121.12 COLLEGE VEHICLES PROCEDURE
121.12.1 PURPOSE
College vehicles are solely for the utilization of College employees conducting official College business. This procedure shall be adhered to for the safety of employees as well as the security and liability of the College.
121.12.2 LICENSING REQUIREMENTS
1. A valid Arizona driver’s license is required by any employee who utilizes a College vehicle.
2. A copy of the employee’s current driver’s license shall be kept on file with the Director for Facilities for College insurance liability purposes. It is the employee’s responsibility to provide an updated copy when their license has been renewed.
3. Drivers should be advised that it is a violation of College policy, and State law, to drive a College vehicle with a revoked or suspended license. Any loss or restriction of license must be reported to the Director for Facilities within one (1) working day. Providing a false certification and/or knowingly driving a College vehicle on a suspended or revoked license may constitute grounds for termination of employment with the College.
121.12.3 SERVICE VEHICLES
1. The following vehicles are intended solely for use by the designated departments:
Service Vehicle |
Department |
|
Security patrol vehicle(s) |
Security |
|
Maintenance vehicle(s) |
Facilities |
|
Shipping/Receiving vehicle(s) |
Internal Services |
|
Maintenance/Material Handling Equip. |
Facilities & Internal Services |
|
Forklift |
121.12.4 DRIVER RESPONSIBILITIES
1. In accordance with the Employee Code of Conduct, Procedure 430.1.3.12, vehicles are intended solely for official College activities and are not to be used for any other purpose.
2. Non-employees are not permitted to travel in a College vehicle unless on official College business.
3. Vehicles may be checked out prior to the scheduled College business and must be returned to the College immediately upon completion of College business. Vehicles may not be kept at a personal residence unless related to College travel.
A. Flagstaff vehicles must be checked out from the Director for Facilities, or his/her designee.
B. Page vehicles must be checked out from the Dean of the Page/Lake Powell Campus, or his/her designee.
4. Vehicles and keys must be returned to and checked in to the appropriate administrator (see 3 a & b above) by the designated driver. Vehicles returned after normal business hours are to be returned to the College parking area or kept at the person’s residence until the following regular business day. If the vehicle is to be returned after regular business hours, the keys are to remain with the designated driver until the next regular business day.
5. The driver is responsible for re-fueling the vehicle to the same level as when checked out. The driver’s department is responsible for said fuel expenses.
6. As a representative of the College, you also represent the State of Arizona and Coconino County. It is important to be courteous to other drivers, obey all local and state traffic laws, and exercise good common sense. Failure to adhere with state statutes governing the operation of a College motor vehicle may result in disciplinary action, up to and including termination.
7. It is the law to have your seat belt fastened while a vehicle is in motion.
8. Smoking is prohibited inside any College-owned vehicle.
9. Walkman type headsets, earphones, or any other type of headset are not to be worn while driving College vehicles.
10. The designated driver is responsible for keeping said vehicle clean and litter free.
11. Operators of College vehicles are expected to take every reasonable action to care for the vehicles. Failure to do so could result in disciplinary action, up to and including termination of employment. Furthermore, the costs associated with repair or cleaning of damaged or excessively dirty vehicles, above the normal wear and tear, may be charged to the responsible departments and/or individuals.
Employees assigned and operating a College vehicle shall ensure:
A. That the vehicle is properly warmed up before operation.
B. The employee should exercise caution and avoid overloading, driving over curbs, running on flat tires, driving an overheated vehicle, etc.
C. The assigned vehicle is to be kept clean and litter free.
121.12.5 TRAFFIC CITATIONS
1. College vehicle operators shall be personally responsible for the prompt payment of fines for any traffic violations, other than mechanical failure, received while driving a College vehicle. Citations shall not be paid with State or College funds.
2. Citations received for mechanical failure shall be personally taken to the Director for Facilities.
121.12.6 TRAVEL
1. An approved Travel Request is required, per CCC Travel Manual procedures, for business travel outside a 35-mile radius from employee’s duty post.
2. A CCC Travel Request approved by the President, is required where destination of the College vehicle will exceed 100 miles from the Arizona State border, per CCC Travel procedures and guidelines.
121.12.7 VEHICLE MALFUNCTIONS
1. It is the duty of each operator to notify the Director for Facilities, in writing, when encountering any malfunction or irregularity with the vehicle.
2. In the event of a vehicle breakdown, the vehicle operator shall call the Director for Facilities or his/her designee. If the travel is out-of-town, it may be necessary to call for a tow truck.
3. The vehicle shall be locked at all times when unattended. If it is necessary to signal for assistance on a roadway, the hood of the vehicle should be raised and the hazard flashers turned on.
121.12.8 ACCIDENT REPORTING
1. A written report shall be made concerning all motor vehicle accidents, regardless of the amount of damage, within 24 hours of the time of the incident. It is important that the appropriate law enforcement jurisdiction be contacted to initiate a police report and case number.
2. Departments that fail to initiate an accident report will be responsible for costs associated with full repair of the damage.
3. Incident Report Forms and information exchange cards are located in the vehicle glove box. The driver shall also try to obtain names and telephone numbers of any witnesses.
121.12.9 INSURANCE
1. The College provides vehicle liability coverage to College employees and agents while using a College-owned, leased, or rented vehicle if the vehicle is used for authorized purposes within the scope of the travelers’ recognized duties.