1. Purpose 

   This policy establishes guidelines for the purchase, operation, maintenance, and replacement of university owned and leased vehicle assets, utility vehicles, golf carts, and licensed equipment trailers. It sets requirements for the use of these assets for vehicle owners and operators. The policy is intended to promote the safety of drivers, passengers, and the public through safe vehicle operating standards and minimize loss, damages, and claims against the university. 

2. Scope

   This policy applies to all Ohio university vehicle owners and operators regarding the use of university owned and leased vehicle assets, utility vehicles, golf carts, and licensed equipment trailers. 

3. Responsibility for vehicles

   1. It is the responsibility of the department to which a vehicle is assigned to coordinate with the university departments in this policy for the vehicle's proper acquisition, operation, maintenance, and disposition.
      1. Transportation and parking services (TPS), provides assistance with the acquisition and disposition of vehicles, securing titles and licensing, performing pre-purchase inspections, coordinating vehicle maintenance needs, conducting annual safety inspections, issuance of fuel keys and cards, and receiving vehicle accident reports.
      2. Environmental health and safety (EHS) is responsible for oversight of all vehicle safety programs.
      3. The Ohio university policy department (OUPD) is responsible for documentation of vehicle mishaps and violations occurring within their jurisdiction.
      4. The office of enterprise risk management and insurance is responsible for ensuring appropriate insurance coverage, processing claims, and oversight of the crash review board. 

4. Vehicle acquisition 

   The university will select specific vehicles and equipment and its method of procurement and ownership appropriate for the identified need in accordance with the transportation and parking services state vehicle operating guidelines. To ensure safe vehicle operations and minimize the risk to Ohio university and to its employees, the university may deny access to any vehicle at any time if safe and legal operation is in doubt. 

5. Appropriate and legal use

   1. The planning unit head, to which the vehicle is assigned, or his or her designee, has the responsibility for ensuring that the vehicle is used for official university business. The planning unit head, or designee, must establish a system that verifies that all drivers possess a valid US driver's license, that drivers are 18 years of age or older, and that their driving history reflects safe behavior behind the wheel. Approved drivers and passengers in university vehicles are limited to employees, students, or guests of the university who are on official business. The university is not financially responsible for traffic or parking violations incurred by those using its vehicles and the responsibility for all penalties for said violations is assumed by the vehicle operator. The assigned department is responsible for establishing a system for knowing and documenting the driver of any assigned vehicle at any time in use in accordance with the transportation and parking services state vehicle operating guidelines. 

6. Driver evaluation and criteria

   1. The employing department shall check the driving history of all persons who will be operating university vehicles. Vehicle operators must be at least eighteen years of age and possess a valid US driver's license in good standing. Motor vehicle record checks (MVR) should be conducted going back two years prior to initial operation of a university vehicle and annually thereafter for a cumulative total of five years in accordance with the transportation and parking services state vehicle operating guidelines. It is the responsibility if the employing department to ensure vehicle operators meet all vehicle operating requirements, information on commercial driver's license (CDL), requirements is outlined in "policy 47.003." The crash review board is charged to reduce the incidence of vehicle collisions and abuse. All departments shall participate in this activity according to established procedures. All university vans shall have a copy of the "van driver check sheet" for review prior to operating. All operators of fifteen-passenger vans must receive van training conducted by the environmental health and safety department prior to operating a fifteen-passenger van. Effective July 1, 2012, fifteen-passenger vans are prohibited from being owned, leased, rented, or in any manner used by the university. For other specialized-use vehicles, the university may provide specific training needed in accordance with the transportation and parking services state vehicle operating guidelines. 

7. Accident reporting: vehicle mishaps and crashes

   1. Drivers of vehicles are responsible for the proper care of the vehicle while in their possession. An automobile insurance packet, containing an auto insurance card and a copy of the Ohio university vehicle crash report form "https://www.ohio.edu/transportation-parking/fleet-services/university-maintenance-service-center" (OUVCRF) shall be in each vehicle.
      1. In the event of a mishap or crash the driver will follow steps in accordance with the transportation and parking services state vehicle operating guidelines. Failure to immediately return the OUVCRF following the mishap or crash may result in the department or organization being held responsible for all related expenses. OUPD is responsible for documentation of vehicle mishaps and violations occurring within their jurisdiction. University units, departments, and drivers are expected to participate in the review of the accident by the crash review board and to implement any recommendations arising from that review. 

8. Vehicle titling, registration and documentation 

   1. Transportation and parking services completes all titling, registration, and licensing activities for university owned vehicles in accordance with the transportation and parking services state vehicle operating guidelines. This also includes golf carts and low speed vehicles that departments choose to license, and trailers and equipment operated on roadways. All vehicles must be titled to Ohio university, personal names or departments cannot be included on titles. TPS maintains the central repository for all university owned vehicle titles, certificates of origins, and manufacturer certificates of origin for university owned assets. 

9. Vehicle repairs, inspections, and maintenance service

   Servicing of vehicles is provided by transportation and parking services in accordance with the transportation and parking services state vehicle operating guidelines. 

10. Vehicle dispositions and transfers 

    1. Transportation and parking services in collaboration with Ohio university moving and surplus will facilitate the disposal or the transfer of vehicles and cancel the registration and insurance, and report changes to inventory control for removal from the department's inventory records as appropriate. Vehicles returned at the termination of leases or donation periods must be processed through transportation and parking services. Vehicle disposal activities should be conducted in accordance with the requirements outlined in the transportation and parking services' state vehicle operating guidelines.

Forms, References, and History

1. Forms

   The following form is specific to this policy:

   1. The Ohio university vehicle crash report form (OUVCR) is available from transportation and parking services, or online linked through https://www.ohio.edu/transportation-parking/fleet-services/university-maintenance-service-center. 

2. References

   The following items are relevant to this policy:

   1. Policy Drafting Guidelines
   2. Policy 01.002, "Policy and Procedure Numbering System"
   3. Policy 01.003, "Exceptions to or Restrictions of University Policies."
   4. Policy 19.054, "Equipment Inventory Control."
   5. Policy 47.002, "Rental of Motor Pool Vehicles."
   6. Policy 47.003, "Drivers of Commercial Motor Vehicles."
   7. Policy 55.071, "Disposition of Surplus Property."

3. History

   Draft versions of this policy that were circulated for review, their cover memos, their forms, and Reviewers' comments on them are available on the password-protected Review site.

   Prior versions of this policy were approved on:

   1. May 11, 2022 (Non-substantive update. Policy 55.003 was removed from the references section as it was rescinded on June 27, 2019).
   2. February 8, 1999
   3. December 3, 1990
   4. July 1, 1988
   5. August 11, 1983
   6. August 3, 1981
   7. August 8, 1979
   8. July 1, 1977
   9. April 1, 1977
   10. May 27, 1976
   11. October 20, 1975
   12. April 28, 1974
   13. March 25, 1974
   14. May 23, 1973
   15. April 13, 1970
   16. September 1, 1969
   17. April 24, 1968