Policy #4303
Use of State Vehicles

Date of Current Revision: February 2002
Responsible Office: Director, Facilities Management

1. PURPOSE
   
   This policy establishes parameters and procedures for the use of university/state vehicles.
   
   Section 6.8 of the policy addresses the university's response to the national issue regarding the safe use of 15-passenger vans and the subsequent risk advisory on their use issued by the Commonwealth's Division of Risk Management. The university's principal mission is the education of our students. In today's world, a comprehensive education cannot be obtained solely on the JMU campus. Travel has become a necessity in order to expose students to the type of enriching and broadening experiences that complement the classroom experience to create a truly educated and enlightened citizen. In addition, travel by faculty and staff is necessary for normal business operation, professional development and research. For these reasons, the university must continue to provide a means for student travel in a safe and educationally sound manner.
   
   
2. AUTHORITY
   
   The Board of Visitors is authorized to enact personnel policies for all employees of the university. Where the Board has not exercised this authority, it is delegated to the President.
   
   
3. DEFINITIONS
   
   None
   
   
4. APPLICABILITY
   
   This policy applies to all persons and organizations that operate, make use of and/or travel in university vehicles.
   
   
5. POLICY
   
   State vehicles are available for use by faculty and staff in the execution of their academic and administrative functions. Authorized/recognized student groups in good standing, when approved by the Office of Student Organization Services, may also request use of the vehicles to attend university-related functions. The use of privately owned vehicles for university business is covered in Policy No. 4401.
   
   
6. PROCEDURES
   
   6.1 Normally, vehicles will be assigned in the order in which requests are received with priority given to academic functions, official trips by faculty and staff, and trips by approved university organizations. Forty percent of vans will be reserved for academic use and assigned in order of requests received. Van/shuttle bus service requests for Intercollegiate Athletics will be given priority for the use of 60% of university motor pool vans for the following time frames:
   
   • Vehicle requests submitted by August 25 for use from September 1 through January 31
     
   • Requests submitted by November 15 for use from February 1 through May 31.
     
   Remaining vans and cars will be assigned out in order of requests received.
   
   6.2 Users of state vehicles are encouraged to form pools to the maximum extent consistent with the purpose of the travel.
   
   6.3 If a state vehicle is involved in an accident on campus, the University Campus Police should be notified immediately (540-568-6911). Off campus accidents must be reported to the State Police (540-434-8593).
   
   

6.4 REQUESTING VEHICLES

1. A person who requires the use of a state vehicle must obtain approval from his or her department head. Once approval has been granted, the employee should contact the Transportation Department (88147). A minimum of two weeks notice is suggested. The following information will be requested at the time of call:
   
            Driver(s) of vehicle
            Departure and return time
            Type of vehicle required
            Number of persons
            Purpose and destination
   
   
2. If a suitable vehicle is available, a State Vehicle Request Form is to be prepared by the requesting department at the time of the request.
   
   
3. The vehicle request form can be mailed or hand carried to the Transportation Office. This form will be given to the operator when picking up keys to log mileage and must be turned back in when returning keys. Any and all drivers must show valid operators' permits when picking up keys.
   
   
4. To schedule a chauffeured vehicle (bus, car or van) call the Transportation Department (568-8147) to check availability. At that time, a tentative hold will be placed on a vehicle with chauffeur, if available. A State Vehicle Request Form signed by the requesting department head must be received in the Transportation Office prior to the trip.
   
   
5. Vehicle requests for student organizations must be made through the office of Student Organization Services. The use of a state vehicle for transportation to and from events that the office of Student Organization Services determines to be 'parties' is prohibited.
   
   
6. If travel plans are canceled or a vehicle is no longer required, the Transportation Department should be contacted immediately (568-8147).
   
   

6.5 CHARGES

Rental rates for the use of all vehicles are subject to change without notice.

Sedans, 7-passenger mini vans, and 15 passenger vans.

Current rates are available through the office of the Transportation Supervisor. All charges are calculated on the basis of round-trip odometer readings recorded on the trip ticket. A daily minimum charge will be billed weekly.Invoices are due and payable upon presentation. Cash payments may be made to the University Cashier, Warren Hall. Past due invoices will be referred to the Controller and may result in denying future use of vehicles.

Buses

Rate per mile for shuttle and trip buses and rate per hour for driver's time are available through the office of the Transportation Supervisor.

The driver's travel expenses will be reimbursed under the provisions of Policy No. 4401.

Service Trucks

The primary purpose of James Madison University service vehicles is to support the maintenance and operation of the university. However, when available, these vehicles may be requisitioned for other university-sponsored programs upon approval by the auxiliary and E & G maintenance managers (568-6102).

6.6 INSTRUCTIONS TO DRIVERS OF VEHICLES

1. All vehicles are kept at 1597 South Main Street Motor Pool. Due to limited parking, we ask that you park your personal vehicle in the space vacated by the pool vehicle you use. Vehicles should be returned to the same space.
   
   
2. Vehicle keys and trip reports can be picked up in the transportation office, located at the Motor Pool offices between the hours of 7:30 AM and 4:00 PM, Monday through Friday.
   
   
3. Keys, completed trip reports and gas tickets (when gasoline is purchased) are to be turned in promptly after each trip. After 4:00 PM (or on weekends /holidays) these items should be deposited in the door slot in the transportation office.
   
   
4. A key to Motor Pool entrance gate will be attached to each set of vehicle keys. The entrance gate is locked between the hours of 5:00 PM - 7:30 AM. When picking up or returning vehicles during these hours, please lock gate when leaving parking lot.
   
   
5. In the event of an accident on campus, the University Campus Police Department should be notified immediately (540-568-6911). Off campus accidents must be reported to the State Police (540-434-8593). An auto insurance card, which gives instructions in case of an accident, has been placed in the glove compartment. An accident report must be filed in person at the Motor Pool Office no later than the second workday following the accident.
   
   
6. Major breakdowns or need for assistance when driving any university vehicle should be reported to the maintenance center garage (telephone number 540-568-6364). Monday through Friday 7:30 AM - 4:00 PM, nights, weekends and holidays, call Campus Police (540-568-6911).
   
   

6.7 CENTRAL MOTOR POOL VEHICLES, (SEDANS AND VANS)

1. Transportation will fuel and check vehicles prior to vehicle pickup. However, fuel should be checked prior to leaving. After regular hours, Campus Police (540-568-6911) should be called to assist in providing gas for the vehicles.
   
   
2. Included in the packet in all Central Motor Pool vehicles are two (2) credit cards - a blue card and a white one. The blue credit card is for use at any Department of Highways garage in the state of Virginia only, the white credit card is for use at all filling stations throughout the United States. Also included is a directory booklet listing the locations of all state highway service facilities. Operators are expected to obtain fuel and service at V.D.O.T. shops whenever possible. The commercial (white) card is for emergency use only. If an emergency exists and the commercial credit card must be used operators must take advantage of self-service regular gas prices, under no circumstances should premium gasoline or other articles (snacks, cigarettes, etc.) be purchased. The credit ticket must be filled out in its entirety. It must include what was purchased, the unit price, the quantity, the total price, signature and vehicle license number. The commercial credit card (white) and the V.D.O.T. fuel issue (blue) card are to be used only for fuel and service rendered to the specific vehicle for which it is issued. Receipts for all services (including gasoline) must accompany the return of keys.
   
   
3. It is important for the driver of these vehicles to ensure that credit cards are left in the glove compartment. James Madison University has been furnished only two (2) credit cards for each vehicle; therefore, it is essential that they be kept with the vehicle. These credit cards are non-transferable from one vehicle to another.
   
   

6.8 SPECIAL NOTE CONCERNING 15-PASSENGER VANS

1. Minimum criteria for drivers:
   • Minimum age must be 19,
   • Minimum driving experience must be two years,
   • Provision of a comprehensive driving record check (VA plus state where drivers license was issued - if different) which shows no more than one moving violation within the past twelve months and no violations related to alcohol or controlled substances (VA record check applications)
   • Possession of a valid driver's license for the vehicle to be operated, and
   • Successful completion of a driver-training program administered by JMU Public Safety.
     
     
2. Drivers are responsible for:
   
   • Inspecting the vehicle for obvious vehicle/equipment defects (including missing safety equipment) prior to departure and reporting any defects to JMU Transportation Services or the leasing company for leased vehicles,
   • Not operating a vehicle that is not performing in a safe manner,
   • Not operating a vehicle unless they are well-rested,
   • Taking one-quarter hour breaks for a minimum of every two hours of operation and not exceeding a total of eight hours of operation (including breaks) per day per driver,
   • Not operating before sunrise or after midnight (9:00 p.m. preferred) without special exemption by JMU Transportation Services,
   • Obeying all traffic regulations - including posted speed limits,
   • Loading no more than 10 passengers (including driver) into the vehicle,
   • Loading all luggage and equipment in a safe manner in accordance with instruction in the driver training program,
   • Ensuring that no roof mounts are installed on the vehicle,
   • Ensuring that no trailers are installed on the vehicle - except by special exemption for university vehicles only through JMU Transportation Services,
   • Evaluating weather conditions and curtailing or canceling the trip when hazardous conditions (i.e., heavy fog, heavy snow, ice, high winds, etc.) are predicted or are occurring - unless in the judgment of the driver curtailing operation poses a greater safety risk than continuing with the trip,
   • Ensuring that the vehicle headlights are always on during operation,
   • Reporting any vehicle/equipment defects found during operation to JMU Transportation Services or the leasing company for leased vehicles upon return,
   • Not using a mobile phone by the driver while the vehicle is moving,
   • Checking tire pressure (including spare) and ensuring proper inflation, and
   • Ensuring that if the department has installed a two-way radio in the van, it is in proper working order.
     
     
3. Authorizing university department/offices are responsible for:
   
   • Enforcing all the procedures and requirements of this policy, and
   • Ensuring that there are sufficient qualified drivers for the trip to meet the operating time limits in section 2 above.
     
     
4. Passengers and driver are responsible for:
   
   • Wearing seat belts at all times during vehicle operation, and
   • Not consuming alcoholic beverages or controlled substances during vehicle operation
     
     

7. RESPONSIBILITIES
   
   Operators of JMU vehicles are responsible for strict compliance with this policy and for safe driving at all times. Operators of 15-passenger vans are responsible for attending the 15-Passenger Van training session before operating a vehicle.
   
   The office of Student Organization Services is responsible for processing requests for state vehicles from student organizations.
   
   Department heads are responsible for ensuring that those they assign to operate and/or travel in a university vehicle understand this policy and will comply.
   
   
8. SANCTIONS
   
   Sanctions will be commensurate with the severity and/or frequency of the offense and may include termination of employment.
   
   Students who fail to comply with this policy are subject to disciplinary action up to an including suspension.
   
   All operators are subject to vehicle operations laws and their sanctions while operating a university vehicle.
   
   
9. EXCLUSIONS
   
   Because of specific provisions of state insurance, students, other than those employed by the university, are not allowed to drive university service vehicles on or off campus. Facilities Management will provide a driver during regular working hours. After working hours, the user will be charged for the driver's service at overtime rates.
   
   Faculty and staff may be authorized to drive service vehicles when proper justification is furnished.
   
   The possession or use of alcoholic beverages is not allowed in university and state owned vehicles.
   
   Pets are not allowed in university and state vehicles.
   
   
10. INTERPRETATION
    
    The authority to interpret this policy rests with the president and is generally delegated to the Director of Facilities Management.
    
    

Original version: October 16, 2001

Approved by Linwood H. Rose, President