University Vehicle Operator Policy

Effective Date: 01/01/09

Index


Section Contents

Policy Statements

  1. Purpose
  2. Definitions
  3. Operating a University Vehicle
  4. Authorization of Driving Privilege of University Vehicles
  5. Driving Record Verification for Main Campus Employees
  6. Driving Record Verification for Health Sciences Division Employees
  7. Drivers Licenses from States other than North Carolina
  8. Frequency of Driving Record Verifications
  9. Responsibility of Supervisors or Department Heads
  10. Consequences to University Employees
  11. Report of Abuse or Unsafe Operation of a University Vehicle
  12. Provisional Licenses
  13. Commercial Driver's License
  14. Vehicle Maintenance
  15. Travel Logs
  16. Smoking Policy

 

I. Purpose

East Carolina University is committed to creating and maintaining a safe environment for University students, staff, faculty, and the general public. In keeping with this commitment, the University Vehicle Operator Policy sets forth minimum standards for the operation of University Vehicles in a safe and responsible manner; the adherence to all applicable motor vehicle laws; and the proper, careful, and prudent use of vehicles purchased with funds under the custody and control of the University. Use of an ECU vehicle is a privilege. If applicable ECU and NC Motor Fleet rules are not followed or false information is willfully and knowingly submitted, then suspension of an individual’s or department’s privilege to use these vehicles may incur and may result in disciplinary action.

The University Vehicle Operator Policy applies to the operation of University-owned vehicles, vehicles loaned to or leased to the University, or vehicles leased on behalf of the University by any University employee including student employees and graduate assistants. Additional requirements applicable to the operation of Motor Fleet Management vehicles may be found in the NC Motor Fleet Management Regulations Manual and ECU Parking and Transportation Standard Practice 200-0076.

The University Vehicle Operator Policy sets forth minimum standards for University departments. A University department may institute a stricter policy as long as that policy is administered equally to all employees in that department.

Questions concerning the University Vehicle Operator Policy should be directed to Risk Management.

Questions concerning the Vehicle Operator Policy for Motor Fleet Management vehicles should be directed to Central Motor Pool.


II. Definitions

University Vehicles are vehicles covered under the University's vehicle liability insurance policy including University-owned vehicles, vehicles loaned to or leased to the University, or vehicles leased on behalf of the University.

University-owned vehicles are vehicles titled to East Carolina University including utility vehicles such as vans, pick-up trucks, garbage trucks, and dump trucks and self-propelled vehicles and machinery such as motor graders, sweepers, tractors, backhoes, forklifts, mowers, golf carts, and trailers purchased with funds under the custody and control of the University.

Vehicles loaned to or leased to the University include the "courtesy vehicles" loaned or leased to the Athletics Department by local dealerships, individuals, etc. and the vehicles and motorcycles used for class instruction in the School of Health & Human Performance's Drivers Education academic course.

Vehicles leased on behalf of the University include vehicles rented by University employees on behalf of the University on official University business.

University employee is an individual on the University's payroll receiving a paycheck; this includes student employees and graduate assistants.

Motor Fleet Management vehicles are passenger vehicles leased by the University from Motor Fleet Management. Central Motor Pool is responsible for the Motor Fleet Management vehicles leased to the University.


III. Operating a University Vehicle

University Vehicles may only be operated by University employees on official University business.

University employees operating a University Vehicle shall observe all applicable motor vehicle laws and ordinances.

A University employee is responsible for the payment of fines for vehicle operator violations while operating a University Vehicle.

Non-employee students may operate the Drivers Education vehicles only while enrolled in the Drivers Education academic course and under the direct supervision of the University's Drivers Education instructor.


IV. Authorization of Driving Privilege of University Vehicles

All University employees shall have a valid North Carolina driver's license and submit to a driving record verification to operate a University Vehicle.


V. Driving Record Verification for Main Campus Employees

To obtain a driving record verification, a University employee must complete the Driver Verification Form (DRV-1) with his/her name, date of birth, valid driver's license number, signature, and date. The Supervisor or Department Head that will receive the driving record response also completes the Driver Verification Form (DRV-1) with their signature, date, printed name, and department. The completed Driver Verification Form (DRV-1) and a copy of the University employee's valid driver's license are submitted to Central Motor Pool. Central Motor Pool will perform the driving record verifications at no charge. Driver Verification Forms (DRV-1) may be obtained by contacting the Central Motor Pool.

The driving record verification verifies the validity of the University employee's North Carolina driver's license and provides a history of convictions of motor vehicle violations in North Carolina during the preceding three years (36 months) from the date of the driving record verification.

The University's knowledge of a conviction in a University Vehicle that does not appear on the driving record verification because it occurred out of state, etc. will be included on the driving record verification.

A student employee with less than three years of driving history may be permitted to operate a University Vehicle with the written permission of the Supervisor or Department Head if the driving record verification is satisfactory.

Questions regarding the status of a driving record verification should be directed to the University employee's Supervisor or Department Head.


VI. Driving Record Verification for Health Sciences Division Employees

The Division of Health Sciences maintains signed Driver Verification Forms authorizing the driving record verifications for all the employees in the Division of Health Sciences. The Division of Health Sciences Business Affairs office will contact the appropriate school, unit, or department to obtain a signed statement and copy of the valid driver's license. Likewise, the Business Affairs office will contact the appropriate school, unit, or department if the driving record response requires action. The driving record verifications are performed by Central Motor Pool at no charge.

The driving record verification verifies the validity of the University employee's North Carolina driver's license and provides a history of convictions of motor vehicle violations in North Carolina during the preceding three years (36 months) from the date of the driving record verification.

The University's knowledge of a conviction in a University Vehicle that does not appear on the driving record verification because it occurred out of state, etc. will be included on the driving record verification.

A student employee with less than three years of driving history may be permitted to operate a University Vehicle with the written permission of the Supervisor or Department Head if the driving record verification is satisfactory.

Questions regarding the status of a driving record verification for an employee in the Division of Health Sciences should be directed to the Division of Health Sciences Business Affairs office.


VII. Drivers Licenses from States other than North Carolina

A University employee possessing a drivers license from a state other than North Carolina will submit the Driver Verification Form (DRV-1) indicating the valid driver's license number from the state other than North Carolina, a copy of the valid driver's license from the state other than North Carolina, and an original official copy of his/her driving record from the state other than North Carolina for the preceding three years.

If a University employee has not had a North Carolina drivers license for three years, the University employee must submit an original official copy of his/her driving record from the state with their most recent driving history to Central Motor Pool with the Driver Verification Form (DRV-1) and a copy of the valid driver's license to document a total of three years of driving history combined with North Carolina driving history.

Division of Health Sciences employees shall submit the same information to the Division of Health Sciences Business Affairs office.

Based on this information, a Supervisor or Department Head may approve the driving privilege of a University Vehicle for an employee with a valid driver's license from another state or for an employee with less than three years of North Carolina driving history.


VIII. Frequency of Driving Record Verifications

A newly hired University employee whose job requires the operation of a University Vehicle shall have a driving record verification performed by the end of the probationary period.

A University employee whose job requires the operation of a University Vehicle shall have a driving record verification performed annually.

All student employees and graduate assistants whose job requires the operation of a University Vehicle shall have a driving record verification performed each semester.

In the event a University employee is injured in or by a University Vehicle, the accident and driving record of the University vehicle operator will be reviewed by Environmental Health & Safety to evaluate the University vehicle operator for possible unsafe habits or any areas that can be corrected through education and training.


IX. Responsibility of Supervisors or Department Heads

The Supervisors or Department Heads are responsible for verifying that a University employee whose job requires the operation of a University Vehicle has a valid and correct category of North Carolina driver's license by processing a driving record verification for a new employee under their supervision.

The Supervisors or Department Heads are also responsible for requesting annual driving record verification as appropriate for employees under their supervision.

The Supervisors or Department Heads are responsible for reviewing driving record verification and taking any necessary action.


X. Consequences to University Employees

An employee shall not operate a University Vehicle if his/her driver's license is no longer valid (i.e. expired, revoked, suspended, etc.).

An employee whose job requires the operation of a University Vehicle shall notify his/her Supervisor or Department Head if his/her driver's license is no longer valid.

Loss of a driver's license may result in disciplinary action up to and including dismissal if a valid driver's license is a condition of employment.

Failure to notify Supervisor or Department Head of the loss of a driver's license may result in disciplinary action up to and including dismissal if a valid driver's license is a condition of employment.

Operating a University-owned vehicle without a valid driver's license may result in disciplinary action up to and including dismissal and/or suspension of driving privileges of University Vehicles.

If the driving record verification indicates seven or more driver license points in effect, the University employee will be directed to the NCDMV Drivers Handbook, outlining the Driver License Points system, Suspensions and Revocations, and Driver License Restoration, with a written warning advising the employee that the loss of a driver's license may result in disciplinary action up to and including dismissal if a valid driver's license is a condition of employment.

The written warning informing the University employee will be sent to the University employee by the employee's Supervisor or Department Head after review by the Department of Human Resources.


XI. Report of Abuse or Unsafe Operation of a University Vehicle

The University shall investigate all reports concerning abuse of a University vehicle, including but not limited to unsafe or inappropriate operation of University vehicle. If the report is justified, the University employee's driving privileges may be suspended for an indeterminate period of time regardless of the driving record verification.


XII. Provisional Licenses

A provisional license shall not be accepted as a valid driver's license for the operation of a University Vehicle.


XIII. Commercial Driver's License

A Commercial Driver's License (CDL) is required of University employees requested to drive certain types of vehicles.

This Policy does not intend to incorporate all the information provided in the North Carolina Commercial Driver's Manual published by the North Carolina Department of Transportation Division of Motor Vehicles.

 

XIV. Vehicle Maintenance

University departments are responsible for adhering to each University Vehicle's maintenance schedule and delivering the University Vehicle to the Facilities Services - Automotive Services, as appropriate, for maintenance.

 


XV. Travel Logs

All University owned vehicles displaying the NC Permanent Assigned – State Owned license plate shall maintain a vehicle travel log. Travel logs will include the date, time, driver name, driver signature, beginning and ending mileage, destination and business purpose. Travel logs can be found at http://www.ncmotorfleet.com/mfmforms.htm.

Special use vehicles not intended for transporting personnel and machinery such as motor graders, sweepers, tractors, backhoes, forklifts, mowers, golf carts and electric vehicles are considered exempt from the travel log requirement.

Department heads may approve the use of alternate recordkeeping methods that provide the same or similar information as the travel log and meet university internal audit requirements. Records shall be maintained for a period of three (3) years.

The travel log shall be maintained based on the following criteria.

1. Multiple Users – When a vehicle is assigned to a department and driven by more than one employee, a travel log entry shall be completed for each trip or at least on a daily basis. If there are different drivers during the day, a new entry shall be listed for each driver.

2. Single user – Where a vehicle has been assigned to one state employee, the travel log shall be completed on at least a weekly basis and list the beginning and ending miles for the week.

 

XVI. Smoking Policy

The use of lighted tobacco products in any form is prohibited in University-owned and state-owned vehicles.