety
Bloodborne Pathogens Program
Policy

Bloodborne Pathogens Program

The University of Delaware’s Bloodborne Pathogens Program was established in 1993 to protect workers who are exposed to blood or other potentially infectious materials in the workplace. It is designed to provide compliance with the Occupational Safety and Health Administration’s Bloodborne Pathogens Standard. The program requires registration with the Department of Environmental Health and Safety.

Questions regarding bloodborne pathogens issues may be addressed to EHS or call 831-8475.

 

Policy Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health and Safety

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Policy: Safety
Building Floor Loading
Policy

Building Floor Loading

  1. PURPOSE
    To develop safety procedures to be followed to insure that structural design of building floors are not exceeded to the point of collapse.
  2. POLICY
    It shall be the policy of the University not to exceed the assigned permissible floor loadings of any building as established by Facilities Planning and Construction.

    All buildings are structurally engineered to provide a specific floor loading which should not be exceeded. This is to prevent major collapse which could result in loss of life and major physical damage. Original occupancy of buildings considers placement of equipment to keep the floor loading under these limits. However, with passage of time, considerable changes are effected over the life of a building to accomplish updating with new programs, new equipment, new personnel, and other projects.

    Heavy equipment items such as machinery, computers, heavy blueprint files, kilns, furnaces are often added which are heavy with their own weight. Other equipment items often leading to excessive loading are cold rooms, mass grouping of 4 drawer files, blueprint files, and similar items which become heavy only after being used or occupied.

  3. PROCEDURE
    1. Facilities Planning and Construction

      During remodeling or renovation planning for a building, the Facilities Planning and Construction Department will verify the safe floor loading before the project is approved for construction.

      If maintenance conditions arise in which the integrity of a floor system is questionable, Facilities Planning and Construction will have it reviewed by a licensed structural engineer for verification of the safe floor loading limit. If the safe limit is modified, Facilities Planning and Construction will correct their listing for the area involved.

    2. Purchasing

      Procurement Services will not purchase heavy equipment and material such as cold boxes, machinery and laboratory equipment without prior confirmation of floor load capability by Facilities Management. As a general guide, equipment of this nature should be reviewed if it exceeds 30 lbs./square foot in its floor load. If it is a “container” which may be loaded with items after installation in which the floor load may be questionable, it should also be reviewed by Facilities Management.

    3. Facilities Maintenance and Operations

      Facilities personnel, during the course of performing building maintenance work, will report to the Director of Facilities Maintenance and Operations any structural deficiencies observed and will take necessary action to determine cause of the deficiency and correct it. If a condition is found that is unsafe to personnel, the area will be evacuated until the condition is corrected. Such conditions will be immediately reported to the Public Safety Office and to Facilities Planning and Construction.

      Facilities personnel, who normally move and install most heavy equipment, will report any abnormally heavy loads being installed to the Director of Facilities Maintenance and Operations for verification of safe floor loading. (The guidelines stated for Purchasing above may be used to identify when loads become heavy and require investigation). The Director will verify the conditions with the Facilities Planning and Construction Office for approval or changes needed.

    4. All Other Departments

      Since cases of excessive floor loading may arise over time by purchase of new equipment or gradual concentration of heavy files or equipment, Department personnel must be alert to changing conditions that may exceed designed floor loadings:

      1. Any area suspected to exceed floor weights of 30 pounds per square foot should be brought to the attention of Facilities Planning and Construction for review. If areas must be modified to insure safety, Facilities Planning and Construction shall follow up with the Department involved.
      2. Purchase of new equipment which exceeds a floor load a weight of 30 pounds per square foot shall be reviewed with Facilities Planning and Construction for approval.

        Note: The weight limit of 30 pounds per square foot is the lowest known floor loading in University buildings. Many buildings exceed this rating depending on type of construction and age.

        If it is known that a department’s space has a load limit exceeding 30 pounds per square foot (i.e. 100 pounds per square foot for example) the known rating may be substituted in “1” and “2” above so that verification of loading would be required only when it exceeds the known rating.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Facilities, Real Estate and Auxiliary Services Policies

RESPONSIBLE OFFICE: Facilities, Real Estate and Auxiliary Services

POLICY NUMBER (Legacy): 7-20

ORIGINATION DATE: September 15, 1977

REVISION DATE(S): June 5, 1989; March 1, 1996; July 1, 2005

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Policy: Safety
Campus Injuries and Illnesses
Policy

Campus Injuries and Illnesses

  1. PURPOSE
    To outline the appropriate action to be followed when a University employee, visitor or student is involved in a campus injury or illness.
  2. POLICY
    1. NotificationUniversity employees and students must notify their immediate supervisor of all campus injuries or illnesses as soon as possible. Persons responsible for visitors shall report campus injuries or illnesses whenever possible.  Injuries or Illnesses which result in medical expenses for these non-University employees (students and visitors) should be submitted through their personal insurance or Student Health Insurance.
    2. Immediate Medical AttentionIf immediate medical attention is required, injured or ill persons should be transported to the nearest emergency health care facility. Serious or nonroutine medical injuries should be directly referred to Christiana Hospital. This should be accomplished by arranging for emergency transport by calling:
      Newark Campus: Public Safety 911
      All other Campuses: call 9-911
    3. Routine Medical AttentionFor illnesses or injuries that do not require immediate medical attention but do warrant medical consultation, the following options are available:
      1. Employees may visit the University Environmental Health Provider chosen by Labor Relations and Environmental Health and Safety or their personal physician. (Provider information is available on the Environmental Health and Safety Injury/Illness Procedures web page, or from the  Office of Labor Relations) Employees requiring medical attention shall not return to regular activities until released by a medical professional.
      2. Students may use the Student Health Service at Laurel Hall or their personal physician.
      3. Visitors are permitted to use the University’s Environmental Healthcare provider or their personal physician.
      4. Bills for medical expenses resulting from illnesses or injuries for non-University employees (students and visitors) should be submitted through their personal insurance or Student Health Insurance (students).
    4.  Reporting
      1. Employees: The Department of the injured/ill employee must complete and submit a State of Delaware First Report of Occupational Injury or Disease and Injury/Illness Loss Investigation Report Form and submit it to the Office of Labor Relations within 24 hours. Copies of the report should be provided to Environmental Health and Safety and their Departmental Safety Committee Chair, to the extent they exist.
        1. Forms are available from the Office of Labor Relations, 831-8305 or from Environmental Health and Safety’s web site at Environmental Health and Safety.
      2. Students/Visitors: A First Report of Injury and Illness/Injury Loss Investigation Report form must be completed for student/visitors and submitted to the Department of Environmental Health and Safety and their Departmental Safety Committee Chair, to the extent they exist.
        1. Forms are available from the Department of Environmental Health and Safety, 831-8475, or on the EH&S website.
    5. InvestigationAn investigation shall be completed for all reported illnesses/injuries as appropriate. Documentation of these investigations is included with the report form. Departmental Safety Committees are responsible for assuring that corrective actions identified are implemented. Environmental Health and Safety will monitor any investigation into the cause of the injury/illness reported. More information on the University’s accident/illness program can be found at Enviromental Health and Safety Procedures for Injury/Illness.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-03

ORIGINATION DATE: April 15, 1975

REVISION DATE(S): June 5, 1989; June, 1999; January 9, 2006; February 17, 2006; February 10, 2014

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Policy: Safety
Chemical Hygiene Program
Policy

Chemical Hygiene Program

The University of Delaware is committed to providing a safe working environment for its faculty, staff, students and visitors. The goal of the University’s Chemical Hygiene Program is to minimize the risk of injury or illness by ensuring that University personnel have the training, information, support and equipment needed to work safely in the laboratory.

The University Chemical Hygiene Committee facilitates the implementation of the program through the Department of Environmental Health and Safety and develops and maintains the University’s Chemical Hygiene Plan. Further information on the program can be found below:

PROGRAMS AND PROCEDURES:

SPILL AND EMERGENCY RESPONSE PROCEDURES:

GUIDELINES AND RESOURCES:

 

Any questions or concerns related to the Chemical Hygiene Plan should be addressed to the Chemical Hygiene Officer at dehsafety@udel.edu or call 302-831-8475.

 

Policy Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

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Form: Safety
Chemical Storage Information Request Form
Form

Chemical Storage Information Request Form

This form deals with Chemical Hygiene. Please review the form carefully to determine its applicability in your research, as well as the entity that governs this particular form. For questions regarding safety concerns and regulations, please visit UD’s EHS (Environmental Health and Safety) or review the policies and procedures in the Safety Section of this page.

If you do not find the chemical you are looking for in the current data base, please complete the following applicable sections and submit back to DEHS either by fax (831-1528) or email (dehsafety@udel.edu). DEHS will review the information and forward a storage recommendation.

 

Form Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

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Form: Safety
Chemical Waste Pick-Up Request Webform
Form

Chemical Waste Pick-Up Request Webform

This form deals with Waste Management & Disposal. Please review the form carefully to determine its applicability in your research, as well as the entity that governs this particular form. For questions regarding safety concerns and regulations, please visit UD’s EHS (Environmental Health and Safety) or review the policies and procedures in the Safety Section of this page.

If the waste is mixed-bulk waste stream, under Waste Stream/Chemical or Compound Name describe the waste, do not list the contents (i.e. Solvent Waste, Acid Waste, Chemically Contaminated Lab Trash, etc.). Note: It is important that the waste constituents along with percentages/volumes be listed out on each respective EHS Chemical Waste Label.

DEHS approved chemical waste containers that are NOT damaged or grossly contaminated will be returned within five business days after pick-up.

Chemical waste pickups are made once a week depending on the number of pick-ups called in for that week. Under normal conditions, pick-ups are made on Tuesdays.

We will only pick up waste that has a properly filled out waste label attached.

Reagent chemicals for disposal must be boxed with a packing slip attached to the box. Go to our Laboratory Chemical Waste Disposal Guide or Office and General Waste Disposal Guide for more information on chemical waste disposal.

If you have any questions using this form, please contact Environmental Health & Safety at (302) 831-8475.

 

Form Details:

OWNER: Environmental Health & Safety

RESPONSIBLE OFFICE: Environmental Health & Safety

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Policy: Safety
Confined Space Entry
Policy

Confined Space Entry

  1. PURPOSE
    To ensure all activities requiring entry into a confined space are conducted in a manner consistent with established safety procedures so as to minimize risk to workers.
  2. DEFINITION
    A confined space means a space that: is large enough and so configured that an employee can bodily enter and perform assigned work; and has limited or restricted means for entry or exit; and is not designed for continuous employee occupancy.

    1. Permit-required confined space means a confined space that has one or more of the following characteristics:
      1. Contains or has the potential to contain a hazardous atmosphere;
      2. Contains a material that has the potential for engulfing an entrant;
      3. Has an internal configuration such that an entrant could be trapped or asphyxiated by inwardly converging walls or by a floor which slopes downward and tapers to a smaller cross-section;
      4. Contains any other recognized serious safety or health hazard.
    2. A non-permit confined space means a confined space that does not contain or, with respect to atmospheric hazards, have the potential to contain any hazard capable of causing death or serious physical harm.Activities to be conducted in the confined space determines the classification of the space.
    3. A confined space includes, but is not limited to, any of the following if the criteria set forth in the above definition are met:
      1. Storage tanks, tank cars, process vessels, bins, tank trailers, and other tank-like compartments usually with one or more manholes for entry;
      2. Open-topped spaces of more than 4 feet in depth, such as bins, silos, pits, vats, tubs, vaults, vessels, floating roof storage tanks, or trenches;
      3. Ventilation or exhaust ducts, manholes, sewers, tunnels, pipelines, and similar structures;
      4. Ovens, furnaces, kilns, boilers and similar structures.
  3. POLICY
    1. No person shall enter a confined space except with the approval of or in accordance with procedures established by the Department of Environmental Health and Safety.
    2. Confined Space Entry Permits shall be completed in accordance with the established procedures and filed with the Department of Environmental Health and Safety.
    3. The Department of Environmental Health and Safety may evaluate confined spaces and shall audit all confined space activities.
    4. Contractors and Subcontractors shall be subject to this policy.

For a copy of the confined space procedures or more information regarding this policy, contact the Department of Environmental Health and Safety (ext. 8475).

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-36

ORIGINATION DATE: June 5, 1989

REVISION DATE(S): 1-May-96

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Policy: Safety
Control of Biohazards in Research and Education
Policy

Control of Biohazards in Research and Education

  1. PURPOSE
    To ensure all activities related to the use of biological materials are conducted in a safe manner as well as in compliance with all applicable federal, state, local and University regulations.
  2. POLICY
    No person shall purchase, receive, possess, use, transfer, or dispose of any biological materials except with the approval of and in accordance with procedures established by the University Biosafety Committee and the Department of Environmental Health and Safety. Certain work outlined in the Biosafety Manual will require the approval of these organizations.

    For more information regarding the University Biosafety program and to access the University Biosafety Manual or contact the Department of Environmental Health and Safety (ext. 8475).

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-19

ORIGINATION DATE: September 15, 1977

REVISION DATE(S): June 5, 1989; January 12, 1999; March 27, 2003; May 8, 2003; February 10, 2014

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Policy: Safety
Department Safety Committee Policy
Policy

Department Safety Committee Policy

  1. PURPOSE
    This policy is developed to provide guidance to Department Safety Committees by establishing uniform administrative procedures and minimum requirements. It is the Department Safety Committee’s charge along with the Department of Environmental Health and Safety to provide the University Community with a safe and healthful work environment. It is also the intent of the Department Safety Committee to assure compliance with all University Safety Policies.
  2. DEFINITION
    Department as used in this policy is interpreted as any department, center, program institute, unit, station, school or office.
  3. POLICY
    1. Establishment of CommitteesWhile all departments are encouraged to have Safety Committees, departments designated by the Director of Environmental Health and Safety shall establish Department Safety Committees. A list of current department safety committees can be found at Environmental Health and Safety web site.
    2. Establishment of ContactsDepartment heads or his/her designee will serve as the Safety contact in all University departments who do not have safety committees. These contacts will receive communications from the Department of Environmental Health and Safety regarding safety issues and serve as the safety liaison for their department. A list of current department safety contacts can be found at Environmental Health and Safety web site.
    3. MembershipDepartment heads shall appoint Safety Committee members and designate a Chairperson. The names of committee members shall be forwarded to the Director of Environmental Health and Safety each year by June 30. Terms shall be at the discretion of the Department Head.The Director of the Department of Environmental Health and Safety or their designee shall serve as an ex officio member on all Safety Committees.Department Safety Committee membership should, when applicable, include representatives of the professional staff, faculty, salaried staff, hourly employees and students.
    4. MeetingsDepartment Safety Committees shall meet periodically at a frequency determined by the committee, but not less than four times per year. By June 30 each year Safety Committee Chairs shall communicate to the Director of Environmental Health and Safety the months in which meetings are planned for the next fiscal year. Minutes shall be recorded. Minutes should include members attending, members absent, disposition of old business and new business covering items identified under Minimum Requirements (section IV).
    5. Annual ReportIndividual departments shall submit an annual report of their committee’s activities to the Department of Environmental Health and Safety. The reports are to be submitted using the forms developed by Environmental Health and Safety which can be found at Environmental Health and Safety web site. These reports are due by June 30 for the previous year. A summary of these reports is presented to the Risk Management Advisory Council annually.

      Annual reports shall include:

      1. List of committee members and chair
      2. Meeting dates
      3. Summary of committee activities including but not limited to:
        1. Summary reports of department accidents/ injuries and actions taken to prevent further accidents/injuries.
        2. Summary report of facility inspections completed.
        3. Status report on activities conducted by the departmental Chemical Hygiene Officer.
        4. Summary report on departmental safety training completed.
        5. List of any departmental policies established regarding safety.
        6. Status report on compliance with Personal Protective Equipment Policy.
        7. Summary report of all department training activities with regard to disaster planning.
    6. Recordkeeping

      All Safety Committee records shall be kept on file in the department for 36 months. Training certificates must be sent to the Department of Environmental Health and Safety within 5 days of the training session. Copies should be kept on file in the department for the current year and the previous year. The Department of Environmental Health and Safety is responsible for submitting the record copy of training certificates and annual reports to the University Archives.

  4. MINIMUM REQUIREMENTS
    EnvironmentalHealth and Safety has outlined the requirements for safety committees on the following web site: Environmental Health and Safety.

    1. Assure safety inspections of operations and facilities including shops, storage and storeroom areas, teaching and research laboratories, and offices, are conducted. Inspections shall be conducted quarterly. See Research and chemical laboratory inspection and facility inspection.
    2. Recommend and/or develop safe practices and procedures for department activities. Job Hazard Analyses need to be completed for all activities with personal protective equipment requirements specified. See Personal Protective Equipment.
    3. Safety committee members should assist supervisors with enforcement of safety policies by educating fellow employees in proper procedures. See Safety Policy.
    4. Address the safety concerns of fellow department members as well as those raised by the Department Chair and Environmental Health and Safety.
    5. Track and investigate trends in workplace accidents/ injuries. Conduct accident/injury investigations. File accident investigation reports and send copies to the Department of Environmental Health and Safety for review.
    6. Receive reports from the Chemical Hygiene Officer regarding annual training, review of purchase requisitions for chemicals, reviews of experimental protocols for hazard identification, review of any medical evaluation requests, exposure evaluation requests, and availability of facility safety equipment.
    7. Review Emergency Response information with the department annually. See Emergency Response/Fire–Other Emergencies.
    8. Assure required safety training is provided to department members as indicated by applicable safety programs. See Environmental Health and Safety for applicable training requirements.
    9. Assure a copy of the Department Workplace Chemical List is updated and forwarded to the Department of Environmental Health and Safety annually.
    10. Monitor compliance with other safety programs that may be applicable within the department, i.e., Bloodborne Pathogens, Underground Storage Tank Management, Compressed Gas Safety, etc. See Section 7 of the University Policies and Procedures Manual.
    11. Maintain communications with department staff, the Department of Environmental Health and Safety and Facilities Management concerning the quality of the work environment. This includes indoor air quality, ergonomics, thermal comfort, etc.
    12. Perform other safety related functions as may be assigned by the Department Head or recommended by the Department of Environmental Health and Safety.

Additional questions or comments should be directed to the Director of Environmental Health and Safety.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Campus Safety and Security Policies

RESPONSIBLE OFFICE: Office of Environmental Health and Safety

POLICY NUMBER (Legacy): 7-02

ORIGINATION DATE: September 1, 1988

REVISION DATE(S): June 5, 1989; December 18, 1991; November 1994; August 1999; January 9, 2006; February 10, 2014

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Policy: Safety
Driver’s Requirements and Verification
Policy

Driver’s Requirements and Verification

  1. PURPOSE
    To provide reasonable assurance that each individual who operates any motor vehicle on university business possesses a valid license of the appropriate classification and to minimize the University’s liability in motor vehicle accidents.
  2. POLICY
    1.  Definition
      1. A University Driver is a person who operates a University-owned, -rented, -leased, or personal vehicle on a permanent or intermittent basis on University business, including motor pool vehicles.
      2. A University Vehicle is any owned, rented, or leased vehicle used on University business
    2. General

      All University Drivers shall be in compliance with all applicable provisions found in Delaware Motor Vehicle Code Title 21 and Federal Motor Vehicle Regulations Title 49 Code of Federal Regulations, with respect to licensing and classification requirements. (1)

    3. Specific
      1. No person may drive any motor vehicle on University business without holding a valid driver’s license, applicable endorsements and valid classification for the vehicle they are driving. The driver’s license shall be in their possession while operating the motor vehicle.
      2. No person whose license has been revoked or suspended shall operate a motor vehicle as a University Driver before obtaining a valid license through the proper reinstatement procedures.
      3. A University Driver holding a driver license issued by any state, who is charged with violating any state law or local ordinance relating to motor traffic control, in this or any other state while driving a University Vehicle, shall notify their department of such charges before the end of the business day following the day of the violation. The University Driver shall provide a written report to their department within three business days of the violation upon returning to campus. The report shall include the time, date, and location of the violation, the names of passengers, and the name of the investigating authority.
      4. Any University Driver who has their license or driving privileges suspended, revoked, or canceled or who has been issued an out-of-state order from driving a motor vehicle must notify his/her department of the fact immediately during operating hours or upon the start of the next business day. The department will report the information to the Office of Risk Management by the start of the next business day.
      5. A University Driver holding a commercial driver license issued by any state who is convicted of violating any state law or local ordinance relating to motor traffic control, in this or any other state, other than parking violations, shall notify the Division of Motor Vehicles of the issuing state in writing within 30 days of the conviction.
      6. All reports and violation records shall be held confidential and maintained by the University Driver’s department for a period of three years.
      7. Any University Driver in a University-owned, -rented, or -leased vehicle who is involved in an accident, no matter how minor, shall report it immediately to their department, during operating hours, or immediately upon the start of the next business day. The department shall notify Transportation Services immediately. The driver shall report personally to the Motor Pool to complete an accident report.
    4. Departments shall audit and verify that each new University driver who operates a University Vehicle holds a valid driver’s license of the appropriate classification. [See Section II .F.]
    5. Motor Pool Vehicles – Rentals
      1. No University motor pool vehicle shall be issued to any person without a valid drivers license in their possession.
      2. Departments renting motor pool vehicles shall ensure that any person authorized or designated to operate a motor pool vehicle holds a valid driver’s license of appropriate classification and that the license is in his/her immediate possession while operating the vehicle.
    6. Semiannual Driver’s License Audits
      1. During the months of September and March of each year, departments shall conduct driver’s license audits of all employees who operate University Vehicles, except motor pool vehicles.
      2. The audit record will contain the employee’s verification of compliance with this policy and will contain the following information (which is found on the driver’s license):
        1. audit date,
        2. name of driver
        3. driver’s license number
        4. issuing state
        5. expiration date
        6. classification and
        7. signature of the auditor and the employee.
      3. Audit records shall be held confidential and shall be maintained by the driver’s department for a period of three years.
    7. Violations
      1. A University Driver, while driving a University Vehicle, who is convicted of violating any state law or local ordinance relating to motor vehicle traffic control, in this or any other state, may have their driving record reviewed by their department or the Office of Risk Management.
      2. A University Driver, while driving a University Vehicle, who has their license suspended, revoked, or canceled may be disciplined up to and including termination.
      3. In accordance with University insurance coverage, a University Driver who has been convicted or has pled guilty to DUI/DWI or an offense of similar magnitude will not be permitted to operate any vehicle, including personal vehicles, on University business until that offense is completely cleared from the person’s license, regardless of whether or not the person’s license has been reissued, or they have been issued a work permit. This process may take as long as five years.
      4. All motor vehicle or parking violations by a University Driver in a University Vehicle shall be paid promptly. This does not prevent a University Driver from using the court process to contest motor vehicle or parking violations through established procedures.

(1) Questions pertaining to Driver’s Licensing and classification can be referred to the Delaware Division of Motor Vehicles.

Questions pertaining to insurance coverage can be referred to the Office of Risk Management, 302-831-2971.

 

Policy Details:

OWNER: Executive Vice President

SECTION: Facilities, Real Estate and Auxiliary Services Policies

RESPONSIBLE OFFICE: Facilities, Real Estate and Auxiliary Services

POLICY NUMBER (Legacy): Jul-34

ORIGINATION DATE: June 5, 1989

REVISION DATE(S): September 1997; October 14, 2003; December 3, 2004; July 1, 2005; May, 2007

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ASSISTANCE

Compliance Hotline
Phone: (302) 831-2792

UD Research Office
210 Hullihen Hall
Newark, DE 19716
Phone: (302) 831-2136
Fax: (302) 831-2828
Contact us

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