Saint Paul College Policies & Procedures

06.14.00.1 - Vehicle Use Procedure

​For purposes of clarification, this procedure includes all vehicles regardless of department affiliation or campus.

Part 1. Definitions

  1. Pool Vehicles: Assigned and maintained by the Department of Public Safety
  2. Non-Pool Vehicles: Purchased and maintained by the Academic Affairs Division

Part 2. Authorized Driver Qualifications for all the College Pool Vehicles

  1. Authorized drivers for all the College Pool vehicles are:
    1. state employees
    2. contract employees if authorization to drive a state vehicle is specifically mentioned in their contract
  2. All pool vehicle drivers must have a valid state driver's license.
  3. All pool vehicle drivers must have a Driver’s License Record Check on file prior to driving and must understand Minnesota State Board Procedure 5.19.3.1 – Driver’s License Record Check. Driver’s License Record Checks are conducted by the Department of Public Safety.
  4. All pool vehicle drivers must read and adhere to the College’s Vehicle Use Procedure 6.14.00.1 and to Minnesota State Procedure 5.19.3 Travel Management.
  5. All pool vehicle drivers must observe all ordinances and laws pertaining to the operation of motor vehicles.
  6. All pool vehicle drivers must be at least 21 years old.
  7. Pool vehicle drivers cannot be students.

Part 3. Authorized Driver Qualifications for all the College Non-Pool Vehicles

  1. Authorized drivers for all the College Non-Pool vehicles are:
    1. state employees
    2. contract employees if authorization to drive a state vehicle is specifically mentioned in their contract
    3. cstudent workers or work-study students who have been given written permission by college or university administration
  2. All non-pool vehicle drivers must have a valid state driver's license.
  3. All non-pool vehicle drivers must have a Driver’s License Record Check on file prior to driving and must understand Minnesota State Board Procedure 5.19.3.1 – Driver’s License Record Check. Driver’s License Record Checks are conducted by the Department of Public Safety.
  4. All non-pool vehicle drivers must read and adhere to the College’s Vehicle Use Procedure 6.14.00.1 and to Minnesota State Procedure 5.19.3 Travel Management.
  5. All non-pool vehicle drivers must observe all ordinances and laws pertaining to the operation of motor vehicles.

Part 4. Conditions for Use of Any College-Owned or Leased Vehicle

  1. State owned or leased vehicles are to be used for official state business only and may not be used for personal business or pleasure.
  2. The driver must not park the vehicle overnight at their personal residence unless prior approval has been granted.
  3. Only authorized persons are permitted to ride in state-owned vehicles. Authorized persons include state employees, other persons participating in related state programs, or an individual assisting an employee or student with a disability, if approved by the employee's supervisor. For student workers or work-study students, the college administration must provide prior written approval.
  4. The driver will be expected to conduct a preventive safety check of the vehicle prior to departure (check tires, headlights, fuel, etc.)
  5. Permission to operate College vehicles can be temporarily suspended by the Department of Public Safety, the Department Supervisor, the Physical Plant Director, the President’s Cabinet members, or the President pending an investigation.
  6. Should weather be inclement, or forecasted to be inclement, to the point that travel becomes dangerous, travel shall be suspended on and off campus for pool vehicles. The determination of inclement weather will be made by the Director of the Department of Public Safety or the Emergency Operations Leadership Team (EOMT) in advance when possible. Indications that travel has become dangerous may include snow covering on roadways, icy conditions, heavy sleet or rain. Emergency closings will follow College Policy 06.11.00.0 Weather Short Term Emergency Closings.

Part 5. Reserving a Pool Vehicle on the Main Campus

  1. A faculty member, staff member or an administrator must make a reservation using the Saint Paul College Events Management System (EMS) room scheduling software on the College Intranet (https://spc.scheduling.Minnesota State.edu/Default.aspx). Reservations shall not be made at the request of a student.
  2. The driver of the vehicle must pick up the key to the vehicle at the Department of Public Safety main desk.
  3. Vehicles generally may be reserved for a maximum period of 24 hours.

Part 6. Vehicle Operation Guidelines

The following vehicle operation guidelines are intended to promote the safe use of the College vehicles.

  1. Certification of Driver’s License – On the mileage form, employees using state vehicles must certify that they have had their driver's license record checked by the Department of Public Safety. They must also certify that their license is current and valid, and has not been revoked or suspended.
  2. Preventative Maintenance and Safety Check – The driver should walk around the vehicle prior to departure to check tires and vehicle for safety.
  3. Mileage Log – On the mileage form, employees must log the number of miles, destination, and purpose of the trip.
  4. Accidents – See Part 7 (below) for what to do in case of an accident. If an accident is found to be the fault of the operator of the College vehicle, permission to drive in the future may be terminated.
  5. Speed – The maximum speed for College vehicles is the posted speed limit.
  6. Drugs and Alcohol – Drugs and alcohol must not be consumed or transported in College vehicles. Any employee found operating a vehicle under the influence of alcohol, medication that induces drowsiness, or drugs will have their driving privileges revoked and may face criminal charges. A driver shall not consume alcohol 12 hours prior to driving a College pool vehicle.
  7. Occupancy – Total occupancy, to include the driver, shall not exceed the number of seat belts.
  8. Cargo – Baggage and equipment should be kept in the trunk or as far back in the vehicle as possible to prevent them from becoming dangerous projectiles.
  9. Seat Belts – Minnesota has a mandatory seat belt law and the College requires that all occupants must use their seat belts. The driver must ensure all passengers of the vehicle are wearing seat belts. The seat belts must remain fastened until the driver has reached the destination.
  10. Headlights – Always use the headlights regardless of time of day.
  11. Distractions – There should be no loud music, throwing of objects, or other driver distractions. Mobile/cell telephones for talking or texting may not be used by the driver when the vehicle is in motion.
  12. Signals – Turn and lane change signals must be used to signal the driver’s intentions.
  13. Forward / Reverse Motion – Most vehicle accidents occur while traveling in reverse. Avoid backing whenever possible, such as by choosing pull-through parking spaces. When reverse travel is necessary, proceed slowly and use the assistance of your passengers.
  14. Weather Conditions – If it is raining, it is recommended that you lower your driving speed under the posted limit. Roads are most slippery at the start of rain. Surface oil and grease form slick films that are not washed away until after 20-30 minutes of hard rain. Strong winds also make steering difficult. In such conditions, speed should be decreased, the driver should have both hands on the steering wheel, and be alert for other vehicles swerving into his/her path. The driver may opt to pull over until adverse conditions have passed.
  15. Mechanical Problems – All actual or suspected mechanical problems must be reported immediately to the Director of Public Safety who will have the problem assessed.
  16. Fines – Fines resulting from traffic or parking violations will be the obligation of the driver.
  17. Keys & Mileage Log – At the conclusion of the trip, the keys, vehicle information binder and all vehicle/driver related forms must be promptly returned to the Department of Public Safety main desk. Remember to record the beginning and ending odometer readings on the mileage form.
  18. Parking – The driver must return the vehicle to the parking space designated by the Department of Public Safety and ensure that all interior and exterior lights are turned off and all doors and windows are locked.

Any person found using a vehicle improperly may have their privilege to drive college-owned vehicles revoked.

Part 7. Accidents

Insurance information and this complete procedure are located in the vehicle.

For all accidents, please do the following:

  1. Safely stop at the scene. If there is a medical emergency, call “911.” Otherwise, please contact the local police department to file an accident report. Have passengers get out of the vehicle and away from the road, exiting from the side away from traffic, if possible.
  2. Be as calm and courteous as possible.
  3. Notify the Department of Public Safety at 651-846-1322. All accidents, no matter how minor, must be reported to the Department of Public Safety.
  4. Do not discuss the accident with anyone other than police and College Officials except to obtain driver, vehicle, insurance carrier, and witness information.
  5. Acknowledge only facts to the other driver and avoid telling the other driver that you or the College is at fault for the accident. Be courteous and avoid confrontational language like “fault” and “blame.” Be sure to provide the Department of Public Safety with a written report when you return to campus. They will, in turn, notify the Physical Plant Director and the Business Office.
  6. In the event of bodily injury:
    1. A.​ Make absolutely certain that police are informed that there are injuries.
    2. Keep the injured person warm and still. Never move a person unless life threatening conditions exist.
    3. If the injured person is taken from the scene for medical treatment, find out where.
    4. Notify the Department of Public Safety at 651-846-1322 so the injured person’s family can be contacted.

Part 8. Breakdown Procedures

If the vehicle should break down on the road, the driver should:

  1. Notify the Department of Public Safety at 651-846-1322.
  2. Make arrangements to have the vehicle towed to the nearest garage.
  3. Make arrangements for alternate transportation or lodging.
  4. If the vehicle has been in an accident, the driver must follow the procedures outlined above, in Part 7.

Part 9. Operating Personal Vehicles for College Business

  • When using your personal vehicle for College business, the primary liability coverage shifts from the College to your personal auto insurance. Your personal auto insurance is the primary payer in the event of a liability loss. The College’s auto liability insurance is in excess of the employee’s personal auto liability insurance.
  • The College recommends all drivers using their personal vehicles for College business carry personal auto liability insurance with limits of at least $300,000 per occurrence. Minnesota state law requires at least $100,000 per occurrence.
  • The College is not responsible for the physical damage to an employee’s vehicle. Therefore, employees should also have their own collision and comprehensive insurance coverage.
  • Students cannot be transported in faculty-owned or staff-owned vehicles

Reference

Review Date

-

Policy Status

Approved

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