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Queen's University

Best Practices for Queen’s-Owned Auto 

The following best practices have been designed to outline the expected business processes for employees and students who drive either a Queen's owned vehicle for Queen's University business.  No personal use of a leased vehicle is permitted at any time.


Please note that all drivers of both Queen's owned and rented vehicles are required to carry a valid Class G Ontario driver's license or equivalent if they are from out of province or out of country. It is the Departments' responsibility to know who is driving for Queen's on their behalf. Drivers listed on the spreadsheet you submit to our office will automatically be included on the list of approved drivers of rented vehicles for University business.

Queen's insurer requires that all new and existing drivers are on file with them including, the License Validity Checks to be performed both as they are initially added as a driver and annually for each listed driver.  See the Ministry of Transportation website for accessNote that Queen’s insurer may deny coverage in the event of non-compliance. 

Please indicate the Validity Check Abstract Number on the spreadsheet corresponding to each listed driver and forward a copy of the License Validity Check to Catherine Hagerman at

For employees with a driver’s license out of province or out of country, please arrange to obtain a photocopy of the driver’s license and have the driver sign and date it attesting that to the best of their knowledge, they have no current violations that would preventing them from driving your fleet vehicle or a rented vehicles on behalf of Queen’s, and keep this on file at your office.

PeopleSoft Input

The Vehicle Administrator for each department is required to maintain driver information in PeopleSoft as indicated in the procedures below:

  • The navigation for entering driver information is:  Workforce Administration > Personal Information > Biographical > Driver’s License Data.
  • Enter the Driver’s License Number where prompted.
  • Valid from/to: (put in May 1'14 to April 30/15 which would be the policy year and next year you would change it to 15/16)
  • Enter any violations once you’ve done the License Validity Check
  • Under Comment, put in License Validity Check # from the MTO site. 
  • Finally at the bottom, indicate what license type this driver currently holds

If a person no longer drives your fleet vehicle, please indicate this on the spreadsheet and I will remove the vehicle from their profile in PeopleSoft.   Note: If you have problems getting into PeopleSoft (access issues), please iTrack the issue with high importance.

Driver, Passenger and Vehicle Safety – guidelines to ensure safe vehicle operation

The following are provided by the University’s insurance advisors and are based on Industry Best

Practices and proven loss prevention strategies. 

Recommended Driver Selection, Records and Training

This is the first critical step toward ensuring that the risk of a motor vehicle accident is minimized. It is noted that 95% of all vehicle accidents are caused by human error. International driving permits are discouraged due to their variable application standards. Exceptions can be made when the international driving standard is known to be on par with Ontario standards.  Departments will need to follow up on this with those whom they wish to add to their list of drivers.

The use of hand-held devices is not permitted at any time when operating a vehicle (texting or hand-held cell phone use).

Vehicle Selection

It is suggested that departments and drivers carefully consider the needs when purchasing or leasing a vehicle. This will depend on many factors including – type of a vehicle depending of volumes, amounts transported; with good safety record, easy maintenance. Please ensure that the person designated as driver at any given time has considerable experience driving that size and model of vehicle (i.e. not all drivers have experience driving a van).


Vehicle Operation Guidelines

  • Drivers must at all times comply with all laws, regulations and posted signs or directions regarding speed and traffic control.
  • Drivers should take a 30 minute rest break at least every four hours.
  • Drivers should drive no more than ten hours in any 24 hour period.
  • Trips requiring more than 10 hours driving time to destination should include overnight lodging.
  • Driving through the night is not recommended, nor is driving past midnight. Front passengers should remain awake to help keep the driver alert during all times if practical. A navigator should be assigned for trips to unfamiliar destinations and routes if practical.
  • Unauthorized persons are not permitted to drive the vehicle.
  • Unauthorized passengers are not permitted in the vehicle.
  • The number of passengers may not exceed the number of seat belts. All occupants of the vehicle are required to wear seat belts at all times during vehicle operation.
  • Drinking and possession of alcohol or illegal drugs in vehicles or driving while under the influence of alcohol or drugs is strictly prohibited and voids the vehicle’s insurance coverage.
  • Be careful of conditions that may lead to loss of control such as driving while sleepy or inattentive, or driving too fast for road conditions.
  • If the weather is inclement, stop and stay overnight in a safe place. The additional lodging cost is worth avoiding the risk.
  • Do not use a cell phone or any other electronic device while driving. Stop the vehicle in a safe area to use a cell phone or other electronic device or have a passenger operate it.
  • Drivers should inspect the vehicle for safety and maintain them properly, particularly the tires. Worn or under inflated tires can increase the risk of rollover.
  • Drivers are solely responsible for any fines resulting from traffic or parking violations during use of the vehicle on University business.
  • Vehicles are to be used only for University business. Any liability arising out of personal use of a University owned or rented vehicle is the sole responsibility of the driver.
  • Absolutely no use of hand-held devices is permitted at any time when operating a vehicle (texting or hand-held cell phone use).

Fatigue and Limits on Driving Time and Distance

Driver fatigue is a leading cause of traffic accidents. Fatigue affects driver perception, information processing, and reaction times. In the extreme, it causes a driver to fall asleep. Fatigue can arise from factors including night driving, extended wakefulness, inadequate sleep, and sleep disorders.

Help drivers understand the warning signs of fatigue. These include:

  • Forgetfulness,
  • Impaired decision making and communication,
  • Slower reaction times,
  • Staring ahead instead of scanning surrounding conditions,
  • Drooping eyelids,
  • Close calls, such as drifting into another lane or not maintaining a safe following distance.

In Case of an Accident:

Please pay specific attention to the driver safety recommendations and what to do in the event of an accident before renting a vehicle below. 

  • All off-campus accidents should be reported immediately to the local police department and note the name of the investigating officer.
  • Call 911 immediately if there are any personal injuries.
  • All on-campus accidents should be reported immediately to Queen’s Security at (613) 533-6733.
  • All claims must be reported to Catherine Hagerman, Insurance/Risk Management in the office of the Vice Principal (Finance and Administration) at (613) 533-6000 Ext: 74322. (Catherine Hagerman @ 74322 or
  • Provide any other involved party with required insurance information and your name, address and telephone number. Note that requirements vary by province and state. Ask the investigating police officer for details.
  • Get all driver and insurance information from other involved party, if applicable.

Queen's Human Resources
Fleming Hall, Stewart-Pollock Wing
Kingston, Ontario, Canada. K7L 3N6.
T: 613.533.2070 | F: 613.533.6196