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Motor Vehicle Policy

This policy was posted for public comment from October 7 – 24, 2024

Comments

I do not see the section that the driver is responsible for all citations.

K.5. states -- "Drivers of college vehicles shall be personally responsible for all fines, forfeitures of bail, or other penalties for parking and traffic violations.”
  1. Policy

    General Comment: With reformatting and reorganization, this 13-page policy could be reduced to 8 or 9 pages without deleting any substance.

  2. Definitions
    • Do we need a definition for D. emergency, E. executive cabinet member? These seem to be common sense terms and do not need to be defined.
    • Recommend that there be a definition for Service Animals. There is a definition in section 3.E of the Student ADA Policy.
    • G. Low Speed Vehicle: LSV definition is not consistent with Campus Walkway Safety policy section 3.D.
    • H. Motor Vehicle: The definition of Motor vehicle is not consistent with section 3.C in the Campus Walkway Safety policy.
    • J. Salt Lake Metropolitan Area: This is confusing. Can it be reworded? Consider adding a link to a map of the Salt Lake Metropolitan area, which depicts Utah, Salt Lake, Davis, and Weber County. This will be easier to follow.
    • K. Take-Home-Use: This definition is confusing. Consider using language to specify that the vehicle is to be used only for transport to college duties.
    • N. Vehicle: This definition is too broad. For example, is a skateboard a vehicle? It seems to be under this definition. Do we need this definition?
  3. Procedures
    1. Acquisition, Ownership, Disposal, and Replacement of Vehicles
      • A.3,4,5, and 6 should be combined into section and subsections relating to donation. Consider revising to read:
        1. "Donation of Vehicles
          1. Donations of vehicles that require a manufacturer statement of origin (MSO), registration, or other forms of licensing must be registered with the Fleet and Logistics office.
          2. The donating party must provide a clear MSO, title, registration, or proof of ownership How a donating party may submit such evidence may be found in the Utah DMV’s public insufficient evidence checklist. These include
            1. Printed color photos of ALL sides of the vehicle;
            2. A completed form TC-569A, ownership statement;
            3. A completed form TC-661, VIN inspection; and
            4. Any bill of sale, a release of ownership, or receipts for repairs, etc.
          3. The department receiving a donated vehicle must document it on the donation form.
          4. The college may refuse to accept the donation of a vehicle."
      • A.7-Consider moving 4.A.7 into section 4.A.1 which addresses the fleet and logistic manager’s duties.
      • A.8-indicates that vehicles will be kept for “a maximum of ten years or 80,000 miles whichever occurs first.” What if the vehicle is in good condition after 10 years and 150,000 miles? Didn’t the college purchase the “Bruin Bus” with 200,000+ miles?
      • A.9 is inconsistent with A.8. “…a vehicle needs to be kept for five years…” but “…can be disposed of at any time.”
      • Consider revising A.7.8 and 9 as follows:
        1. Surplus of Vehicles
          1. The fleet and logistics manager will provide a written recommendation to the vice president for finance and administration when surplus or disposal of all college vehicles should occur.
          2. After review of this recommendation, the vice president for finance and administration may remove the vehicles from the college inventory system and they may be disposed of in accordance with college policy.
          3. Surplus Guidelines
            1. vehicles will be kept for a minimum of five years;
            2. generally vehicles will be kept for a maximum of ten years or 80,000 miles, whichever occurs first.
            3. Vehicles may be disposed of at any time if
              1. their cost exceeds their value;
              2. the value is below 20 percent of market value, or
              3. the college or a department underutilizes the vehicle.
    2. Vehicle Identification
      • B.1. Why do we have the “color of a vehicle” language in the policy. This seems odd. Can be reworded. Are there college standards for color? What are they? It appears that nearly all fleet vehicles are white.
      • B.2-It does not appear than any SLCC vehicles display “the college or state seal on both the driver and passenger side of the vehicle. Instead, vehicles only possess a vehicle number bumper on the left front bumper that says MV-####. Consider deleting the college or state seal.
      • B.3-This section references “vice president of business services” instead of “vice president for finance and administration.”
    3. Telematics
      • C.1. When referencing the code (r. 27-7), is the ‘r’ supposed to be capitalized?
    4. Insurance

      No comments.

    5. User Fees
      • H.1. What about when you take a trip and don’t go directly from point A to point B, is that considered official college business? Can you use the college vehicle to go to dinner as official college business?
      • H.2.a-Can an employee with a valid driver’s license from another state drive a college vehicle?
      • H.2.d-This section states “except where noted, the operation of a college motor vehicle is limited to persons who are eighteen years of age or older. In reviewing H.3.c and d, it looks like both sections require drivers to be 18 years of age. What does “except as noted” refer to? Can a 16-year old seasonal employee operate a riding lawn mower to cut the grass? A riding lawnmower falls within the scope of a vehicle or motor vehicle definition under this policy.
    6. Extraordinary Wear and Tear

      No comments.

    7. Maintenance

      No comments.

    8. Use of College-Owned Motor Vehicles
      • H.3.d.(3) Consider putting a link for the out-of-state travel request form.
      • H.3.k. should be a subsection of H.3.j
      • H.3.k,l,m Should be cited by Federal Motor Carrier Safety Administration.
      • H.3. m. “ …on trips longer than one hour” should be changed to “every 2 hours”
      • H.5.e. Consider providing a link to the checklist.

I-O Sections
No comments

Responses

I do not see the section where the driver is responsible for all citations.

Section 4.K.5. states, "Drivers of college vehicles shall be personally responsible for all fines, forfeitures of bail, or other penalties for parking and traffic violations.”

With reformatting and reorganization, this 13-page policy could be reduced to 8 or 9 pages without deleting any substance.

Thank you for your comment. Efforts have been made to revise and reorganize the policy, which has been significantly shortened.

Definitions (section 3)

Do we need definitions for “3.D. Emergency” and “3.E. Executive Cabinet Member?” These seem to be common sense terms.

Deletions accepted.

Suggestion to add a definition for Service Animals aligning with definition 3.K in the Student ADA Policy.

A definition of “Service animals” has been added, matching the existing definition in the Student ADA Policy.

Definitions for “3.G. Low-Speed Vehicle” and “3.H. Motor Vehicle” are inconsistent with the Campus Walkway Safety Policy definitions.

These definitions have been revised to match those of the same terms in the Campus Walkway Safety Policy.

3.J. Salt Lake Metropolitan Area is confusing. Consider rewording and adding a link to a map of the Salt Lake Metropolitan area, which depicts Utah, Salt Lake, Davis, and Weber County. This may make it easier to follow.

This definition has been revised as follows, “the area within a 65-mile radius of Salt Lake City. The Salt Lake Metropolitan Area does not include any canyon.”

3.K. Take-Home Use is confusing.

No revisions were made. Take-home Use is discussed in section 4.J. Take-home use permissions are primarily reserved for employees, such as the associate vice president of Public Safety, who are on call 24/7 and would be impacted if “a potential emergency exists and delaying an employee’s response time could endanger a person’s life or cause significant property damage.” The only other exception would be if an employee is returning a college-owned vehicle and is returning to home base after hours. In this example, if the employee’s home is on their way to the campus, with prior permission, the driver may stop at their home overnight and return the vehicle first thing the following morning. This is allowed on a case-by-case basis with prior approval.

The definition of “Vehicle” (3.N) is too broad. Do we need this definition?

This definition has been deleted.

4.A. Acquisition, Ownership, Disposal, and Replacement of Vehicles

Suggestion to combine sections A.3-6 into A.3. Donation of Vehicles.

Revision accepted.

Suggestion to revise and combine 4.A.7-9 into 4.A.7. Surplus of Vehicles. The policy states that college vehicles will be kept for “a maximum of ten years or 80,000 miles whichever occurs first.” What if the vehicle is in good condition after 10 years and 150,000 miles?

Revisions to 4.A.7-9 were accepted. See section 4.A.4. of the revised policy. Exceptions can be made to keep a vehicle that is in good condition for longer than 10 years or 80,000 miles. Typically, this applies to commercial vehicles in the fleet, such as the motor coach, garbage truck, and commercial trucks.

4.B. Vehicle Identification

4.B.1. Why do we have the “color of a vehicle” language in the policy?

This section has been removed from the policy.

4.B.2. It does not appear that SLCC vehicles display “the college or state seal on both the driver and passenger side of the vehicle.”

The seal is difficult to see, but it is on an 8-inch white window decal. It is required by Utah Administrative Rule R.27.

4.H. Use of College-Owned Motor Vehicles

4.H.1 - Can it be considered official college business when you take a trip and don’t go directly from point A to point B? Can you use the college vehicle to go to dinner as official college business?

Yes, you can in specific situations. For example, if you are attending a conference in St. George, stopping for gas, hotel, or meals would be an expected part of your trip. That would be acceptable. Driving through Zions would not be permissible if not part of your conference. Additionally, if you are driving on official college business, you may stop for a meal if the location is on the driving route to your destination.

Can an employee with a valid driver’s license from another state drive a college vehicle? (4.H.2.a)

The SLCC Risk Management Office is required by R.27-3-3 to verify that the operator’s driver’s license is valid before they can drive a college vehicle. Risk Management accomplishes this by pulling Motor Vehicle Reports (MVRs) but cannot access MVRs from non-Utah states. Risk Management cannot verify the out-of-state driver’s license status, so those drivers cannot operate a college vehicle.

4.H.2.d - This section states, “except where noted, the operation of a college motor vehicle is limited to persons who are eighteen years of age or older. What does “except as noted” refer to? Can a 16-year-old employee operate a riding lawn mower to cut the grass?

Revisions have been made to simplify and clarify the driving requirements concerning the operator's age. 4.H.2.d has been revised as follows:

  1. After taking the required training(s), employees who are:
    1. 16 or older can operate ATVs, LSVs, and lawnmowers.
    2. 18 or older can operate motor vehicles with up to six passengers.
    3. 21 or older can transport up to 15 passengers without a passenger endorsement.

4.H.3.c&d (now 4.H.3.b(1)&(2)) have been revised to state:

  1. College motor vehicles will be used only for official college business and in the Salt Lake Metropolitan Area. Exceptions:
    1. To operate a college-owned vehicle within the state of Utah and outside of the Salt Lake Metropolitan Area, individuals must be authorized drivers, 18 years of age or older, and have an in-state travel request form approved by the Fleet and Logistics Office before traveling.
    2. To operate a college-owned vehicle outside the state of Utah, individuals must be authorized drivers, 18 years of age or older, and have an out-of-state travel request form approved by the SLCC Risk Management office before traveling.
Consider making 4.H.3.k a subsection of 4.H.3.j.

Revision accepted. Additional revisions were made to simplify section 4.H.3.

Consider citing the Federal Motor Carrier Safety Administration in H.3.k-m.

This section has been significantly revised and condensed.

4.H.3.m – Consider revising “…on trips longer than one hour” to “every 2 hours.”

4.H.3.i (formerly 4.h.3.m) now states, “The authorized driver must take at least one 15-minute rest break every two hours and a meal break every six hours.”

Technical Corrections

4.B.3. – “vice president for business services” should be “vice president for finance and administration.”

Revision accepted.

4.C.1 – should “r.27-7” be “R.27-7?”

Revision accepted.

Suggestion to include a hyperlink for the “out-of-state travel request form.” (4.H.3.d.(3))

Hyperlinks have been added for the “in-state” and “out-of-state” travel request forms in 4.H.3.b(1) & (2), respectively.

Suggestion to include a hyperlink to the Campus Walkway Safety Policy (4.P)

Once the Campus Walkway Safety Policy is approved by the Board of Trustees and posted online, the hyperlink will be added.