Motor Vehicle

1. POLICY

   Fleet vehicles at Salt Lake Community College shall be purchased, operated, maintained, and sold following approved college policies, procedures, and laws of the State of Utah.

2. REFERENCES
   
   1. Traffic Code, U.C.A. §§ 41-6a-101—2006.
   2. Utah Administrative Services Code, U.C.A. §§ 63A-9.
   3. Administrative Services, Fleet Operations, Utah Admin. Code R. 27.
   4. Auxiliary and Services Enterprises, Utah Admin. Code R. 550-559.
3. DEFINITIONS
   1. Buses: any vehicle that holds fifteen or more occupants, including the driver, requiring a commercial driver’s license with a passenger endorsement or other endorsements to drive.
   2. Cargo Vehicle: any van or vehicle designed to carry cargo with a manufacturer’s recommended maximum payload weight.
   3. Driver Safety Committee: a committee that reviews all employee accidents and requests for informal hearings.
   4. Large Capacity Passenger Vehicles (LCPV): any vehicle that holds seven or more occupants, including the driver.
   5. Low-Speed Vehicle (LSV): any vehicle that is not licensed by the Utah Department of Motor Vehicles and that operates on a private or public road, for example, golf carts, electric vehicles, e-bikes, ATVs (all-terrain vehicles), UTVs (utility task vehicles), tractors, and similar vehicles.
   6. Motor Vehicle: a vehicle that is self-propelled by consuming electricity or fuel, excluding aircraft. This does not include motorized wheelchairs or other assistive devices used by persons with disabilities.
   7. Official College Business: activities conducted to meet the needs of approved college programs, functions, or activities and the college’s officers, departments, organizations, and operating units.
   8. Salt Lake Metropolitan Area: the area within a 65-mile radius of Salt Lake City. The Salt Lake Metropolitan Area does not include any canyon.
   9. Service animals: dogs and miniature horses that are individually trained to do work or perform tasks for persons with disabilities.
   10. Take-Home Use: using a college vehicle between an employee’s residence and assigned work location.
   11. Telematics: a general term that refers to any device that merges telecommunications and vehicle data to monitor driving patterns and violations and reports the violations to the fleet and logistics manager.
   12. Telemetric Threshold Violations: violations that are reported to the fleet and logistics manager via Telematics. Included are speeding, idling for more than five minutes, hard stops, hard starts, hard stops while turning, and others.
4. PROCEDURES
   1. Acquisition, Ownership, Disposal, and Replacement of Vehicles
      
      1. The college’s fleet and logistics manager shall:
         
         1. administer all motor vehicles owned or leased by the college; and
         2. perform or direct the acquisition, maintenance, and disposal of all vehicles, including forklifts and construction equipment.
      2. The Fleet and Logistics manager will recommend to the vice president for Finance and Administration the type of motor vehicle to be purchased and made available for departmental use. Departmental needs and the vehicle’s records of reliability, maintenance cost, and fuel efficiency will be considered.
      3. 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.
      4. Surplus of Vehicles
         
         1. The Fleet and Logistics manager will recommend to the vice president for Finance and Administration when surplus or disposal of all college vehicles should occur.
         2. After reviewing this recommendation, the vice president for Finance and Administration may remove the vehicles from the college inventory system, which may be disposed of following college policy.
         3. Fleet Guidelines
            
            1. vehicles will be kept for a minimum of five years but may be disposed of at any time as outlined in 4.A.4.c(3);
            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. other college or a department underutilizes the vehicle.
   2. Vehicle Identification
      
      1. College-operated vehicles must display the college or state seal on both the driver and passenger sides of the vehicle and a vehicle number on the left front and right rear bumpers.
      2. College-owned or operated motor vehicles must display exempt license plates unless authorized to display other Utah license plates by the vice president for Finance and Administration and applicable state laws.
   3. Telematics:
      
      1. Telematic devices shall be installed in state motor vehicles as required by Utah Admin. Code R. 27-7.
      2. Telematic devices collect information regarding how a vehicle is being driven and report telemetric violations to the Fleet and Logistics office.
      3. Drivers have no expectation of privacy when driving a college-owned vehicle.
   4. Insurance
      
      1. Insurance
         
         1. The college provides appropriate insurance for all college-owned vehicles.
         2. The college does not provide or offer insurance for personally-owned vehicles, even when driven on college business.
         3. The driver of a personally owned vehicle driven for college business shall ensure the vehicle is insured per state law.
      2. All vehicles will be covered by liability, collision, and comprehensive insurance consistent with applicable state law requirements and the SLCC Risk Management office.
      3. The cost of insurance coverage, as determined by the Utah State Risk Management office, will be included in the fleet vehicle user fee.
      4. Rental vehicles must be rented using a State of Utah contract developed by the Utah Division of Purchasing.
         
         1. The only exception to this procedure is if an SLCC employee can demonstrate that a reasonable attempt was made to use the State of Utah contract, and there were not any vehicles available under such contract at the time needed, at the place needed, or of the type needed.
         2. If a vehicle is not rented using a State of Utah contract, the renter must purchase damage and liability insurance offered by the rental agency.
   5. User Fees
      User fees must reflect the actual costs of each vehicle, including:
      
      1. insurance costs;
      2. maintenance costs;
      3. fuel costs;
      4. replacement costs;
      5. the State of Utah required fees for state-owned vehicles;
      6. HOV lane violations, tolls, or other miscellaneous fees charged during vehicle use; and
      7. other costs identified by the vice president for Finance and Administration or designee.
      8. Departments may utilize motor pool vehicles under a fee structure to be reviewed regularly.
   6. Extraordinary Wear and Tear
      If the Fleet and Logistics manager determines that a department's use of college-owned vehicles has resulted in unusual or extraordinary wear and tear, the department will be assessed additional charges to offset the resulting additional costs.
   7. Maintenance
      
      1. All college vehicles will be maintained and serviced regularly regardless of their assigned department. The Fleet and Logistics office will determine the vehicle repairs and maintenance needed. The Fleet and Logistics office will bill the department to which the vehicle is assigned for the repairs.
      2. Any repairs done by the department to a motorized vehicle or equipment shall be pre-approved and coordinated through the Fleet and Logistics office.
      3. All motorized vehicle and equipment repairs will be documented. Invoices must include any parts replaced and any items repaired. The invoice must be submitted to the Fleet and Logistics office.
   8. Use of College-Owned Motor Vehicle
      
      1. Use of college-owned vehicles is limited to official college business by college employees, authorized students, or approved college volunteers.
      2. Driver Qualifications
         
         1. Every driver of a college-owned vehicle must possess a valid Utah driver's license.
         2. Authorized drivers operating state vehicles must have the correct license required for the vehicle they are operating and any special endorsements required to operate specialty vehicles.
         3. Every operator must be on the list of authorized motor pool drivers. The SLCC Risk Management office maintains the authorized drivers list.
         4. 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. 18 or older can operate construction equipment with specific hands-on training approved by the Environmental Health and Safety office.
            4. 21 or older can transport up to 15 passengers without a passenger endorsement.
         5. All drivers of college vehicles and all persons who drive on college business must pass the driver safety test every two years.
         6. Any driver who receives a citation for violating any motor vehicle law while driving a college vehicle must immediately inform the driver’s supervisor. Failure to report the citation may result in a loss of driving privilege.
      3. Driving College-owned Vehicles
         
         1. Departments to which vehicles are assigned are responsible for ensuring an employee is qualified before allowing the individual to drive a college vehicle.
         2. 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.
         3. Personal use of college vehicles is prohibited.
         4. Only college employees, registered students, official guests on college business, and official college volunteers may ride as passengers in college vehicles.
         5. Employees wanting family members to accompany them must drive a personally owned or rented vehicle.
         6. Animals, except service animals, are not allowed in college vehicles.
         7. Drivers are not permitted to drive more than eight cumulative hours in 24 hours and must not exceed 12 hours on duty or work time.
         8. Driving is prohibited between 11:00 p.m. and 5:00 a.m. except where a trip is solely to return to home base, and the return time will be no later than midnight. Exceptions:
            
            1. Driving between 11:00 p.m. and 5:00 a.m. may be granted on a limited, narrow basis and must be pre-approved by both the SLCC Risk Management office and the traveler’s executive cabinet member.
            2. Travel between 11:00 p.m. and 5:00 a.m. requires two authorized drivers – one as the driver and the other must be in the front passenger seat.
         9. The authorized driver must take at least one 15-minute rest break every two hours and a meal break every six hours.
         10. Drivers must slow down if adverse weather conditions exist. Travel should not proceed in extreme weather conditions.
         11. Travel plans should allow for emergency stop-overs and associated expenses due to bad weather.
         12. Drivers are responsible for the safe operation and condition of the vehicle they are driving and should be familiar with the vehicle’s safety equipment. Drivers must report problems or concerns to the Fleet and Logistics office promptly.
         13. Loading, including passengers and towing, should not exceed the manufacturer’s capacity limits.
         14. Adding storage or luggage racks above any vehicle is not allowed.
      4. Large Capacity Passenger Vehicles (LCPV), Cargo Vehicles, and Low-Speed Vehicles (LSV)
         
         1. All LCPV operators must pass the LCPV Driver Test every four years.
         2. All LCPV operators must pass the hands-on training administered by the Fleet and Logistics office every two years.
         3. All LCPV operators must be at least 21 years old.
         4. Any person operating a college vehicle or combination of vehicles with a combined gross laden weight of 26,001 pounds or more must maintain a valid commercial driver’s license (CDL) with all applicable endorsements and a current medical card.
         5. Persons 18 to 21 years old with a valid CDL may only operate commercial vehicles within the Salt Lake Metropolitan Area.
      5. Buses
         
         1. If the LCPV is designed to transport 16 or more passengers, including the driver, the driver must have a CDL with a passenger endorsement.
         2. The Federal Motor Carrier Safety Administration (FMCSA) regulates commercial drivers.
         3. CDL drivers must participate in random drug & alcohol testing according to the Drug and Alcohol Free Workplace policy.
         4. Drivers holding CDLs are exempt from this policy's time, passenger, and distance restrictions.
   9. Safety
      
      1. Drivers must complete the pre- and post-operational checklist before driving a college-owned vehicle.
      2. The driver must ensure all passengers fasten safety restraints. Persons failing to fasten restraints may be asked to leave vehicles and are subject to corrective action.
      3. Any individual on the list of authorized drivers who is convicted of driving under the influence of alcohol or drugs (DUI), reckless driving, or any felony in which a motor vehicle is used, either on-duty or off-duty, and whether in the state vehicle or their personal vehicle, may have their state driving privileges withdrawn, suspended, or revoked for a minimum of three years.
   10. Take-Home Use
       
       1. The president or designee may approve a college vehicle for take-home use when:
          
          1. a potential emergency exists and delaying an employee’s response time could endanger a person’s life or cause significant property damage; or
          2. it is more practical for an employee to go directly to an alternate work site rather than reporting to a specific location to pick up a college vehicle.
       2. Employees who are allowed take-home privileges must comply with all requirements of take-home use outlined in Utah Administrative Rule 27.
   11. Consequences of Violating this Policy
       
       1. Individuals, departments, or both, may have their privilege to use college vehicles withdrawn for violations of this policy or moving violations, whether obtained through telematics or another source.
       2. Any SLCC Driver Safety Committee member may temporarily suspend driving privileges based on section 4.M of this policy until the Driver Safety Committee can meet to review the preventability of accidents or the eligibility of authorized drivers.
       3. Authorized drivers with a moving violation, whether personal or business-related, in the preceding 90 days may not transport passengers.
       4. The withdrawal of authority to operate a college-owned or personally owned vehicle on college business is in addition to any necessary corrective action imposed by an authorized driver’s supervisor.
       5. Drivers of college vehicles shall be personally responsible for all fines, forfeitures of bail, or other penalties for parking and traffic violations.
       6. After a moving violation or an at-fault accident, a college employee must complete the first preventable accident training or driver training again before being authorized to drive a college-owned vehicle or operating a personally owned vehicle on college business.
   12. Accidents
       
       1. An employee must immediately report all accidents involving a college-owned motor vehicle or equipment and personal vehicles used on college business to the appropriate law enforcement agency.
       2. All vehicle accidents or other circumstances resulting in damage to college vehicles or property must be reported immediately, including nights and weekends, to the Fleet and Logistics office at motor.pool@slcc.edu or 801-957-4461.
       3. Following section 4.B of the Drug and Alcohol Free Workplace Policy, the Fleet and Logistics office will inform relevant entities and post-accident testing will be arranged as necessary.
       4. The driver safety committee shall review any accident involving college-owned vehicles.
       5. If the driver safety committee finds an accident to be preventable, the employee's department will be responsible for the cost of repairs to the limits of the deductible.
   13. Driver Safety Committee
       1. The driver safety committee aims to increase drivers’ safety and reduce losses associated with state vehicles.
       2. Using standards published by the National Safety Council, the driver safety committee reviews drivers' eligibility to operate a college-owned or personally owned vehicle on college business.
       3. In addition to the National Safety Council standards, the driver safety committee may consider the following when determining driver eligibility: provisions of Utah Administrative Rule 27-7, the validity of citizen complaints, telemetrics threshold violations, and any other item brought before the committee that is within its discretion.
       4. The driver safety committee shall have at least three voting members. At a minimum, the committee shall include a representative from:
          1. the Risk Management office;
          2. People and Workplace Culture; and
          3. the Fleet and Logistics office.
       5. If the driver safety committee withdraws a driver’s authority to operate a college-owned or personally owned vehicle on college business, the driver may appeal to the state driver eligibility board. Appeals must:
          
          1. be made in writing; and
          2. be made within 30 days from the date the driver safety committee issues its decision.
   14. Reporting of Mechanical or Safety Defects
       Contact the Fleet and Logistics office at motor.pool@slcc.edu or 801-957-4461 if a mechanical or safety defect occurs.
   15. Smoking
       All smoking must be 25 feet or more from an open window or door of a college-owned or operated vehicle.
   16. Operating Vehicles on SLCC Campus Sidewalks and Walkways
       All vehicles operating on SLCC campuses may be subject to the Campus Walkway Safety Policy.

Date of last cabinet review: April 23, 2019

The originator of this policy & procedure is Fleet & Logistics. Questions regarding this policy may be directed to the originator by calling 801-957-4271