Capital University. Policies Governing the Use of University Owned, Rented or Leased Vehicles

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1 Capital University Policies Governing the Use of University Owned, Rented or Leased Vehicles The safety of Capital students, faculty, staff and the public is a central concern of Capital University. The policies governing the use of University owned rented or leased vehicles by students, faculty, and staff are designed to support the safety of vehicle occupants and prudent use of the vehicles. Approved Drivers Faculty / Staff In order to drive, faculty/staff drivers must have a valid state driver s license, complete the Driver History Form and sign a Vehicle Use Agreement. Students In order to drive a university fleet vehicle must: Be at least 19 years of age Have a valid state driver s license and submit a copy for Public Safety records. Complete and sign a Driving History & Vehicle Usage Agreement form. To drive a van they must successfully complete a supervised road test to demonstrate a good practical knowledge of the driving skills needed to drive a 12 passenger van. Each request for a student to become a driver of a university owned, rented or leased vehicle must be authorized by a university faculty, staff, organizational advisor or budget control officer. Each request for the use of a university owned, rented or leased vehicle must be made in writing or via to public safety by the university faculty, staff organizational advisor or budget control officer assuming the responsibility for the "official status" of the trip. University owned, rented or leased vehicles Prior to each trip a Vehicle Usage and Passenger Log form must be filled out and signed by the faculty, staff, organizational advisor or budget control officer assuming the responsibility for the "official status" of the trip. This will include the names and contact numbers of all passengers aboard the vehicle. If the trip will result in an overnight stay then for emergency contact reasons an itinerary must be attached. Keys to a requested vehicle will not be released without the full completion of all of the above requirements and information. If you are driving a commercially rented vehicle it is not necessary to purchase the additional insurance from the car rental agency. When renting the car for business related to Capital University, the University s policy automatically provides coverage. If the vehicle is rented for personal use, the driver s personal coverage is primary. The rental and/or use of 15 passenger vans is strictly prohibited 1

2 Any individual who drives his or her personal vehicle to an activity assumes all responsibility for the safety of himself/herself as well as any passengers. The University bears no liability for student use of personal vehicles. Length of Eligibility Faculty/staff with a clear driving history will be allowed to drive vehicles owned, leased or rented by the University for a period of 4 years from the date of approval. Students who successfully complete the driving requirements are approved to drive by the Department of Public Safety for a period of 2 years from the date of approval. Reapplications After Denials A person whose application has been denied for any reason may reapply one year from the date of the most recent denial. Driver Responsibilities Driver must have with them a current valid drivers license whenever driving a University Vehicle. Drivers shall be alcohol and drug free. This includes prescription and non-prescription drugs that may impair a driver s judgment or other faculties. Do not load the rear compartment of the vehicle (the area behind the last row of seats) with more than 50 lbs. Excess weight over the rear axle is strictly prohibited. Drivers may not drive more than six hours a day and no more than three consecutive hours without at least a fifteen (15) minute break between driving periods. All trips over six hours driving time require at least two approved drivers. Drivers are responsible to insure that the vehicle is used for University business only. Drivers are responsible for inspecting the vehicle prior to their departure. Any new damage not listed prior to departure is the responsibility of the driver or organization to which the vehicle has been signed out. Drivers must only transport the number of persons for which there are seatbelts in the vehicle. All persons must wear their seatbelts. Drivers must observe all State, and Municipal laws and regulations. Drivers are personally responsible for any traffic citations (tickets) that may be issued as a result of operating a University vehicle. Drivers can refuel using the BP gas card provided in the zipper pouch of each fleet vehicle. After refueling the card should be returned to the zipper pouch along with the purchase receipt. The driver is responsible for the card and will sign it in and out with each use. Drivers are not permitted to use cell phones or use earphones or ear buds while driving. Drivers must not drive when driving conditions are hazardous (this includes but is not limited to fog, heavy rain, snow or ice conditions). Transporting hitchhikers or other unauthorized passengers is prohibited. Drivers are responsible for checking and locking their vehicle when parked and unattended. 2

3 Road Emergency Procedures University Fleet Distance Limits University owned vans are not permitted out of the state. All out of state travel must be done in a van rented from an approved university vender. Accidents Should an accident occur a report must be filed with the police department holding local jurisdiction. Drivers must report all accidents to the Capital University Public Safety Office ( ) within 24 hours. Any accident involving personal injury or a vehicle requiring a tow must be called in to the Public Safety Office immediately. Accidents not completely reported to the Public Safety Office within the allotted 24 hour period will result in a deductible of up to $ being applied to the organization or department for non-compliance. Drivers that fail to contact the Public Safety Office within 24 hours will lose their university driving privileges for one year. Furthermore the Department of Public Safety will review the accident report to determine whether driving privileges should be suspended. If a person s driving privileges are suspended, he or she may apply for reinstatement 12 months from the date of the suspension. Equipment Breakdowns Prior to Pick-up - Unfortunately, vehicle breakdowns are unavoidable. If a vehicle that has been reserved is unavailable due to repairs or safety problems, the coordinator will attempt to find another fleet vehicle for the group. This may not always be possible and the person or group may need to contact the current university provider and rent a vehicle(s). On weekends, Public Safety has limited means to replace a vehicle that has broken down. Public Safety will try to move that group into another fleet vehicle that is not being used, or attempt to contact and inform the effected party of the problem. Breakdowns On the Road If a fleet vehicle should breakdown off campus, the driver will notify the Department of Public Safety at This number can be called 24 hours a day. Public Safety will determine, in consultation with Facilities Management, and based on the location of the vehicle, the time of day and the circumstances of the breakdown, what action should be taken such as towing or repair service. University fleet vehicles are not covered by a roadside service agreement. Drivers are not authorized to have repairs made without consultation with Public Safety. The university will not reimburse any driver who has unauthorized repairs made to a university vehicle. Any expense incurred for unauthorized repairs, alternate transportation or lodging is the responsibility of the individual or the department for whom she/he is driving. 3

4 University Fleet Rates and Charges University Fleet Vehicle.58 per mile If a reserved University fleet vehicle is no longer required by a department or organization they must inform the Public Safety Office in a timely manner so the vehicle can be reassigned. If a University fleet vehicle cannot be returned as scheduled it is the responsibility of the department or organization to inform the Public Safety office in a timely manner. Failure to do so will result in a ten dollar ($10.00) per vehicle late charge. If a University department/organization while using a fleet vehicle looses the vehicle binder or any of its contents they will be charged the following: Lost keys Cost of replacement Lost gas card Lost book Lost Emergency Kit University fleet vehicles are not to be returned with less than one half of a tank of gas. University fleet vehicles should be returned clean and free of litter. Departments/organizations returning a littered University fleet vehicle will be billed a ten-dollar ($10.00) cleaning charge. Failure to turn off any interior or exterior lights or electrical devises that cause the draining of the battery will result in five-dollar ($5.00) jump charge. If a fleet vehicle is used for a campus event and Public Safety is asked to furnish a driver there will be a forty dollar ($40.00) charge for any part of the first four (4) hours and ten dollars ($10.00) for each additional hour. 4

5 Distances to various Ohio Colleges and Universities School Name Miles from Capital Ashland 85 Baldwin-Wallace 112 Bowling Green 104 Case Western 135 Cleveland Art Inst 130 Cleveland State 124 College of Wooster 77 Defiance 118 Denison 28 Heidelberg 84 Hiram 133 John Carroll 124 Kent State 117 Kenyon 41 Marietta 86 Miami 102 Mount Union 117 Muskingum 66 Oberlin 100 Ohio Northern 70 Ohio U 67 Tiffin 81 U of Akron 107 U of Dayton 62 U of Findlay 80 Rio Grand 82 Toledo 120 Wilmington 57 Wittenberg 43 Xavier 105 Youngstown State 143 5

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