UNITED TRIBES TECHNICAL COLLEGE Policy Approval Request
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1 1 UNITED TRIBES TECHNICAL COLLEGE Policy Approval Request Section I: Approval 1. Title: UTTC Transportation Policy 2. Approvals: Recommended for approval by the UTTC Administrative Council: (sign) (date) (print) Chairperson, UTTC Administrative Council of Vice Presidents Approved: (sign) (date) Dr. Leander Russ McDonald, President, United Tribes Technical College 3. Last Review Date for Current Policy: March 22, Authors of this Policy: Bill Gourneau, Vice President Campus Services 5. Tentative Effective Date: May 6, Date the Policy is to be Reviewed: April 5, Department Responsible for Administering This Policy: Facilitites SECTION II: Summary This Transportation Policy covers the objectives that guide UTTC personnel through the process necessary for the use of UTTC vehicles. This policy further directs UTTC vehicle users through new requirements put in place to insure UTTC drivers are aware of safety procedures and restrictions as applied to use of UTTC vehicles. SECTION III: Rationale The development of a Transportation Policy has been long overdue. This specific policy guides readers through the requirements placed upon UTTC employees that use UTTC vehicle for job related activities. The safety and security of UTTC personnel while using UTTC vehicles is most important, and through the development of institution guidelines, objectives, and policies insures UTTC vehicle users of the requirements place of them for better understanding and a safer experience. 1
2 2 SECTION IV: Policy Transportation Policy Policy Purpose The purpose of this policy is to promote the safe operation of United Tribes Technical College (UTTC) owned or rented vehicles and to ensure the safety of UTTC drivers and passengers. Policy Statement UTTC s policy states that each UTTC-owned or rented motor vehicle be operated in a safe and responsible manner. For the purpose of this policy, College Vehicle is defined as one owned or rented by the College. All vehicle operators must possess a valid state driver s license and have a current Defensive Driving Card issued through UTTC. Only approved drivers shall operate a College Vehicle. Any driver found to be in violation of this policy shall not be eligible to operate a College Vehicle until such time that the driver in question has regained approval through the Security and Safety Director. Vehicle Usage UTTC vehicles shall be used only for UTTC business or academic activities in accordance with the UTTC policies. UTTC business is defined as a departmentally approved activity that promotes the mission of UTTC through the areas of academic/non-academic activities, labor and employment, educational and occupational training, service, and Student Life activities, including approved clubs and organizations. Personal use of UTTC vehicles is prohibited. Authorized drivers employees, including part-time and student employees, and registered volunteers are the only individuals authorized to operate a College Vehicle. Students are authorized to operate a vehicle provided they have departmental approval and Defensive Driving Training. All use must be directly related to UTTC business or academic activities. A valid driver s license is required for all drivers. Each driver is responsible for the safe operation of the College Vehicle in their possession and shall observe and comply with all traffic laws. Drivers are personally responsible for all of their traffic violations and fines including parking violations. The rental rate for mileage charged while leasing UTTC vehicles follows ND State Transportation rates for a Compact Utility/All at $.43 a mile. The rental rate is subject to change from year to year. UTTC vehicles must be returned with a full tank of fuel and vehicle s interior must be clean and free of garbage. 2
3 3 No Theodore Jamerson Elementary vehicle (bus or car) will be leased or used without authorization of the Vice President of Childhood Education. When renting a vehicle through a rental agency, do not purchase the rental agency s Collision Damage Waiver. As long as the vehicle is rented and payed for under the name of United Tribes Technical College the vehicle s physical damage is covered under the College s business insurance Driver Responsibilities Present a current and valid state driver s license. Submit a completed Driver s Authorization Application Form for approval for the use of UTTC Vehicle. The authorization application can be found on the UTTC Transportation website at Completion of a driving records check. Please allow sufficient time (at least seven days) to complete a motor vehicle report (MVR) review. Completion of UTTC Defensive Driving program. No manufacturer, College, or Department installed safety device may be altered, modified or disabled by the driver or passenger in a UTTC Vehicle. Any motor vehicle modification including the addition or removal of safety devices must first be approved by the Department of Public Safety. The employee agrees to operate UTTC vehicles in accordance with all laws and UTTC policies. This includes the following requirements: Driver and vehicle occupants must wear seat belts while the vehicle is in operation. Use of all tobacco products is prohibited in UTTC vehicles. Electronic Devices The driver of a UTTC vehicle is prohibited from using a cell phone while the vehicle is in operation unless the vehicle has come to a complete stop and is out of traffic. Furthermore, the driver of a UTTC vehicle that is part of traffic may not use a wireless communications device to compose, read, or send an electronic message. a. Electronic message means a self-contained piece of digital communication that is designed or intended to be transmitted between physical devices. The term includes electronic mail, a text message, an instant message, a command or request to access a 3
4 4 worldwide web page, or other data that uses a commonly recognized electronic communication protocol. b. Traffic means operation of a motor vehicle while in motion or for the purposes of travel on any street or highway and includes a temporary stop or halt of motion, such as at an official traffic-control signal or sign. The term does not include a motor vehicle that is lawfully parked. Departmental Responsibilities Ensure that only approved and properly trained drivers operate UTTC vehicles. Remove from service any departmentally owned vehicles that have become unsafe and have them repaired, or when repair is not feasible, disposed of (by sale or otherwise) immediately. Repair documentation shall be maintained by the Department and a copy submitted to the Public Safety Department. Submit completed Driver s Authorization Application Forms to Transportation and Security for all prospective drivers within the department. The department head or person authorizing a trip will maintain a list of all persons going on the trip. The department will not purchase or approve of the rental of 15-passenger vans for Theodore Jamerson Elementary School students. Enforcement Failure to comply with the procedures detailed in this policy may result in disciplinary action, including but not limited to termination of motor vehicle privileges, and any further action authorized by UTTC s Employee Handbook. Insurance Requirements Vehicle Rental: When renting a vehicle through a rental agency, do not purchase the rental agency insurance. Insurance for the rented vehicle is covered under the College s liability insurance. Personal Vehicle Use: An individual who uses his or her personal vehicle for College business, program, or sponsored activity does so at their own risk. The College does not carry insurance on and assumes no responsibility for any damage to personal vehicles even when used for a college sponsored activity, business, or program. Personal auto insurance is primary and will respond to third party liability including liability for injuries to passengers in the vehicle. 4
5 5 Reporting: Report all accidents to Security and Safety ( , ext. 1300), even if driving your personal vehicle for a college sponsored activity or program. Use of Passenger Vans (10 to 12 passengers) When ten- to twelve-passenger vans are utilized for UTTC authorized travel the following guidelines shall apply: a. Drivers must be 18 years or older and an employee of UTTC. b. Single day total driving mileage per driver should not exceed 10 consecutive hours or 500 consecutive miles. c. Drivers must have completed a Defensive Driving Class and be in possession of a current Defensive Driving card. d. Drivers must have completed a Van Driver s Safety Defensive Driving Class and be in possession of a current Van Driver s Safety Defensive Driving card. c. Submission of a list of approved secondary drivers for trips that may require driving in excess of 10 consecutive hours or 500 consecutive miles. Any questions about the Transportation policy should be directed to Vice President of Campus Services. 5
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