Oregon State University

101: Department and Driver Responsibilities

Motor Pool Policy & Procedure Manual
Section 100: Vehicle Safety
Effective: 02/01/1982
Revised: 07/01/2006



To identify department and individual responsibilities associated with the renting and using of Motor Pool vehicles.


All departments and individuals involved in the renting and using of Motor Pool vehicles.



  1. Read and comply with Motor Pool policies.
  2. Maintain a valid U.S. or Canadian driver’s license.
  3. Operate vehicles in accordance with Federal, state, and local regulations, traffic laws, and ordinances.
  4. Use safe driving practices at all times.
  5. Ensure all safety devices, including seat belts, are used by all passengers.
  6. Report unsafe vehicle conditions to the Motor Pool Manager.
  7. Report all accidents, suspension of driver’s license, and traffic violations to the driver’s department supervisor and the Motor Pool.
  8. Maintain the interior of the vehicle in a clean and orderly manner.
  9. Do not allow smoking, consumption or possession of alcohol in Motor Pool vehicles.
  10. Do not pick up hitchhikers.
  11. Lock the vehicle when not in use.
  12. Pay any traffic or parking fines incurred.
  13. Check oil and water levels on overnight trips.
  14. Notify the Motor Pool office if the vehicle cannot be returned on time.
  15. Return the vehicle to the Motor Pool in a clean and presentable condition upon completion of trip.
  16. Obtain and carry with them a Commercial Driver License (CDL), with appropriate endorsements  (as required by the State of Oregon irrespective of whether driving is an Incidental or Primary Duty) if they operate:
  • A single vehicle having a GVWR of 26,001 pounds or more.
  • A combination of vehicles having a gross combination weight rating of 26,001 pounds or more, towing vehicles not more than 10,000 pounds GVWR.
  • A vehicle towing another vehicle with a GVWR over 10,000 pounds.
  • A vehicle designed to carry 16 or more people (including the driver).
  • A vehicle carrying hazardous materials in such amounts that placarding is required.
  1. Obtain and maintain Vehicle Operator Licenses, Chauffeur Licenses and Commercial Driver Licenses.  These licenses are a personal expense and the responsibility of the employee. 


  1. Allow only authorized drivers identified in MPL 201: Authorized Drivers & Passengers with valid U. S. or Canadian driver’s license to operate vehicles.
  2. Submit department list of drivers to the Motor Pool for annual license check.
  3. Verify drivers have adequate experience operating the type of vehicle to be driven.
  4. Coordinate department vehicle purchases with the Motor Pool and PaCS.
  5. Comply with authorization process for student drivers, volunteer drivers, and faculty/staff drivers.
  6. Verify licensing and medical certification for employees when the duties of a position necessitate vehicle operator licensure and medical certification.  Departments should reflect this requirement on the job position requisition form to ensure that vacancies are posted with appropriate job requirements.  Departments are also responsible for ensuring that these requirements are met on an ongoing basis.

Faculty Advisors or Student Organization Activities Office

  1. Verify all recognized student organizations using OSU Motor Pool vehicles are using them only for OSU or state related travel. 
  2. Verify student drivers meet the general MPL policy standards in this manual and are authorized to drive OSU Motor Pool vehicles.

Office of Risk Management

  1. Coordinate vehicle loss control program.
  2. Manage insurance claims of all Oregon State University business related vehicle accidents, except those involving personal vehicles.
  3. Provide information and/or training related to the Fleet Safety and MPL Vehicle Use.
  4. Act as the OSU liaison to Department of Administrative Services (DAS) Risk Management Division (RMD).
  5. Record vehicle program data and develop related reports.
  6. Verify and maintain certificates of insurance for affiliate organizations for auto liability coverage.
  7. Coordinate the identification of policy violators and enforcement of Motor Pool policies and procedures, including, but not limited to providing written warning(s) and suspension(s) of vehicle operating status.
  8. Communicate vehicle use issues as appropriate

Motor Pool

  1. Provide information and/or training on Fleet Safety and MPL Vehicle Use. 
  2. Coordinate record keeping for vehicle use and maintenance. 
  3. Schedule all maintenance work for MPL vehicles.
  4. Provide OSU Risk Management with reports of all Motor Pool vehicle accidents and assist with accident investigation.
  5. Allow only authorized drivers with valid U. S. and Canadian driver’s licenses to operate vehicles.
  6. Title, license and decal all Motor Pool vehicles.
  7. Perform annual vehicle safety inspections for all OSU motor pool vehicles.
  8. Upon request, perform annual vehicle safety inspections for department owned vehicles.

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