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Vehicle Policy

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Harvard Forest has several vehicles for the use of Harvard Forest and Harvard University employees or fellows. Any questions about using vehicles should be addressed to Lucas Griffith (978-756-6190 or lggriff@fas.harvard.edu) or Meg Fuchs, Director of Administration and Facilities (978-756-6124 or megfuchs@fas.harvard.edu).

Who May Drive Harvard Forest Vehicles: 

Only Harvard University employees or fellows may be authorized to drive vehicles.

    Who May be Passengers in Harvard Forest Vehicles:

    Only Harvard University employees, research collaborators, or visiting researchers may ride in Harvard Forest vehicles.

    All drivers must:

    1. Have a current, valid driver's license recognized by Massachusetts
    2. Complete the Harvard Forest Authorized Driver registration process which includes a motor vehicle records screen and in-house training with facilities staff
    3. Complete additional hands-on driving training with facilities staff if they will be driving the passenger van
    4. Be approved by Harvard University Insurance which requires a clean driving record, at least 2 years experience driving, and at least 18 years old

    Major Safety Rules While Operating a Harvard Forest Vehicle:

    1. Seat belt must be worn by all passengers at all times per Massachusetts law and Harvard University Insurance
    2. Passengers may not be transported in the back of pickup trucks
    3. No transportation of alcohol
    4. Drivers cannot consume any alcohol or use cannabis for 12 hours prior to driving
    5. No smoking/vaping in the vehicle
    6. Keep keys with you and lock vehicle

    Driver Rules: The facilities staff will review the Harvard Forest Driving Rules during driver's training. There is a copy in every Harvard Forest owned vehicle. These rules are to be adhered to at all times while driving Harvard Forest vehicles. Failure to adhere to these rules may be grounds for loss of driving privileges.

    Insurance and Driver Liability: Harvard University has automobile insurance that covers Harvard University employees driving or riding in a Harvard Forest vehicle if it is in an accident. If the driver is at fault in causing the accident, they may be required to pay up to $500 as a deductible towards damages. The individual driver is always liable for citations for moving or parking violations.

    Sign Out Procedure and Vehicle Log Book: Harvard Forest maintains an online sign out calendar for reserving vehicles. The reservation system must be followed to ensure that vehicle users can expect a pre-reserved vehicle to be available. All vehicles have driver/mileage logbooks - all trips must be recorded in this log (dates, mileage, destination, etc). Please reach out to the contacts above for a link to the sign out sheet.

    Reporting Auto (or any other type of) Accidents: If you are in any type of accident, first contact the police, and make sure everyone is safe. You must then let the facilities staff or Director of Administration and Facilities know of the accident as soon as possible. The driver of the vehicle and all passengers must fill out an Automobile Loss Notice and if relevant, an (personal injury) Accident Report which is in every vehicle and the Harvard Forest mailroom, as soon as possible and return it to the Director of Administration and Facilities so the insurance paperwork can be processed.

    Overnight Vehicle Use: In general, Harvard University does not allow Harvard Forest vehicles to be taken on overnight trips.  However, they have been willing to authorize specific individuals or particular trips with prior notice.  An Overnight Vehicle Use Request Form must be submitted ideally 48 hours in advance to allow time to contact Insurance. Please reach out to the contacts above for a link to the form.

    Using Personal Vehicles for Harvard Forest Business Purposes: It is to the employee's benefit to use Harvard Forest vehicles for all business purposes. If an employee uses a personal vehicle for Harvard University business and has an accident, Harvard Forest and Harvard University will not pay for damages to the employee's vehicle. The Forest only pays reimbursement for mileage at the rate set by the IRS.