A D M I N I S T R A T I V E P O L I C Y

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1 TITLE: VEHICLE USE POLICY APPROVED: July 1992 REVIEWED: December 2, 2002 April 11, 2006 December 8, 2008 NEXT REVIEW: RESPONSIBILITY: Director, Campus Operations APPENDICES: CROSS-REFERENCE: Clean Air Policy Approval of Travel and Reimbursement of Associated Expenses Policy Field Trip Policy P O L I C Y S T A T E M E N T : Grande Prairie Regional College operates a fleet of vehicles for the purpose of enabling authorized personnel to carry out business and education functions supported by the College. The Director of Campus Operations is responsible for the management of all fleet vehicles in accordance with approved administrative policies, procedures, directives, intra-provincial operating authority, insurance guidelines and the laws of the land. P U R P O S E : To ensure the safety and protection of all users of the College Fleet. S C O P E : This policy applies to all individuals requesting the use of a College Vehicle. D E F I N I T I O N S : Alberta Transportation is the authority that governs the permissions of the college fleet under the provisions of the Traffic Safety Act. Page 1 of 5

2 P R O C E D U R E / G U I D E L I N E S : 1. ELIGIBILITY 1.1. College business is defined as an action required as a representative of Grande Prairie Regional College supported by Grande Prairie Regional College and priority of use will be given in the following order: GPRC Educational activities Recognized GPRC recreation and GPRC student and collaborative student groups Administrative use Professional Development Low priority user bookings may be cancelled in favour of higher priority group up to two weeks prior to the date of departure of the pre-empted party. In the event that no fleet vehicles are available, the requesting department will be responsible for renting or paying mileage for private use as per the Approval of Travel and Reimbursement of Associated Expenses policy. This includes any costs for cab fares All drivers must consent to a yearly driver s abstract and be registered through the office of Campus Operations. This is a requirement of the operating authority and drivers with seven or more demerits will not be allowed driving privileges. Drivers with a history of traffic violations (three or more traffic violations in the past three years) may be denied driving privileges, at the discretion of the Director of Campus Operations. Costs for abstracts are a department cost For insurance purposes, all drivers are required to produce a valid driver s license prior to receiving keys to any College vehicle Passenger Buses - Drivers must have a class 1, 2, or 4 license to drive a 21-passenger van (20 passengers plus driver). Class 4 drivers will require additional training prior to using the 21 Passenger Bus as determined by Campus Operations. (e.g., 2 hours orientation/evaluation) 1.5. Mini Vans, Cars, ½ Ton Trucks - class 1, 2, 3, 4 or 5 are acceptable. Completion of a professional driver improvement training course is recommended Drivers must be registered with the College s insurance company PRIOR to operation of College vehicles. Registration requiring name, driver s license number, class of license and signature will be made through the Office of Campus Operations. A current list of registered drivers will be kept on file in the Office of Campus Operations. INSURANCE 1.7. The College has secured insurance coverage covering collision, theft, fire and other hazards together with public liability. The College s insurance covers all College personnel and students traveling on College business. Page 2 of 5

3 2. MAINTENANCE A D M I N I S T R A T I V E P O L I C Y 2.1. All vehicles owned by Grande Prairie Regional College will be serviced every 30 days or as required All minor maintenance and repairs will be performed by qualified College personnel (e.g. replacing headlights, taillights and lenses for such lamps, oil changes and lube, motor and heater fans, belts, wipers, batteries and fluids). A certified mechanic will complete major work Should a vehicle require minor repairs; such as towing, tire repairs, fuel pumps, water pumps, etc., while on a trip, the driver should locate the most suitable repair shop at the location and have the work completed and submit the costs to Campus Operations at the return of the trip for reimbursement. The College has an account with Fountain Tire Ltd. If there are any mechanical problems with the vehicle while on a trip, take the vehicle to any Fountain Tire shop in Canada. Major mechanical problems must be left to Campus Operations to repair (i.e. motors, transmissions, and any component that will have a major effect on the safe mechanical operation of the vehicle). This may require towing and or pickup of the vehicle by Campus Operations from the out of town location. A purchase order will be issued by Campus Operations to cover such costs The 21 passenger buses are required to have a Government Safety Inspection completed every 6 months by an approved Government Vehicle Inspection Service Center Vehicle problems must be recorded and returned to Campus Operations with the keys. All problems will be assigned to the Grounds Technician for repair Vehicle abuse and vandalism, by the users, are the responsibility of the user group at the time and will be reported to the Dean or Director along with associated costs for payment. Departments will be charged a fee for: excessive wear and tear or damage on a fleet vehicle as well as repairs resulting from negligence cleaning unusually dirty vehicles as well as special detailing to remove interior spills, smells etc. A fee of $50.00 will be charged for this service replacement of lost keys All vehicles will be equipped with the following: flares, flashlight, snowbrush, emergency kit and an Emergency Procedures Sheet. Page 3 of 5

4 4. ACCIDENTS A D M I N I S T R A T I V E P O L I C Y In the event of an accident: 4.1. As soon as possible, notify Campus Operations at ( ) or Campus Security at after normal hours, and they will notify the Director, Campus Operations Do not assume responsibility/fault or sign any type of release form Complete an accident report form as supplied and stored in vehicle glove box or inside door pocket File a written report with the Director of Campus Operations within 24 hours All vehicle accidents will be reviewed by the Health & Safety Committee for recommendations on possible avoidance of similar accidents or recommended training. 5. RULES OF OPERATIONS A current copy of the Vehicle Use Policy will be provided to all drivers when they register with Campus Operations and a copy will be kept in each vehicle for future reference The driver will be responsible for discipline and passenger conduct while traveling The driver will be responsible for not transporting more passengers than the seat belt capacity in each vehicle When a vehicle is taken out, the driver will be given an approved Vehicle Request Form where the mileage and vehicle problems can be recorded. The start and end mileage must be recorded by the driver. A space for recording any problems with the vehicle is on the bottom of the sheet Divisions using vehicles shall pay all normal operational costs incurred during any trip for their Division. Fuel credit cards can be signed out through the Office of Campus Operations for each trip. All credit card purchase slips must be retained by the driver and handed over to the Divisional Head for coding and furtherance to Financial Services. This is essential for Divisions who will have charge breakdowns within their Divisions The driver will ensure that the vehicle is properly maintained and that any maintenance requirements and damages are reported to Campus Operations Absolutely NO ALCOHOLIC beverages are to be consumed or illegal substances conveyed in College vehicles Drivers under any medical treatment requiring prescription medication that may affect their driving ability are not permitted to drive The use of radar detection devices is NOT permitted. Page 4 of 5

5 5.9. The driver will refuel the vehicle, remove all garbage from the vehicle and return it to the designated stall at the completion of each trip Each group authorized to use College vehicles shall, in its application, acknowledge responsibility for the observance of the regulations; the driver shall assume this responsibility. Vehicles are not to be used for private use Out of province trips for 21 passenger buses require a special operating permit (Single Trip Operating Authority) from Alberta Transportation. Two weeks lead time should be provided when booking out of province or out of country trips, to allow time to obtain the permits. All out of province and out of country travel requires the approval of the Vice-President prior to booking Each driver of a 21 passenger buses will complete and update a driver s log book for trips of 160 km or more outside of Grande Prairie Vehicle request forms must be approved by the supervisor, administrative assistant in some cases or chairperson of the individual requesting the vehicle prior to use of the vehicle The maximum period for which any one individual may book a vehicle is five days unless special arrangements have been approved through Campus Operations Unauthorized Drivers/Passengers - The College s insurance company requires that only approved drivers are authorized to drive College vehicles. Divisions using College vehicles are expected to supply their own driver. Unnecessary passengers are not encouraged by the College insurance plan. Hitchhikers are not permitted in vehicles at anytime A valid license from outside Alberta is acceptable for the first three months of residency only. You must apply for your Alberta license and surrender your old license before this time period expires Smoking in College vehicles is not permitted as per Clean Air Policy The authorized driver and/or department are responsible for any vehicle violations and parking tickets during their booking. Should the College pay the ticket to avoid additional charges, such costs would be billed back to the driver responsible for payment. In the event that the driver does not pay these charges, their right to drive College vehicles may be suspended. Page 5 of 5

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