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Longwood
University |
Policy 7209
USE OF STATE VEHICLES
I. PURPOSE
The purpose of this policy is to set guidelines in the use of State-owned vehicles. The University maintains an interest in providing for the official transportation needs of the campus community. The University also seeks to maintain quality, safe transportation for such uses. In order to do that, proper use, care and supervision of Longwood-owned vehicles are required. The implication here is that drivers must be licensed to operate and knowledgeable of vehicles they use; only properly maintained vehicles will be made available for such uses, and a comprehensive transportation program will be supervised and administered by a qualified Longwood Transportation Officer.
II. POLICY
A. Licensure: Persons operating institution-owned vehicles must be licensed in Virginia to operate the type of vehicle they are using.
1. Facilities Management (FM) Work Vehicles: Operators of FM work vehicles such as dump trucks, state trucks, pick-ups, buses, etc., must be licensed to operate vehicles they use. Operators must immediately notify the Transportation Officer if their license has been suspended or revoked. Prior to being issued state vehicles, students and summer workers must pass a driver's test conducted by Public Safety and receive a favorable Department of Motor Vehicles (DMV) operator's license report.
The Transportation Officer will maintain a complete list of FM employees, to include photocopies of all operator licenses available for inspection by University officials. Operating a FM vehicle without proper licensure is a terminable offense.
2. Longwood Passenger Vehicles: Persons driving Longwood-owned passenger vehicles such as automobiles and passenger vans must have a valid vehicle operator's license. If the vehicle requires a special class license, the driver must have that particular classification on his license. At the time keys are received, the driver must present his or her operator's license for inspection by the Transportation Officer.
Use of Longwood-owned passenger vehicles is limited to Longwood employees and students. The Transportation Officer will monitor this requirement and has the authority to deny use for reason of lack of licensure.B. Use of State Vehicles by Student Organizations: Student organizations are permitted to use state vehicles (cars and vans) for official state business. In all cases, a staff or faculty member (advisor) must travel with the students in the vehicle to and from the destination. The driver of the vehicle must have a valid operator's license and must have passed the van driving test (if a van is used). The cost of the trip must be charged to a Longwood department budget, not an individual student or a student organization. A Use of State Vehicles by Student Organizations form must be completed before each use. The form can be obtained from the Transportation Officer in the Bristow Building.
C. Conditions of Use: Persons violating conditions of use may be subject to disciplinary action. The Transportation Officer will monitor all conditions of use.
1. Longwood-owned vehicles are to be used for official business only.
a. Relatives: Relatives of Longwood employees who are not state employees on official business may not operate or ride in an Longwood-owned vehicle at any time.
b. Hitchhikers: Hitchhikers may not be transported in Longwood-owned vehicles at any time.
c. Use for Obtaining Meals And Other Necessities: Longwood passenger vehicles may be used to obtain meals or other necessities while on official travel.
d. Parking/Security Considerations: Longwood-owned vehicles should not be left on non-residential streets or highways overnight, unless required due to mechanical failure. Towing costs for improper parking are the responsibility of the driver.
e. Keys/Credit Cards: Under no circumstances should keys be left in any Longwood-owned vehicles when not in operation. Government credit cards should not be left where they are visible inside the vehicle.
f. Personal Property: Personal property left in Longwood-owned vehicles when not in operation is the responsibility of the employee/student. Loss or damage to them remains the responsibility of the employee/student.
g. Out-Of-State Travel: All out-of-state travel using a Longwood-owned vehicle must be approved in accordance with State Travel Regulations. Any out-of-state travel under five hundred (500) dollars must be approved by the
department head. Any out-of-state travel over five hundred (500) dollars must be approved by the Chief Administration and Finance Officer.
h. Gasoline: Whenever possible, a VDOT Shop should be used for gasoline or other related services. If a VDOT Shop is not available, credit cards for national gasoline companies doing business in Virginia are located in the vehicle's glove compartment. A blue book in the glove compartment entitled, Directory of Motor Vehicle Service Facilities, is also located in the glove compartment. It provides directions to and locations of all VDOT Shops.
Gas card instructions can be found in each plastic key pouch. Failure to follow the gas card instructions will result in all incorrect charges being billed directly to the driver's department budget.
i. Pooling Relating To Trips: If a number of individuals will be attending an outside workshop, conference or other activity, the University expects that, barring unusual circumstances, Longwood employees attending will car pool using a Longwood-owned vehicle. The Transportation Officer will consider any exceptions to this policy.
j. Cleanliness: When turning in a Longwood-owned passenger vehicle, all garbage should be removed from the vehicle.2. Persons using Longwood passenger vehicles must obey the Virginia Motor Code at all times, including the use of seat belts and safety harnesses while the vehicle is in operation.
a. Fines/Parking Citations: Any fines and parking citations incurred by the driver are the responsibility of the driver and not the University. Persons
incurring fines for traffic violations may be subject to disciplinary action by the University and could result in loss of privileges to use Longwood-owned vehicles.
b. Alcohol/Drug Impairment: Persons found to have operated Longwood-owned vehicles while impaired by alcohol or drugs will be immediately terminated.
c. Smoking: Smoking in Longwood-owned vehicles is forbidden by Longwood policy.3. Persons using a Longwood-owned vehicle who are involved in an accident must contact the Virginia State Police immediately.
a. Longwood Transportation Officer Notice: The Transportation Officer must also be notified immediately.
b. Reporting Forms: The operator of the vehicle must complete the "Automobile Loss Notice" form and the "Uniform Accident Prevention Committee Supplement Accident Report" form regardless of the amount of property damage or personal injury. The forms are located in the Transportation Officer's office and are available upon request. These forms should be turned turned in by the driver immediately upon return to the campus, or on the Monday following any weekend accident.
c. Involved Parties/Witnesses: The driver should obtain the names, addresses, phone numbers and operator's license numbers of all parties involved in the accident or witnesses to the accident.
d. Nearest VDOT Shop: If the vehicle is safely operable, it should be driven to the nearest VDOT Shop to secure an estimate and repairs. If the vehicle is inoperable, it should be towed to the nearest VDOT Shop, if possible.
e. Damages to Vehicles: The Richmond State Office investigates all accidents. If the driver is found negligent, the driver's department is responsible for paying to repair the vehicle. If the driver is found otherwise, the State Office will assume that responsibility.
f. Additional Information: Additional information may be obtained from the green book entitled, Rules and Regulations Governing the Use, Operation and Maintenance of State Owned Fleet Vehicles located in the glove compartment.D. Driving A Privately Owned Vehicle: A privately owned vehicle may be used on official business if no Longwood-owned vehicle is available, or with the approval of the Transportation Officer. There are rate adjustments on the mileage reimbursement rate. When a Longwood-owned vehicle is unavailable, the rate is slightly higher. The University reserves the right to require use of a Longwood-owned vehicle.
E. Motor Pool Responsibilities: The University maintains a motor pool to service it's FM and passenger vehicles. The responsibility of the Motor Pool is to meet regular maintenance needs, ensure the vehicles are properly inspected, and make miscellaneous repairs ranging from minor repairs to major engine work. The Motor Pool is also responsible for ensuring that autos are fueled prior to use and cleaned properly. These vehicles, as seen by the public, are a reflection of the University. Presenting the best possible image to the public is very important.
1. Vehicle Repair/Maintenance Histories: The Motor Pool will maintain accurate and complete vehicle repair and maintenance histories on all Longwood-owned vehicles.
2. Condition Inspections: The Motor Pool will report any Longwood-owned passenger vehicle damage to the Transportation Officer.F. Vehicle Use Priorities: The following priorities have been established to alleviate conflict when the demand for vehicles exceeds the supply. The Transportation Officer will make assignment determinations based on these priorities:
Priority 1: Longwood Executive Use
Priority 2: Admissions Office
Priority 3: Student Teaching Supervisors
Priority 4: Class-related Field Trips Approved by Department Chair
Priority 5: Administrative Staff
Priority 6: Students Representing the institution in Varsity/Junior Varsity Athletic Events
Priority 7: Trips by Longwood Organizations Approved by SponsorG. Longwood Transportation Officer's Role: The Transportation Officer manages the University's overall transportation program. The position is responsible for ensuring that the Longwood community's transportation needs are met through maintenance of high quality, safe transportation. The position ensures that the fleet is properly utilized, and procedures are communicated to and followed by the Longwood community.
The position has the authority to issue restrictions on vehicle use, take unsafe vehicles off the road, issue revocation of driving privileges relating to Longwood-owned vehicles, and assess damage charges to student organizations, employees, or departments for willful or negligent damages to vehicles. Below are individual areas of responsibility:
1. Vehicle acquisition and registration
2. Vehicle surplus
3. Driver certification
4. Vehicle use scheduling
5 Complaint handling (relating to vehicles)
6. Managing the vehicle insurance program
7. Reporting and investigating vehicle damage and accident claims
8. Maintaining a qualified driver pool
9. Maintaining the associated official reportingH. Charges Associated With Use Of Motor Pool Vehicles: The department head's approval is required before Motor Pool charges are incurred. Charges are reviewed annually and are available upon request at the Transportation Office.
1. The Farmville Area Bus is available upon request through the FM department Transportation Office at a rate of twenty (20) dollars per hour while moving and eight (8) dollars per hour while waiting.
III. PROCEDURE
A. How To Make a Vehicle Reservation:
1. The requesting individual or organization must complete a vehicle reservation form and send the top two (2) copies to Accounting and Financial Reporting. The traveler will keep the yellow copy and send the remainder to the Transportation Officer. The vehicle reservation form must be approved as identified below:
a. Department Head Approval: Admissions Travel, Faculty Travel, Class Field Trips
b. Athletic Director's Approval: Athletic Event(s) Travel
c. Chief Academic Affairs Officer Approval: Department Chair Travel
d. Sponsor Approval: Longwood Organization(s) Travel
e. Immediate Supervisor's Approval: Administrative Staff Travel
f. Chief Administration and Finance Officer Approval: Out-of-State Travel over five hundred (500) dollars and/or three hundred and fifty (350) miles or more outside the state of Virginia.2. The pink copy of the Travel Authorization form must be returned to the traveler by the Transportation Officer, which will indicate the availability of a Longwood-owned vehicle. Where an Longwood-owned vehicle is available, the form will also include the license number of the vehicle.
Revised and approved by the Board of Visitors, September 7, 2002.