Purpose

To identify personnel who may be authorized to operate or travel in Motor Pool vehicles.

Definitions

University Employees

Individuals employed by Oregon State University for wages or salary which is received in a University payroll check.

Student Employees

Students employed by Oregon State University for wages or salary which is received in a University payroll check.

Officially Sanctioned Programs

Any program undertaken to further the instructional, research, or service missions of Oregon State University or designed to promote the cultural and physical development of students.  Such programs include but are not limited to:

1. Academic department programs;
2. Co-curricular programs;
3. Intramural, recreational sports, club sports, and intercollegiate athletic programs;
4. Any student programs or activities identified by the Vice Provost for Student Affairs or designee. Examples of such activities include, but are not limited to, student government, student housing activities, and activities sponsored by student organizations that are consistent with the university's mission (OAR 576-035-0010).

Official University Business

Any activity for which all or part of the expenses may be reimbursed by any unit, department, or program of Oregon State University.

Official State Business

Any activity conducted in conformance to these rules and directed and controlled by a state agency to advance the lawful policies and purposes of the agency. State law requires a narrow interpretation of this term. Therefore, agencies' policies and purposes are only those that are official, in writing, and within statutory authority. These may be written in statutes, orders, rules, policy manuals, procedural guides, and position descriptions. They may be written in official statements of agency missions, goals, objectives, and performance measurement plans. They may be written in Oregon Benchmarks and OSSHE rules defining its officially sanctioned programs (OAR 125-155-0010).

Policy

Motor Pool vehicles may only be operated by authorized drivers who are:

1. identified in this policy, and
2. meet the criteria established in MPL 202: Age & License Requirements, and
3. use Motor Pool vehicles in compliance with MPL 501: Vehicle Use. 

Driver Authorization

Only drivers who have acceptable driving records and have completed required safety training may be authorized to drive a Motor Pool vehicle.  All drivers must obtain authorization from the appropriate person (e.g. department chair, the head of the employing department/unit, faculty advisor, etc.) prior to operating a Motor Pool vehicle. 

Drivers must submit a completed Driver's Authorization form to the Motor Pool.

Scope of Authorization

Authorization to drive a Motor Pool vehicle is limited to the scope and course of the employment and duties of the driver which are defined by their job or volunteer position.  

Authorized Drivers

The following people may be authorized to operate Motor Pool vehicles for official University or State business:

• University employees, including student employees
• Temporary staff/faculty
• Students
• Students from Recognized Student Organizations
• Officially authorized volunteers
• Federal, State, County and City employees

Authorization Period

Authorization is only valid during actual periods of employment or volunteerism and terminates when the person is no longer employed or volunteering at the University or government agency.

• Students, volunteers and temporary staff/faculty can be authorized for a period of up to 1 year or until their drivers license expires (which ever comes first) to use Motor Pool vehicles for official university business.  Upon renewal of their drivers' license, they will need to submit a new driver’s authorization form to the Motor Pool.
• University and other State agency employees can be authorized up to 3 years or until their drivers license expires (which ever comes first) to use Motor Pool vehicles for official university business.  Upon renewal of their drivers' license, they will need to submit a new driver’s authorization form to the Motor Pool.

Authorized Passengers

Passengers not identified in this policy are prohibited from traveling in a Motor Pool vehicle.  The following people may be authorized to travel in Motor Pool vehicles:

• Individuals traveling on official University or State of Oregon business.
• Personnel employed by other public entities who are traveling on official public business may accompany an OSU driver if the use is for official OSU purposes.
• Necessary chauffeurs (paid or unpaid) not currently operating the vehicle

Prohibited Passengers

Some examples include but are not limited to:

• Persons not on Official University or State of Oregon business
• Hitchhikers
• Children
• Family Members
• Friends
• Animals unrelated to Official University or State Business
• Non-OSU students

Procedure

Obtaining Driver Authorization

Responsible Party

Action

Driver

Obtain a Driver Authorization form (pdf) from the Motor Pool website. Complete the form and obtain the signature of the appropriate authority. Submit to the Motor Pool via fax (514) 737-7093 or in person at 3200 SW Campus Way (between 30th and 35th streets) on the OSU main campus: the completed Driver Authorization form, and a copy of the driver's DMV record(s) or a consent form authorizing the Motor Pool to obtain the driver's DMV record(s).

Cross Reference

MPL 102: Required Safety Training

MPL 103 Driver Record Standards

MPL 202: Age and License Requirements

MPL 203: Suspension of Vehicle Use Privileges

MPL 501: Vehicle Use

Oregon Administrative Rule 125-155-0200 Voluntary and Compulsory Driver Standards

Oregon Administrative Rule 125-155-0300 Verifying Driver Qualifications

Oregon Administrative Rule 125-155-0400 Authorized Drivers

Purpose

To identify the age and license requirements of operators of Motor Pool vehicles. 

Applicability

All departments and personnel who use Motor Pool vehicles.  

Definitions

Acceptable Driver License

A regular, temporary, or commercial license that is lawful, current, and valid in the State of Oregon. It must be

1. issued by the state or country where the employee actually resides,
2. legal to use in the jurisdiction where the driver is driving,
3. the kind or class or be endorsed as required by law for the kind of driving to be done.

Policy

Motor Pool vehicles may only be operated by drivers:

1. who are 18 years of age or older,
2. have an acceptable driver's license, and
3. proof of auto insurance (as required by State of Oregon and any other appropriate laws, rules, and/or regulations) in their possession. 

Requests for the use of Motor Pool vehicles by drivers with international licenses will be reviewed on a case by case basis.

Cross Reference

Oregon Administrative Rule 125-155-0100 Minimum Driver Requirements

MPL 201: Authorized Drivers & Passengers

Purpose

To protect the best interests of the University. 

Applicability

All departments and personnel who use Motor Pool vehicles.  

Policy

Authorization to use a Motor Pool vehicle can be suspended by the Motor Pool Manager, if in the best interest of the University.  Causes for suspension may include, but are not limited to:

• Unacceptable driving record, see MPL 103: Acceptable Driving Record
• Operating Motor Pool vehicles in violation of the law, including posted speed limits and other moving violations
• Noncompliance with Motor Pool policies and procedures.
• Physical evidence of alcoholic beverages having been in a Motor Pool vehicle
• Evidence of possession or use of alcohol or unlawful drugs in vehicle
• Operation of vehicles while under the influence of intoxicants or drugs, whether or not a citation was issued or a conviction occurs
• Damage or excessive soiling of the vehicle interior
• Citizen’s complaint of misuse of a Motor Pool vehicle
• Citizen’s complaint of vulgar or other unseemly conduct
• Any action detrimental to the function or public image of the University
• Convictions of a major traffic offense, as defined in Oregon Revised Statute Chapter 153 — Violations and Traffic Offenses
• Major Traffic Offenses as defined in the appropriate Oregon Revised Statutes include:\

1. Reckless driving
2. Driving while under the influence of intoxicants
3. Failure to perform the duties of a driver involved in an accident or collision
4. Fleeing or attempting to elude a police officer
5. Driving after being declared to be a habitual offender

Procedure

Reporting Requirements - Loss or Suspension/Restriction of Driver’s License

1. Oregon State University employees and volunteers who use Motor Pool vehicles must report to their department/unit supervisor any situation that may lead to their driver’s license being revoked, rescinded, suspended, or renewal being denied. 
2. The driver’s supervisor must immediately forward this information to the Office of Human Resources. 
3. Human Resources will notify the manager of the Motor Pool and the Office of Risk Management of the situation.
4. Failure to report such situations may result in the loss of the employee’s privilege to use Motor Pool vehicles.