Fleet Vehicle Policy

UPDATED: August 2007

1.0 TYPES OF VEHICLES:

Mount Union operates a fleet of passenger cars, a mini-van, 12 -passenger vans, and a 35-passenger bus.
The college will also partner with local rental car firms and charter bus companies as needed to transport
people for college-sponsored activities and functions.

Effective August 1, 2007, Mount Union will no longer provide 15 passenger vans in either the
fleet or for rental.

2.0 APPROPRIATE USES:

Mount Union permits use of its vehicles for the following purposes:

2.1	Approved college activities, functions or events ONLY, as needed by college departments, athletic teams or campus organizations. Vehicles may not be rented for personal use.
2.2	Travel to destinations listed on the Vehicle Request Form ONLY. No errant or side trips are permitted.
2.3	The Vice President for Business Affairs will make final decisions over the appropriate usage of any college vehicle.

3.0 VEHICLE CHARGES:

3.1	Mount Union will annually determine the proper amount to be charged for the use of a college vehicle. Costs will be charged on a per-mile basis for the type of vehicle used and will be assessed to the appropriate budget account number of the group using the vehicle. Please consult the annual statement of charges to determine the cost per mile of each vehicle in the Mount Union fleet.
3.2	Rental cars will be charged at the same per-mile basis as college vehicles if they are utilized when all college-owned vehicles are reserved at a given time. If a rental car is requested when a college vehicle is available, a Vice President's approval is required and the actual cost of the rental will be charged.

4.0 AUTHORIZED DRIVERS:

Mount Union authorizes faculty, staff and students to operate a college-owned vehicle based on the following criteria:

4.1	By September 1 each year, drivers must ANNUALLY file a Driver Application Form and submit a copy of their valid U.S. driver's license to the Physical Plant office to be eligible to drive a college vehicle.
4.2	The College will request and review an annual Motor Vehicle Record (MVR) on each driver based on the criteria listed on the Driver Application Form. Drivers who do not pass the requirements for approval will be notified immediately and will not be permitted to access a college vehicle.
4.3	New drivers are required to submit their application to drive a college vehicle to the Physical Plant office at least seven (7) days in advance of a scheduled event in order to obtain the necessary MVR for eligibility. Mount Union College maintains the right to not schedule a vehicle if the necessary criteria are not met at least seven days in advance of the event.
4.4	Any person driving the 35-passenger bus is required to maintain a Commercial Driver's License (CDL) and to randomly submit to a drug and alcohol test as required by law. The information is contained within the Mount Union College Guidelines for Commercial Drivers.
4.5	Students are not permitted to drive the 35-passenger bus.
4.6	Drivers must be at least 18 years of age and have a valid driver's license for at least 1 year.
4.7	The Physical Plant office will maintain a file on each driver containing the appropriate information listed above. The Office of Business Affairs maintains the right to review each file and to require a driver to submit updated information or attend additional training. Drivers must notify the Physical Plant if their license is revoked or suspended at any time during the year.

5.0 DRIVING POLICIES:

5.1	Drivers are expected to obey all traffic rules and regulations. The driver's primary responsibility is to ensure the safety of the passengers, the public and the college vehicle. Operation of a vehicle must be in compliance with state and federal motor laws, general road courtesy and approved use of the vehicle. Loss of privileges will result from operation of a vehicle in a reckless or abusive manner, failure of the driver to follow established rules and regulations, or if they have a chargeable accident.
5.2	Alcoholic beverages and/or illegal use of drugs are prohibited for drivers and passengers of any vehicle. Anyone violating this policy will be held liable for damages incurred and will be denied further use of any college vehicle.
5.3	Smoking is prohibited in College vehicles at all times.
5.4	The maximum number of persons in any fleet vehicle, as shown on the Vehicle Request Form , may not exceed the manufacturer's normal rated capacity for the vehicle.
5.5	Any traffic violations incurred by the driver (parking or speeding tickets or other moving violations) while using a college vehicle must be reported to the Physical Plant office. The driver in question is responsible to make restitution. Any failure to do so may result in the denial of further use of college vehicles.
5.6	These vehicles are intended for college use in the transportation of students, faculty, and staff. Unauthorized individuals such as hitchhikers, family members and other people not involved in the activity are prohibited.
5.7	Two (2) or more approved drivers are required on one way trips of more than 250 miles. Drivers must rotate every 3 hours and no more than 8 hours of driving can be completed during any 24 hour period. Driving is discouraged between the hours of 12:00 am (midnight) to 5:00 am.
5.8	Layovers are required in the event of adverse weather and/or unsafe driving conditions.
5.9	Drivers are required to pull over and stop to use a cell phone or eat.
5.10	Drivers are discouraged to Caravan. Vehicles traveling to the same destination can meet at predetermined points, such as rest stops, at predetermined times. Cell Phones should be used by passengers, not drivers to communicate location and time.
5.11	Parked vehicles are to have the keys removed and be secured at all times.

6.0 REQUESTING A VEHICLE:

6.1	Requests for the use of a college vehicle MUST be made three (3) business days in advance of a scheduled trip.
6.2	A Vehicle Request Form for each vehicle used per event must be submitted to the Physical Plant office. A paper-based or a web-based version of the form is available. A confirmation copy will be returned to the requesting department with an assigned vehicle license number in the upper right corner. PHONE REQUESTS ARE PERMITTED TO RESERVE THE VEHICLE BUT ARE ALSO SUBJECT TO THE THREE (3) BUSINESS DAY IN ADVANCE RULE. ALL PHONE REQUESTS MUST BE FOLLOWED UP WITH THE SUBMISSION OF THE Vehicle Request Form NO EXCEPTIONS.
6.3	Vehicle requests must contain the following information: ' Purpose of the trip, type of vehicle requested, number of passengers and destination ' Dates and times that the vehicle is needed, including depart/return times ' Layovers, as required, or any other important itinerary (attach separate form as necessary) ' Name, phone extension and/or campus mailbox number of the driver ' Department and account number to be billed. ' Signature of the driver ' Department chair / Organization / Supervisor approval. ' Complete list of all passengers who will be in the Vehicle.
6.4	Vehicles will be reserved on a first-come, first served basis. We will not guarantee transportation on last minute requests!
6.5	Arrangements for any vehicle (including rental of vehicles locally for fleet purposes) must be made through the Physical Plant for insurance and administrative purposes.
6.6	All groups with scheduled events (athletics, music, etc.) are encouraged to reserve vehicles for the events well in advance to ensure the reservation. Pre-season is an excellent time to reserve vehicles for the entire year or at least one semester at a time.
6.7	Drivers can be provided for the 35-passenger bus and will be charged out on a daily basis. Driver rates are posted annually within the Fleet Department schedule of fees.

7.0 PICKING UP A VEHICLE:

7.1	A trip packet containing the keys and a Vehicle Mileage Report may be picked up on the day of the trip at the Physical Plant office from 7:30 a.m. to 4:30 p.m. If the vehicle is reserved for a weekend, the trip packet may be picked up on a Friday afternoon. If the vehicle is reserved for an early morning departure (before 7:30 a.m.), the trip packet may be picked up on the afternoon before the trip
7.2	Authorized drivers are responsible for picking up the trip packet. ALL KEYS MUST BE PICKED UP AT THE PHYSICAL PLANT BUILDING. IN ORDER TO ASSIGN THE PROPER VEHICLE FOR USAGE, NO CAMPUS
7.3	Vehicles are to be picked up either in any designated parking lot identified by the Fleet Department.
7.4	The vehicle may be picked up no earlier than one (1) hour before the requested time.
7.5	Gasoline credit cards are available and will be assigned for all long-distance trips.
7.6	The departing odometer mileage must be recorded on the Vehicle Mileage Report form.
7.7	If the vehicle is a rental, the license number must be recorded on the Vehicle Mileage Report form in the 'vehicle assigned' section.

8.0 RETURNING THE VEHICLE:

8.1	ALL VEHICLES SHOULD BE RETURNED WITH A FULL TANK OF GAS if a credit card is given at the time of departure.
8.2	All Vehicles must be returned to the designated lot by the scheduled time. A $25 fine may be imposed for vehicles not returned to the designated area by the scheduled time.
8.3	The Vehicle Mileage Report form must be filled out as followed: Record returning odometer mileage Report any mechanical problems in the appropriate section of the report. Vehicle damages MUST be reported on the report form. Failure to report vehicle damages may result in a loss of driving privileges. A minimum of $250 charge for damages due to an accident may be charged back to the using department. The driver must sign the form.
8.4	Clean out the vehicle and dispose of any trash. Any vehicle that is returned excessively dirty may be charged back the amount of the clean-up costs.
8.5	Check for any interior lights on in the vehicle and that the vehicle's headlights are turned off.
8.6	Lock all doors.
8.7	Return the trip packet, including keys, credit card and receipts, and the Vehicle Mileage Report inside the key drop box provided at the designated lot area where the vehicle was picked up or in the Fleet / Maintenance door drop box, located on the northwest side of the Physical Plant building.
8.8	A $25 FINE MAY BE ASSESSED FOR INCOMPLETE TRIP REPORTS.

9.0 BREAKDOWN OR ACCIDENT:

9.1	Any driver involved in an accident while driving a fleet vehicle to a college-sponsored event, regardless of severity, should consult the back of the Vehicle Mileage Report form, listed as Attachment 4B to this policy.
9.2	Notify the Physical Plant immediately at (330) 821-2452 between 7:30 a.m. and 4:30 p.m. or the Security Department cellular phone at (330) 428-1344 24 hours per day.
9.3	When you reach someone, be prepared to leave the following information: Name Location Problem Vehicle License Number A phone number where you can be reached. Make sure that you are at a telephone that accepts incoming calls, otherwise we may not be able to contact you. Please remain at that location until you have been contacted.
9.4	If you have not heard from someone in 15 minutes, call either your department chairperson / supervisor, Todd Howard's cell phone 330-309-4655 or Blaine Lewis via Cell Phone at 330-428-0459.
9.5	Complete the Vehicle Accident Report form, listed as Attachment 5 to this policy, found in the glove box or trip packet and return it to the Physical Plant office upon your return to campus.
9.6	The vehicle's registration and insurance information are found inside the glove box of the vehicle.
9.7	If you are in an accident, it is mandatory that you provide: the police department that responded to the accident, the officer's name and the police accident report number.

10.0 ATHLETICS OR GROUP TRAVEL:

10.1	Athletic teams requiring transportation of 25 or more passengers should utilize the 35 passenger bus and a licensed CDL driver or obtain a charter bus for travel, regardless of mileage or weather conditions.
10.2	Athletic teams or groups requiring transportation of 12-24 passengers at an approximate distance 125 miles or less one-way may use not more than two (2) 12-passenger vans. For one-way trips over 125 miles, the use of the 35-passenger bus and a CDL driver is recommended.
10.3	Athletic teams or groups requiring transportation of less than 12 passengers may use an automobile, mini-van or 12-passenger van, depending on the actual number of passengers.
10.4	Special consideration should be given to the winter calendar, adverse weather conditions, and/or evening driving when selecting the proper vehicle for usage.
10.5	Groups that are not athletic teams and are composed mainly on non-campus people, (such as alumni trips, community events') that require travel, should utilize a charter bus for travel. Each participant should fill out the proper reservation form, pay the appropriate fee , and sign a liability waiver form established by the College. If the number of participants does not support the trip financially or otherwise, the trip should be canceled.

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