UNIVERSITY VEHICLES

1. May be used for authorized trips only. Any State vehicle has to have at least one staff member present. Scheduling for all University vehicles is done through the Shipping and Receiving Office.

2. Authorization for the use of a State vehicle will be based on the following:
   1. Athletic schedules will have priority if their request is turned in before the beginning of the term to cover their scheduled athletic contests during that term. If the schedules are not turned in at the beginning of the term, they will be served on a first come, first served basis.

   2. All use must be for the convenience of the University.

   3. Personal use is prohibited.

3. Vehicles will only be given by employees or agents of the University who are holders of a valid drivers license. Approval to drive vehicles on University business must be obtained from Facilities and Planning. Driving record information for all drivers will be verified with the Department of Motor Vehicles. Persons with physical impairment which might cause them to have problems operating a vehicle safely or having questionable driving records and citations for alcohol or other drug abuse will be prohibited from driving vehicles on institution-approved business. Facilities and Planning Office and the Shipping and Receiving Department will maintain a current list of all approved drivers.

4. When an employee uses his/her private vehicle on an authorized trip, the employee shall be reimbursed at the prevailing rate.

5. It is the responsibility of the driver of a vehicle to insure every passenger in the vehicle uses a safety belt--there must be a safety belt for every passenger.

6. University Motor Pool vehicles are equipped and maintained to meet or exceed State of Oregon standards. It is the responsibility of the Motor Pool to verify before every trip that a vehicle is safe to operate and is equipped with the following safety devices:
   emergency reflector kit and/or flares
   1. ice scraper

   2. flashlight

   3. first-aid kit

   4. accident reporting forms and instructions for handling emergencies

   5. tire chains or other approved traction devices when required by weather conditions.

   The "car book" supplied by Facilities and Planning also includes credit cards for gas, oil and emergency repairs and instructions to be followed if repairs are needed or there is an emergency--and must be signed by the driver. The Motor Pool staff is responsible for insuring that the vehicle is in safe operating condition and that all emergency items are in the vehicle. The Motor Pool staff should be notified if a vehicle is not in safe operating condition or if any of the above items are missing before the trip commences so that the vehicle can be repaired or missing items supplied. Any problems that develop with a vehicle during a trip that would cause it to be unsafe to operate must be repaired--see instructions in "car book." All problems with a vehicle, no matter how minor, must be reported on the mileage report form included in the "car book" so they can be attended to by Motor Pool staff. Vehicles are inspected and serviced by Motor Pool staff after each trip.

   Private vehicles used on State business should be maintained in a safe operating condition and carry all safety devices set forth in this section.

   Vehicles loaned to the University must meet the State of Oregon safety standards. Loaned vehicles must be inspected by Motor Pool staff and the approval of the Vice President for Administration and Finance must be obtained before used.

7. It is the responsibility of the driver to operate the vehicle in a safe manner. The maximum speed is posted and any driver of a State vehicle exceeding the speed limit may assume the responsibility in case of an accident resulting from speeds exceeding the posted speed limit. Individuals who receive a police citation while driving a State car shall be subject to disciplinary action and/or have their driving privileges revoked. Alleged law infractions and other complaints reported by citizens in regard to state owned vehicles will be investigated.

8. Group travel involving students: Trip itinerary information must be included on the Travel Authorization form and should specify approximate departure and arrival times. A list of students traveling on field trips and other extra-curricular activities or to athletic events must be filed with the Travel Authorization form. Information to be included on the student list include the name, address, and telephone number of the person to be notified in the event of an emergency. This list will be forwarded by the Accounts Payable Office to the Vice President for Student Affairs. Student Travel Information forms are available in School and unit offices.

   The names of all drivers must be included on the trip itinerary. Provisions must be made for the use of relief drivers during long trips. Please allow adequate time to research driving records through the Department of Motor Vehicles if alternate drivers have not previously been approved by the Vice President for Administration and Finance.

9. In the event of an injury accident, the following authorities are responsible for contacting relatives of travelers and must be notified immediately:
   
   
   

   Person Responsible	Traveler	Telephone
   Vice President for Student Affairs	Student Injuries	962-3635
   Vice President for Administration and Finance	Employee Injuries	962-3773
   President	If unable to contact Vice President for Student Affairs or Vice President for Administration and Finance	962-3512

   
   
   

   All accidents must be reported promptly following procedures outlined in the information included in the "car book."

10. Lectures, classes, athletic contests, field trips and other extra-curricular activities will be canceled when vehicle or weather conditions create unacceptable risk to the health and safety of vehicle passengers.

11. Except in the case of authorized travel such as intercollegiate athletic trips, musical group tours, or other student activities which requires travel across state borders, no State vehicles will be used for travel outside of Oregon except for western Idaho, northern California and most of the State of Washington.

12. Passengers (other than one adult family member) are not permitted to ride in University vehicles unless they will be performing duties for the University at the destination. Children and pets are not allowed to travel in State Vehicle at any time.
    
    
    

    [Responsible for Accuracy: Matt Graves, Facilities and Planning Director - Last Verified: 9/1/00]

    
    
    
    
    

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    This on-line page revised February 5, 2001

    Maintained by the Provost's Office.