University Vehicle Use & Operation Policy
The University of West Georgia maintains a fleet of vehicles for University related operational, educational, athletic, and recreational use. This policy establishes guidelines as to who may use a vehicle and how the vehicle is to be operated.
University vehicles may only be operated by current employees or volunteers designated by the University while on official business. Vehicles may be used only for approved University business and activities. (See Approval Process) Use of a University vehicle for personal gain or pleasure is strictly prohibited.
A University vehicle may be used for the following activities: Transporting employees and students for official University business and activities. Transporting non-employees for official University business and activities. Structured Volunteer Programs as designated by the University To be classified as a structure volunteer program, departments or programs must submit a letter to the Office of Risk Management outlining the scope of the program and emphasizing the volunteer nature of the participants and its activities. If approval is granted to use a University vehicle, volunteer drivers must meet the same qualifications as University employees, complete the University driver-training program and agree to comply with all University policies related to vehicle safety prior to being eligible to drive and transport other passengers.
In order to operate a University vehicle the following requirements must be satisfied.
1. Vehicle Reservation; Prior to requesting a University vehicle, authorization must be obtained from the employee's Dean or Director. Students must obtain approval from the Director of
Student Activities. Note: Only recognized student organizations or approved structured volunteer programs will be allowed to use University vehicles.
When a vehicle is to be rented, a request should be made using the Vehicle Request and Trip Ticket Form, which is to be forwarded to the Motor Pool one week in advance if practical. If the vehicle is available it will be reserved for the person/group for the needed dates and times. A cost estimate will be provided to the department by the Motor Pool. If a vehicle is reserved but not needed, the reservation should be canceled at least 12 hours in advance. Failure to cancel the trip ticket may result in the Department being assessed a minimum charge of $25.00. The department will be responsible for all charges related to the vehicle rental. The completed trip ticket and the license approval must be provided to the University Motor pool supervisor 24 hours prior to the day the vehicle is needed.
a. Motor pool will prepare each vehicle for use.
b. If the vehicle is to be used for an extended trip from campus, a State credit card will be included with the rental package. The card may only be used for normal expenses such as fuel and oil. In an emergency it may be used for other items such as a battery or a tire. If the expense is greater than $200.00, the Motor Pool is to be called at 678-839-6576 to receive authorization prior to the purchase. If the problem occurs after business hours or on the weekends, the Police Department will be called at 678-839-6000 . The Police Department will contact a supervisor from the Motor Pool and have that person contact the driver. The use of the state card for personal purchases is strictly prohibited.
c. Facilities and Grounds is responsible for billing all departments for the use of each vehicle.
2. Driver Approval: Each person approved by his/her Dean/Director to operate a university vehicle must have his/her driver's record checked by the University's Police Department.
The following process will be used to obtain the record.
a. A Driver Information Form, which can be obtained from the Police website (ClickHere for driver information from) at must be completed. .The form requests the information recorded on the individual's driver's license and contains a waiver authorizing the Department to run the driver's history. The completed form must be delivered to the Chief of Police 5 days prior to the vehicle leaving the campus.
b. The driver's history will be run by the Police Department through the Georgia Department of Motor Vehicles. Note: The Police Department is only able to obtain Georgia driver’s histories. If an employee has an out of state license or has recently moved to Georgia, it will be necessary to obtain those records from a private vendor. In the event it is necessary to use a private vendor, the cost of the history will be charged to the Department requesting the history. Prior to running the history, the Police Department will advise the department chair or director of the cost. The Chief of Police will review the driver’s history to ensure it falls within the parameters established by the University.
c. If the check shows the driver’s record is within the guidelines, the Chief of Police will sign off on the form. A copy will be returned to the Department requesting the check, and Facilities will be notified that the driver is approved to operate a University vehicle. If the check shows a record that demonstrates a history of unsafe driving, the Chief of Police will notify the driver and the Dean/Director and inform him/her only that the driver is not approved to operate a University vehicle.
d. No driver will be approved if his/her driving record includes the following:
1) The driver's license is currently suspended or in revocation.
2) The driver's history shows a single conviction for DUI in the last three years.
3) The driver's history shows three of the following offenses within the last three years or a combination thereof
• Reckless Driving
• Fleeing and attempting to elude a police officer
e. Applicants who are denied driving privileges may appeal to the Chief of Police if he/she feels the record is inaccurate. The history will be checked again to insure accuracy. Appeals must be filed within 10 business days from the date that permission was denied. The personal driving history will not be distributed outside of the Police Department. Once the applicant has been approved/disapproved, the applicant's driver's history will be destroyed. The Police Department will maintain a confidential master list of approved / disapproved drivers and updated copies will be provided to the Office of Risk Management and Facilities.
f. For employees who drive university vehicles on a regular basis, their driving record will be reviewed on an annual basis.
g. All employees/volunteers who routinely operate a University vehicle will notify their Dean/Director and the Chief of Police if they are cited by law enforcement for any of the offenses noted in Section (2d). Failure to do so in a timely manner may result in disciplinary action and/or suspension of driving privileges.
h. All persons who are assigned or wish to operate the University's 15 passenger vans must complete a driver-training program provided by the University. Other employees may be assigned to attend the driver safety program at the discretion of their Dean or Director. A per person registration fee will be assessed and billed to the appropriate department by the Police Department.
The training will be good for a period of three years. After this time period, the driver must attend a re-certification class or lose the ability to operate a University van. If space is available in the drivers training class, the spouses or children of University employees may attend upon payment of the class fee. They will take the driving portion of the class. (The driving section is not required to obtain the liability discount certificate.)
3. Vehicle Operation: Persons authorized to operate University vehicles are responsible for the safe operation of those vehicles.
a. Drivers will comply with all motor vehicle laws while operating any University vehicle. The driver will operate the vehicle only when it is safe to do so. Only persons approved by his/her Dean/Director will be allowed to ride in the vehicle. Seat belt usage is mandatory for all drivers and passengers in State owned vehicles. If a driver commits a serious infraction of the driving policy, the driver will be suspended with immediate effect. If the vehicle is still at a remote site, the renting department will be responsible for retrieving the vehicle and bringing the passengers back to UWG.
b. No alcoholic beverages or illegal drugs may be transported in any University vehicle. Any person who has alcohol in his/her system will not operate a university vehicle.
Under no circumstances will the vehicle be operated by a driver under the use of illegal drugs. The vehicle will not be operated if the driver is using prescription drugs which cause drowsiness.
c. Smoking or the use of any tobacco product is prohibited in any University vehicle which is rented from Facilities or on the off-campus travel buses operated by Auxiliary Enterprises.
d. A driver with a valid Commercial Drivers License (CDL) must operate vehicles designed to carry in excess of 15 persons.
e. No firearms, ammunition, explosives, or weapons prohibited by Georgia law may be transported in a University vehicle. University police are exempted from this restriction, as are weapons that are associated with University approved athletic or academic competition or events.
f. University vehicles will not be used to tow and or push another vehicle. University vehicles will not be used for any unlawful purposes.
g. University vehicles must be picked up and returned to the Motor Pool at the beginning and end of a trip.
h. The University will not be responsible for loss or damage to personal property stored or transported in University vehicles.
i. If the vehicle is used on continuous days, the driver will inspect the fluid levels, tires, brakes and lights to ensure the vehicle is road worthy.
j. The driver, prior to taking the vehicle off campus will inspect the vehicle for damage. All damage will be noted and the Motor pool supervisor informed of the existence and location of the damage. The vehicle must be returned in a reasonably clean manner. Vehicles, which are excessively dirty, will result in a clean-up fee of $25.00 being charged to the renting department. The department will be responsible for all damage sustained by the vehicle while in its possession.
k. If a driver receives a traffic citation from any law enforcement officer in this state or any other that the vehicle is operated in, the Dean/Director and the Director of Public Safety must be notified of the charge once the driver returns to campus. Failure to inform may result in disciplinary action and/or termination of rental privileges.
l. If a driver becomes incapacitated, the Police Department is to be notified at 678-839-6000 (24-hour emergency number.) The Police Department will provide instructions to the group as to what action is to be taken. A non-certified driver is not to operate the vehicle except under emergency conditions.
4. Vehicular Accidents: If a vehicle is involved in an accident, the driver will do the following:
a. Vehicle Accident / No Injuries The local enforcement agency is to be notified so an accident report can be made. All University personnel will cooperate fully with the officer assigned to investigate the accident. The driver will note the location where the accident occurred, owner(s) of any vehicle(s) involved in the accident, the name and phone number of the agency taking the report, and, if available, the case number assigned to the accident. The driver will notify DOAS Risk Management by calling the Network at 1-877-656-7475 as soon as it is practical to do so. The driver will also provide this information to the Police Dispatcher at 678-839-6000. The Police Department will immediately contact the Office of Risk Management as well as file an incident report, which will be forwarded to Risk Management. The driver shall use his/her best judgment as to the continued safe operation of the vehicle. A determination shall be made as to whether it is safe to continue the trip to the intended destination, return to campus, or have the vehicle impounded. In the event the vehicle is not safe to drive for any reason, the driver, in consultation with the local law enforcement agency, shall make a decision to tow the vehicle to the nearest point of storage until further determination can be made by University officials.
b. Vehicle Accident Involving Injury(s) and/or death(s). - Driver and occupants will assist the injured as much as possible. The local enforcement agency is to be notified so medical assistance can be obtained and a report prepared. All University personnel will cooperate fully with the officer assigned to investigate the accident. The Public Safety Dispatcher will be called at 678-839-6000. Public Safety will notify the Office of Risk Management and Facilities and Grounds. When necessary, the Police Chief (or designee) will form a response team to respond to the scene of the accident. The Police Department will contact the driver's supervisor as well as the Network at 1-877-656-7475. The Police Department will file an incident report, which will be forwarded, to the Risk Management Office. The driver shall use his/her best judgment as to the continued safe operation of the vehicle. A determination shall be made as to whether it is safe to continue the trip to the intended destination, return to campus, or have the vehicle impounded. In the event the vehicle is not safe to drive for any reason, the driver, in consultation with the local law enforcement agency, shall make a decision to tow the vehicle to the nearest point of storage until a determination can be made by University officials as to what will be done.
5. Insurance Claims: It will be the responsibility of the Office of Risk Management to coordinate with the Department of Administrative Services, Risk Management Services, all claims that may arise from any automobile accident.
END OF SECTION
Originally adopted by the President's Advisory Council 02/10/98.
Revised and approved - 10/1/2003.
Revised and Approved- 09/05/2008