4.25 - Use of University Vehicles Policy

Comment on Policy

4.25.1 - AUDIENCE

All University employees authorized to operate a University Vehicle.

4.25.2 - PURPOSE STATEMENT

4.25.3 - DEFINITIONS

University Vehicle: Any vehicle owned or leased by Thomas More University.

4.25.4 - THE POLICY

Thomas More University maintains vehicle(s) for usage by employees for University approved business.

All employees must hold a valid operator’s license and are required to obey all traffic regulations while operating a University vehicle. Use of the University owned vehicle must also conform to the approval procedures and use guidelines set forth in the Procedures section of this Policy.

4.25.5 - RELATED POLICIES AND APPLICABLE LEGAL OR ACCREDITATION STANDARDS

Background, Reference, and Verification Screens Policy

4.25.6 - PROCEDURES

I. Authorized Driver Approval Procedures

Drivers of University Vehicles must be over eighteen years of age and authorized by the Campus Safety Office.  To receive approval, the driver will be required to complete a DMV/Driving Record Check by Human Resources in accordance with the Background, Reference, and Verification Screens Policy to ensure that the driver has a valid and active driver’s license for the class of vehicle they will be operating.  

The DMV/Driving Record Check will be conducted annually by Human Resources for all approved drivers whose job description requires the regular use of a University Vehicle.  Other users whose positions do not require the regular use of a University vehicle will participate in an DMV/Driving Record Check at the time of the initial request to use the vehicle.   A successful DMV/Driving Record Check is valid for one calendar year.  Therefore, all operators of a University Vehicle will be required to participate in DMV/Driving Record Check once a calendar year.

II. Vehicle Request Procedures

1. All requests for a University vehicle must be submitted in writing to Campus Safety at least 24 hours in advance by the director or the head of the department making the request.
2. The employee will complete a pre-check out form prior to being issued the vehicle keys.
3. The vehicle must be returned in the condition in which it was checked out, including fuel level.
4. A copy of the issuance log will be maintained by Campus Safety.

III. University Vehicles Use Guidelines

1. Employees may not use the University’s vehicles for personal purposes without prior approval of their supervisor.
2. Employees must take care to protect the University’s vehicles from loss, damage, and theft.
3. Employees must comply with all laws and be insurable under the University’s insurance carrier’s standards when using any vehicle, the University’s or personal, for the University’s business. An employee may not operate any vehicle for the University’s business when any medical condition prevents the employee from operating it safely. 
4. Employees must report immediately to their supervisor, the Director of Human Resources and appropriate authorities all accidents and legal violations that occur with a University vehicle.
5. While using a vehicle for the University’s business, employees must avoid using a cell phone while driving and whenever possible stop the vehicle before using it. If using the cell phone without stopping is unavoidable, employees must use hands-free options and exercise extreme caution.  At a minimum, employees must comply with the cell phone laws of the jurisdiction in which they are operating a University vehicle.  

4.25.7 - REFERENCING THE POLICY

4.25.8 - HISTORY

This is a new policy.

4.25.9 - APPENDIX

There are no appendices to this Policy.

4.25.10 - APPROVALS

Laura Custer, Director of Human Resources

Bill Wilson, Director of Campus Safety

Rob Munson, Chief Financial Officer

Dr. Kathleen Jagger, Acting President