Vehicle Operations Guide

The following is a list of steps in the University’s plan to promote vehicle safety:

• Limit the use of University vehicles (including owned and rented vehicles) to only University business and approved activities.
• Allow only authorized persons to drive University vehicles or vehicles rented in the University’s name.
• Promote safety and increase driver awareness.
• Inspect all vehicles annually.
• Equip all pool vehicles with safety equipment.
• Review all accidents to determine cause and recommendations for future prevention.

The University’s Safety Committee has compiled a safety awareness program for drivers of University vehicles that includes the following:

• Review of the “Vehicle Operations Guide”
• Viewing of safety video (optional)

• Blanket
• Fire Extinguisher
• Safety triangle
• Flashlight
• First Aid Kit

NOTE:  These items will be stored in a small canvas bag in the trunk of cars or the cargo area of vans.

Employees may schedule the use of University vans and cars for authorized and approved University business by calling the Physical Plant Office at Ext. 8276.

Drivers of University vehicles must be authorized annually by the University. If a person wishes to drive a University vehicle, he/she must submit his/her request electronically using the driver authorization form. (An alternative process is available for those individuals who do not have a network login.)

The person scheduling the vehicle is responsible for the pick-up and return of the vehicle in good condition. A clean-up fee of not less than $10 will be charged if the vehicle is returned in unsatisfactory condition. Maintenance problems are to be reported immediately to the Physical Plant Office. Vehicles should be returned with no less than half a tank of gasoline.

Due to insurance requirements, the use of vehicles is restricted to approved activities and University business.

If, for any reason, the person scheduling the use of a vehicle must cancel the trip, please call the Physical Plant Office as soon as possible to also cancel the vehicle reservation. If the Physical Plant Office is not notified, the department will be charged the “day” fee.

For more information regarding University Vehicles and our connection with Enterprise, please see this document: University Motor Pool and Enterprise Rental Fleets.

To promote driving safety and achieve better risk management, the University has implemented a driver authorization process. Only those individuals who have sufficient reason to drive a University vehicle as part of their job should complete the process. All individuals who operate a University vehicle (either owned or rented) must be authorized.

The driver authorization is a paperless process and must be completed annually. You will be notified each year when you need to complete the renewal process.

If you need to drive a University vehicle for the first time or renew your authorization, please complete the driver authorization form. (We will provide an alternative process for those individuals who do not have a network login.) You will need to simply complete the information that will appear on your screen and then submit the form. If you have traffic violations, please be sure to list them. The Vehicle Operations Guide should be reviewed by all drivers on an annual basis.

First-time drivers, all student drivers, first-time van drivers, and previously authorized drivers with new violations during the past year must forward their forms electronically for their supervisor’s approval.

Note Regarding 15-Passenger Vans:

All drivers of University vans (15-passenger) must complete safety training annually before they can be authorized to drive one of these vehicles. Therefore, your authorization will only be valid for vehicles other than 15-passenger vans until you have viewed the van safety training video. For individuals who have not viewed the video, it can be found in the Driver Authorization form above. The system will track when you have completed the video and mark that portion of your form as approved. (Note: You must watch the entire video before the system will approve this portion of your authorization.) For those who want to schedule group training, the video can be played during the training session. You will need to send a list of those who watched the video to Bob Driskill so he can log who has completed the training.

The insurance company will exercise its judgment concerning which employee motor vehicle records will be reviewed. If the insurance company obtains a negative report on an individual when it checks with the Division of Motor Vehicles, the company will advise the University concerning whether or not this person should continue to drive a University vehicle. If the University receives such information, the associate vice president for business and finance will review the situation with the director of campus security. Depending on the nature of the person’s job and the driving violations, the University will work to obtain a solution that minimizes, if not eliminates, the risk of this individual’s driving a University vehicle.

The following is a list of guidelines that must be observed by all drivers of University vehicles:

• University vehicles shall be used only for University business and approved activities.
• All drivers of University vehicles must be properly authorized annually through the driver authorization process.
• Drivers must have a valid driver’s license.
• If the license of an authorized driver is revoked or suspended, the driver must notify his/her supervisor immediately and the authorization will terminate.
• All drivers of 15-passenger vans must complete van safety training on an annual basis before they can be authorized to drive one of these vehicles.
• Drivers must sign the vehicle in and out.
• No alcoholic beverages or drugs shall be taken into the vehicle.
• No alcohol or drugs shall be used before driving a vehicle.
• Seat belts must be worn by drivers and all passengers.
• All traffic rules must be observed and adhered to at all times.
• No smoking is allowed in the vehicle.
• When the vehicle is left unoccupied, it must be locked.
• The vehicle, along with the keys, credit card, and the “Request for Use” form, must be turned in to the Physical Plant Office as soon as the trip is completed.
• In the event of an accident, follow the procedure established for handling and reporting accidents.
• If the vehicle needs maintenance, it should be reported immediately to the Physical Plant Office.
• All trash must be removed from the vehicle when the trip is completed. (A minimum $10 cleaning fee will be charged if a vehicle is returned in unsatisfactory condition.)

Provide the following:

• A description of the accident or incident utilizing diagrams and including damage to vehicles involved with an estimate of costs.
• A description of all suspected personal injuries.
• Include the driver’s name, address, and license number.
• A list of passengers and witnesses.
• Other details such as the time of day and road conditions. A narrative report should be used to report the accident.

• Stop.
• Aid the injured, if feasible.
• Call a doctor/ambulance, if needed.
• Call Police.
• Warn other traffic (flags, safety triangle, etc.).
• Do not move injured persons unless they are threatened by fire or other dangers common to a crash site.
• Keep the injured lying or sitting down until medical aid arrives.
• Make the injured person(s) as comfortable as possible.
• Give your name, address, and registration number, and show your driver’s license to other persons involved.
• Make no statements concerning the accident to any persons other than police officers.
  Report all accidents.
• If you hit a parked auto or injure a domestic animal, you must try to locate the owner or notify the police.

Driving practices that lead to undue wear and premature failure of a vehicle and its components.

• Engaging starter too long at one time.
• Excessive acceleration of a cold engine.
• Operating overheated engine.
• Operating engine with low oil pressure.
• Racing engine.
• Failure to keep checking on instrument panel gauges.

2.  Clutching Errors

• Slipping the clutch.
• Riding the clutch.
• Snapping the clutch.
• Depressing clutch pedal and drifting.

3.  Errors in Shifting Gears

• Starting in the wrong gear.
• Rapid acceleration from stops.

4.  Errors in Use of Brakes

• Failure to fully release hand brake when moving.
• Abrupt stops.
• Delayed braking.
• Excessive brake applications.

5.  Errors in Tire Care

• Operating with flat or under-inflated tires.
• Driving over curbs, objects, and into potholes.
• Rubbing tires against curbs in parking.
• Letting air out of tires “for better traction.”
• Excessive spinning of tires on ice and snow.
• Unnecessary skidding of tires in braking.

6.  Lack of Maintenance Responsibility

• Driving unit even though it needs repairs.
• Failure to write up defects and repairs needed.
• Abuse of vehicle interior.

Common courtesy should always be demonstrated when driving a vehicle. The following items could harm the University’s good public image, and therefore, should be avoided.

1.  Errors in speed control

• Exceeding the speed limit and passing motorists who are abiding by the law.
• Speeding through towns, restricted speed zones, and residential areas.
• Driving unnecessarily slow and backing up traffic.

2.  Errors in following

• Following another vehicle too closely.
• Failure to dim lights at night.

3.  Errors in passing

• Passing when unnecessary.
• Cutting in too sharply after passing.

4.  Errors in lane use

• Crowding center line
• Taking up two lanes.
• Drifting across lane dividers.
• Weaving from one lane to another.
• Use of the wrong lane for speed or proper traffic flow.

5.  Errors that obstruct traffic

• Blocking crosswalk.
• Double parking.
• Not providing an opportunity for traffic build-up to pass.

6.  Errors in noise and consideration

• Unnecessary use of horn.
• Racing engine to hurry pedestrians across the intersection.
• Splashing pedestrians in wet weather.
• Excessive radio volume.

7.  Turning Errors

• Turning from the wrong lane.
• Failure to let oncoming traffic clear before turning left.
• Over-running curb on right turns.
• Abrupt turn on slippery road surface leading to skid.
• Failure to signal an intention to turn.

8.  Stopping Errors

• Failure to make a smooth gradual stop.
• Failure to stop in time.
• Abrupt braking on slippery road surface leading to skid.

9.  Parking Errors

• Parking in unsafe or illegal places.
• Parking with the front or rear of the vehicle protruding into traffic.
• Failure to properly secure the unattended vehicle.

10.  Specific Signaling Errors

• Failure to signal.
• Signaling too late.
• Wrong signal.

11.  Errors in Clearance Judgment

• Failure to check clearance when backing.
• Failure to check top clearance.
• Failure to yield space in any traffic encroachment.

12.  Errors in Observation

• Failure to observe an object or pedestrian in the path of a vehicle.
• Failure to observe traffic at the rear of the vehicle while moving.
• Failure to anticipate parked vehicles pulling out.

13.  Lack of Personal Control

• Inattention or distraction.
• Driving while drowsy.
• Reacting emotionally to driving situations.
• Driving under the influence of alcohol or drugs.
• Driving while ill.

14.  Lack of Knowledge and Awareness of Vehicle and Route

• Failure to inspect the vehicle (before, during, or after a trip).
• Being unfamiliar with the vehicle.
• Being unfamiliar with the route.