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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 State­owned 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 the Fleet Services Manager.

II. Policy

  1. Licensure:Persons operating institution owned vehicles must have a valid driver’s license 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, pick­ups, buses, etc., must be licensed to the operate vehicles they use. Operators must immediately notify the Fleet Services Manager and immediate supervisor if their license has been suspended or revoked within 24 hours of the suspension/revocation. A driver with a CDL license is required to report any moving violations obtained in a personal or state vehicle to the Fleet Services Manager the following business day after the violation. Prior to being issued state vehicles, students and summer workers must have a valid - driver's license. All operators must complete a DMV Release form and present it to the Fleet Services Manager prior to issuance of a vehicle. If a driver holds a license other than for the state of Virginia, they must provide a copy of their driver’s license and current copy of their driving record from the issuing state; and must be updated yearly. Any fee associated with this is the responsibility of the driver.

      The Fleet Services Manager will maintain a complete list of FM employees who have completed the DMV release. The list shall be 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 and meet all agency requirements for such vehicle. The driver must present a completed DMV Release Form or ensure a - copy is on file in the Fleet Services Office before they are allowed to use a state vehicle. If a valid copy is not on file, the driver will not be issued a state vehicle for use and may be subject to disciplinary action if found driving a vehicle without permission from the Fleet Services Manager. If a driver holds a license other than for the state of Virginia, they must provide a copy of their driver’s license and current copy of their driving record from the issuing state; and must be updated yearly. Any fee associated with this is the responsibility of the driver.

      Use of Longwood fleet vehicles is limited to Longwood employees and students for official Longwood business. The Fleet Services Manager will monitor this requirement and has the authority to deny use for reason of lack of licensure or proof thereof -, previous mis­use of state equipment or current driving record.
    3. Golf Carts/ Utility Vehicles: Persons driving Longwood golf carts and utility vehicles must have a valid driver’s license and a DMV Release Form on file with the Fleet Services Manager and have completed the cart training required by Campus Police per policy 3410. If a driver holds a license other than for the state of Virginia, they must provide a copy of their driver’s license and current copy of their driving record from the issuing state; and must be updated yearly. Any fee associated with this is the responsibility of the driver. If the person has never operated a cart or utility vehicle, they must make the Fleet Services team aware of this in order to schedule training prior to utilizing the equipment.

    4. Longwood Mini-Bus: Persons driving Longwood fleet mini­buses must have a valid vehicle operator’s license with a minimum of "0" point balance on their driving record. 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 completed DMV Release Form; copy of his/her certifications or ensure a current copy is on file in the Fleet Services Manager’s 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. If a driver holds a license other than for the state of Virginia, they must provide a copy of their driver’s license and current copy of their driving record from the issuing state; and must be updated yearly. Any fee associated with this is the responsibility of the driver.

      Use of Longwood fleet mini­buses is limited to Longwood employees and students on official Longwood business The Fleet Services Manager will monitor this requirement and has the authority to deny use for reason of lack of licensure; not providing the DMV release or copy of an out of state record and license, or previous misuse of state equipment or current driving record.
  2. Use of State Vehicles by Student Organizations: Student organizations are permitted to use Longwood fleet vehicles (cars, and mini­vans 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 driver must complete a DMV release form prior to be issued a state vehicle. If a driver holds a license other than for the state of Virginia, they must provide a copy of their driver’s license and current copy of their driving record from the issuing state; and must be updated yearly. Any fee associated with this is the responsibility of the driver.

    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 Longwood business only by Faculty, Staff, and Students. Volunteers and Contractors working for the University may be permitted to use Longwood owned vehicles with approval from the Fleet Services Manager prior to use. 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. Vehicles are to be picked up the day of travel and returned the same day of completion of travel. If the traveler has extenuating circumstances, they must be brought to the attention of the Fleet Services Manager, in writing, prior to travel for approval. Each situation will be reviewed on a case by case basis prior to travel. The Fleet Services Manager will monitor all conditions of use.

    Persons using any Longwood fleet vehicles or buses must obey the Virginia Department of Motor Vehicle Codes at all times, including the use of seat belts -- while the vehicle is in operation.

    Persons using any Longwood fleet, maintenance vehicles/equipment or buses 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, smart­phones, GPS, or other electrical devices must be operated via a hands­free 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 two­way 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 vehicle/equipment.
    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 state vehicles/equipment 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 non­residential 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. PersonalProperty: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 out­of­state travel using a Longwood fleet vehicle must be approved in accordance with State Travel Regulations. Any out­of­state 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.
    14. Animals: Animals are NOT allowed to be transported in a fleet vehicle at any time unless it is a service animal and were approved by the Fleet Services Manager prior to travel.

      Procedures for Use of Fleet Vehicles:

      In order to reserve a state vehicle or cart, one must send an email request to transportation@longwood.edu with the date and the type of vehicle needed to check availability. (Please be sure you have covered the entire time the vehicle is actually needed in your request) Once the reservation has been confirmed, a Request to Travel form (RTA) must be completed, signed and sent to the Fleet Services Manager as well as Accounts Payable. The Fleet Services Manager or staff will confirm a DMV release or out of state license and report is on file and in good standing and RTA form has been received. Once these are confirmed, a key pack will be prepared the week of travel and may be picked up in the designated area of Fleet Services. The driver is responsible for completing the mileage form in the key pack to include beginning and end mileage and reporting any damage to the vehicle prior and post use. If this is not completed properly it may lead to improper charges for the mileage to the department and restrictions of future use of a vehicle if a recurring history is present. Vehicles may only be picked up on the day of departure and must be returned the day travel status ends. If the traveler has extenuating circumstances, they must be brought to the attention of the Fleet Services Manager, in writing, prior to travel for approval. Each situation will be reviewed on a case by case basis prior to travel. Drivers are responsible to ensure there is no loose trash or excessive dirt/damage inside the vehicle prior to returning it to the Fleet. Repeated violations of the above may cause a suspension in the use of state vehicles.
  5. Accidents: Persons using a Longwood fleet vehicle who are involved in an accident must contact the Virginia State Police immediately.
    1.  Fleet Services ManagerNotice: The  Fleet Services Manager must also be notified within one business day. An Automobile Incident Form must be completed within 24 hours of the incident and turned in to the Fleet Services Manager on the next business day.
    2. Damages to Vehicles:  The driver’s department is responsible for any damages obtained to state property while in possession of the driver. The Fleet Services Manager will turn in damage exceeding the $1,000 deductible to our auto insurance company but the deductible will be the responsibility of the department utilizing the vehicle.
  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 Fleet Services Manager. -There are rate adjustments on the mileage reimbursement rate. When a Longwood fleet vehicle is unavailable, the reimbursement rate is slightly higher. The University reserves the right to require use of a Longwood fleet vehicle.
  7. Vehicle Use Priorities:
    1. Vehicles will be assigned on a first come­first 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  Fleet Services Manager will make assignment determinations based on these priorities
      Priority 1: Longwood Executive Use
      Priority 2: Admissions Office
      Priority 3: Student Teaching Supervisors
      Priority 4: Class­related 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-

Charges Associated With Use Of Motor Pool Vehicles:

Each requestor will be invoiced monthly for the use of Longwood’s fleet vehicles.

Employee Driving Privilege: Please see policy 5213

Suspension of Employee Driving Privileges:The Fleet Services Manager shall make a recommendation to the Vice President of Administration and Finance to suspend privileges to drive a Longwood vehicle, if in the view of the Fleet Manager, the violation suggests the employee's driving habits pose an undue risk for the institution. Examples might be reckless driving or multiple offenses of driving in excess of ten (10) miles over a posted speed limit. Under normal circumstances, suspension of driving privileges may be lifted by attendance in and completion of a local, police-sponsored, remedial driving program. Any cost associated with the driving program will be the responsibility of the employee.

 

Revised and approved by the Board of Visitors, September 7, 2002.
Revised and approved by the Board of Visitors, March 22, 2013.
Revised and approved by the Board of Visitors, June 10, 2016.