505.01 Vehicles used for field trips and student activities:

1. Purpose

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.

2. Restrictions

University vehicles may only be operated by current employees, enrolled students eighteen (18) years of age and older, and other drivers as approved by the University. Note: Whenever possible, it is strongly recommended that vehicles be operated by state employees. 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.

3. Approved Uses

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 Risk Management office 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, drivers must complete the University driver-training program to be eligible to drive and transport other passengers.

4. Approval Process

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 representing registered organizations must obtain approval from the Director of Student Activities.  Students driving for Athletics and other departments will obtain approval from the Directors of those organizations. Note: Only registered 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 twelve (12) hours in advance.  Failure to cancel the trip ticket may result in the Department or organization being assessed the 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 twenty four (24) hours prior to the day the vehicle is needed.

1. Motor pool will prepare each vehicle for use.
2. 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 be used only 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 770-836-6576 to receive authorization prior to the purchase. If the problem occurs after business hours or on the weekends, call Public Safety at 770-836-6600.  Public Safety 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.
3. Facilities and Grounds is responsible for billing all departments for the use of each vehicle.
 
2. Driver Approval: All persons who operate a University vehicle must have a current, valid driver’s license.  Each person approved by his or her Dean or Director to operate a university vehicle must have his or her driving record checked by the University’s Public Safety Department.  The following process will be used to obtain the record.

1. Driver Information Forms will be provided to all Deans and Directors by Public Safety.  These forms request the information recorded on the individual’s driver’s license and contain a waiver authorizing the Department to check the driver’s history.  The completed form will be delivered to the Director of Public Safety five (5) days prior to the vehicle leaving the campus.
2. The driver’s history will be checked by the Department and reviewed by the Director or a Deputy Director from Public Safety.
3. If the check shows no record, the Director of Public Safety will provide a letter to the driver and the Dean or Director stating that the applicant’s driver’s history is within the limits established by the University and that the proposed driver is approved to operate a University vehicle.
If the check show a record that demonstrates a history of unsafe driving, the Director of Public Safety will notify the driver and the Dean/Director and inform him/her only that the driver is not approved to operate a University vehicle.

4. No driver will be approved if his or 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 (3) years or a combination thereof:
• Speeding
• Reckless Driving
• Fleeing and attempting to elude a police officer

5. Applicants who are denied driving privileges may appeal to the Director of Public Safety if they feel the record is inaccurate.  The history will be checked again to insure accuracy.  Appeals must be submitted in writing with supporting documentation within ten (10) business days from the date that permission was denied.  The personal driving history will not be distributed outside of Public Safety.  Once the applicant has been approved or disapproved, the applicant’s driver’s history will be destroyed.  A confidential master list of approved and disapproved drivers will be maintained by Public Safety, and updated copies will be provided to the Office of Risk Management.
6. The driving records of employees who drive university vehicles on a regular basis will be reviewed on a semi-annual basis in June and January.
7. All employees and students who routinely operate a University vehicle will notify their Dean or Director and the Director of Public Safety 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.
8. All persons who are assigned or wish to operate the University’s 15-passenger vans must complete a driver training program provided by the Institution.  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.

3. Vehicle Operation: Persons authorized to operate University vehicles are responsible for the safe operation of those vehicles.

1. Drivers will comply with 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 the Dean or Director will be allowed to ride in the vehicle.  Seat belt usage is mandatory for all drivers and passengers in State-owned vehicles.
2. No alcoholic beverages or illegal drugs may be transported in any University vehicle.  Any person who has alcohol in his or her system will not operate a University vehicle.
3. Smoking and the use of all tobacco products is prohibited in all University vehicles.
4. University vehicles will not transport more persons than the vehicle was designed to carry.  This is determined by the number of seat belts found in the vehicle.
5. A driver with a valid Commercial Drivers License (CDL) must operate vehicles designed to carry in excess of fifteen (15) persons.
6. No firearms, ammunition, explosives, or weapons prohibited by Georgia law may be transported in a University vehicle.  University police are exempted from this restrictions as are weapons that are associated with approved University athletic or academic competition or events.
7. University vehicles will not be used to tow and/or push another vehicle.  University vehicles will not be used for any unlawful purposes.
8. University vehicles must be picked up and returned to the motor pool at the beginning and end of a trip.
9. The University will not be responsible for loss or damage to personal property stored or transported in University vehicles.
10. If the vehicle is used on continuous days, the driver will inspect the tires, brakes, and lights to ensure the vehicle is road worthy.
11. Prior to taking the vehicle off campus, the driver will inspect the vehicle for damage.  All damage will be noted, and the Motor pool supervisor will be 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.
12. 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 or 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.

 
4. Vehicular Accidents: If a vehicle is involved in an accident, the driver will do the following:

1. 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 the case number assigned to the accident.
 
The driver will notify the State Insurance Carrier (1-800-241-1172) as soon as it is practical to do so.  The driver will also provide this information to the Public Safety Dispatcher at 770-836-6600.  Public Safety 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 or her best judgement 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.

2. 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 770-836-6600.  Public Safety will notify the Office of Risk Management and Facilities and Grounds.  A response team will be formed to respond to the scene of the accident.  Public Safety will contact the driver’s supervisor as well as the State Insurance Carrier at 1-800-241-1172.  Public Safety will file an incident report, which will be forwarded to the Risk Management Office.

The driver shall use his or 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.

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 out of any automobile accident.