Vehicle Safety Guidelines

Driver Requirements

TWU is committed to keeping its community of employees, students, volunteers, and visitors safe when visiting its campuses or carrying out work or educational duties. Based on URP 04.100: Vehicle Operations Policy, there are several requirements for TWU community members to follow if they will be operating vehicles owned, rented, or leased by the University. The definition of "vehicles" includes University-owned, rented, or leased cars, trucks, vans, buses, and motorized carts (such as golf carts or utility task vehicles).

Only authorized drivers are allowed to operate University-owned, rented, or leased vehicles and must complete the driver authorization process, beginning with the Driver Authorization Form (exception: If an employee, student, or volunteer will only operate motorized carts, the driver's authorization is not required).

TWU employees that are expected to drive as part of their normal course of work (e.g., shuttle bus drivers) are required to take Defensive Driving Training on TWU's employee learning management site, Bridge.

TWU community members, including volunteers, that will operate motorized carts (golf carts or utility task vehicles) are required to take Motorized Cart Training on TWU's employee learning management site, Bridge. On the Denton campus, motorized carts are only allowed to travel on certain streets, which can be found on the Denton Campus - Map of University Streets for Motorized Carts. Students (non-employees) and university volunteers may access the online training via a temporary Bridge profile. Access to this system is via invitation and requires the creation of separate login credentials. Email risk@twu.edu if you have students or volunteers needing a temporary profile.

Other General Guidelines

• Drivers of University vehicles and motorized carts are considered representatives of the University and, as such, must extend every courtesy to both traffic and pedestrians.
• All drivers are personally responsible for any traffic violation they receive while operating a University vehicle.
• University vehicles will not be driven beyond the borders of the United States.
• Employees are prohibited from using earphones, cellular telephones, or mobile electronic devices while operating a motor vehicle under any of the following situations, regardless of whether a hands-free device is used:
  • When operating a university vehicle, 
  • When operating a rented vehicle while conducting university business, or
  • When operating a personal vehicle while conducting university business.
• Use of handheld electronic devices and hands-free devices is prohibited while operating a motorized cart.

Reporting University Vehicle and Motorized Cart Accidents

As soon as the accident occurs, individuals shall obtain medical aid for the injured, if necessary.

If the Accident Occurred On-Campus

• Immediately notify the TWU Department of Public Safety at the campus on which the collision occurred:
  • Denton: (940) 898-2911
  • Dallas: (214) 689-6666
  • Houston: (713) 794-2222
• Notify the supervisor(s) of the employee(s) involved.
• Employees involved, and any witnesses, must complete the TWU Incident Reporting Form through Risk Management within 48 hours.
• If an injury occurred, employee(s) must complete the Worker's Compensation Employee Packet and return it to Human Resources as soon as possible, but at least within 30 days of the incident.
• For supervisors, if your employee is or thinks they may be injured, complete the Supervisor's Worker's Compensation Packet as soon as possible. 

If the Accident Occurred Off-Campus

• Immediately notify the local law enforcement agency. Notify the TWU Department of Public Safety within 24 hours of the incident.
• Drivers must note the police agency that investigated the collision and the other driver's name, driver’s license number, insurance information, and vehicle license plate number.
• If a collision occurs in a University vehicle, make sure to provide the TWU auto liability insurance card which is either located in the visor pocket or glovebox.
• If a collision occurs in a rented vehicle, immediately notify the rental agency as well as TWU Department of Public Safety, and the local law enforcement agency. The rental agency should provide roadside assistance and further instruction regarding the vehicle.
• If it is a personal vehicle and the accident occurs as the employee is conducting University business, the employee who owns the vehicle needs to report the accident to their insurance carrier.
• Notify the supervisor(s) of the employee(s) involved.
• If an injury occurred, employee(s) must complete the Worker's Compensation Employee Packet and return it to Human Resources as soon as possible, but at least within 30 days of the incident.
• For supervisors, if your employee is or thinks they may be injured, complete the Supervisor's Worker's Compensation Packet as soon as possible. 

Inoperative University Vehicles

If a vehicle owned or leased by the University is experiencing issues, contact the following departments:

• During business hours, call Fleet Services
  • Denton: 940-898-3166
  • Dallas: 214-689-6600
  • Houston: 713-794-2331
• After business hours, call TWU Department of Public Safety 

For rented vehicles, contact the rental agency for assistance. Do not use your personal roadside assistance service or insurance for inoperable vehicles.

Page last updated 11:34 AM, February 27, 2024