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Policy 7209

Use of State Vehicles

I. Purpose

The purpose of this policy is to set guidelines for 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 so, proper use, care and supervision of Longwood fleet vehicles are required. Drivers must be licensed to operate and be 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

  1. 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 the operate vehicles they use. Operators must immediately notify the Transportation Officer if their license has been suspended or revoked within 24 hours of the suspension/revocation. Prior to being issued state vehicles, students and summer workers must have a valid Virginia driver's license and present it to the Agency Transportation Office for verification.

      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 fleet 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/her license. The driver must present a valid copy of his/her operator’s license or ensure a current copy is on file in the Transportation Office before they are allowed to use a state vehicle. If a valid copy is not on file, the driver may be subject to disciplinary action.
    3. Use of Longwood fleet 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 or previous mis-use of state equipment.
    4. Longwood Mini-Bus: Persons driving Longwood fleet mini-buses must have a valid vehicle operator’s license. The driver must have a valid Commercial Driver’s License (CDL) , Emergency Vehicle Operator Course (EVOC) certification, or have completed the mini-bus driver’s training program offered by the University. The driver must present a valid copy of his/her operator’s license with appropriate certifications or ensure a current copy is on file in the Transportation Office before they are allowed to use a state vehicle. If a valid copy is not on file, the driver may be subject to disciplinary action.

      Use of Longwood fleet mini-buses 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 or previous misuse of state equipment.
  2. Use of State Vehicles by Student Organizations:Student organizations are permitted to use Longwood fleet vehicles (cars, and mini-vans and buses) for official state business. It is recommended that a staff or faculty member/advisor 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 successfully completed the bus driver's training program (if a bus is used). The cost of the trip may be paid by a student organization using local funds.
  3. Conditions of Use: Longwood’s fleet vehicles are to be used for official business only by Faculty, Staff, Students, Volunteers, or Contractors working for the University. Persons violating conditions of use may be subject to disciplinary action and may lose their privilege to operate state owned vehicles. Vehicles are to be operated in a manner which avoids even the appearance of impropriety. The Transportation Officer will monitor all conditions of use.

    Persons using any Longwood fleet vehicles or buses must obey the Virginia Motor Code at all times, including the use of seat belts and safety harnesses while the vehicle is in operation.

    Persons using any Longwood fleet or maintenance vehicles or bus shall abide by Longwood University’s Employee Driving Privilege Policy 5213.
  4.  
    1. Relatives: Relatives of Longwood employees who are not state employees on official business may not operate or ride in a Longwood fleet vehicle at any time.
    2. Hitchhikers: Hitchhikers may not be transported in Longwood fleet vehicles at any time.
    3. Use for Obtaining Meals and Other Necessities: Longwood fleet vehicles may be used to obtain meals or other necessities while on official travel.
    4. Cellular Phones or Handheld Devices: Cell phones, blackberries, smart-phones, GPS, or other electrical devices must be operated via a hands-free device or while the vehicle is stopped and in park. Any other use such as text messaging or emailing is prohibited while the vehicle is in drive and/or motion. Use of two-way radios and related mission essential equipment for emergency response vehicles will be governed by agency policy.
    5. Eating: Eating food is prohibited while driving a Longwood fleet vehicle.
    6. Alcohol/Drug Impairment: Persons found to have operated Longwood fleet vehicles while impaired by alcohol or drugs will be immediately terminated.
    7. Smoking: Smoking in Longwood fleet vehicles is forbidden by Longwood policy and the Office of Fleet Management Services Policies and Procedures Manual.
    8. Seatbelts: Seatbelts must be used in accordance with state law.
    9. Parking/Security Considerations: Longwood fleet 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.
    10. Keys/Credit Cards: Under no circumstances should keys be left in any Longwood fleet vehicles when not in operation. State/Agency credit cards should not be left where they are visible inside the vehicle.
    11. Personal Property: Personal property left in Longwood fleet vehicles when not in operation is the responsibility of the employee/student. Loss or damage to personal property remains the responsibility of the employee/student.
    12. Out-Of-State Travel: All out-of-state travel using a Longwood fleet 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.
    13. 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 per the Employee Driving Privilege Policy 5213 and may result in loss of privileges to use Longwood fleet vehicles.
  5. Accidents:Persons using a Longwood fleet vehicle who are involved in an accident must contact the Virginia State Police immediately.
    1. Longwood Transportation Officer Notice: The Transportation Officer must also be notified within one business day.
    2. Damages to Vehicles: The Office of Fleet Management Services 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 Office of Fleet Management Services will assume that responsibility.
    3. 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.
  6. Driving A Privately Owned Vehicle:A privately owned vehicle may be used on official business if no Longwood fleet vehicle is available, or with the approval of the Transportation Officer. There are rate adjustments on the mileage reimbursement rate. When a Longwood fleet vehicle is unavailable, the rate is slightly higher. The University reserves the right to require use of a Longwood fleet vehicle.
  7. Vehicle Use Priorities: Vehicles will be assigned on a first come-first serve basis. All attempts will be made to work with parties to meet everyone’s needs in the case of conflict. In the event that no solution is available 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 Sponsor
  8. Charges Associated With Use Of Motor Pool Vehicles: Each requestor will be invoiced monthly for the use of Longwood’s fleet vehicles.

Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, March 22, 2013.