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Fleet Management

It is the mission of Fleet Management to meet and exceed the expectations of the University community. The University maintains a fleet of vehicles for University related operational, educational, athletic, and recreational use. This policy establishes guidelines as to who may use a vehicle and how the vehicle is to be operated.

  • University vehicles may only be operated by current employees or volunteers designated by the University while on official business. Vehicles may only be used for approved University business and activities. (See Approval Process) use of a University vehicle for personal gain or pleasure is strictly prohibited.

  • A University vehicle may be used for the following activities: Transporting employees and students for official University business and activities. Transporting non-employees for official business and activities. If approval is granted to use a University vehicle, drivers must complete the University driver-training program and agree to comply with all University policies related to vehicle safety prior to being eligible to drive and transport other passengers.

  • In order to operate University vehicle the following requirements must be satisfied.

  • Prior to requesting a University vehicle, authorization must be from the employee’s Dean or Director. Students must obtain approval from the Vice President of Student Affairs. Note: Only recognized student organizations or approved structured volunteer programs will be allowed to use University vehicles.

    When a vehicle is to be rented, a request should be made using the Vehicle Request Form, which is to be received by the Fleet Coordinator one week in advance of the date of the trip. If the vehicle is available it will be reserved for the person/group for the needed dates and times. If a vehicle is reserved and not needed, the reservation should be canceled at least 12 hours in advance. Failure to cancel a request will result in the Department being assessed a minimum charge of $25.00. The department will be responsible for all charges related to the vehicle rental.

    1. Vehicles will be prepared for use by the Motor pool attendant.
    2. Each vehicle is assigned a WEX Fuel card which is to be used for normal expenses such as gas and oil. If a problem occurs after business hours please contact the Motor Pool Director at 478-951-3446.
    3. Auxiliary and Support Services is responsible for billing all departments for the use of each vehicle.
  • All persons who operate a University vehicle must have a current, valid driver’s license. Each person approved by his or her Dean Director to operate a university vehicle must have his or her driving record checked by the University’s Police Department. The following process will be used to obtain the record.

    1. Driver Information Forms will be provided to all Department Heads and Directors. The form requests the information recorded on the individual’s driver’s license and contains a waiver authorizing the Department to run the driver’s history. The completed form must be delivered to the Campus Police Department 5 days prior to the vehicle leaving the campus.
    2. The driver’s history will be run by the Campus Police Department through the Georgia Department of Motor Vehicles. Note: Campus Police is only able to obtain Georgia driver’s histories. If an employee has an out of state license or has recently moved to Georgia, it will be necessary to obtain those records from a private vendor. In the event it is necessary to obtain a private vendor, the cost will be charged to the department requesting the history. Prior to running the history, Campus Police will advise the department chair or director of the cost. The driver’s history will be reviewed to ensure that it falls within the parameters established by the University.
    3. If the check shows the driver’s record falls within the established guidelines, the Police Chief will sign off on the form. A copy will be returned to the Department requesting the check, and the Fleet Manager will be notified that the driver is approved to operate a University vehicle. If the check shows a record that demonstrates a history of unsafe driving, Campus Police will notify the Dean/Director and inform him/her that the driver is not approved to operate a University Vehicle.
    4. No driver will be approved if his/her driving record includes the following.
      1. The driver’s license is currently suspended or in revocation.
      2. The driver’s history shows a single conviction for DUI in the last three years.
      3. The driver’s history shows three of the following offenses within the last three years or a combination thereof: Speeding, Reckless Driving, Fleeing and attempting to elude a police officer
    5. Applicants that are denied driving privileges may appeal to the Campus Police Chief if he/she feels the record is inaccurate. The history will be checked again to insure accuracy. Appeals must be filed within 10 business days from the date that permission was denied. Once the applicant has been approved/disapproved, the applicant’s driver’s history will be destroyed. Campus Police will maintain a confidential master list of approved/disapproved drivers and updated copies will be provided to the Office of Risk Management and Auxiliary Services.
    6. Employees who drive university vehicles on a regular basis, their driving record will be reviewed on an annual basis.
    7. All employees/volunteers who routinely operate a University vehicle will notify their Dean/Director and the Campus Police Department if they are cited by law enforcement for any of the offenses noted in section (2d). Failure to do so in a timely manner will result in disciplinary action and/or suspension of driving privileges.
  • Persons authorized to operate University vehicles are responsible for the safe operation of those vehicles.

    1. Drivers will comply with all motor vehicle laws while operating any University vehicle. The driver will operate the vehicle only when it is safe to do so. Only persons approved by his/her Dean/Director will be allowed to ride in the vehicle. Seat belt usage is mandatory for all drivers and passengers in State owned vehicles. If a driver commits a serious infraction of the driving policy, the driver will be suspended with immediate effect. If the vehicle is still at a remote site, the renting department will be responsible for retrieving the vehicle and bringing the passengers back to FVSU.
    2. No alcoholic beverages or illegal drugs may be transported in any University vehicle. Any person who has alcohol in his/her system will not operate a university vehicle. Under no circumstances will the vehicle be operated by a driver under the use of illegal drugs. The vehicle will not be operated if the driver is using prescription drugs which cause drowsiness.
    3. Smoking or the use of any tobacco product is prohibited in any University vehicle which is rented from Auxiliary Services.
    4. University vehicles will not transport more persons than the vehicle was designed to carry. The 15-passenger vans are limited to 12 passengers and luggage.
    5. A driver with a valid Commercial Drivers License (CDL) must operate vehicles designed to carry in excess of 15 persons.
    6. No firearms, ammunition, explosives, or weapons prohibited by Georgia law may be transported in a University vehicle. University police are exempted from this restriction, as are weapons that are associated with University approved athletic or academic competition or events.
    7. University vehicles will not be used to tow and or push another vehicle. University vehicles will not be used for any unlawful purposes.
    8. University vehicles must be picked up and returned to the Fleet Coordinator at the beginning and end of a trip.
    9. The University will not be responsible for loss or damage to personal property stored or transported in University vehicles.
    10. If the vehicle is used on continuous days, the driver will inspect the fluid levels, tires, brakes and lights to ensure the vehicle is road worthy.
    11. The driver, prior to taking the vehicle off campus will inspect the vehicle for damage. All damage will be noted and the Fleet Coordinator informed of the existence and location of the damage. The vehicle must be returned in a reasonably clean manner. Vehicles, which are excessively dirty, will result in a clean-up fee of $25.00 being charged to the renting department. The department will be responsible for all damage sustained by the vehicle while in its possession.
    12. If a driver receives a traffic citation from any law enforcement officer in this state or any other that the vehicle is operated in, the Dean/Director and the Campus Police Department must be notified of the charge once the driver returns to campus. Failure to inform may result in disciplinary action and/or termination of rental privileges.
    13. If a driver becomes incapacitated, Campus Police is to be notified at 478-825-6211 (24-hour emergency number.) Campus Police will provide instructions to the group as to what action is to be taken. A non-certified driver is not to operate the vehicle except under emergency conditions.
  • If a vehicle is involved in an accident, the driver will do the following:

    1. Vehicle Accident / No Injuries The local enforcement agency is to be notified so an accident report can be made. All University personnel will cooperate fully with the officer assigned to investigate the accident. The driver will note the location where the accident occurred, owner(s) of any vehicle(s) involved in the accident, the name and phone number of the agency taking the report, and, if available, the case number assigned to the accident. The driver will notify DOAS Risk Management by calling the Network at 1-877-656-7475 as soon as it is practical to do so. The driver will also provide this information to the Campus Police at 478-825-6532. Campus Police will immediately contact the Office of Auxiliary Services as well as file an incident report, which will be forwarded to Risk Management. The driver shall use his/her best judgment as to the continued safe operation of the vehicle. A determination shall be made as to whether it is safe to continue the trip to the intended destination, return to campus, or have the vehicle impounded. In the event the vehicle is not safe to drive for any reason, the driver, in consultation with the local law enforcement agency, shall make a decision to tow the vehicle to the nearest point of storage until further determination can be made by University officials.
    2. Vehicle Accident Involving Injury(s) and/or death(s). - Driver and occupants will assist the injured as much as possible. The local enforcement agency is to be notified so medical assistance can be obtained and a report prepared. All University personnel will cooperate fully with the officer assigned to investigate the accident. The Campus Police Dispatcher will be called at 478-825-6211. Campus Police will notify the Office of Auxiliary Services. When necessary, the Campus Police (or designee) will form a response team to respond to the scene of the accident. Auxiliary Services will contact the driver's supervisor as well as the Network at 1-877-656-7475. Auxiliary Services will file an incident report, which will be forwarded, to the Risk Management Office. The driver shall use his/her best judgment as to the continued safe operation of the vehicle. A determination shall be made as to whether it is safe to continue the trip to the intended destination, return to campus, or have the vehicle impounded. In the event the vehicle is not safe to drive for any reason, the driver, in consultation with the local law enforcement agency, shall make a decision to tow the vehicle to the nearest point of storage until a determination can be made by University officials as to what will be done.
  • It will be the responsibility of the Office of Auxiliary Services to coordinate all claims that may arise from any automobile accident with the Department of Administrative Services, Risk Management Services.

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1005 State University Drive • Fort Valley, GA 31030 • 478-827-FVSU
 

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