Section IV: Safety at Augustana

The Office of Human Resources oversees the safety efforts of the college, but all employees are charged with maintaining and enhancing a safe work environment. Augustana College employees are protected by regulations issued by the Occupational Safety and Health Administration (OSHA). The college complies with all applicable OSHA regulations and expects each employee to follow the rules established by OSHA, college policy and specific departmental guidelines. All employees are responsible for wholehearted cooperation with all aspects of safety and health, including compliance with all safety-related rules and regulations and for continuously practicing safety while performing job duties. The prevention of work-related injuries is given precedence over operational productivity. “Horse-play” and irresponsible use of chemicals or equipment are always prohibited. Failure to comply with safe and healthful work practices may result in discipline, up to and including termination.

Augustana College’s safety requirements include:

• compliance with all applicable environmental and safety rules and regulations; attendance at training sessions that are required by OSHA rules and college policy
• regular safety inspections to identify and eliminate unsafe working conditions and practices
• prompt and thorough reporting and investigation of accidents and near misses
• enrollment in the college’s emergency notification system

These requirements, along with the college’s safety and health programs, are designed to reduce the number of injuries and illnesses. The goal is zero accidents, injuries and illnesses. The details of specific safety programs are available from the Office of Human Resources.

Augustana College has written safety programs to establish operating rules, training requirements and guidelines for the most hazardous jobs on campus. Employees should meet with a supervisor and discuss these requirements and operational procedures before undertaking any of the following:

1. Touching someone else’s blood or body fluids while (for example) cleaning, responding to a security call, washing athletic laundry or providing first-aid services. 
2. Wearing a respirator or “dust mask.”  
3. Entering a confined space such as a tunnel, manhole, ductwork or boiler. 
4. Using equipment that is very loud, including leaf blowers, chain saws and lawn mowers. 
5. Applying chemicals in large quantities or cleaning up large chemical spills.
6. Operating a forklift truck.
7. Operating welding equipment.
8. Working in elevated areas such as roofs, scaffolding and bucket trucks.
9. Repairing, maintaining or altering high voltage equipment or lines. 

Information about our safety policies is available on the Safety Policies & Procedures webpage.

Augustana College maintains a full collection of Safety Data Sheets (SDS) to help employees learn about the chemicals used on the job. SDSs describe the chemical composition of each product, the effects they could have on an employee’s health and ways employees should protect themselves from overexposure. Employees should refer to these documents or receive appropriate training from a supervisor before using any chemical on the job. Members of the Office of Human Resources also are available to answer questions about the chemicals used onsite and to assist employees in obtaining or reading SDSs. In general, employees using chemicals are not allowed to use mouth suction for pipetting or starting a siphon and also should not smell or taste chemicals, remove chemicals from the buildings, mix chemicals or otherwise use them for unauthorized purposes.

This Driver and Fleet Safety policy is intended to promote the safety of drivers and passengers when vehicles are used on College business.  This policy outlines the eligibility, requirements, and responsibilities of those who drive on behalf of Augustana College.  Employees who drive regularly as part of their job responsibilities are referred to as “Frequent Drivers” while employees who drive infrequently or irregularly are referred to as “Occasional Drivers” in this policy.

This policy applies when vehicles are used on College business, regardless of whether the vehicle is rented, owned by the College, or a personal vehicle of the employee.

I.   Requirements of All Drivers

To be eligible to drive on behalf of Augustana College an individual must meet the following requirements:

1. Drivers must have a valid U.S. license.
2. Drivers must be at least 21 years old to drive College owned, leased, or rented cars, trucks, or mini-vans, unless otherwise stated in this policy.
3. Drivers for ACES, Facilities Services, and Dining Services must be at least 19 years old to drive College owned, leased, or rented cars, trucks, mini-vans and PTVs within a five-mile radius of campus.  Drivers for these departments must be at least 21 years old if driving beyond a five-mile radius of campus.
4. Drivers must be at least 25 years old to drive any owned, leased or rented 10+ Passenger Vans.
5. Drivers must have at least two years of driving experience.
6. Drivers must be an employee (including student workers) or an authorized student or volunteer.
7. Drivers must complete any required training prior to driving on behalf of the College.
8. Drivers must inform the College if there is any change in their licensure status.
9. Drivers must agree to and abide by the Safe Driver Agreement.

II. Frequent Driver Requirements

All Augustana employees holding positions which require them to drive regularly for the college, whether in their own vehicle or in a college owned, leased or rented vehicle, are referred to as “Frequent Drivers” and must meet the requirements outlined in this policy. Additionally, employees who drive students, even if not on a frequent or regular basis, are required to be credentialed.  See Section XI for a list of the positions considered to be Frequent Drivers . The College reserves the right, however, to review the driving record of any employee who is driving any vehicle on College business. The College may decline to authorize any employee to drive on behalf of the College on the basis of that employee’s traffic violation history or accident history.

"Frequent Drivers," includes individuals who:

• Are required to drive for their job on a frequent or regular basis; or
• Drive students at any time
• Other individuals determined to be a "frequent driver"

All individuals designated as a “Frequent Driver” must comply with the requirements for all drivers, as outlined in this policy, along with the following additional requirements:

1. Frequent Drivers must be credentialed.
2. Frequent Drivers must not fall into the category of "High Risk Driver" as identified below.

Driver Credentialing involves the following steps:

The College will obtain a current Motor Vehicle Report (MVR) for individuals designated as Frequent Drivers every two years. This MVR must demonstrate that the employee meets the Frequent Driver requirements and is not a High Risk Driver as defined in this policy. A driver may be subject to MVR review more frequently than bi-annually if warranted, as determined by the College.

1. Credentialed Drivers must provide current driver’s license information every two years or more frequently if a change occurs in licensing.
2. Credentialed Drivers must immediately inform their supervisor and the Office of Facilities Services of any change in their license status (i.e., suspensions or revocations), any drug or alcohol related driving offenses, and any motor vehicle accidents in which the Credentialed Driver was determined to be at fault.

III. Occasional Driver Requirements

"Occasional Drivers" are defined as those who will be driving on an infrequent and/or minimal basis and are not required to do so as part of their job and do not drive students. 

In addition to the requirements for all drivers, Occasional Drivers are required to do the following:

1. Prior to driving for College business, an employee must complete the online safety training required for the type of vehicle they will be driving.
2. Students will only need to complete this training once during their time at Augustana; employees must renew their training every 4 years.
3. Training for street vehicles consists of three different modules: Defensive Driver (required for any vehicle), Large Van Module 1 & Large Van Module 2 (when driving 10+ passenger vans). Each session takes approximately 15-20 minutes to complete and can be accessed from any computer on or off campus.
4. Employees are responsible for requesting the necessary training by completing the Training Request Form. Within 48 hours of completing the request form the employee will receive an email link to gain access to the training with an assigned deadline.
5. Volunteers or non-employees can request the online training by using the Training Request Form.
6. Occasional Drivers must complete the Safe Driver Agreement and provide a copy of their driver’s license to motorpool@augustana.edu.

IV.  Golf Carts & Other Personal Transportation Vehicles

Individuals must be at least 19 years old to use a PTV.  In addition, training is required prior to use of a PTV.   Personal Transportation Vehicles or “PTVs” includes the following vehicles, whether rented or owned by Augustana College: golf carts, GEMs and gators. Individuals wishing to drive a PTV must complete the online training and submit a copy of their driver’s license prior to PTV use.  Training can be requested using the Training Request Form. In addition to completion of online training, an in-person safety review must be completed prior to any individual’s first use of a PTV.  This in-person safety review may be scheduled by contacting the Office of Facility Services.   This training is generally offered at monthly intervals in summer months.    

V.  Identification of High Risk Drivers

A driver will be classified as a "High Risk Driver" and will therefore be ineligible to drive if any of the following are met:

If the driver has one or more of the following violations within the last 5 years:

1. Conviction for an alcohol and/or drug related driving offense;
2. Refusal to submit to a Blood Alcohol Content (BAC) test;
3. Criminal conviction related to operating a motor vehicle (e.g., negligent homicide, manslaughter, hit and run, etc.)

OR, if the driver has any of the following violations within the last 3 years:

1. Any combination of three or more moving violations, or accidents, where the driver is determined to be “at fault” as determined by the College;
2. Driving with a suspension, revocation or outside the parameters of an administrative restriction;
3. Leaving the scene of an accident as defined by state laws; or
4. Reckless driving.

OR, if the driver has had multiple DUIs regardless of timeframe

For purposes of this policy, "moving violations" shall not include violations for:

1. Failure to use safety belts;
2. Parking violations;
3. Past convictions, suspensions or revocations related to civil or criminal actions unrelated to driving or vehicle operation; or

Other violations in the last 12 months
The College reserves the right to classify an employee as a high risk driver based on any accidents, violations or other behaviors within the last 12 months which determine that the driver presents a high risk.

VI.  Student Driver Requirements

1. Must have at least two years of driving experience.
2. Complete required training as outlined in this policy.
3. Prior to driving for college business, all student drivers are required to verify that they are not a High Risk Driver.   The College will obtain an MVR (Motor Vehicle Record) on any student driver to verify a student’s driving record. This process needs only to be completed once during the students’ time at Augustana.  Students must complete the required online training, and provide information required for the MVR.  Students must also provide a copy of the driver’s license and a signed copy of the Safe Driver Agreement. Verification and approval of a student driver typically takes 48 hours.
4. Students must meet any  minimum age requirement for the type of vehicle they will drive.

VII.  Large Passenger Vans (10+):

K-12 passengers, (18 and younger) are not allowed to travel in 10+ passenger vans at any time. This would include shuttle services on campus for visit days, camps, athletic events or any travel to and from events off campus.

1. Minimum age requirement is 25 to operate a 10+ passenger van off campus. This includes all campus owned, leased and rented 10+ passenger vans.
2. When driving on campus only (which may require limited use of city streets adjacent to campus), the minimum age requirement is 21 to operate a 10+ passenger van.  This age requirement is limited to individuals transporting supplies (facilities services) and transporting food (catering/dining services).
3. Augustana-owned vans are limited to local use only (within 50 miles of campus), and are not be available for rental on long distance trips. Contracted rentals must be used for long distance trips. Please be sure to plan accordingly, as contracted rental rates may be higher than rental rates for Augustana owned vans and limited availability requires advance notice.
4. Drivers must complete the required training module for large passenger vans. This training must be renewed every two years.

VIII.  Vehicle Reservations:

1. All campus owned, leased, or rented vehicles are to be reserved using the Campus Vehicle Reservation Form. Upon completing the form you will receive an email confirmation within 24-48 hours.
2. Car Reservations must be made at least seven (7) days in advance to guarantee availability.
3. Reservations for renting trucks, SUVs, mini-vans and 10+ passenger vans need to be made at least ten (10) days in advance; however, due to the limited availability of these vehicles, more advance notice is suggested.

X.    Safe Driver Agreement

All individuals shall follow the safety rules and practices outlined below while driving a college-owned vehicle, or while driving a personal vehicle on college business. Driving a College vehicle, a rented vehicle, a personal vehicle or any other vehicle on behalf of the college is a privilege, not a right. The safety of the driver, all passengers, pedestrians and others is every driver's highest priority.

AS A DRIVER FOR AUGUSTANA COLLEGE I WILL:

1. Have and carry a valid driver's license while driving.
2. Use College vehicles for authorized purposes only.
3. Not permit any unauthorized person to drive the vehicle. Unauthorized drivers may be held personally liable for any accident or loss.
4. Observe all applicable traffic laws, ordinances and regulations.
5. Not transport unauthorized passengers, i.e. Friends, Family, Spouses, or anyone under the age of 18, who do not have valid reason to be in the vehicle.
6. Refrain from driving on campus sidewalks and greens. Authorization to use a vehicle in these specified areas must be obtained from Security or the Director of Facilities Services.
7. Not transport any open containers of alcohol (unless specifically permitted, e.g., dining or catering services), illegal drugs, or other contraband. In the case of dining or catering services, any open containers of alcohol being transported must be out of the driver’s reach at all times.
8. Use safety belts or other available occupant restraints and require all occupants to use seat belts or occupant restraints, in accordance with state laws. Never permit total occupancy to exceed the number of seat belts.
9. Use safe driving principles, practices and techniques at all times. Refrain from distracted driving, including but not limited to, no texting and or other use of cell phones while behind the wheel and no use of headphones, including earbud headphones.
10. Not drive under the influence of drugs or alcohol. Not drive if using a medication that impairs judgment, reflexes or alertness.
11. Turn the vehicle off, remove the keys, and lock the vehicle when it is left unattended.
12. Report all accidents or traffic violations involving a College vehicle, or while driving on College business, to the Office of Facilities Services at 309-794-7278.
13. Report (a) any changes in license status (i.e., suspension or revocation), (b) any driving offenses involving drugs or alcohol, and (c) any other at-fault accidents that occur while driving on College business to Office of Facilities Services.
14. Assume full responsibility for any and all fines or traffic violations issued while using a college vehicle or privately-owned vehicle on college business. The college is not responsible for fines, or other costs resulting from violations of traffic or parking regulations by drivers on college business.
15. If driving a personal vehicle on college business, I will ensure that the personal vehicle is properly insured.  I understand that my personal insurance will be required for coverage if any damage or harm is caused by or otherwise incurred while using their personal vehicle. Additionally, I understand that I will be responsible for payment of any deductible or other insurance costs related to any claim for damage to property or injury to a person.

XI.   Frequent Drivers

Positions currently defined as "Frequent Drivers," include:

• College President
• Vice President Advancement
• Advancement Gift Officers
• Admissions Counselors
• IT Technicians
• Coaches/Athletic Department Staff who drive teams to off-campus events  or who otherwise must drive frequently (eg, coaches with recruiting responsibilities)
• Public Safety Officers
• Police Chief, Deputy Chief and Police Officers
• ACES Drivers
• Health Care Shuttle Drivers
• Motor pool Mechanic
• Catering Supervisor & Employees
• Manager of Facilities Services & Employees
• Custodial Manager & Leads
• Building Service Manager/Leads & Employees
• Grounds Manager & Employees
• Director of Facilities & Employees
• Shipping & Receiving Employees
• Mailroom/Copy Center/Receiving Employees
• Electrical Supervisor & Employees
• Structural Supervisor & Employees
• Individuals who drive Students
• Any other employee that the College determines should be subject to frequent driver requirements

Questions regarding the guidelines and training requirements of this policy may be directed to motorpool@augustana.edu, or call the Office of Facilities Services at 309-794-7278. The Facilities Services Vehicle Rental web page is available at: https://augustana.formstack.com/forms/vehiclerental

Depending on the job, some employees may be required to wear special equipment or clothing when performing certain tasks to provide protection from chemical exposure and/or the physical risks associated with certain tasks. Employees who are unsure of this requirement should ask a supervisor whether the job or task requires the wearing of personal protective equipment. If so, this equipment is provided by the college—typically free of charge. Employees participating in the safety shoe program will receive assistance to obtain footwear at reduced rates.

Augustana College has a network of personnel who help ensure the safe operation of the college. This network consists of:

• safety officers, who assist within major academic buildings to direct personnel and students during emergencies requiring evacuation, shelter in place or lockdown 
• first responders, who provide basic first-aid assistance to students and staff 
• safety committee members, who act to improve safety in specific departments 

Employees interested in joining one of these groups should contact the Office of Human Resources. 

Augustana College will do everything reasonably possible to prevent accidents and injuries to employees. While the college strives for zero recordable accidents, the reality is that injuries can and do occur. All accidents and/or injuries must be reported to the Office of Human Resource as soon as possible and in all cases within 24 hours. In cases of an accident or injury, employees should assess their condition to the best of their ability and request the necessary assistance. Many departments keep Band-Aids in stock for the convenience of employees who wish to self-administer first aid. First responders have more complete medical kits to address a variety of injuries, including lacerations, contusions, burns and minor eye issues. First responders also are trained to provide CPR and operate the electronic defibrillators. Employees are not encouraged to provide first-aid services on campus unless they have been trained as a first responder by the college.

Employees injured at work or employees who observe an injury should do the following:

If it appears to be a medical emergency, they should not wait—dial 911 or Public Safety at extension 7711 or 309-794–7711. The same notification should be followed if an employee is experiencing significant health effects from a chemical exposure. 

1. If employees want to manage their own injury, they should contact a first responder with a medical bag. These bags contain medical supplies and typically are available in each major building on campus. In all but the most minor injuries, employees will be required to be evaluated by a medical professional to determine the extent of any injuries and determine if it is safe to continue working.
2. Augustana College maintains affiliations with local health providers and can schedule the necessary appointment and arrange transportation as necessary. 

If a co-worker is seriously injured:

1. Assess the situation first to be sure it is safe to provide aid. Employees should take care to not become victims themselves. 
2. Notify Public Safety/Police at extension 7711 and/or 911. The campus dispatcher can coordinate the EMS response, provide traffic control and guide the ambulance to the appropriate location.
3. Consider notifying the building’s first responder, who may be able to assist.
4. If an ambulance has been called, specify someone to meet the ambulance and guide it to the victim’s location.
5. Do not move victims unless they are in a life-threatening location.
6. Employees should not transport the victims if they are believed to have a serious injury, multiple injuries or a condition that may worsen during transport.
7. File an incident report. These forms are available on the Augustana website or from any first responder, and should be filed with the Office of Human Resources.

Once treatment is received, the injured employee must contact the Office of Human Resources. Work restrictions prescribed by the medical provider will be communicated to the employee’s supervisor to facilitate the employee's recovery.

Augustana College does all it can to return injured parties to their designated position or into a limited or restricted work position. The college will attempt to provide work for those with work-related injuries and illnesses that accommodate any restrictions that the acting physician places on the injured party.

Studies have proven that employees who continue to work, even in limited or restricted work, will heal faster than employees who stay at home to recover. Throughout the restricted work period, the college will consult with the treating physician’s staff to ensure the speedy recovery of the injured party without compromising the quality of care or causing possible additional injury to the employee. Employees are required to honor medical restrictions both at home and at work, and will not be allowed to do work beyond the restrictions given by the medical staff. In addition, employees who refuse limited, restricted or modified work as prescribed by the provider may lose workers compensation benefits. 

Modified work plans are given only as necessary on a limited time basis. It is the goal of the college to return employees to their department of origin as soon as possible. Any questions or concerns arising from this policy should be brought to the attention of the Office of Human Resources at the earliest possible opportunity. 

Augustana College’s emergency response plan relies upon the cooperation and support of all members of the campus community. While emergency drills will be held on campus during the academic year in conjunction with local police, fire and emergency staff, ultimately it is the responsibility of each member of the campus community to behave in a responsible manner should a crisis occur. 

Employees should prepare themselves for emergencies by taking the following steps:

1. Sign up for the emergency messaging system. This system is used to communicate with the Augustana College community during an emergency. If conditions allow, emergency information also will be disseminated by email and made available on the college's website. Updates will be provided as needed.
2. Listen for the emergency alert sirens. Sirens are tested on the first Tuesday morning of every month. Employees should familiarize themselves with this sound. Should there be an emergency, the main outdoor siren, along with a number of internal sirens, will be triggered. If the college’s communication system becomes inoperable, bullhorns are located around campus and trained staff members will be placed near residence halls and groupings of buildings to provide information.
3. Emergency instruction posters are located in each classroom, office area and residence hall room. Should there be an emergency, employees, visitors and students will need to consult these posters for supplementary instructions prompted by the text-messaging, website and email communication systems. Evacuation maps, also located in every major building on campus, explain how to leave the building and indicate appropriate meeting places for evacuees.

To report a campus emergency, employees should call 911 (Rock Island Police Department), extension 7711 (Augustana College Public Safety) or 309-794–7711 (Augustana College Public Safety). These numbers are staffed 24 hours a day, seven days a week. The dispatcher answering the call will need specific information, including location, the kind of emergency and as many other details as possible. Callers should focus on answering the dispatcher’s questions and providing accurate information.

Refer to the Safety/Security section of the campus website for guidance on how best to respond to specific incidents or contact the Office of Public Safety/Police for additional guidance.