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University Vehicle Policy

Boise State University Policy #: 9040
Effective Date: January 2015

Purpose:
To provide direction for employees who use motorized vehicles for business purposes.

Additional Authority:
Idaho Code § 67-7101
Idaho Code § 49-619
Idaho Code §49, Chapter 6
Idaho Code § 18-3309
Idaho State Board of Examiners Policy No. 442-50, State Travel Policy and Procedures,
Section 9, Use of State Vehicles
University Policy #6180 Travel
University Policy #9110 Smoke-Free Campus
University Policy #7005 Background Investigations
University Policy #12080 Possession of Firearms/Weapons on University Owned or Controlled Premises

Scope:
Applies to all university employees who drive motorized vehicles while on official university business. Does not apply to employees who use vehicles controlled by Boise State under the terms of a Ride Share program.

Responsible Party:
Vice President for Campus Operations, 426-1233

Definitions:
Authorized Driver or Driver – The owner of a valid operator’s license who, where required, has successfully completed the training requirements for University Vehicle operators as outlined in section III below.

Department Vehicle – A University Vehicle not belonging to Motor Pool; owned by a specific unit or department.

Motor Pool – A collection of University Vehicles not specifically assigned to a department; intended to provide vehicle access to Drivers requiring temporary or infrequent use.

Official University Business – An activity or support function that directly carries out Boise State’s mission of instruction, research, and service.

University Vehicle – A vehicle owned, leased, or otherwise under the control of Boise State University.


POLICY

  • I. Policy Statement
  • Safety is the number one priority for university employees who acquire, operate or maintain motor vehicles for Official University Business.
  • II. Acquisition
    • A. Consideration to Boise State’s mission and purpose will be given when selecting a vehicle for the university’s use. Whether purchased or donated, the following considerations must be weighed prior to acquiring a new University Vehicle:
      • 1. Whether the vehicle meets the university’s environmental standards.
      • 2. Whether a non-motorized or existing Department Vehicle could be reassigned to meet the need.
      • 3. Whether the vehicle is the most appropriate for the intended purpose.
      • 4. Whether any additional equipment or options may be needed for the intended use.
      • 5. Whether there will be additional costs to place the vehicle into service.
      • 6. Whether ongoing possession of the University Vehicle or a comparable rental would be more cost-effective.
    • B. Regardless of funding source, all University Vehicle acquisitions must be approved by the appropriate Vice President and inspected and certified by the fleet maintenance shop. The Fleet Manager or his/her designee shall provide written certification that vehicles have been inspected and added to the inventory.
    • C. The Fleet Manager in consultation with the Office of Risk Management and Insurance (RMI) must ensure the vehicle is added to Boise State’s Auto Insurance Schedule.
  • III. Operation
    • A. Philosophy: Vehicles must be operated only by Authorized Drivers, in the safest possible manner, and in a way that reflects a positive image of Boise State University.
    • B. Vehicle Guidelines
      • 1. University Vehicles are authorized for:
        • a) Official University Business for which travel expenses have been authorized. See University Policy #6180 (Travel) for more details;
        • b) Travel directly associated with instructional programs of the university, including field trips, grant program administration, and approved non-academic activities; and
        • c) Professional meetings by university-authorized personnel or representatives, such as the Idaho State Board of Education, university-approved associations, and recognized student organizations.
        • It is the responsibility of the approving department, the Driver, and his or her supervisor to ensure the vehicle is used only for these purposes.
      • 2. To reserve a University Vehicle from the Motor Pool, fill out the Motor Pool Authorization form.
      • 3. University Vehicles may not be parked at air terminals or similar locations for long periods of time.
      • 4. University Vehicles must be properly returned to Facilities, Operation and Maintenance (FOAM) or the home department immediately after trip completion. Return procedures are maintained by FOAM personnel.
      • 5. For all vehicles, university brand standards must be followed. Contact the University brand committee for more information.
    • C. Driver Guidelines
      • 1. Drivers will follow all relevant traffic safety laws and exercise the highest standards of safety when operating a University Vehicle. This includes not smoking in University Vehicles per university policy #9110 (Smoke-Free Campus).
      • 2. Weapons are prohibited in University Vehicles per university policy #12080 (Possession of Firearms/Weapons on University Owned or Controlled Premises).
      • 3. An Authorized Driver who has had their operator’s license revoked must report the incident to their supervisor and RMI.
      • 4. Responsibility for traffic and parking citations belongs to the cited Driver, who must report any citations to Human Resource Services (HRS) who will then share information with the Driver’s supervisor.
    • D. Driver Qualifications
      • 1. HRS conducts motor vehicle record checks for Drivers with high vehicle use.
        • a) Those who drive fifty (50) percent or more of their shifts must have motor vehicle checks conducted annually.
        • b) Those who complete any mandatory university sponsored training but drive less than fifty (50) percent of their shifts must have motor vehicle checks conducted every three (3) years.
      • 2. Drivers who operate Department Vehicles must have motor vehicle record checks conducted every three (3) years. Supervisors must maintain a list of employees who drive Department Vehicles and contact HRS with motor vehicle record check requests.
      • 3. Department chairs/heads, or unit business managers must obtain proof of motor vehicle insurance on all Drivers who operate personal vehicles on Official University Business. Proof of insurance must be kept on file in the unit or department.
    • E. Driver Disqualifications
      • Drivers are no longer authorized to operate University Vehicles if they:
      • 1. Accumulate high points on their driver’s license record, or receive a conviction, plea of guilty, withheld judgment, or other determination of fault (“Conviction”) for an alcohol or drug-related offense while driving within the past (3) years; or
      • 2. Are disqualified pursuant to University Policy #7005 (Background Investigations).
    • F. Driver Training
      • 1. University Vehicle training is jointly administered and maintained by the Office of Environmental Health, Safety and Sustainability (EHSS) and RMI. Together, they provide a training directory and schedule for the various types of University Vehicles. Contact EHSS for University Vehicle training requirements.
      • 2. It is the responsibility of the department and unit heads to assess the departmental need for training, encourage employee participation, and notify EHSS of departmental/employee requirements.
    • G. Accident Reporting
      • 1. If any University Vehicle is involved in an accident, refer to the State of Idaho Accident Report Guide, the proof of insurance card, and the Citizens Claim form located in the glove box. The Driver must report the accident to RMI immediately.
      • 2. Upon evaluation of an accident insurance claim, RMI will notify the employee, his or her supervisor, and the appropriate department of the requirement to attend defensive driving training.
  • IV. Maintenance
    • A. To ensure safe and reliable transportation, all University Vehicles including department vehicles must be managed and maintained as per best practices outlined in Boise State’s fleet maintenance program.
    • B. Regardless of whether a Motorized Vehicle resides in the Motor Pool or is a Department Vehicle, fleet maintenance is responsible for maintaining necessary records and documents pertaining to the operation of the vehicle, and for ensuring each vehicle is in compliance with operational and safety requirements according to state, local, federal and internal laws, rules and regulations.
    • C. The Fleet Manager may remove a vehicle from operation if repairs are necessary to satisfy minimum safety and liability requirements. All maintenance and repair costs for Department Vehicles may be charged back to the relevant department.
    • D. The Fleet Manager will maintain the inventory of fuel cards.
  • V. Disposal
  • At some point, vehicles cost more to maintain than they are worth. Therefore, the Fleet Manager shall be responsible for:
    • A. Procedures for disposing of or repurposing Vehicles,
    • B. Removal of Vehicles from service, and
    • C. Enforcement of the Minimal Use Standard, under which University Vehicles must be driven at least 125 miles quarterly or 500 miles annually. Contact the Fleet Manager for exceptions to the Minimal Use Standard.
  • VI. Fifteen-Passenger Vans
  • According to the National Highway Traffic Safety Administration, passenger vans carrying fifteen persons including the Driver can be particularly dangerous. Therefore, extra caution must be taken in the acquisition, operation, driving and maintenance, of these Vehicles. Anyone on campus working with fifteen-passenger vans should read and follow the safety tips from the National Highway Traffic Safety Administration (NHTSA) on Fifteen Passenger Van Safety.