University of Nebraska Kearney

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University of Nebraska at Kearney DRIVING AND MOTOR VEHICLE POLICY

Effective Date: July, 9, 2007 

Purpose:The safety of UNK students, faculty, staff, and the public is a central concern of this University. This policy, which governs the use of motor vehicles used on official UNK business by students, faculty and staff, is designed to support safe, prudent use of vehicles.

Authorized Driver requirements: 

The following individuals may qualify as authorized vehicle operators – see authorized driver requirements below.

a. Members of the Board of Regents
b. Employees (faculty and staff) of UNK.
c. UNK students not included in a. or b. who are traveling on official University business as designated by the Chancellor’s Office, UNK Dean or Department Director.

Authorized Drivers 

Faculty and Staff:  University vehicles may be driven by licensed employees over 18 years of age. Large passenger vans must be driven by licensed employees over 21. For the complete large passenger van policy, please refer to http://www.unk.edu/admin/vcbf/policy/3.0/index.php?id=8056#van .  To be considered for approval to drive, the individual must:

1. Have submitted their first & last name, date of birth, drivers’ license number or a photo copy of their drivers’ license to UNK Human Resources. (Click Here for the Release of Driver's History Form)
2. Have in the last 24 months driving records free of:
   • A current suspension or revocation of a state driver's license that restricts an employee's ability to drive at work.
   • Any traffic violations within a two-year period accumulating a total of six (6) or more points.
    

Department of Motor Vehicles Motor Pool Vehicle Reports will be obtained for all drivers submitted by their college/area as being potential drivers. If a Motor Vehicle Report reveals convictions (regardless of whether points were assigned or not) for Major Traffic Offenses as enumerated in Appendix A, or license suspension or revocation as specified above, the UNK Unit that employs the employee shall be notified by Human Resources the employee is no longer authorized to operate a University vehicle or drive on University business. A copy of the Motor Vehicle Report will be given to that employee. If that employee disputes the facts shown on the Motor Vehicle Report, he/she may challenge them with the Nebraska Department of Motor Vehicles. Appeals for removal of University driving privileges will be reviewed by a committee comprised of UNK Risk Manager, Police & Parking Services Director, and Facilities Director. Colleges/areas will indicate who may be expected to drive during the coming period, and whose licenses should be reviewed, by submitting a listing showing who will be driving during the upcoming period. Individuals may be added through the year by contacting UNK Motor Pool. Refer to Appendix B.

An employee who drives a vehicle during the course of performing University duties who no longer meets the driver standards of this policy may be given alternative duties for which he/she is qualified or at the unit’s discretion may be terminated according to UNK Human Resource policy. Units should contact Human Resources to facilitate this process.

Motor Vehicle Reports will be initiated at least on an every other year cycle for all employees who drive a vehicle during the course of performing university duties and will be initiated prior to a job offer being made to new applicants whose duties include a substantial amount of vehicle operation. New employees may be hired subject to the University receiving a driving history that qualifies them as an Authorized Driver as defined above.

Those faculty and staff whose driving record is clear of any driving offense will be subject to an every other year review of driving record.  All other drivers will be subject to annual driving record reviews.

All drivers shall report any conviction for any Major Traffic Offense (whether or not points are assessed) or any change in the status of their license to their supervisor that results in the loss of work driving privileges. This action shall occur on the first working day following the conviction or as soon as possible thereafter. The supervisor shall report such change or conviction to Motor Pool and Human Resources immediately. A new Motor Vehicle Report will be requested at that time. Failure to comply with this policy shall be considered a willful violation of this policy and may subject an employee to disciplinary action, and loss of UNK driving privileges.

Students:  Only currently enrolled full or part-time students over 18 years of age who have been approved by UNK Motor Pool are allowed to drive University-owned or rented vehicles. For agriculture related work, some 17 year old license holders may be allowed to operate certain vehicles as specified by Child Labor Law on agriculture property while under direct supervision.

In order to be approved to drive, the student must:

1. Have submitted their first & last name, date of birth, drivers’ license number or a photo copy of their drivers’ license number or a license number or a photo copy of their driver’s license to UNK Human Resources.
2. Have a valid driver's license and a driving record free of any of the violations and other violations and other items shown under Faculty and Staff above.

Department of Motor Vehicles Motor Pool Vehicle Reports will be obtained for all drivers submitted by their college/area as being potential drivers. Students who, at any time, do not meet the above qualifications will be prohibited from driving University-owned or leased vehicles. International drivers’ licenses or licenses issued by countries other than the United States are not acceptable. Drivers licenses issued in the United States less than 12 months prior to the date of planned travel may not be accepted. Drivers with licenses issued in the past 12 months may be required by their department, college or area to demonstrate driving proficiency prior to being authorized to operate motor vehicles on University business. Colleges/areas will indicate who may be expected to drive during the coming period, and whose licenses should be reviewed, by submitting a listing showing who will be driving during the upcoming period. Individuals may be added through the year by contacting UNK Motor Pool. Refer to Appendix B.

Authorized Passengers:  Only those individuals, who are included in the listing of authorized uses of university vehicles, below, qualify as authorized passengers. Only those individuals who have been approved to travel as passengers are considered as authorized passengers. Refer to Appendix C.

Covered University Vehicles:  This policy is applicable to the drivers of all University owned and leased, rented or donated vehicles which are leased or rented in the University's name or used in the course and scope of University business regardless of lessee/renter. This policy is applicable to personally owned vehicles in the event that the vehicle is used on university business and the employee is requesting UNK mileage reimbursement. It is also applicable to all drivers of large passenger vans regardless of whether they are owned, leased, rented or donated for use by UNK.

Authorized Uses of and Authorized Passengers in University Vehicles:Limited to UNK business only, including:

1. Travel between the place where the University vehicle is dispatched and the place where the official University business is performed.
2. When on official travel status, between the place of University business and the place business and the place of temporary lodging.
3. When on official travel status and not within reasonable walking distance, between either the above places and places to obtain meals; places to obtain medical assistance (including drugstores): and other places required to sustain the health, welfare or continued efficient performance of the driver, exclusive of places of entertainment.
4. Transport of other officers, employees or guests of the University when they are on official University business.
5. Transport of consultants, contractors or commercial firm representatives when such transport is in the direct interest of the University.
6. Travel between the place of dispatch and place of performance of University business to a driver’s personal residence when specifically authorized by the proper University authority. Commuting – There may be situations where the best interest of the University is served by having the driver retain possession of the vehicle during non-duty periods and authorization to do so should be cleared with the department head and Facilities Director or designee.
7. Out-of-state travel when specifically authorized in advance according advance according to college or department policy.
8. Transport by Police Services as part of daily duties (either voluntary, e.g. Ride-Along program, or involuntary, e.g. arrest and transport for processing).
9. This policy is intended to govern contracted transportation services, such as bus, shuttle or trolley services.
10. This policy is not intended to govern or restrict drivers of equipment such as grounds maintenance equipment, all-terrain vehicles, etc.

Unauthorized Use of University Vehicles:Use of a UNK vehicle for any of the following purposes shall be considered unauthorized and shall subject the driver to potential disciplinary action:

1. Any use for a personal purpose, other than commuting, which has been authorized as specified in Authorized Use. Nebraska Statute No. 81-1024 states:
   
   "No officer or employee of the State of Nebraska shall use any motor vehicle owned by the State of Nebraska for any personal use whatsoever. Any officer or employee who shall violate any of the provisions of this section shall be deemed guilty of a Class V misdemeanor, and in addition thereto the officer or employee shall be deemed guilty of official misconduct in office for palpable omission of duty, and upon conviction thereof the court shall have the power to add to the judgment that any officer or employee shall be removed from office or employment."
    
2. Travel or tasks which are beyond the vehicles rated capability. (i.e.: Loads exceeding vehicle GVWR, exceeding trailer tow capacity, off load usage, etc.)
3. Transport of family, friends, associates, or other persons who are not employees of the University or serving the interest of the University.
4. Transport of hitchhikers.
5. Transport of cargo which has no relation to the performance of official University business.
6. Transport of acids, explosives, weapons, ammunition, or highly flammable material, except by specific authorization or in an emergency situation.
7. Transport of any item or equipment projecting from the side, front or rear of the vehicle in a way which constitutes an obstruction of safe driving or a hazard to pedestrians or to other vehicles.
8. Transport of employees or students from the workplace to restaurants, cafes, drugstores or to other places which are not in the service of University business.
9. Attending sporting events, including hunting and fishing, which are not in the service of University business.
10. Extending the length of time the vehicle is in the driver's possession beyond that which is required to complete the official purpose of the trip.
11. Operating a University vehicle while under the influence of alcohol or drugs.

Large Passenger-vans:  The UNK large passenger-van policy can be found at:  http://www.unk.edu/admin/vcbf/policy/3.0/index.php?id=8056#van 

UNK Vehicle Driver Responsibilities:  Drivers are responsible for inspecting a rented vehicle prior to leaving the place where the vehicle is rented. Once the driver leaves the rental facility with the vehicle, any damages found are the responsibility of the renting party.

Drivers will not operate a vehicle that the driver suspects is not operating properly. The driver will park the vehicle and make appropriate arrangements so that the vehicle can be serviced, otherwise operated safely, or towed.

Drivers must only transport the number of persons for which there are seatbelts in the vehicle. The driver must make certain that all persons in the vehicle wear their seatbelts.

Each vehicle shall be loaded in accordance with vehicle manufactures recommendations. No one shall be allowed to ride in the cargo area of any vehicle, this includes pickups.

Drivers must observe all traffic regulations. Drivers are personally responsible for any traffic citations (tickets) that may be issued as a result of operating a University vehicle.

Drivers must take appropriate precautions when driving conditions are hazardous. (This includes but is not limited to dust storms, fog, heavy rain, snow, or ice conditions). This includes allowing enough time for travel.

Drivers are responsible for taking appropriate measures to secure and safeguard the vehicle until it is returned to the designated location at the University or the rental company. In cases where a private rental vehicle is used (see below), the driver is responsible for complying with all rules and regulations associated with the private rental contract.

The use of University-owned or personal cell phones (texting, emailing, or verbal communication) while driving a University-owned, personal or rental vehicle when acting as an agent of the University of Nebraska at Kearney is prohibited. Police Services Vehicles may be exempt from these requirements when the use of a personal communication device is an essential function of the operator's official duties. 

Use of Personal Vehicles:  Any individual who drives his or her personal vehicle to a University activity or on University business is responsible for the safety of himself/herself as well as all passengers. The University bears no responsibility and is not liable for the operation or operating condition of personal vehicles and expects such drivers to comply with state law requirements regarding insurance coverage and to carry appropriate automobile liability insurance. "Personal automobile insurance is the primary insurance coverage when a personal vehicle is used for a University activity or University business". All costs, including fuel, maintenance, or damage, which may occur while on University business is the responsibility of the owner of the personal vehicle.

Rental Agency VehiclesRefer to Appendix D for information about current rental contracts.

Use of private rental vehicles (vehicles rented from Enterprise, Hertz, Rent-a-van, etc.) shall be limited to University business. All drivers renting vehicles on behalf of UNK or its student organizations shall obtain the rental vehicle from a University preferred rental provider (listed below). Approved drivers should rent the vehicles in their name, stating they are associated with the University of Nebraska (UNK ID maybe requested) and the approved driver as the named driver. Under no conditions should the approved driver allow another person to operate the rental vehicle, unless they are authorized by the rental agency or UNK Motor Pool.

UNK owned or leased vehicles are not to be driven into or operated in Mexico.

Rental agency vehicles may be taken into Mexico only if prior arrangements have been made, additional insurance has been purchased for travels in Mexico, and the private rental company has approved their vehicle for travel in Mexico.

Note: Private rental vehicles rented in the university’s name or donated for university business, with supplemental liability protection, and the collision damager waiver are allowed to transport non-university passengers.
 

Automotive Insurance and Reporting of Vehicle Accidents:http://www.unk.edu/admin/vcbf/policy/3.0/index.php?id=8055#insurance 

Department Responsibility for Damage:http://www.unk.edu/admin/vcbf/policy/3.0/index.php?id=8058 

Exceptions:Questions regarding this policy should be addressed to the Director of Facilities Management and Planning.

Appendix A 

The Nebraska “Point System”Violations of 2 or More Points  

Appendix B 

UNK Motor PoolDepartmental Listing of Drivers of Motor Pool Vehicles 

Appendix C 

UNK Motor PoolApproval for Passengers in Motor Pool VehiclesDate: _________________________ 

Appendix D 

University Contracts for Rental of Motor Vehicles 

The following table should be used to determine what coverage the renter should select when renting private rental vehicles.