Use of College Vehicles (Procedure 5.0802)

Definitions

College vehicle -a self-propelled land vehicle, commonly wheeled, that does not operate on rails (such as trains or trams) and is used for the transportation of people or cargo which includes, but not limited to, tractors, carts, trucks, and cars. 

Procedure

A. Professional Use

An employee's operation of a College vehicle must be within the scope of their employment and for official College business only. Personal use is not permitted except as incidental to department approved breaks while off campus. 

B. Driver Requirements

Employees and SSC students using a College vehicle as part of their academic program or work study must operate the vehicle in accordance with this procedure. Drivers must be over eighteen years old and must hold a valid FLORIDA driver’s license, appropriate for the type of vehicle to be driven.

C. License and Motor Vehicle Record Checks

For employees required to drive College vehicles as a requirement of their job responsibilities, the following shall apply:

• Employment shall be contingent upon a valid Florida driver’s license with an acceptable driving record.
• A driving record is not considered acceptable if it has any of the following: operating a vehicle under the influence of drugs or alcohol within the past five years, vehicular homicide, drag racing offenses, felonies involving a vehicle, driving on a suspended or revoked license, a hit-and-run accident, fleeing police in a vehicle, or two or more speeding violations in the prior three years. 
• Each new hire will be required to present a copy of their valid driver’s license at the time of hire, as well as, a signed Disclosure, Acknowledgement and Release of Information Authorization form, authorizing the College to check the driver’s MVR. The Office of Human Resources will conduct the MVR check. Records of license validity and MVR checks shall be maintained in the employee’s background check file.
• Current employees who driver’s license is not valid (including if the license is suspended), must cease performing driving functions immediately and inform their department supervisor. Failure to notify the supervisor or to cease driving in such circumstances is a violation of this policy and may result in disciplinary action. The supervisor will notify The Office of Human Resources.
• All drivers are required to report suspension or revocation of their license, to The Office of Human Resources, in writing, immediately following the offense. If at any time the employee does not possess a valid license, the employee may be terminated, in accordance with College policy, for inability to perform their job duties. The Office of Human Resources must be contacted before any such action is taken. 
• It is the responsibility of the department supervisor to conduct annual driver’s license checks to ensure the employee’s driver license is valid and to document the check in the employee file via Driver’s License Check (flhsmv.gov).
• Vendors operating a College vehicle as per contract are responsible for ensuring their employees have a valid driver’s license. 

Employees and students who are not required to drive a College vehicle as part of their job responsibilities, but who operate a College vehicle on occasion or seek temporary use of a College vehicle for College purposes, must have the validity of their FLORIDA driver’s license checked by the department supervisor loaning the vehicle before they are permitted to operate a College vehicle. 

Failure to maintain a valid driver’s license or new violations recorded in the Motor Vehicle Record may result in amendment or termination of driving privileges.

D. Traffic Violations and Liability

College vehicles are to be operated in accordance with all applicable laws, rules, regulations, ordinances, policies, and procedures.  Employees are personally responsible for any traffic violations, penalties, and fines. Employees may also be liable for any property damage, repairs, or injuries resulting from the violation of applicable laws, rules, or regulations related to the operation of a College vehicle. Employees could also be subject to disciplinary action for violation of laws or policies related to the operation of a College vehicle, including but not limited to remedial training, suspension of driving privileges, or termination. 

E. Reporting Accidents

Any accident, property damage, or injury involving College vehicles must be immediately reported to Campus Safety and Security and the department supervisor. If the accident occurs off college property, the accident should also be reported to local law enforcement. 

It is not acceptable under this policy to merely exchange insurance information with another party. The incident must be reported regardless of whether it involves another vehicle or not. The affected employee and department supervisor shall each fill out an accident report.

Appropriate action following an accident may include remedial training, equipment adjustments, safety meetings, or other similar actions. 

The department may not take disciplinary action affecting employee pay, suspension, or termination without prior approval by the Office of Human Resources.

Nothing in this section should be construed to require any delay of necessary medical attention for injured employees following an accident, or to prohibit an employee from leaving the scene of the accident for the period necessary to obtain assistance in responding to the accident, or to obtain necessary emergency medical care.

F. Conduct While Operating College Vehicles

Employee operators must abide by all traffic laws and speed limits and take all appropriate safety precautions such as the use of safety restraints and turn signals. Employees must adhere to passenger load limits and vehicle weight limits. All occupants of a College vehicle must wear safety restraints whenever the vehicle is in motion. Bumper stickers and other materials may not be affixed to College vehicles without expressed permission of the department supervisor. College vehicles shall be turned off and locked always when unattended. College vehicles shall not be operated when in need of maintenance or repair. Employees should inspect vehicles at the beginning and end of each shift for damage and mechanical defects. Passengers shall be limited to other College employees or students for purposes within the scope of employment or in furtherance of academic programs and/or student activities. Vehicles shall be parked legally when not in use.

Employees may not engage in any of the following conduct while occupying or operating a College vehicle: None of the following restrictions prohibit the use of appropriate safety equipment or practices as approved by the supervisor who manages the vehicle.

• Headphone, air pod, or earplug use (excluding assisted listening devices such as hearing aids).
• Cell phone or other handheld device use while the vehicle is in motion.
• In compliance with Seminole State College Policy regarding a Tobacco-Free Campus, smoking or tobacco products of any kind are not permitted in any College vehicle. This includes e-cigarettes, vaping devices, pipes, or cigars.
• Consumption or possession of alcoholic beverages or any other controlled substance.
• Occupying or operating a College vehicle while under the influence of alcohol, drugs, controlled substances or otherwise impaired.

G. Vehicle Check Out and Return Procedure When Operating a College Vehicle Off College Property

The scheduling, assigning, and control of College vehicles will be the responsibility of the department supervisor. Department supervisors will oversee the following procedures for the check out and return of College vehicles:

• Check Out Procedure
  • The employee operator will request or be assigned use of a College vehicle through the department supervisor. Departments may determine their own reservation and request process.
  • The employee will sign an acknowledgement indicating review of this procedure in writing.
  • Upon assignment of the use of a College vehicle, the employee will complete a vehicle log.
  • The employee should complete an inspection of the entire vehicle (both interior and exterior) prior to use to ensure it is in proper working order. The employee should document any preexisting damage or defects. The employee should report any deficiencies prior to use. Departments may dictate additional inspection requirements and vehicle equipment inventories.
• Return Procedure
  • To return a College vehicle, the employee operator must:
    • Safely and legally park the vehicle in the department-designated location
    • Complete the return section of vehicle log. 
    • Lock the vehicle
    • Immediately return the keys to a locked and secure area
    • Complete the return section of the log
    • Notify the department supervisor
• All vehicles must be refueled or recharged before returning the keys. The employee should maintain the cleanliness and appearance of the vehicle, discarding all trash and removing personal items before returning the vehicle.
• Vehicles may not be kept overnight unless approved by the department supervisor. 

H. Maintenance, Expenses, and Records of College Vehicles

Department supervisors will be responsible for the maintenance and record-keeping related to College vehicles. 

Regularly scheduled maintenance should take place in accordance with manufacturer guidelines and in a timely manner. Maintenance shall include but not be limited to: oil, lubrication, filter service, brake inspections, tire inspections and replacement, cooling system service, transmission service, engine and tune-up service. Vehicles should be washed and vacuumed on a regular basis.  

Records of vehicle maintenance, repairs, and use must be documented and kept for the duration of the vehicle’s possession by the College. 

Employees shall bring any necessary maintenance or repairs to the attention of the department supervisor in a timely manner. Vehicles may not be used until the necessary maintenance or repairs are made. Employees may not make any repairs or adjustments to the vehicles without permission of the department supervisor. 

Day-to-day expenses of operating the vehicle (gasoline, parking fees, tolls) will be the responsibility of the department using the vehicle.