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Policy 4303
Use of State Vehicles

Date of Current Revision: February 2012
Responsible Officer: Director, Facilities Management

1. PURPOSE

The university maintains a fleet of vehicles needed to conduct the business of the university. This policy establishes parameters and procedures for university owned vehicles and vehicles leased or rented by the university to be used by employees and student groups in conducting the business of the university.

2. AUTHORITY

The Office of Fleet Management Services in the Virginia Department of General Services provides policies and procedures concerning the use of all vehicles owned by the Commonwealth of Virginia. (http://www.dgs.virginia.gov/LinkClick.aspx?fileticket=6dflvtQHcg8%3d&tabid=166&mid=537) The Board of Visitors is authorized to enact university policies, including those that govern the use of university property. Where the Board has not exercised this authority, it is delegated to the President.

3. DEFINITIONS

Charter Bus:
A motor coach or bus chartered by the university and driven by an appropriately licensed chauffeur, available for the use of employees of the university and student groups for travel specifically related to university business.

Motor Pool:
A fleet of university-owned motorized vehicles available for the use of student groups and employees of the university for travel specifically related to university business.

Motor Pool Vehicle:
A sedan, van or SUV that is a part of the Motor Pool fleet and is available for the use of university employees and student groups for travel specifically related to university business.

Rental Vehicle:
A motorized vehicle rented by the university for use by university employees or student groups for travel specifically related to university business when a suitable Motor Pool Vehicle is not available.

Risk Management Safety Committee:
A committee chaired by the Risk Management Safety & Training Coordinator that assesses accidents involving university vehicles, and advises supervisors and other university officials about appropriate sanctions for drivers of university vehicles who are involved in accidents.

Student Group:
An officially recognized student organization in good standing, approved by the Office of Student Activities and Involvement, or other officially recognized student group (i.e., a university team, club or class), recognized by the university through a dean's or director's office as authorized to use vehicles under this policy.

Transportation Department:
The office at the university responsible for the management of vehicle rentals, vehicle and equipment repair and maintenance, travel requests, and purchase of new vehicles for the university.

University Assigned Vehicle:
A motorized vehicle (car, van or SUV) owned by the university and assigned on an ongoing basis to a specific department of the university for travel specifically related to the department's or office's official business. University Assigned Vehicles are not available for use by student groups, and are generally only available to university employees in the department to which they are assigned.

University Bus:
A motor coach or bus owned by the university and driven by an appropriately licensed university-employed chauffeur, available for use by university employees and student groups for travel specifically related to university business.

University Employee:
A faculty member, staff member, or student employed by the university.

University Service Vehicle:
A motorized maintenance and/or service truck or other service vehicle owned, leased or rented by the university and used primarily for maintenance and operation of the university. University service vehicles are not available for use by student groups, and are generally only available to university employees in the departments of the university to which they are assigned.

University Vehicle:
A vehicle covered by this policy, including a University Bus or charter bus, a University Assigned Vehicle or University Service Vehicle, a Motor Pool Vehicle or rental vehicle.

Vehicle Request Form (VRF):
The university's on-line vehicle request site, found on the Transportation Department's Home Page at http://facmgt.jmu.edu/web/support_services/transportation/index_html.

4. APPLICABILITY

This policy applies to all university employees, contractors, students, students groups, and non-university passengers. It applies to the operation, use of, and travel in all University Vehicles.

5. POLICY

University vehicles may only be used to conduct the business of the university. Access to university vehicles is a privilege, not a right, and the university may withdraw the privilege from any employee, contractor, student or student group.

5.1 Personal use prohibited
No University Vehicle may be used for personal travel or personal business of any operator or passenger. Personal use of a university vehicle is misconduct, and will be sanctioned.

5.2 Authorized drivers
Only authorized university employees and authorized members of student groups who provide proof of valid operator's permits may operate University Motor Pool Vehicles, except as provided in section 5.5 below. Only university employees who are specifically assigned driving responsibilities and who hold appropriate licenses may operate University Service Vehicles. Only appropriately licensed chauffeurs employed by the university may operate University Buses and charter buses. Drivers must be a minimum of 19 years old and have possessed a driver's license for a minimum of 2 years. An individual whose license is suspended or revoked is not authorized to drive any University Vehicle under this policy.

5.3 Non-university passengers
University vehicles are not to be used to transport individuals who are not employees or students as a convenience or favor to those individuals, or in situations where the driver has no legitimate business reason to transport the individual. Transportation of such individuals is not a valid use of the university resources, and has the potential to create liability on the part of the institution. However, the business of the university at times requires transporting individuals other than university employees and students in university vehicles, and this is a legitimate use of a university vehicle. Examples include but are not limited to candidates for employment who are invited to visit campus, donors being escorted to official university events, participants in university sponsored and sanctioned camps on campus, families visiting campus during the Choices events, and other non-university individuals whose transportation in a university vehicle is determined to be in furtherance of university business. When the transportation of such individuals is a part of the assigned duties of an employee or student authorized to drive the vehicle, no prior written permission to transport such individuals is required.

JMU students, JMU volunteers, and employees and students of other Virginia state agencies and institutions may be transported in University Vehicles only when their travel is directly related to official state business.

When a university vehicle is being used to transport university employees and/or students, and the vehicle has seats which are not being used, other individuals who are not a part of the university community, including family members of students and/or employees, may be transported in the university vehicles, but only when their travel is determined in advance by the appropriate dean or director to be:

  1. of benefit to the university, and
  2. related to official university business.

The dean or director must document this determination by a signed form approving the individual's transportation. A copy of the form is available on the Transportation Department's website: http://facmgt.jmu.edu/web/support_services/transportation/index_html. Each individual transported under this section must sign an assumption of risk document before the travel, and deliver it to the dean or director approving the transportation.

5.4 Use of University Assigned Vehicles
All University Assigned Vehicles are assigned on an ongoing basis by the university to specific departments and offices for the use of those departments' and offices' employees in the performance of their job assignments, and may not be used except by those individuals identified in writing by the department or office head as having specific approval to operate the vehicles. Student employees may be approved by department or office heads to operate University

Assigned Vehicles. University Assigned Vehicles may only be used on official university business. Individual employees must provide proof of valid operator's permits to the department or office head before receiving authorization to drive a University Assigned Vehicle.

5.5 Use by contractors
Employees of contractors may be granted temporary authorization by the university to operate University Vehicles only if they are licensed to operate the specific type of vehicle, and they are performing a contracted function for the university, and if the contract specifies that a vehicle will be provided by the university.

5.6 Use of University Service Vehicles
Faculty and staff members may be authorized to drive University Service Vehicles only with prior approval from their department head and from the auxiliary and E & G maintenance managers upon presentation of adequate justification. Students, other than those employed by the university, are not allowed to drive University Service Vehicles on or off campus.

5.7 Use by Student Groups
Members of student groups, when approved by the Office of Student Activities and Involvement, a dean or director, may request use of Motor Pool Vehicles or rental vehicles to attend university-related functions. The use of a Motor Pool Vehicle or rental vehicle for transportation to or from an event that the office of Student Activities and Involvement, the dean or director determines to be a "party" is prohibited.

More information is available on the university's Transportation website: http://facmgt.jmu.edu/web/support_services/transportation/index_html

6. PROCEDURES

6.1 Motor Pool Reservations

6.1.1 Priority Assignments
Normally, Motor Pool 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 student groups. 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.

Reservation of a bus or van for Athletics use must follow the procedures of the Athletics Department: http://www.jmu.edu/athfacilities/trans.shtml

Remaining vans and cars will be assigned out in order of requests received.

6.1.2 Carpooling
Users of Motor Pool Vehicles and rental vehicles are encouraged to form carpools with other university employees or students traveling on official university business to the maximum extent possible consistent with the purpose of the travel.

6.1.3 Requesting Use of Motor Pool Vehicles

6.1.3.1 Approval
An employee who requests the use of a Motor Pool vehicle must obtain approval from his or her department head or supervisor. A member of a student group who requests the use of a motor pool vehicle must obtain approval from the Office of Student Activities and Involvement (for official recognized student organizations), or the appropriate dean or director (for teams, clubs, or classes).

6.1.3.2 Contacting Transportation Department
Once approval has been granted, the employee or student should contact the Transportation Department to check for availability of a suitable vehicle. Vehicles may not be reserved until the requestor has completed training by the Transportation Department on the procedures for reserving a vehicle. A minimum of two weeks' notice is suggested. The following information will be requested:

  • Driver(s) of vehicle, including driver's license number and state
  • Departure and return time
  • Type of vehicle requested
  • Number of persons traveling in vehicle
  • Purpose and destination

6.1.3.3 Vehicle Reservation
If a suitable vehicle is available in the Motor Pool, a tentative hold will be placed on the vehicle, and a VRF must be prepared by the requesting department and signed by the appropriate approving official. A copy of this form is available on the Transportation website. (http://www.jmu.edu/events/documents/trans_form.shtml)

A vehicle will be officially reserved when the completed VRF is received by the Transportation Department. Until the official reservation takes effect, a hold does not guarantee that a vehicle will be available.

6.1.3.4 Rental vehicle reservations
If a suitable vehicle is not available in the Motor Pool, the Transportation Department will make arrangements to obtain a rental vehicle for the requesting department. The VRF must still be completed and received in a timely manner.

6.1.3.5 Vehicle Request Form
The completed VRF must be received by the Transportation Office at least two days prior to the trip. This form will be given to the operator when picking up keys to log mileage and must be turned back in when returning keys.

6.1.3.5 Personal appearance
Any and all approved drivers must appear at the Transportation Office to show valid operators' permits when picking up keys. Any person who has not appeared at the Transportation Office is not authorized to operate the vehicle on the trip, regardless of the approval of the official signing the VRF.

6.1.3.6 Operator's permit
The Transportation Office will check the operator's permit of all approved drivers, and reserves the right to refuse the release of keys to any driver whose operator's permit does not appear to be current and valid, or whose license has been suspended or revoked, or who has violated the terms of this policy in the past.

6.1.3.7 Location and parking
All Motor Pool Vehicles are kept at 1597 South Main Street. Due to limited parking, a driver should park his or her personal vehicle in the space vacated by the Motor Pool Vehicle used. Vehicles should be returned to the same space.

6.1.3.8 Keys
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.

6.1.3.9 Passengers
The driver will only transport university employees and students. Non-university individuals may only be transported when their travel is determined in advance by the appropriate dean or director to be of benefit to the university, demonstrated by a signed form that verifies that their transportation in the vehicle is directly related to official university business. A copy of the form is available on the Transportation Department's website: http://facmgt.jmu.edu/web/support_services/transportation/index_html

6.1.3.10 Trip reports
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.

6.1.3.11 Gates
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 and on weekends and holidays. When picking up or returning vehicles during these hours, the driver must lock the gate when leaving the parking lot.

6.2 Requesting Chauffeured Vehicles

6.2.1 Approval
An employee who requests the use of a chauffeured vehicle (bus, car or van) must obtain approval from his or her department head or supervisor. A member of a student group who requests the use of a chauffeured vehicle must obtain approval from the Office of Student Activities and Involvement (for official recognized student organizations), or the appropriate dean or director (for teams, clubs, or classes).

6.2.2 Contacting Transportation Department
Once approval has been granted, the employee or student should contact the Transportation Department to check for availability of a chauffeured vehicle. Vehicles may not be reserved until the requestor has completed training by the Transportation Department on the procedures for reserving a vehicle. A minimum of two weeks' notice is suggested. The following information will be requested:

  • Departure and return time
  • Type of vehicle requested
  • Number of persons traveling in vehicle
  • Purpose and destination

6.2.3 Scheduling
If a suitable chauffeured vehicle is available, a tentative hold will be placed on a vehicle with chauffeur, and a VRF must be prepared by the requesting department and signed by the appropriate approving official.

6.2.4 Reservations
A vehicle with a chauffeur will be officially reserved when the completed VRF is received by the Transportation Department. Until the official reservation takes effect, a hold does not guarantee that a vehicle or chauffeur will be available.

6.2.5 Charter bus reservation
If a suitable university-owned vehicle with a chauffeur is not available, the Transportation Department will make arrangements to obtain a charter bus or van for the requesting department. The VRF must still be completed and received in a timely manner.

6.2.6 Vehicle Request Form
A completed VRF signed by the requesting department head must be received in the Transportation Office at least a week prior to the trip. This form will be given to the chauffeur when picking up keys to log mileage and must be turned back in when returning keys.

6.2.7 Passengers
The chauffeur will only transport employees, contractors and students of the university, unless the chauffeured vehicle is reserved to transport non-university individuals, or unless a dean or director has approved non-university individuals to be included under section 5.3 herein.

6.3 Cancellations of Reservations
If travel plans are canceled or a vehicle is no longer required, the Transportation Department should be contacted immediately (568-8147).

6.4 Charges
Rental rates for the use of all vehicles are subject to change without notice. Charges are available on the Transportation Department website: http://facmgt.jmu.edu/web/support_services/transportation/index_html

6.4.1 Charges for 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 the ineligibility for future use of vehicles.

6.4.2 Charges for University Buses
Rate per mile for shuttle and trip buses and rate per hour for chauffeur's time are available through the office of the Transportation Supervisor. The chauffeur's travel expenses will be reimbursed under the provisions of Policy No. 4401, and will become a part of the charge to the department reserving the bus.

6.4.3 Charges for Service Trucks and other University Service Vehicles
The primary purpose of 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. Because members of Student Groups who request the use of a University Service Vehicle are not permitted to operate such vehicles, Facilities Management will provide a driver during regular working hours at no additional charge to the user. After the driver's regular working hours, the user will be charged for the driver's service at overtime rates.

6.5 University Service Vehicles

6.5.1 Licenses
An employee who is assigned to operate a University Service Vehicle must hold an appropriate license. Operation of the University Service Vehicle should be a part of the employee's Employee Work Profile (EWP).

6.5.2 Authorization
Managers and Supervisors will only authorize an employee or student to operate a University Service Vehicle if the employee or student is properly trained and has a current valid vehicle Operator's License to operate the type or class of vehicle he or she is to operate as required by the Virginia Department of Motor Vehicles.

6.5.3 Records
Supervisors shall make a copy of the Operator License or Commercial Driver's License (CDL) Class II or above licenses to keep on file in the employee's personnel file or a file concerning students who have been authorized to operate University Service Vehicles.

6.5.4 Students
Students employed in Facilities Management are allowed to operate University Service Vehicles if they meet the requirements in 6.8.1 and hold an appropriate license to operate the type or class of vehicle he or she is to operate.

6.5.5 Training and certification
Where additional safety training and/or certification is required for operation of a specific type of vehicle by the Occupational Safety and Health Administration office of the United States Department of Labor (OSHA), the Virginia Occupational Safety and Health Compliance program of the Virginia Department of Labor and Industry (VOSH) or by another regulatory agency, such training and certification will be documented and kept in a current file for each operator.

6.5.6 Maintenance checks
It is the responsibility of each operator to conduct daily maintenance checks of the vehicle/equipment that is assigned to him or her, to ensure safe operation, and to check for damage. These daily checks are to be documented on the form supplied by the Transportation Department. All existing damage to a vehicle is to be listed on the form. All new damage is to be reported and listed. If damage cannot be attributed to a particular event, the last driver to have responsibility for the vehicle will be held accountable for the damage.

6.5.7 Safety Standards
For more information, refer to the Facilities Management Department Safety Standards at this website: http://www.jmu.edu/safetyplan/facilmgmt/safetymanual/safetystandards.shtml

6.5.8 Notification of moving violations
Employees who hold a CDL for purposes of operating a JMU vehicle must notify their supervisor of any convictions for moving traffic violations, any drug or alcohol related driving offense, and court convictions resulting in the suspension or revocation of their license by the close of the next business day. This applies to offenses while driving University Vehicles, or while driving personal vehicles not associated with university business.

  • Convictions for moving violations may result is the suspension of CDL driving privileges.
  • A conviction resulting in the suspension or revocation of a license will result in the automatic suspension of all driving privileges until the employee's license is reinstated. Depending on the severity of the offense and the employee's job responsibilities, he/she may be terminated as a result of a suspended or revoked license.
  • Convictions for drug/alcohol related traffic offenses will result in the automatic suspension of all driving privileges and may result in disciplinary action up to and including termination. All disciplinary action relating to drug and alcohol offenses will comply with University Policy 1110 - Alcohol and Other Drugs
  • Convictions for reckless driving will result in the automatic suspension of CDL driving privileges for 30 days and may result in disciplinary action up to and including termination.

6.6 Instructions to Drivers of all University Vehicles

6.6.1 Accidents
In the event of an accident on campus, the JMU Public Safety must be notified immediately (540-568-6911). Off campus accidents within the state must be reported to the State Police (540-434-8593). Accidents which occur outside of the State must be reported to the appropriate local authorities. An auto insurance card, which gives instructions in case of an accident, is in the glove compartment of each Motor Pool Vehicle. An accident report must be filed in person at the Motor Pool Office no later than the second workday following the accident.

6.6.2 Breakdowns
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, drivers shall call JMU Public Safety (540-568-6911).

6.6.3 Alcohol and drugs
The possession or use of alcoholic beverages or illegal drugs is not allowed in University Vehicles. See Policy 1110.

6.6.4 Animals
Pets and other animals, other than service animals, are not allowed in University Vehicles. See Policy 1330.

6.6.5 Weapons
Weapons are not allowed in University Vehicles, except those carried by Licensed Peace Officers. See Policy 1105.

6.6.6 Smoking
Smoking is not allowed in University Vehicles. See Policy 1111.

6.6.7 Personal use
Vehicles covered by this policy are not to be used for personal travel. Upon the conclusion of the university business for which the vehicle is reserved, the vehicle must be immediately returned to the Motor Pool or University Department. No "side trips," personal detours or frolics are allowed in a University Vehicle. Transportation during a trip for meals and other necessary travel is allowed unless it involves a significant detour.

6.6.8 Safety
While in possession of the University Vehicle, it is the responsibility of the driver to safeguard the vehicle by all reasonable means. When parked, the doors should be locked and the windows rolled up, valuables should not be left in plain sight, and the vehicle should not be parked in places which are unsafe. While operating the vehicle, the driver is required to drive in a legal, safe and reasonable way, and to avoid driving in unsafe locations. Seat belts must be worn by the driver and all passengers while the vehicle is in operation.

6.6.9 Distracted driving
Cell phones, blackberries, smart-phones, GPS, or other electrical devices must be operated via a hands-free device or while the vehicle is in park. Any other use of these devices such as text messaging or emailing is prohibited while the vehicle is in drive and/or in motion. Drivers should avoid other distractions while driving.

6.7 Motor Pool Vehicles

6.7.1 Fuel
The Transportation Department will fuel and check vehicles prior to vehicle pickup. However, fuel should be checked prior to leaving. After regular hours, JMU Public Safety (540-568-6911) should be called to assist in providing gas for the vehicles.

6.7.2 Credit cards
Included in the packet in all Motor Pool vehicles are two (2) credit cards - a blue card and a white card. The blue credit card is for use at any Virginia Department of Transportation (VDOT) garage in the Commonwealth 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 VDOT garages 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 may premium gasoline or other articles (snacks, cigarettes, etc.) be purchased using the commercial card. 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 VDOT fuel issue card (blue) are to be used only for fuel and service rendered to the specific vehicle for which they are issued. Receipts for all services (including gasoline) must accompany the return of keys.

6.7.3 Return of credit cards
Credit cards must be left in the glove compartment of the vehicle when the vehicle is returned to the Motor Pool. The 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 Rules Concerning 15 Passenger Vans
NOTE: If a fifteen passenger van is rented from an outside agency, the university safety and training requirements are applicable as if the van were university owned. If an employee's personal vehicle happens to be a 15 passenger van, the university safety and training requirements regarding 15 passenger vans apply if the van is to be used on official university business to transport other university employees or students.

6.8.1 Minimum criteria for drivers:

  • Minimum age is 19,
  • Minimum driving experience and possession of license is two years,
  • Provision of a comprehensive driving record check (VA plus state where driver's 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.

6.8.2 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, except for university buses and charter buses,
  • Not carrying any unauthorized passengers, pets, alcohol, drugs or weapons in the vehicle,
  • Not allowing any smoking in 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 (other than with a hands-free device) or engaging in other distracting activities 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.

6.8.3 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 6.7.2 above.

6.8.4 Passengers and driver are responsible for:

  • Wearing seat belts at all times during vehicle operation,
  • Not consuming alcoholic beverages or controlled substances during vehicle operation, and
  • Not smoking in the vehicle

6.8.5 Notification of moving violations

Employees who are authorized to drive 15 passenger vans must notify their supervisor of any convictions for moving traffic violations, any drug or alcohol related driving offense, and court convictions resulting in the suspension or revocation of their license by the close of the next business day. This applies to offenses while driving University Vehicles, or while driving personal vehicles not associated with university business.

  • Convictions for moving violations may result is the suspension of 15 passenger van driving privileges.
  • A conviction resulting in the suspension or revocation of a license will result in the automatic suspension of all driving privileges until the employee's license is reinstated.
  • Convictions for drug/alcohol related traffic offenses will result in the automatic suspension of all driving privileges and may result in disciplinary action up to and including termination. All disciplinary action relating to drug and alcohol offenses will comply with University Policy 1110 - Alcohol and Other Drugs
  • Convictions for reckless driving will result in the automatic suspension of 15 passenger van driving privileges for 30 days and may result in disciplinary action up to and including termination.

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, and for notifying their supervisor of any convictions for moving traffic violations, any drug or alcohol related driving offense, and court convictions resulting in the suspension or revocation of their license. CDL holders are responsible for maintaining the appropriate license for the type of vehicle they are authorized to operate, and for notifying their supervisor of any convictions for moving traffic violations, any drug or alcohol related driving offense, and court convictions resulting in the suspension or revocation of their license.

The office of Student Activities and Involvement is responsible for processing requests for Motor Pool vehicles from members of recognized student organizations.

Department heads and supervisors are responsible for ensuring that employees and authorized students they assign to operate and/or travel in a University Vehicle understand this policy and will comply with its terms.

Deans and directors are responsible for processing requests for Motor Pool vehicles from members of officially recognized student groups other than student organizations (i.e., teams, clubs or classes) authorized to use vehicles under this policy, and for verifying that any non-university individual's travel in a vehicle under this policy is of benefit to the university, demonstrated by a signed form that verifies that their transportation in the vehicle is directly related to official university business.

The Office of Transportation Services is responsible for assigning vehicles, releasing keys, servicing and maintaining vehicles, and charging users of Motor Pool Vehicles, rental vehicles, University Buses and charter buses for university-related travel.

The Risk Management Safety Committee is responsible for determining whether a driver was at fault for an accident in a university vehicle, and for advising the supervisor of a driver who is an employee on appropriate sanctions to be imposed if the driver was at fault.

8. SANCTIONS

8.1 General.
Students who fail to comply with this policy are subject to disciplinary action up to and including expulsion. Employees who fail to comply with this policy are subject to disciplinary action up to and including termination. Any person who violates this policy may be subject to loss of privilege to reserve or drive a University Vehicle.

8.2 Criminal and Traffic Laws
All operators are subject to vehicle operations laws and their sanctions while operating a university vehicle. The university will not defend an operator for any violations of the law or pay for any fines, fees, or other penalties imposed against a driver or passenger of a vehicle under this policy.

8.3 Accidents
Sanctions imposed on a driver because of an accident only apply to incidents where the driver is found to be at fault by the Risk Management Safety Committee. Depending on the circumstances, any accident caused by the willful or negligent actions of an employee may result in immediate termination of the employee. Willful or negligent actions of a student driver may result in the student's immediate expulsion.

Listed below are the suggested sanctions that can be imposed by the supervisor of an employee. Sanctions imposed on a student will be handled through the office that authorized the student to operate a vehicle. The Risk Management Safety Committee will make recommendations to the supervisor of an employee or the office that authorized the student driver concerning appropriate sanctions.

If an employee's job responsibilities include driving and the employee is suspended as a sanction under this policy, the supervisor may determine that the employee is no longer qualified to hold the position, and may terminate the employee.

Major Incidents
Any accident involving a personal injury to any party (employee, student, pedestrian, other driver) involved in the accident, any accident where the driver is issued a moving citation or is found to have violated any law, or any accident resulting in $5000 or more combined damage to vehicle(s) and property. A sanction for an employee found responsible for any major incident may be suspension of driving privileges for a period of time and additional training. Depending on the severity of the damage, the level of negligence of the driver, and the driving history, the Supervisor may suspend the employee from work or terminate employment. For a student driver found responsible for any major incident, an appropriate sanction may be suspension or termination of driving privileges. Depending on the severity of the damage, the level of negligence of the driver, and the driving history, the office that authorized the student driver may recommend additional sanctions under the Student Judicial Code.

Minor Incidents
Any accident not involving a personal injury and resulting in under $5,000 combined damage to vehicles and property. The supervisor or office that authorized the student driver can impose the following sanctions:

1st accident - Depending on the severity of the damage, the level of negligence of the driver, and the driving history, the Supervisor may assign training that could include in house training modules, behind the wheel training or other appropriate training, and may suspend driving privileges for a period of time. The office authorizing the student driver may suspend or terminate the driving privileges, and may recommend additional sanctions under the Student Judicial Code.

2nd accident within 24 months - Depending on the severity of the damage, the level of negligence of the driver, and the driving history, the Supervisor may suspend driving privileges for a period of time, or may suspend the driver for up to one month or terminate employment. The office authorizing the student driver may suspend or terminate the driving privileges, and may recommend additional sanctions under the Student Judicial Code.

3rd accident within 24 months -Depending on the severity of the damage, the level of negligence of the driver, and the driving history, the supervisor may suspend the driver or terminate employment. . The office authorizing the student driver may suspend or terminate the driving privileges, and may recommend additional sanctions under the Student Judicial Code.

4th accident within 24 months - Depending on the severity of the damage, the level of negligence of the driver, and the driving history, the Supervisor may terminate the employee. The office authorizing the student driver may suspend or terminate the driving privileges, and may recommend additional sanctions under the Student Judicial Code.

Minor incidents which occur outside of the 24 month period may be taken into consideration in determining the appropriate sanction. The sanctions listed in this section shall not obligate the supervisor to a specific sanction.

9. EXCLUSIONS

This policy does not apply to city busses used to transport students and visitors to and from campus and on campus. It does not apply to employees and cadets operating Department of Public Safety vehicles. It does not apply to the use of privately owned vehicles for university business. The use of privately owned vehicles for university business is covered in Policy No. 4401.

10. INTERPRETATION

The authority to interpret this policy rests with the president and is generally delegated to the Director of Facilities Management.

Previous version: March, 2008
Approved by the President: February, 2012

Index Terms
Vehicles
Motor pool
Transportation
Van
Bus
Travel