Department of Transportation
Rules of the Road
For Bard Drivers
The Bard College Department of Transportation is charged with managing the safe, secure, and lawful compliance of our drivers, passengers, and transportation assets. This guide will help all Bard Drivers understand their responsibilities and obligations to ensure that our resources are available and ready for other members of the Bard community.
Refer to this guide as often as you need, and stay abreast of amendments and changes on our webpage. If you have any questions, please feel free to call or email. We’ll be happy to help.
Jeffery Smith Andrew Champ-Doran
Email: email@example.com website: http://blogs.bard.edu/transportation/
All drivers are required, by law, to know, understand, and abide by the laws and rules of the jurisdiction they are in, regardless of point of origin or issuing agency of their license.
Driving Bard vehicles is a privilege. This document is designed to outline your responsibilities and duties as a Bard Driver. While this document is not comprehensive of all duties and obligations of the Bard Driver, you are required to comply with all terms of this agreement, whether explicit or implicit. Failure to comply with any of the terms of this document shall be considered grounds for immediate revocation of Bard College driving privileges.
All terms of this agreement are subject to change without notice. Changes will be applied to all Bard Drivers, and do not exempt any driver from compliance with this agreement or regulations governing Bard Drivers.
Bard College reserves the right to deny, suspend, or revoke driving privileges at any time and for any reason.
Bard Transportation resources will be made available for Bard faculty, staff, students on Bard sanctioned business and services only. Bard College transportation reserves the right to refuse service to anyone for any legally allowable reason.
Driver’s License: All Bard Drivers must be in possession of a valid NY Class D Driver License (or equivalent noncommercial operator license from another state) for longer than one year, and provide the Transportation Department with a copy of that license.
Defensive Driving Course Completion Certificate: All Bard Drivers must complete a New York State Approved Six Hour Defensive Driving Course, either in person or online, and provide the Transportation Department with a copy of the Course Completion Certificate. The certificate is valid for three years from the date of completion.
*The Course Completion Certificate is the only acceptable proof of completion. No substitutions or temporary authorizations will be issued or approved.
Bard College Authorization for Consumer Report: All Bard Drivers must complete and sign this document allowing Bard College, its insurance agent, and insurance company to obtain the applicant’s driver’s license abstract. A one-time non-refundable $5.00 fee may be required of the applicant at the time of submission of the “Authorization for Consumer Report” to help defray charges by the New York Department of Motor Vehicles for this service.
A separate signature on this form also indicates knowledge, understanding, and acceptance of this Rules of the Road document and the terms herein. A new copy of this Authorization will be required with every change of any information contained in the document.
Driving Assessment: After providing completed and signed documents listed above, the Driver must schedule and successfully complete a 1½ to 2 hour driving assessment and an appointment to meet, in person, with Bard Transportation
Upon successful completion of all requirements, the Driver’s information will be forwarded to our insurance agent. This process takes time, and cannot be circumvented.
All documents and certifications are required by law and/or Bard College’s insurance companies to drive any Bard College vehicles (including, but not limited to, golf carts, ATVs, passenger cars, passenger vans, trucks, and heavy equipment). Each Driver is responsible for keeping their license, certification, and required documentation current and up to date with this office. Failure to do so will result in automatic suspension of driving privileges.
Bard College owns and maintains a limited number of vehicles for use on official Bard College business only. These vehicles range from golf carts to small hybrid passenger cars to eleven passenger vans. As a Bard Driver, you are authorized to drive only specific passenger vehicles from this small fleet. You are not authorized to drive Buildings and Grounds vehicles, 14 passenger “Turtletop” shuttles, larger shuttle buses, or any “double-axle” vehicles.
Passengers are prohibited from riding in the cargo area of any vehicle for any reason. Restricted areas include, but are not limited to, areas behind the seats in hatchbacks, vans, and “Turtletops”, the beds of pickups and stakebeds, and the cargo areas of box trucks.
Bard College passenger vehicles are not cargo vehicles. No driver, department, or organization may remove seats from any vehicle without the expressed prior written permission from the Transportation Department. If such permission is granted, the driver is responsible for the safe removal, storage, and re-installation of seats for the vehicle. Removal and re-installation must be accomplished within the time parameters specified on the Transportation Confirmation.
Bard College does not own or maintain any vehicles for personal use. You can find alternative local and area transportation on our website. Go to http://blogs.bard.edu/transportation/. Look under the heading “Taxis, Buses, Trains, Airports” for more information.
TRANSPORTATION AND VEHICLE REQUESTS
Trip requests are submitted by administrative offices, academic departments, or other budget holders of Bard College. Bard College Department of Transportation will only consider trip requests through one of these budget holders. Please check with your department, club, or advisor if your organization wishes to request transportation for a Bard College function.
All Transportation Requests must be submitted via email to firstname.lastname@example.org using the “Transportation Request Form” provided here under “Transportation Forms”. Please copy, paste, and complete the form in the body of your email. Information provided in the request must include the following: Requester name and contact information, account number, date of travel, number of passengers, passenger contact info, times and places of departure, destination, complete itineraries, and returns. Disregard requests for flight or train itineraries if they do not apply to your passengers.
Incomplete requests may not be considered, and no transportation will be confirmed until all information is provided.
Requesters will receive email Confirmation of the trip when it is approved and scheduled. Trips shall not be taken until the Driver has received and carefully examined the Transportation Confirmation.
Bard Transportation Services may submit trip requests beyond our capacities to an outside contractor.
The vast majority of Trip Requests will be submitted to and approved by the Department of Transportation, though certain groups may arrange trips with the Trustee Leadership Scholar program, the Center for Civic Engagement, or the Bard Prison Initiative. Bard Driver eligibility must be confirmed for each trip through the Department of Transportation. Status as eligible or not will be confirmed as is practical.
Bard College reserves the right to grant, deny, or alter trip requests at any time.
TAKING YOUR TRIP
Once your trip has been scheduled and confirmed, you will need to follow a set of procedures for every trip. These procedures are covered in our “Obtaining the Vehicle” instructions. By completing all of the steps as listed, you play your part in the cooperation and consideration needed to run our services as smoothly as possible.
Before you go, program Security (845-758-7460, email@example.com) and Transportation (845-758-7625, firstname.lastname@example.org) into your phone contacts. You may need them.
Obtaining the Vehicle
Keys for the vehicle should be picked up at Security Dispatch window on the day and time specified on your confirmation. Do not enter the Dispatch office.
A binder marked Transportation Reservations is at Security Dispatch.
The Daily Trip Log and Trip Tickets are in the binder.
The Daily Log displays the account, driver, vehicle, and pick up and return times. Sign your vehicle out and note the time on the Daily Log.
Trip Tickets can be found in the clear sleeve marked for the day of the week you have reserved the vehicle.
NOTE: If the Driver’s matching names, vehicle numbers, date, times, and account numbers do not appear on BOTH the Trip Ticket and the Daily Schedule, the trip shall not be taken.
The Trip Ticket should be removed from the sleeve and taken with the driver and stored in the vehicle during the trip.
SPECIAL NOTE: No eating, drinking, smoking, or vaping are allowed in any Bard vehicles at any time.
The vehicle is located in its designated numbered space, located in the Main Shuttle Lot next to Central Services. Before departure, perform a complete visual inspection of the vehicle, outside and in, making sure it is ready and safe to drive. Immediately report all damage, or any problems, to email@example.com. Include clear pictures with that email.
Use the odometer to track the mileage upon departure and return to campus. Drivers in vehicles with E-ZPass must mark on trip ticket every entrance and exit onto and off of toll roads, each toll bridge crossed, and any parking paid with E-ZPass.
Return each vehicle to its designated numbered parking space. Vehicle must be backed into the space, and centered between and parallel to the lines.
The vehicle must be returned with more than 3/4 tank of gas. Contact security for access to the fuel pump on campus upon your return.
Vehicle must be returned clean, inside and out. Remove all personal items, trash and debris from your trip, NO EXCEPTIONS. Turn off all accessories. Lock all vehicle doors.
The completed Trip Ticket, including mileage records and driver signature, should be returned to the sleeve in the back of the Transportation book marked “Completed Tickets”.
If a scheduled trip is not taken, for whatever reason, the scheduled driver must mark “No Trip Taken” on the trip ticket, and return it to the “Completed Tickets” sleeve in the Transportation Log. Failure to do so will result in maximum mileage charges billed to the department.
Driver should return the keys to the Security Dispatcher and sign the Transportation Log book, noting time of return on the Daily Schedule.
PROBLEMS ON THE ROAD
If all goes well, the preceding steps will be sufficient. You may encounter some problems while on the road. The following should help you deal with some of those.
Moving Violation/Parking Tickets
Moving violation citations or parking tickets are the sole responsibility of the Driver. Upon receipt of a ticket or citation, the Bard Driver must immediately notify Bard Transportation, and provide Transportation with a clean copy of the entire ticket, front and back. Clear smartphone photos, scans, or photocopies are acceptable.
The Driver must pay the resulting fine in full, via registered mail or in person, and immediately provide the Transportation Department with proof of payment and full tracking information or signed receipt.
Failure to comply with any provisions of this section will result in immediate and permanent revocation of Bard driving privileges.
As a matter of safety, all mechanical failures or difficulties shall be reported to the Transportation Department immediately. The vehicle must be taken out of use immediately and remain out until the cited condition has been corrected.
Mechanical failure warning citations must be forwarded to the Bard Transportation Office immediately. In most circumstances, Drivers shall not conduct their own repairs on Bard College-owned vehicles.
Inclement Weather/Road Conditions
In instances of inclement weather, your judgement is critical. It is better to cancel an event or trip than to suffer the consequences of personal injury or property damage. Please cancel all trips when the weather and road conditions deteriorate. If an announcement is made that normal Bard Shuttle service is (or is about to be) suspended, all trips and use of Bard Transportation vehicles are automatically suspended.
Upon any accident or discovery of damage, the trip is immediately suspended. All accidents require an immediate police response and report. This is for many reasons, including law, our insurance company’s requirements, and the protection of all parties involved. The Responding Officer will provide the Driver with his or her name and badge number, agency name and contact information, police report number, and instructions on retrieving the police report. The Bard Driver will provide this information, along with the information required below, to firstname.lastname@example.org.
Once that report has been filed with police, the Driver is to immediately contact Bard Security Dispatch and notify them of the situation, citing particulars such as injuries, names and known conditions of all passengers, ability of the Driver and vehicle to continue the trip or return, etc.
The Driver is required by law to share driver’s license and proof of insurance with other involved drivers. Take clear photos of any other involved drivers’ license and proof of insurance. Forward all photos to email@example.com.
The Driver must identify and document all damage to all vehicles and property, identifying information for all vehicles involved, all involved drivers’ licenses, insurance cards, registration information, VINs, etc. The Bard Driver must complete and email the Bard College Accident Report Form and an MV 104. The MV-104 is also available online in a fillable form. The Bard Accident Report must include the names and contact information of all passengers in the Bard vehicle and a complete written narrative of events.
Send the reports, along with all photos, to firstname.lastname@example.org immediately.
These steps are required by law and/or Bard’s insurance company, are not negotiable, and may not be overridden or delayed by any supervisor.
POINTS TO REMEMBER
Campus speed limit is 25 M.P.H on Annandale Road, and 15 M.P.H. on all other roads. All Bard College vehicles must adhere to the speed limit.
Bard College vehicles shall not be driven or parked on walks, lawns, bike paths, or any location other than roads and parking lots.
The consumption of alcoholic beverages or use of any controlled substance prior to or during any assigned trip is strictly prohibited.
Driver and all passengers must wear seatbelts in all Bard College vehicles.
Do not use River Road to or from the Rhinecliff Station, Rhinebeck, or the Kingston-Rhinecliff Bridge. Please use 9G/9/Rhinecliff Road to access Rhinecliff or Rhinebeck, and 9G/199 to the KRB.
Please get directions and plan your trip before departure.
Thank you for your attention. Remember, you can refer to this manual and find a wealth of information online at blogs.bard.edu/transportation. Feel free to contact us via phone at 845-758-7625, or email us at email@example.com.
Best of Luck, and Safe Travels,
The Bard College Department of Transportation