Travel

Clubs are encouraged to travel on behalf of the college for club purposes, as their budget allows. Students are expected to behave in a manner befitting of a GWU student and represent the University favorably.  Students are still held responsible to the Student Code of Conduct located in the Student Handbook while traveling.

All clubs travel must be approved in advance by the ADSE. To gain approval for a trip the Travel Form must be submitted in Involve two weeks prior to the departure date. This lead time will give officers, Student Engagement staff, and Fleet Manager enough time to make all necessary travel arrangements.

Only official club members and advisors who have a signed Adult and Parental Consent and Release form with Student Engagement will be approved to travel. No guests, friends, family members, or other students not on the official roster will be allowed to travel with the club. All travelers must be listed on the Travel Form roster.

Qualified Drivers

If your club event requires transportation, your club must take a university vehicle. Only qualified drivers may drive a University vehicle. If your trip requires more than one vehicle or your advisor is not attending, students will need to apply to become qualified drivers. The following list of requirements must be met by each driver to be eligible to operate a University vehicle or a vehicle rented by the University:

• Driver must be an employee, approved volunteer, or student of Gardner-Webb University or have special approval by the Business Services Support Specialist.
• Driver must be at least 18 years of age for cars and minivans and at least 21 years of age for 12-passenger vans and all rental vehicles.
• Driver must complete the Gardner-Webb University Driver Certification Application including a copy of valid driver’s license.
  • This form can be obtained from Fleet Manager Tricia Houston at [email protected] or from the ADSE
  • Be sure to select “Student” in the top right corner
• A Motor Vehicles Record (MVR) check must be completed with the Department of Motor Vehicles in the state from which the driver’s license is issued. The MVR checks will be handled by the Office of Business Services only after the GWU Driver Certification Application is completed, signed, and submitted. A new MVR must be pulled each new school year for continued certification.
• Driver must read this Vehicle Usage Policy and sign a statement indicating that they have read and understand these guidelines.
• Driver must complete at least one University approved online driver safety module

Failure to meet these requirements, or serious violations discovered on an individual’s MVR, will result in denial of GWU driving certification. Serious violations include reckless operation citations and/or DWI/DUI charges. Each approved driver of University vehicles must notify the University Police or the Business Services Support Specialist of any moving vehicle violation citations. Failure to report violations may result in the loss of driving privileges for University vehicles.

Once the above steps are completed, the student will be certified to drive university vehicles for the current school year only. This is, at minimum, a two-day process. Do not wait until the last minute to reserve a vehicle.

Your organization will be charged .20 cents/mile for all cars and .38 cents/mile for all vans. Rental charges for vehicles other than vans or cars will be charged at the actual cost of rental. These rates are subject to change as necessary due to the cost of operation.

Travel Rules

In addition to the Vehicle Usage Policy qualified drivers agree to, the following travel rules and regulations are designed to promote the safety of all club members while traveling to and from club events. On an approved club trip, all travelers must abide by them. Failure to comply with these regulations may result in penalties for the entire club, up to and including suspension of all club activities or expulsion of the club.

1. In addition to being listed on the approved Travel Form Roster within Involve, all passengers must have a signed Adult and Parental Consent and Release form on file with Student Engagement prior to traveling for club-related activities.
   1. a. Adult and Parental Consent and Release form can be found in the “View Forms” link at the end of this Handbook, in the “Documents Tab” of the Inter-Club Council Involve Profile, or the Office of Student Engagement.
2. The largest vehicle that can be used by clubs is a 12-passenger van unless an exception from the Student Development Staff is made. 
3. There may be only as many passengers in the vehicle as there are passenger seat belts and all travelers must wear seat belts.
4. When using multiple vehicles, the club must do its best to keep all vehicles traveling together. All vehicles must follow the approved travel route and stop as scheduled.
5. Luggage must be packed so that the driver’s view is not obstructed.
6. All passengers must behave in a manner that does not distract the driver.
7. On an approved club trip, club members and advisors shall NOT consume alcohol or use drugs.

Long Distance/Overnight Travel 

University-sponsored student groups on all overnight trips, and/or any trip that exceeds a 100-mile radius from campus, will require University approved, nonstudent, adult supervision on site. Most often, this is the club’s advisor.

For all overnight trips where a hotel is needed, the university-approved, nonstudent, adult supervisor must have a separate room from all students. Organizations should maximize room occupancy with four students in a room whenever possible.

Requesting A University Vehicle

University vehicle requests are made through the Office of Business Services. A driver must have completed the Driving Certification Application and been approved to drive a University vehicle before a reservation can be completed.

Due to the limited number of automobiles available, it is essential that we manage the scheduling, use, and return of these vehicles efficiently. Sufficient lead time to schedule the use of an automobile is required. The following guidelines will aid in this process.

1. International students are required to hold a valid NC driver’s license to be certified to drive GWU vehicles.
2. University-sponsored student groups on all overnight trips, and any trip that exceeds a 100-mile radius from campus, will require University approved, non-student, adult supervision on site.
3. Keys should be picked up from the Business Services Office or special arrangements must be made to have the keys left at University Police.
4. It is the responsibility of each department head or club sponsor/supervisor to assure that they have GWU certified drivers for any GWU sponsored trip/event. Vehicle keys will not be issued to uncertified persons for any reason.
5. Every effort will be made to have GWU vehicles cleaned, gassed up, and ready to go by the scheduled departure time. Vehicles must be picked up from the motor pool parking lot located across from Spangler dorm.
6. GWU owned or rented vehicles must be returned with a full tank of gas by the scheduled return time and parked in the motor pool parking lot. Failure to return the vehicle on time or to the proper location may result in a $50.00 charge to the appropriate departmental vehicle expense account.
7. Unless other arrangements are made, keys to GWU vehicles should be returned to Webb Hall, room 118, or if after hours, dropped off with University Police
8. In cases where reservations are filled with a rental vehicle, arrangements will be made for the vehicle to be picked up or, in most cases, the Business Services Support Specialist will have the vehicle delivered to campus. We will notify you of the location of the rental vehicle when the keys are picked up. Any rental vehicle must be returned to campus by the scheduled return time. Failure to return the vehicle to campus and the keys to the Business Services Support Specialist or University Police on time will result in an additional charge to the appropriate departmental vehicle expense account, based on the additional amount GWU is charged by the rental company for a late return. The keys for a rental vehicle should not be locked in the vehicle but rather returned to the Business Services Support Specialist or University Police.
9. When vehicles are to be picked up on Saturdays, Sundays, or holidays, special arrangements will be made to have the keys left with University Police. In the case where automobiles are returned by one user over a weekend and assigned to another user, special arrangements will have to be made with both drivers to have the keys left and picked up at University Police.
10. If a reservation for a GWU pool car or rental vehicle has been made and it is determined that the automobile is no longer needed, the reservation should be cancelled as soon as possible by calling the Business Services Support Specialist. Failure to cancel the reservation within 24 hours of the date the vehicle is reserved for may result in a $50.00 charge to the appropriate departmental vehicle expense account. Also, in situations where an automobile is rented but is not used because the reservation was not cancelled within the time required by the rental company, the department whose employee(s) caused the rental expense will be charged for the cost of the rental vehicle.

Auto Accidents

In all auto accidents, it is important to remain as calm as possible. Communication is key, communicate as calm and clear as you can with 911 operators, police agents, all involved parties, Student Development Staff, and Business Services Support Specialist.

On-Campus Automobile Accident

1. Stop immediately.
2. Take steps to prevent another accident at the scene.
3. If the accident occurs on the Gardner-Webb Campus, University Police should be called immediately.
   1. (704) 466-4444
   1. Advise them on the need for medical personnel, fire personnel, etc.
4. Do not move injured parties. Encourage all injured parties to seek medical attention.
5. The vehicle involved in an accident should not be moved until an investigator from an appropriate patrol or police agency has reached the scene and approved moving the vehicle.
6. University Police should furnish a copy of the incident report to the Business Services Support Specialist as soon as possible following the investigation.

Off-Campus Automobile Accident

1. Stop immediately.
2. Take steps to prevent another accident at the scene.
3. Immediately call 911 and communicate as clearly as possible. The 911 operator should dispatch the needed emergency personnel.
   1. Note: Insurance card and registration information will be in the glove box.
4. Do not move injured parties. Encourage all injured parties to seek medical attention.
5. The vehicle involved in an accident should not be moved until an investigator from an appropriate patrol or police agency has reached the scene and approved moving the vehicle.
   1. Exceptions should be made only when required by local highway regulations or for safety concerns.
6. Notify Business Service Support Specialists
   1. (704) 406-4299
   1. They will contact GWU officials as needed
7. Notify one of the Student Development Staff
   1. University Police (704)466-4444
   1. Dean of Students (610)322-7265
   1. Assistant Dean of Students (704)974-2810
   1. Assistant Director of Student Engagement (309)310-6767
8. Obtain contact and insurance information of the driver of any other vehicle involved in the accident.
9. Do not make statements to anyone except the police, GWU Business Services Support Specialist, or the driver’s personal insurance carrier. Do not sign any papers concerning responsibility.
10. The driver should record as much information as is available including name, license number, plate number, make, model, and year of the car, how the accident happened, and information about any witnesses.
    1. Be considerate as you represent GWU during a time of chaos.
11. After the accident, if the University Vehicle is unsafe to operate, call the number on the GWU Roadside Assistance Card in the glove box/on the back of the car key packet to facilitate towing and vehicle replacement.
    
    GWU ROADSIDE ASSISTANCE
    1-800-238-6225 (Options 1,3,1)
    Policy# 2N064700-810
    Towing or Flatbed Transport (up to 100 miles); Winching
    Jump Starting a Dead Battery
    Changing a Flat Tire
    Key Lock-Out Service
    elivery of Fuel, Oil, Water or Other Vehicle Fluids
    (Supplies, Parts, Labor not Included)
12. The driver is responsible for completing and returning any forms required by law in the jurisdiction where the accident occurred as well as to the Business Services Support Specialist.
13. Refer all questions from lawyers, the other party, and others to the Business Services Support Specialist.

Note: Accidents may affect driving privileges for a period of time.

Accident Reporting Procedures

The procedures listed below apply to those operating a University vehicle, including rented and leased vehicles, when they are involved in an accident.

The Business Services Support Specialist will handle any necessary legal and/or casualty insurance coverage matters pertaining to an accident involving a University vehicle.

As soon as possible following an accident, a written internal report must be prepared by the driver of the University vehicle. The report should provide as much specific information as possible about the accident including cause, reference to possible injuries to anyone involved in the accident, damage to vehicles or property, and the name of the investigation officer and the agency they represent. This report should be filed with the Business Services Support Specialist.

The University driver involved in an accident is personally and primarily responsible for preparing and filing any external accident reports required by state or municipal governmental agencies. A copy of all external accident reports must be filed with the Business Services Support Specialist.

Employees involved in accidents shall cooperate with University insurance companies. Employees shall decline requests for recorded interviews or accident reports from other insurance companies without prior permission from the Business Services Support Specialist.

Additionally, clubs that are involved in any auto accident, no matter how small, are required to complete the “Incident Report” and submit it to the ADSE within 48 hours of the accident. The Incident Report form can be found in the “View Forms” link at the end of this Handbook, in the “Documents Tab” of the Inter-Club Council Involve Profile, or the Office of Student Engagement.

Vehicle Breakdowns

When a vehicle breakdown occurs, the driver should attempt to get the vehicle out of traffic and into the safest location possible. The nature of the breakdown should be ascertained, if possible, to see if repairs can be made or arranged by the driver. For example, a dead battery or flat tire should be able to be repaired by the driver or service shop near the location of the breakdown. For more serious breakdowns, contact the Business Services Support Specialist at 704-406-4299 for repair arrangements and rental vehicle information as required.