Authorized Operator
You must be listed on the RHIT Authorized Driver list prior to
renting a vehicle or driving a RHIT owned vehicle. Only
RHIT authorized drivers may drive these vehicles for RHIT
business purposes. RHIT vehicles cannot be used for
personal
use.
To qualify as an "Authorized Driver" the employee
must complete a
"Motor Vehicle Background Check"
form and return the form to our Manager of Insurance and Risk
Management. An employee will remain on the approved
operator list until they cease employment, ask to be removed
from the list or no longer meet the carrier's guidelines.
If a student needs to drive an Institute owned
vehicle or non-owned vehicle for RHIT business purposes, the
student must provide our Manager of Insurance and Risk
Management with a
Signed
authorization
from the department supervisor making the request.
Any student that will be driving for an approved club event must
obtain their own Bureau of Motor Vehicle report, at their
expense, from the state where they are licensed. The
student will have 30 days from the date of the received report
to submit the information to the Manger of Insurance and Risk
Management. Any reports over 30 days old will not be accepted.
If the student meets the carrier's guidelines, they will be
added to the Student Approved Operator list for that school
year. Students must obtain a current motor vehicle report
and reapply to be listed on the student operator list each
school year.
Student approval does not carry over from year to year.
If an MVR comes back that is considered by standards established
by our insurance carrier to be an at-risk driver, the individual
will be restricted from driving Institute owned and
non-owned/leased vehicles until further notice.
The Institute's insurance carrier will not pay claims
involving a non-authorized driver. It is the individual
and/or department's responsibility to verify that the driver of
the rental or RHIT owned vehicle is listed on our Authorized
Driver list. Please contact our Manager of Insurance and
Risk Management (x8457) if you have any questions.
RHIT Vehicles and Rental Vehicles
Please Note the following additional items related to
vehicle insurance and rental:
-
The above requirement does apply to class projects,
trips, athletic events, etc. when a student may be required
to drive a rental or RHIT owned vehicle for RHIT business
purposes.
-
All persons utilizing ANY institute owned or rental
vehicles must wear seat belts at ALL times. Drivers
are also not authorized to use cellular phones while
driving. Please pull off the road to use a cell phone.
-
The RHIT auto policy includes a $1,000 deductible for all
collision claims and a $500 deductible for all comprehensive
claims. Deductibles are the responsibility of the
department using the institute owned vehicle, or rental
vehicle when rented in the name of RHIT, at the time of the
occurrence.
-
RHIT suggests that you do not take the Physical
Damage coverage or any of the additional insurance
coverage’s offered through the rental agency.
-
RHIT
DOES NOT
permit the use of 11, 12 and 15 passenger vans under any
circumstances.
Due to national highway safety issues concerning 11, 12 and
15 passenger vans, RHIT will not authorize or
reimburse expenses associated with these vehicles.
The Institute's carrier will not cover accidents
occurring as a result of the use of these vehicles.
-
Please inspect rental vehicles prior to leaving the rental
facility. If you notice any damages to the rental vehicle,
even if minor, bring this to the attention of the rental
company. If there is preexisting damage, request that the
rental agent give you something in writing stating
that the damage was preexisting. Failure to do so may leave
RHIT/your department responsible for these damages.
Vehicle Accident Reporting
If an employee or student should have an accident while in an
Institute owned or non-owned vehicle, the individual should
contact the local authorities and our Manager of Insurance and
Risk Management (x8457). If the accident happens on
campus, the employee/student should also contact RHIT
Campus Security (x8911) so an
incident report
may be completed.
Steps to follow in an accident:
-
Stop immediately, do not leave the scene of the accident and
do not move your vehicle until instructed to do so by the
police.
-
When the accident occurs off campus, call the local police
in the accident area and Risk Management (x8457).
-
For accidents occurring on campus, contact Campus Security
(x8590) and Risk Management (x8457).
-
Exchange identification and insurance information with the
other driver (s).
-
DO NOT give statements to anyone except the police, RHIT's
Manager of Insurance and Risk Management and RHIT Campus
Security. Statements may be given to our insurance carrier
and any other insurance carrier involved in the claim after
a report has been filed with Risk Management (x8457).
-
Be courteous, cooperative and reasonable.
-
Do not admit or deny blame. Do not sign anything.
Vehicle Use Abroad
If you will be driving a vehicle while abroad, ALWAYS
take the insurance coverage offered by the rental agency.
Rose-Hulman's Auto and General Liability policy will not
afford liability coverage to protect you or any damage sustained
to the vehicle while abroad. This includes Canada
and Mexico.
Student Use of Vehicles
RHIT CLUB AND INTRAMURAL GROUP USE
Student groups/organizations that compete with other schools are
classified as RHIT Clubs. Student groups/organizations
that
do not compete with other schools are classified as
Intramural groups/activities. Intramural
groups/activities are not permitted to use RHIT vehicles.
RHIT Clubs:
-
Any RHIT approved Club may use RHIT vehicles for Rose-Hulman
approved/sponsored events.
-
Rose Hulman vehicles cannot be used for
Personal Use.
-
The club advisor must approve the use of such vehicles by
contacting Facilities Operations. The advisor must provide
Facilities Operation with the name(s) of the designated
operator(s) that will be operating the vehicle, and the
purpose of the event/activity.
-
RHIT students may only operate the RHIT sedans, mini vans
and/or vehicles determined to be available as deemed by
Facilities Operation.
-
RHIT vehicles cannot be used for travel
beyond 100 miles from campus.
-
RHIT students must be listed on the Student Authorized
Operator list in order to drive RHIT vehicles.
-
Passengers in the RHIT vehicle may only be current Rose-Hulman
faculty, staff or students.
-
RHIT Student Operators must follow the Institute's safe
driving practices.
a) Driver should not talk on a cell phone while
operating the vehicle.
b) Driver and all passengers must wear seat belts.
c) Smoking is prohibited in RHIT cars and trucks.
-
If in an accident while in a Rose-Hulman vehicle, follow the
procedures as outlined within the insurance packet located
in the glove box of the vehicle.
ALL OTHER RHIT STUDENT USES:
There are situations where a department or a departmental
sponsored club may require a student be able to use RHIT
vehicles for departmental use or class required activities. In
those situations the following guidelines would apply;
-
The Department Chairperson or designee must approve the use
of such vehicle(s) by contacting Facilities Operations. The
chairperson/designee must provide Facilities Operation with
the name(s) of the designated student operator(s) that will
be operating the vehicle, and the purpose of use.
-
Rose Hulman vehicles cannot be used for
Personal Use.
-
RHIT students may only operate the RHIT sedans, mini vans
and/or vehicles determined to be available as deemed by
Facilities Operation.
-
RHIT vehicles cannot be used for travel
beyond 100 miles from campus.
-
RHIT students must be listed on the Student
Authorized Operator list in order to drive RHIT vehicles.
-
Passengers in the RHIT vehicle may only be current
Rose-Hulman faculty, staff or students.
-
RHIT Student Operators must follow the Institute’s safe
driving practices.
a) Driver should not talk on a cell phone while operating
the vehicle.
b) Driver and all passengers must wear seat belts.
c) Smoking is prohibited in RHIT cars and trucks.
-
If in an accident while in a Rose-Hulman vehicle, follow the
procedures as outlined within the insurance packet located
in the glove box of the vehicle.
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Liability
and Property Coverage
Use
of Facilities by Others
When others use Rose-Hulman facilities, or provide a service to
Rose-Hulman, we ask to see that the "user" has adequate
insurance coverage in place which will protect our facility. We
also require the individual, group or business to sign a release
form which releases Rose-Hulman of any damage or liability that
may occur due to the event/activity that has taken place on our
campus. If you have any questions in regards to this
request, please view
"What and Why"
or contact the Manager of Insurance and Risk Management (x8457).
Certificate of Insurance (COI)
A Certificate of Insurance (COI) listing RHIT as an "Additional
Insured" is required from any individual, corporation or
business that may be using our facilities or providing a
service, even if there are no fees involved.
Use of Facilities Agreement
This is a written agreement, in addition to the Certificate of
Insurance, that is required when any individual, corporation or
business will be using our facilities or grounds.
Service Provider Agreement
This is a written agreement, in addition to the Certificate of
Insurance, that is required when any individual, corporation or
business will be providing a service but not occupying space on
our grounds or in our facilities. This form is generally
used by Facilities for general maintenance services and/or
projects under $25,000.
The COI and any of the above listed agreements, if applicable,
must be completed and returned to the Manager of Insurance and
Risk Management a minimum of 14 days prior to the date of
the event. Clients/Vendors are not permitted to use our
facilities without this information on file.
Assumption
of Risk and Release
Rose-Hulman Institute of Technology has an
Assumption of Risk and Release Waiver form
to be completed by all participants including Rose-Hulman
students, faculty, and staff when participating in an Institute
event whether on or off institute-owned property. The institute
has a "duty-to-warn" the individual/s of the potential risks
they may encounter while participating in such event/s.
Once completed, this form should be sent to our Manager of
Insurance and Risk Management prior to participation in
such event/s. If you should have any questions, please
contact the Manager of Insurance and Risk Management (x8457).
Group Travel
Group Travel-Faculty,
staff, and student workers, are required to complete a
Travel Authorization form when work related
travel is more than 75 miles from campus (one way). This form
must be completed and returned to Accounts Payable prior
to departure. Any travel abroad requires the appropriate
Vice-President's signature, where noted, prior to returning the
form to Accounts Payable.
Travel Abroad
- Faculty and staff members who are required by their job
description to travel abroad will have liability coverage under
a Rose-Hulman liability policy. Sabbatical abroad does not
qualify as a job requirement and is not covered under this
policy. Rose-Hulman has medical coverage for employees when
traveling abroad if they participate in the Rose-Hulman Health
insurance plan. For information about this coverage,
please contact Rose-Hulman's Benefit Coordinator (x8455).
Rose-Hulman does not have liability coverage to
cover students when traveling within the U.S unless such travel
is considered to be a Rose-Hulman sponsored event or an approved
class requirement. The advisor or professor overseeing such
activities must complete the required
Student Trip Travel Authorization form
and return the competed form to the Manager of Insurance and
Risk Management prior to the event.
Any student travel abroad, when such trips are determined to be
a Rose-Hulman sponsored/approved event, requires the advisor
overseeing such event/s to contact the Manager of Insurance and
Risk Management so special liability coverage can be acquired
while abroad. This must be done a minimum 90 days
prior to the date of the trip. Additional
information on this topic, such as required advisor attendance,
is available under "Student Services" or by contacting the
Manager of Insurance and Risk Management (x8457).
Director's and Officers Liability Coverage
Liability insurance protects Institute employees if they are
named in a lawsuit for an alleged error or omission they made
when performing their duties for the Institute. There is no
coverage for a criminal act.
Property Coverage
Our property coverage has a $25,000 deductible per claim.
This deductible is the responsibility of the department that
incurred the loss.
Art Floater
- This policy has a $ 2,500 deductible. The policy covers
our personal art collections and items on loan to us by artists.
Items on loan or added to our collection must be reported to the
Art Curator (x8452) and our Manager of Insurance and Risk
Management (x8457). The Manager of Insurance and Risk Management
will need to know the description of the item (s) including size
and title, appraised value, artist, location and if the item is
owned by the institute or on loan. If the item is on loan, you
must provide the dates that insurance coverage is required. If
Risk Management is not notified of the item(s) to insure, there
is no coverage.
Art Floater Transit Coverage-This
policy has a $2,500 deductible with a total in-transit limit of
$50,000. This floater is for art work already listed on
the temporary or permanent art collection on file with the
carrier. Any item/s being transported with a total value
more than $50,000 will have to be insured under a
specialty/per trip policy.
In order for coverage to be afforded under this coverage, the
Manager of Insurance and Risk Management must be provided with
an written itemized list which includes the description of the
item/s being transported, insurable value per item, date/s of
transportation, and destination. If the value of the
item/s in transit exceeds $50,000, a specialty policy can be
acquired at an additional expense.
Contractor's Equipment Floater
- This policy has a $ 2,500 deductible and provides additional
insurance coverage for equipment and tools that are used 1,000
feet from the primary storage location. This would cover
landscaping equipment, motorized carts, weed eaters and etc. In
order to have coverage under this policy, the item must be
specifically listed in the policy.
Claims Procedures or reporting damage or theft to RHIT property
The Following procedures should be followed when reporting
damage or theft to Rose-Hulman property:
1.
File a report with RHIT Office of Public Safety (x8590).
2.
If the claim is due to a theft, you must also file a
report with the Terre Haute City Police Department (238-1661) or
the police department within the city of the occurrence.
Please provide this police report number to RHIT Office of
Public Safety (x8590).
3.
Contact the Manager of Insurance and Risk Management
provide the date and time of the occurrence along with a copy of
the police report.
4.
Provide the Manager of Insurance and Risk Management
with an itemized list of the item(s) that were damaged or
stolen, supporting documentation of ownership and cost of
item(s) at time of original purchase.
5.
Provide the Manager of Insurance and Risk Management with
an itemized replacement cost estimate per item. This is
necessary in order to replace the damaged or stolen item(s).
Claim
Procedures for Theft of Electronic Devices
1.
Contact IAIT and report the theft IMMEDIATELY
2.
File a report with RHIT Public Safety and the Terre Haute
Police department (If the theft occurred in Terre Haute and/or
on RHIT campus). If the theft occurred in another city,
file a report with the police department in the city of the
occurrence and notify RHIT Office of Public Safety (x8590).
3.
Provide RHIT Office of Public Safety with the police
report number.
4.
Provide Risk Management with the date and time of the
occurrence, item(s) stolen, estimated cost to replace said
item(s). Also provide Risk Management with a copy of the
police report or the police report number along with the name,
address and contact number of the police department in which the
report was filed.
5.
If the claim is determined to be over the RHIT Institute
deductible ($25,000), Risk Management will request an itemized
list of the item(s) stolen, replacement cost per item, along
with supporting documentation of ownership.
Safety
Tips
1.
NEVER
check your laptop as luggage or place within your checked
luggage when flying. Keep your laptop with you at all
times.
-
If you are traveling and
must check your laptop, you should
-
Check your laptop only if it does not contain
any confidential data.
-
If cost effective, consider purchasing insurance coverage
directly through the airline(s) in which you are traveling.
Cost and requirements will vary per airline.
Insuring the item can be costly and will not eliminate a theft
but will provide some means of reimbursement of the stolen
item(s).
2.
Do not leave your laptop in your vehicle or car trunk.
3.
Do not leave your laptop sitting out in your hotel room
if you are not there.
4.
When possible, refrain from storing confidential data on
your laptop. If you must store data, make sure it is
protected in the event of a theft. Remove all confidential
data when such data is determined to no longer be necessary in
order to perform the functions of your job or activity.
Protect your laptop and electronic devices as you would any
other valuable item or piece of equipment.
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