Purpose

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

Applicability

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

Policy

Driver

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. 

Department

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.

Purpose

To help drivers of Motor Pool vehicles operate the vehicles in a safe manner.

Applicability

All persons who will be operating a Motor Pool vehicle.

Policy

Any person driving a 12 passenger van is required to view the van safety training video and pass an online written exam prior to operating the van.  Students, volunteers and temporary faculty need to take the exam annually.  The video and online exam are located on the Motor Pool website. 

Roadcraft Advanced Driver Training classes are recommended for all drivers of Motor Pool vehicles.  Contact Environmental Health & Safety (541-737- 7083) for details.

Purpose

To ensure the safe use of Motor Pool vehicles and to limit the risk of liability of Oregon State University.

Applicability

All persons who will be operating Motor Pool Vehicles.

Policy

Only drivers with acceptable driving records may operate Motor Pool vehicles.  If a motor pool vehicle has been involved in an accident, the driver's past driving record will be reviewed for accidents and violations to determine if the driver's driving record is still acceptable.  Drivers who have an unacceptable driving record will be denied the use of Motor Pool vehicles.

Unacceptable Driving Record

A driver's record is considered unacceptable if the driver has forfeited bail or been convicted for any of the following, or reasonably similar, driving violations:

1. A single conviction, guilty plea or nolo contendere plea for operating a vehicle while under the influence of intoxicants, hit and run driving, vehicular negligent injury, reckless operation of a vehicle, failing to perform the duties of a driver, criminal driving while suspended or revoked, fleeing or attempting to elude a police officer, or similar violation within the past 24 months.
2. Felony revocation of driving privileges or felony or misdemeanor driver license suspension in the past 24 months;
3. More than three convictions, guilty pleas and/or nolo contendere pleas for moving traffic violations in the last 12 months;
4. A careless driving conviction in the last 12 months; or
5. A Class A moving traffic infraction in the last 12 months.

The time periods begin at the later date of the violation, forfeiture, or conviction.

Responsibilities

Drivers

1. All drivers shall verify that their driving records are acceptable prior to requesting a Motor Pool vehicle. 
2. Drivers must report immediately or within the next scheduled work day a revocation of their driver's license or any driving citations received.  Failure to report an accident, or citations obtained while operating a Motor Pool vehicle, or revocation/suspension of a drivers' license may be cause for disciplinary action.

Departments

1. Departments must maintain a list of all approved department drivers. 
2. The department head/supervisor must determine if an employee's job description includes driving a motor pool vehicle, and if so, assure that the employee possesses a valid driver's license for the type of Motor Pool vehicle to be driven prior to authorizing the driving assignment.

Cross Reference

MPL 203: Suspension of Vehicle Use Privileges

Oregon Administrative Rules (OARs) 125-155-0000 – 125-155-0900 STATE VEHICLE USE AND ACCESS

Oregon Revised Statutes - Chapter 153 — Violations and Traffic Offense

153-012 Violation categories

153.018 Schedule of penalties

Purpose

To help ensure the safety of drivers and occupants of Motor Pool vehicles by avoiding excessive driver fatigue.

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

A minimum number of drivers is required for long trips involving Motor Pool vans: 

• Any trip exceeding 200 miles requires two qualified drivers, who must trade driving responsibilities every two hours.
• On trips exceeding 300 miles, drivers shall be limited to 6 hours driving time, per day.

Purpose

To educate drivers of Motor Pool vehicles on safe driving practices.

Applicability

All departments and individuals who use Motor Pool vehicles.

Policy

Safe Driving Practices

A key feature of any motor vehicle safety program is the recognition of safe driving practices that have been shown to reduce accidents.  The OSU driving safety program emphasizes the following practices:

• Observation Skills: Drivers should develop skills, which enable them to detect or anticipate hazards to be avoided.
• Maintaining an Escape Route: Drivers should always position their vehicle in traffic to provide routes of escape in emergencies.
• The Three Second Rule: Drivers should maintain the proper distance behind the vehicle in front of them. Under ordinary driving conditions, this distance is three seconds at any speed.
• Safe Parking Practices: Parking lots contain special hazards, such as a lack of traffic controls, visual obstructions, and limited maneuvering room. Drivers must develop parking habits to mitigate these hazards.
• Foul Weather Precautions: Foul weather creates many hazards such as reduced traction and vision, which require modified driving practices.
• Traffic Management: Urban areas contain congested traffic, complex intersections, and limited access road ways that increase the danger of driving. Drivers should learn traffic management skills, which would increase their safety in these situations.
• Emergency Reaction: Regardless of the caution exercised by drivers, unexpected actions by other drivers and unpredictable hazards can require drivers to use emergency reaction skills to avoid accidents.
• Vehicle Maintenance and Inspection: Proper vehicle maintenance is essential to safe driving.  Drivers should learn to complete a vehicle safety check as listed on the Vehicle Release Order and Mileage Report form.
• Driver Attitude: Lack of proper driver attitude often causes drivers to make mistakes due to excessive haste and lack of caution.  Planning ahead allows drivers to engage their responsibilities without the urge to forego safe driving precautions.
• Accident Safety: Drivers are expected to know and follow procedures for reporting accidents and safeguarding University Motor Pool vehicles.
• Seat Belts: In accordance with State of Oregon Law, as well as good safety practice, all drivers and passengers using University vehicles are required to use seat belts whenever the vehicle is in use.  Drivers are responsible to check and make sure that every passenger has his/her seat belt secured prior to departure on each segment.
• Transportation of Animals: Transportation of animals in Motor Pool vehicles is not allowed unless prior arrangements are made with the Motor Pool Manager.
• Crossing Sidewalks: Whenever crossing sidewalks to leave alleys or parking lots, drivers should bring vehicles to a complete stop to be sure the walkway is free of pedestrians.
• Backing Up Large Vehicles: Whenever two or more persons are present in a van or large truck, one of them should assist the driver, as a spotter, when backing up the vehicle.

Purpose

To identify the safety equipment placed in Motor Pool vehicles.

Applicability

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

Policy

No equipment shall be added or taken from a Motor Pool vehicle without the expressed consent of the Motor Pool Manager.

Each vehicle shall be equipped with:

1. first aid kit
2. flares
3. chains
4. certificate of insurance, and
5. accident reporting forms. 

These items are for use in or on the vehicle in which they are stored and for the safety of users of the vehicle.  Removal for non-authorized use results in an inconvenience to other users, increased costs of operation and reduced safety for the users.  Use of first aid kit, chains, or flares should be reported to the Motor Pool as soon as possible in order to replenish/replace the items.

The Motor Pool shall prepare a replacement schedule for vehicles based on industry/government practices taking into account budget constraints, historical usage, and cost of maintenance.