Accident Reporting

Accident Reporting

Accidents and Accident Reporting            

Drivers must report all accidents involving College vehicles to Campus Police and to their supervisor. Failure to report an accident may result in disciplinary action, including loss of Approved Fleet Driver status.

1. Vehicle Accident and Breakdown Procedures

In the event a driver is involved in an automobile accident while in a College vehicle or while on College business, the following procedures should be followed at the scene of the accident:

Stop immediately and in a safe manner. Put the safety of your passengers first. Park the vehicle as safely as possible off the traveled portion of the roadway, preferably not on a curve or at or over the crest of a hill. Apply the parking brake and place the transmission lever in park. Turn on the four-way flashers and shut off the engine. Set out triangle reflectors, if available.  Have passengers exit the vehicle and stand well off the roadway. Call Campus Police (781-283-2121) for help or dial 411 for the number to a local police department for assistance if appropriate. (Depending on your service carrier, fees may be applied for 411 calls.)

Take precautions to prevent further accidents at the scene (move vehicle onto shoulder, turn on flashers, place triangle reflectors, if available).

  • Call 911 if anyone is injured or requires immediate medical attention.
  • Do not leave the accident scene until an accident report has been completed by the law enforcement agency.
  • Obtain the name, address, and phone number of the other driver and witnesses. Also obtain the other driver’s insurance information. Check the vehicle glove box for a form provided by the College’s auto insurance company to help you with this process.
  • Cooperate fully with the investigating law enforcement officer.
  • Do not sign any document other than those required by the law enforcement official.
  • Do not admit liability or fault, make offers, or agree to settlement on behalf of the College. It is important that such admissions and decisions be reserved for the College’s insurance carriers.
  • Remove keys and College property and lock the vehicle if the vehicle must be towed from the scene.
  • Contact Campus Police at 781-283-2121. State your exact location. If you are near campus and uninjured, they will dispatch Motor Pool to pick you and the college-owned vehicle up (other vehicles will have to be towed). If, due to injury, you are unable to call, tell the police or ambulance that you are from Wellesley College and ask them to contact Campus Police.

2. After the accident

  • Complete a Massachusetts Crash Report if the damages to the vehicle appear to be significant (greater than $1,000) or if anyone was injured within 5 days of the accident unless incapacitated by injury. (This is required under M.G.L. Chapter 90, §26.)
  • Report the accident as soon as possible to your supervisor and campus police (if not previously contacted). See below for Department Contacts.
  • If a Wellesley College employee is injured, they must file an Accident Report & Treatment (ART) form with Human Resources and Environmental Health & Safety.
  • If an employee involved in an automobile accident while operating a College vehicle is served legal papers naming them as a defendant in a lawsuit, the employee should immediately notify their supervisor. The supervisor is responsible for immediately forwarding the information to the College’s Risk and Compliance Manager.

Rented/Hired Vehicles

In addition to the steps (1) and (2) above:

  • Report the accident to the rental company, and complete any required paper work.
  • Keep copies of all reports and your rental agreement.
  • Report the accident to the Fleet Safety Administrator and send copies of all documents.
  • If you have paid any deductibles or receive a bill for the deductible, forward all paper work including any invoices to the Fleet Safety Administrator for payment or reimbursement.  
  • Assist as requested to secure any local police report if local police responded to the scene of the accident.

Vehicles Rented on a Wellesley Visa Card

Immediately call the Visa Benefit Administrator at 1-800-VISA-911 to report the theft or damage, regardless whether liability has been established. If you are outside the United States, call collect at 0-410-581-9994. The Benefit Administrator will answer any questions you or the rental agency may have and will then send you a claim form.  All incidents must be reported immediately following the or damage, but in no event later than forty-five (45) days following the date of the theft or damage.  Furthermore, because Visa reserves the right to deny any claim that contains charges that would not have been included had the Benefit Administrator been notified before those expenses were incurred, they should be notified immediately after any loss.  Drivers are responsible to make every reasonable effort to protect the rental vehicle from damage or theft. SEE the Visa Guide to Benefits for more information. 

Personal Vehicles

If you are in an "at-fault" or surchargable accident while driving on College business that results in bodily injury or property damage to a third party In addition to the steps (1) and (2) above:

  • If the accident is severe and it appears that your insurance is insufficient to respond fully to the claims, you will be required to send copies of all accident reports and information to the Fleet Safety Administrator as soon as possible after the accident so that the College’s excess coverage may be activated.
  • Assist as requested to secure any local police report if local police responded to the scene of the accident.
  • Failure to report any accidents may compromise the College's insurance coverage, and you may be held personally liable for any claims in excess of your own insurance.
  • You may be required to submit additional information, including copies of your insurance policy and the results of any investigation made into the accident. Coverage is dependent upon your cooperation.

If your vehicle is damaged as a result of an accident, whether it is your fault or not, your comprehensive or collision coverage would respond if you carry such coverage. The College will not pay any claims for physical damage to a personal auto. You are also responsible for any deductible amounts under your policy. If you do not carry any collision or comprehensive auto insurance, then the entire amount of the damage is your responsibility. It does not matter if you "have" to drive your own car because no College or rental vehicle is available; the College is not obligated to provide transportation.

Zipcar

If you are involved in an accident while driving a Zipcar on College business, in addition to the instructions (1) and (2) above:

  • Zipcar membership includes roadside assistance 24 hours a day, 365 days a year. In the event of an accident while driving a Zipcar, you can call 1-866-4ZIPCAR to report the accident and for assistance.
  • Contact Campus Police at 413-283-2121. State your exact location. If you are near campus and uninjured, they will dispatch Motor Pool to pick you up. If, due to injury, you are unable to call, tell the police or ambulance that you are from Wellesley College and ask them to contact Campus Police.

Zipcar membership includes insurance. For more information on Zipcar's insurance, click here: http://www.zipcar.com/how/faqs/, specify your city as Boston, and scroll down to the section on Insurance and Vehicle Damage.

Injuries

If you are injured while driving or riding in a vehicle while on College business and you are an employee of the College at the time of the accident, immediately contact Human Resources, as you may have a Workers' Compensation claim.

If you are not an employee on College business, and are injured while riding in a College vehicle, all medical bills must be submitted to your health insurance carrier.

Accident Investigation & Disciplinary Action

Accidents may be investigated to determine the cause of the accident. If you were "at-fault" and/or received a surcharge, the findings will be documented, and disciplinary action may be initiated if appropriate. Reported incidents such as reckless driving, failure to wear seatbelts and/or cell phone use while driving may also be investigated for appropriate disciplinary action.

Breakdowns

Use common sense when a breakdown occurs on the road. Put the safety of your passengers first. Park the vehicle as safely as possible off the traveled portion of the roadway, preferably not on a curve or at or over the crest of a hill. Apply the parking brake and place the transmission lever in park. Turn on the four-way flashers and shut off the engine. Set out triangle reflectors, if available.  Have passengers exit the vehicle and stand well off the roadway. Call Campus Police (781-283-2121) for help or dial 411 for the number to a local police department for assistance if appropriate. (Depending on your service carrier, fees may be applied for 411 calls.)

Department Contacts

You must include the following information in your message: your name, the vehicle you were using (please include make, model, year and VIN), where you broke down or had an accident, the date and the time of the incident and any other relevant information.

Career Education vehicles: contact Erin Konkle ekonkle@wellesley.edu

Facilities Management & Planning vehicles: John Mulhall jmulhall@wellesley.edu

PERA: Marni Friedman mfriedm8@wellesley.edu

Personal Vehicle: Risk Management riskmanagement@wellesley.edu

Rental Vehicle: Risk Management riskmanagement@wellesley.edu

Contact Campus Police at 781-283-2121 

Citations & Arrests

If you are arrested at the scene of an accident (e.g.., for drunk driving, reckless endangerment), you, the driver, are responsible for any legal costs you may incur including attorney fees, bail, court costs, etc. The College Insurance does not cover these costs even if you are later found not guilty of the charges. Other costs you may be responsible for include towing and/or impounding of the vehicle. The College is not responsible for any unlawful acts of its employees or students, and will not defend or indemnify them for alleged wrongful acts involving the use of its vehicles or vehicles rented on college business.

Drivers are responsible for payment of fines for all citations, including moving violations or parking tickets. Failure to do so may result in suspension of driving privileges. All citations for moving violations must be reported to your supervisor whether you were driving on College business or not.