POLICY GUIDELINES ON THE USE OF UNIVERSITY TRANSPORT FACILITIES

I. Purpose

To establish general guidelines for the purchase, use, and replacement of University vehicles. To clarify and define the responsibilities of departments when authorizing the use of University vehicles, and individual faculty, staff, and students, while using University vehicles.

II. Policy Statement

The University maintains vehicles to support departmental missions and travel needs. This policy addresses the acquisition and use of motorized vehicles used for institutional purposes.

Procedures

Physical Plant and Facility Office is charged with the responsibility of providing safe and economical transportation to Officers, Personnel, Faculty, and Students. University vehicles and drivers represent the University, and the use of vehicles must be in accordance with this policy and applicable law.

1. Vehicle Management

The Supervisor in Charge of the Service Vehicles maintains detailed records on all vehicles from initial purchase and acquisition until the vehicle is removed from service. He is responsible for determining which vehicles are safe and available for use, which vehicles require maintenance, and which vehicles should be retained or retired from service. Vehicle data is maintained for inventory, insurance, life cycle cost, and fuel use and is reported to the Vice President for Operations and External Affairs.

2. Official Use

University vehicles are for official business only and are to be used by authorized Officers, faculty, staff, and students and fueled with the appropriate fuel at approved fueling stations. All drivers must have a valid and current license and consent to periodic checks of their driving records. The Supervisor will verify driver’s licenses from time to time. University vehicles are not to be used for personal errands or to transport other than authorized persons and equipment. Non-employee passengers may be transported only when their presence is necessary for the primary purpose of the trip.

3. Operating a University Vehicle

3.1 Safety Belt/Harnesses and Child Restraint Devices

Driver and passengers must be following applicable state laws and regulations requiring the use of seat belts and restraint devices.

3.2 Alcoholic Beverages and Illegal Drugs

No illegal drugs or alcoholic beverage containers (empty, full, open, or closed) are allowed in university-owned vehicles.

3.3 Operating a University Vehicle – Cell Phone Use

The use of cell phones while driving a university vehicle is discouraged and must be in compliance with applicable laws and regulations.

4. Vehicle Availability

Departments may reserve vehicles from the Physical Plant and Facilities Office under the Director for Special Projects for daily, weekly or monthly trips by using the Vehicle Reservation Request Form. Vehicles will be assigned on a First Requested, First Served Basis but there will be exemption when an urgent need comes. The Supervisor shall work with the Purchasing department when there is a need to hire additional vehicles.

5. Insurance

The University Drivers and the Supervisor must ensure that the vehicles are insured the whole year round and have to work with the Treasury Staff for the renewal of insurance policies before they expire.

6. Reporting Accidents, Damage, or other Losses

Accidents, damage, and other losses must be reported by the Driver to the Security Officer in charge of the day and to the Supervisor upon return to the campus. The Drivers must report the accident when it happened outside of the university during trips.

7. Approval of Service Vehicles

The request for the use of vehicles must be submitted to the Supervisor in Charge of the University Service Vehicles. He shall check the availability of the service vans and the other requested trips. Trips that can be done simultaneously shall use only one service vehicle. The Supervisor shall recommend for the final approval of the trip from the University Chancellor.