|Procedure Number: 38||Effective Date: 07/01/97|
|Title: Vehicle Management||Revised: 11/17/05: 1/25/10|
|Approval Date: 01/25/10||President’s Signature: on file|
The University has established guidelines for acquisitions, use, maintenance, record-keeping, and disposition of all motor vehicles acquired or maintained by WLU funds. Management of the motor vehicle fleet is the responsibility of Facilities Management (the “Maintenance Department”).
I. GENERAL USE
Vehicles owned and/or leased by West Liberty University may be used by University employees only for the following purposes:
A. State related business travel
B. Athletic events for team travel
C. Class field trips
D. Department travel
E. Other travel approved in advance by the President or by a designee (authorized in writing by the President)
Authorization for use of University-owned vehicles by non-employees must be approved in advance and in writing by the President or his/her designee.
II. INSURANCE COVERAGE
Liability insurance is provided for all University-owned or leased vehicles by the West Virginia Board of Risk and Insurance Management (BRIM). The coverage is extended for the protection of the institution while an authorized operator is using a vehicle within the confines of this procedure and all applicable laws, ordinances or rules.
III. REPORTING ACCIDENTS
Accident or other loss, regardless of severity, must be reported to a law enforcement agency as appropriate and to the Maintenance Department and Campus Police. The operator must cooperate in any investigation of an accident at the scene, and the operator must obtain and file a complete BRIM form, “Report of Motor Vehicle Accident – State of West Virginia,” #RMJ-1.
The information must be submitted to the University’s Health and Safety Department within two (2) calendar days of the accident. Insurance information, instructions, and insurance forms shall be kept in each University-owned vehicle.
IV. OPERATION REQUIREMENTS AND RESPONSIBILITIES
A. Operators of University-owned or leased vehicles must be 18 years of age and possess a valid driver’s license. The operator is responsible for the vehicle he/she operates. Use of vehicles is subject to the laws, ordinances, and rules governing the operation of motor vehicles.
B. Use of alcohol by the operator or transportation of an open container of an alcoholic beverage in a University-owned or leased vehicle is strictly prohibited. Unopened alcoholic beverages may be transported only if approved by administrative officials for special University function(s).
C. Persons who drive a 15-passenger van must complete special driver’s training prior to vehicle use. The Health and Safety Specialist arranges this training.
D. Each vehicle operator must complete the state-mandated driver’s training before operating a University-owned or leased vehicle. The Health and Safety Specialist arranges this training.
V. PURCHASING AND LEASING OF MOTOR VEHICLES
The University adheres to state regulations governing acquisition of motor vehicles. The University will develop specifications for each type of vehicle acquired through the bidding process. Competitive bidding or purchase from state contract is mandatory.
VI. OWNERSHIP, TITLING, AND LICENSING VEHICLES
The University is an agency of the state. Therefore, vehicles owned by the University are considered “state-owned” vehicles. As such, they are titled, licensed, and provided insurance coverage. State license plates are issued by the Division of Motor Vehicles (WV Code 17A-3-23).
VII. MAINTENANCE AND SERVICE
The Maintenance Department shall ensure that all vehicles receive proper and required maintenance and service in order to provide safe and functional vehicles for University users. All vehicles will undergo an annual safety inspection.