DEPARTMENT: ALL CYC/PROGRAMS

TITLE: REPRESENTATIVE-OWNED VEHICLES USE POLICY

POLICY: REPRESENTATIVE-OWNED VEHICLES USE

SPONSOR: ELT

ADOPTION DATE: 2/28/2024

CENTER OF EXPERTISE: HUMAN RESOURCES

LAST REVIEW DATE: 8/31/2026

LAST REVISION DATE: 8/31/2026

PURPOSE:

The purpose of this Representative-Owned Vehicle Use Policy is to establish the requirements and responsibilities for CYC representatives who choose to use their personal vehicles while conducting authorized Cincinnati Youth Collaborative (CYC) business, including transporting students or other program participants.

SCOPE:

The scope of this policy is to establish rules pertaining to employees, paid contractors, and anyone else representing Cincinnati Youth Collaborative (CYC) and the use of their vehicle for work-related business. For the purposes of this policy, these groups will be referred collectively as “representative(s)”.

DEFINITIONS:

Representative-owned vehicle: A vehicle for which an employee, paid contractor, or anyone else representing Cincinnati Youth Collaborative (CYC) is the owner or sole signatory of a vehicle-lease agreement.

Work-related business: Any activities carried out in connection with the interests of CYC including but not limited to transportation of a CYC service recipient to/from College and Career Success Programing, Jobs for Cincinnati Graduates related events, or pre-approved mentoring activities.

REPRESENTATIVE USE VEHICLE:

CYC recognizes that certain representatives, because of their functional requirements, will operate their personally owned vehicles while conducting CYC business. Use of a representative owned vehicle for CYC business is strictly prohibited without prior permission from management and written acknowledgement of the representative-owned vehicles use policy. In emergency situations, such as serious illness or a medical emergency, the authorized representative may designate an unauthorized operator to use their personal vehicle strictly on an emergency-only basis.

DRIVER CRITERIA:

CYC follows the Ohio Department of Education’s requirements for drivers of vehicles other than school buses. Currently these qualifications include those representatives:

• Be at least twenty-one years of age with a minimum of two years' driving experience.

• Complete semi-annual driver record checks through the department for which records shall be maintained by CYC for a minimum of six years. Drivers with any of the following shall be disqualified from operating a vehicle:

  • More than six points during the past two years;

  • A conviction of driving while under the influence of alcohol and/or a controlled substance during the past ten years;

  • Two (or more) serious traffic violations, as defined in division (II) of section 4506.01 of the Revised Code, during the past two years; or

  • Any railroad crossing violation during the past year as evidenced by a conviction, video, or a report by a railroad official.

  • Nothing in this rule shall limit CYC from adopting more stringent qualifications.

• Hold a valid driver's license.

• Demonstrate financial responsibility or proof of insurance as outlined further in this policy.

DRIVING ABSTRACT

Motor vehicle records (MVRs) may be requested at least once per year. Management reserves the right to use its discretion in determining an unsatisfactory MVR but will endeavor to follow the requirements outlined above.

DRUG AND ALCOHOL USE:

CYC maintains a no-tolerance policy of being under the influence of alcohol or a controlled substance during working hours or at work-related events. Driving a representative owned vehicle for CYC business under the influence of alcohol, marijuana, or any illegal substance is strictly prohibited and is grounds for termination. Additionally, representatives are not to be under the influence of prescription drugs that cause drowsiness and/or other forms of impairment that prevent the safe usage of motorized vehicle.

SAFE DRIVING REQUIREMENTS:

All representative owned vehicle operators are responsible for using their vehicles in a safe and responsible manner while conducting CYC business and are to abide by all applicable traffic laws while operating the vehicles.

The use of headsets or hands-free devices while driving is permissible under the following circumstances:

• The device is pre-approved by our organization for use.

• Use of the device does not cause distraction (e.g., fiddling with the device or taking eyes off road to get it to function properly).

• Any dialing or use of the handset is handled while stopped or pulled to the side of the road, unless voice-activated dialing is utilized, or the dialing of said device requires the use of no more than one button.

• Conversations do not interfere with the driver’s ability to drive safely.

• Road conditions are generally good and do not threaten the driver’s safety.

• Drivers must be in a seated driving position and properly restrained by a seat belt. Drivers are not in compliance if they unsafely reach for a mobile device, even if they intend to use the hands-free function.

LICENSING REQUIREMENTS:

Representatives operating a representative owned vehicle for CYC business are required to possess a valid driver's license in good standing, and the license held must be valid for the type of motor vehicle being used. Any operator who has their driver's license revoked or suspended shall notify CYC immediately. In this event, the operator shall immediately cease any usage of representative owned vehicles for work-related business.

CYC reserves the right to check representatives’ MVRs at any time while they are using a representative-owned vehicle for work-related business. Representatives approved to drive on CYC business must inform their supervisor and/or Human Resources of any changes that may affect their legal or physical ability to drive, or their continued insurability.

INSURANCE REQUIREMENTS:

Prior to using their vehicle for work, representatives will properly register, license, and insure their vehicle. Representatives must carry at least the amounts and coverage required by the Ohio Bureau of Motor Vehicles. As of March 2024, these limits include:

• $25,000 for injury/death of one person

• $50,000 for injury/death of two or more people

• $25,000 for property damage in an accident

Each representative must maintain and renew the aforementioned insurance coverage while the vehicle is used to conduct work-related business. Representatives must also provide Human Resources and/or CYC’s designated representative with proof of insurance before using the vehicle for work-related business and at any point at which the policy is renewed or changed.

Representatives are encouraged to provide proof that they have declared the use of their vehicles for CYC business to their insurers.

VEHICLE STANDARDS:

CYC will apply the following criteria before approving any representative-owned vehicle for work use. The vehicle must:

• Be in sound mechanical condition.

• Be in safe working order.

• Comply with the requirements of the Ohio Bureau of Motor Vehicles for emissions testing and other related OBV laws or regulations.

• Be visually inspected by its owner prior to each. To assist representatives, CYC will provide a Vehicle Safety Self Inspection Form upon request. This optional form should be reviewed as a guideline for representatives’ mental checklist while performing their visual pre-trip inspections.

REPRESENTATIVE OWED VEHICLE MAINTENANCE:

To retain the safety and integrity of the representative’s vehicle, representatives are encouraged to conduct routine motor vehicle maintenance according to the manufacturer’s specifications. Our organization reserves the right to review representative maintenance records at any time, for any reason.

INCIDENT REPORTING PROCEDURES AND INVESTIGATIONS:

If involved in a motor vehicle incident, representatives will cooperate with CYC Human Resources to meet its obligations and to take steps to prevent future occurrences. All accidents and moving violations must be reported to the driver’s supervisor and/or Human

Resources as soon as possible, but no later than 24 hours after the incident. The representative must be willing to participate in the incident investigation, and work with the investigation team to complete the investigation report and implement corrective measures.

If a representative sustains physical damage to CYC property because of their negligence, the representative may be held responsible for reimbursement for the damage incurred.

REIMBURSABLE EXPENSES:

The following vehicle-related expenses are reimbursable: Mileage reimbursement as outlined in section 5.10 in the CYC Employee Handbook, headsets or hands-free devices.

TRANSPORTATION OF MINORS ON BEHALF OF CYC:

To ensure the safety of youth participants during transportation in personal vehicles, provide clear guidelines for staff, paid contractors and representatives regarding transportation procedures and expectations and mitigate risks associated with transporting youth in personal vehicles; CYC has adopted the following policy regarding transportation of youth and children. This policy applies to all representatives of CYC who transport youth in personal vehicles as part of their duties or responsibilities.

Prior authorization must be obtained from a supervisor or designated authority before transporting youth in a personal vehicle. Only individuals who have undergone background checks and completed required training may transport youth in personal vehicles.

Anyone suspected of violating other CYC policies-especially those relating to child safety- is prohibited from transportation of minors on behalf of CYC.

CYC recognizes that seat belts are extremely effective in preventing injuries and loss of life. We care about our representatives and want to make sure no one is injured or killed in a tragedy that could have been prevented using seat belts. Therefore, all representatives of CYC must wear seat belts when operating a vehicle on behalf of CYC. All occupants are to wear seat belts or, where appropriate, child restraints when riding with a CYC representative. All representatives of CYC and their families are strongly encouraged to always use seat belts and the proper child restraints whenever they are driving or riding in any vehicle, in any seating position.

At least two adults, including the driver, are encouraged in the vehicle when transporting youth. Drivers should ensure adequate supervision and maintain appropriate boundaries with passengers during transportation. In instances where there is only one adult, two or more youth should be present in the vehicle. In instances where there is only one youth and less than two adults, the adult should drive, and the youth shall be transported should ride in the back seat if available. All youth passengers must wear seat belts or use appropriate child safety restraints as required by law. Vehicles should not exceed the manufacturer's recommended seating capacity, and passengers should be seated in designated seating areas.

Drivers should have a communication plan in place, including a charged cell phone, in case of emergencies. Drivers should be familiar with emergency procedures and know how to respond in the event of an accident or other crisis. Drivers must accurately document all transportation activities, including dates, times, destinations, and passenger information. Any incidents, accidents, or concerns related to transportation should be promptly reported to Human Resources.

Compliance with this policy is mandatory for all staff and representatives of CYC involved in transporting youth in personal vehicles. Violations of this policy may result in disciplinary action, up to and including termination of involvement with CYC.

TRAINING AND EDUCATION:

All employees who may operate a vehicle while conducting CYC business, including those who transport students in representative-owned or CYC-owned vehicles, are required to successfully complete Distracted Driver Prevention training upon hire and annually thereafter. Completion of this training is a condition of continued authorization to operate a vehicle while conducting CYC business. Employees who fail to complete the required training may have their driving privileges suspended until the training requirement is satisfied.

REVIEW AND REVISION:

This policy will be reviewed and updated on a regular basis to ensure that it remains current and effective. Any revisions to the policy will be communicated to all employees.

Representative-Owned Vehicle Acknowledgment and Election

Transportation of students in a representative-owned vehicle is voluntary and is not a condition of employment unless specifically required by the employee's job description. Employees who may be asked to transport students must indicate their election below by selecting one of the following options.

I have read, understand, and agree to abide by CYC’s Representative-Owned Vehicles Use Policy. I understand that violation of this policy will not be tolerated and may include disciplinary actions, up to and including termination.