CALIFORNIA STATE UNIVERSITY, SAN BERNARDINO

VEHICLE USE POLICY

FOR INTERPRETATION OF THIS POLICY, PLEASE CONTACT:
Facilities Services, 909/880-5166

BACKGROUND

Rapid growth of the campus has drastically increased the use of campus-owned or -issued vehicles.  An updated policy was needed to provide information and procedures.

PURPOSE

The purpose of this policy is to ensure that all regulatory authority requirements are met and that all campus-owned vehicles are maintained and operated in a safe condition.  Additionally, it provides driver and administrative awareness for the proper use of campus-owned or -issued vehicles.

TYPES OF VEHICLE USE

1. State vehicles issued to campus departments
2. Rental vehicles issued via Facilities Services to other campus departments
3. Purchase of campus vehicles
4. Class C vehicles  -- rented or campus owned
5. Class B vehicles - rented or campus owned
6. Carts -- rented, leased, or campus owned
7. Driving a personal vehicle on state business

POLICY

State vehicles issued to campus departments:

• Vehicles must be maintained on a regular basis.  This can be done by Facilities Services on a chargeback basis or by an outside vendor with prior approval from Facilities Services.  All initial repairs need to be inspected by the Campus Motor Vehicle Inspector (CMVI) at Facilities Services.  All receipts for outsourced repairs need to be forwarded to the CMVI so that vehicle records can be updated.
• Drivers and departments are responsible for maintaining vehicle records in compliance with various state and other regulatory authorities, including daily, weekly, and monthly vehicle inspections.
• Drivers must possess a valid California State University, San Bernardino (CSUSB) Defensive Driver Training (DDT) card from Parking Services, a valid California Driver's License, and an acceptable driver record.  Facilities Services helps ensure drivers are compliant with the above.
• "State vehicles" includes any vehicles purchased for use by the campus or for campus business (regardless of funding source).

Rental vehicles:

• Vehicle rentals are limited to companies with which Facilities Services or the California State University (CSU) has vehicle rental contracts.  (Refer to CSUSB Travel Guidelines for State Commercial Car Rental Contractors for the CSU.)  Exceptions may include contracts arranged with alternate companies through CSUSB's Purchasing Department.  A contract between the rental agency and CSU or CSUSB must be in place prior to the use of any vehicle, even if the rental fee has been donated or waived.  The contract is also needed to ensure appropriate insurance coverage.
• Vehicle use will be on a chargeback basis if rented through Facilities Services.  If privately rented, the department will be billed directly.  Late vehicles or vehicles showing neglect such as litter, spills, etc. will be assessed a fee.
• Drivers must possess a valid CSUSB Defensive Driver Training (DDT) card from Parking Services, a valid California Driver's License, and an acceptable driver record.   Facilities Services helps ensure drivers are compliant with the above.  The Vehicle Use Policy applies to all rental cars used for CSUSB business -- whether rented via Facilities Services or another agency.

Purchase of a campus vehicle:

• Provide the Facilities Services Director and CMVI with a 14-day written notification/intent to purchase a vehicle (regardless of funding source).
• Obtain written approval from Facilities Services Director and the Campus Motor Vehicle Inspector.
• Become aware of applicable regulations and California environmental goals.  Any department purchasing a vehicle may be required to purchase an alternate fuel vehicle.  Facilities Services will advise departments of these requirements prior to purchasing.

Class C Vehicles:  --rented or campus owned:

• A Class C vehicle is defined as
  1. any 2-axle vehicle with a GVWR of 26,000 pounds or less, or
  2. any 3-axle vehicle weighing 6,000 pounds or less.
• California Vehicle Code Section 233(a) provides that University employees may operate a 10-15 passenger van (including the driver), with a valid "Class C" California Driver's License.  When driving University-owned, rented, or leased vehicles which carry up to 15 passengers, drivers are responsible for vehicle code violations and shall carry with them a copy of the Vehicle Code Section pertaining to this exemption.

Class B Vehicles -- rented or campus owned:

• Class B vehicles are defined as any vehicle designed for carrying more than 15 persons, including the driver.  A Class B vehicle is also known as a "bus" (per DMV section 233).
• Drivers of Class B vehicles must be compliant with all aspects of the campus Class B program, in addition to possessing a valid CSUSB Defensive Driver Training (DDT) card from Parking Services, a valid California Class B Driver's License, and an acceptable driver record.  Facilities Services helps ensure drivers are compliant with the above.
• The Class B program applies to all Class B vehicles used for CSUSB business -- whether state-owned, rented, or otherwise.

Information about participation in the Class B program can be found on the Facilities Services Class B website (http://facilities.csusb.edu/automotive/classb.htm).

Carts -- rented, leased, or campus owned:

• Carts are defined as vehicles powered by electricity, gasoline, or diesel and are not legal to drive on public roads.  Carts, and their purchase and use, fall under the Vehicle Use Policy.
• Carts may not be driven on public roads, but may be driven on campus roadways.  Carts are not to be driven on campus walkways.  Campus maps which indicate where carts can be driven are available from the Facilities Services, Public Safety, Parking Services, and Capital Planning, Design and Construction departments.
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• Operators of carts must possess a valid CSUSB Defensive Driver Training (DDT) card from Parking Services, a valid California Driver's License, and an acceptable driver record.
• Cart purchases follow the same procedures as other vehicles:  provide the Facilities Services Director and CMVI with a 14-day written notification/intent to purchase a vehicle, obtain written approval from the Facilities Services Director and the Campus Motor Vehicle Inspector; and become aware of applicable regulations and California environmental goals.
• Carts must be maintained on a regular basis.  This can be done by Facilities Services on a chargeback basis or by an outside vendor with approval from Facilities Services.  All initial repairs need to be inspected by the Campus Motor Vehicle Inspector (CMVI) at Facilities Services.  All receipts for outsourced repairs need to be forwarded to the CMVI so that vehicle records can be updated.
• Drivers and departments are responsible for maintaining vehicle records in compliance with various state and other regulatory authorities, including daily, weekly, and monthly vehicle inspections.

Driving a personal vehicle on state business:

• Employees driving their personal vehicle on university business must possess a valid CSUSB Defensive Driver Training (DDT) card from Parking Services, a valid California Driver's License, and an acceptable driver record.
• Additionally, the employee must have completed a current "Authorization to Use Privately Owned Vehicles" form (STD. 261) and returned it to the campus Accounts Payable office.  The form is available from the Accounts Payable website (http://admnacct.csusb.edu/admnacct/AP/Travel/Travel%20Contents.htm), select Privately Owned Vehicles - Authorization to Use Privately Owned Vehicles Form).  Please contact Accounts Payable, 909/880-5155, for updated information about the form and related procedures.
• Campus accident guidelines also apply to personal vehicles used on state business.  Drivers must report accident involvement or vehicle damage, following the campus vehicle Accident Guidelines (http://facilities.csusb.edu/automotive/accidentguide.htm), which may be found on the Facilities Services Automotive website.

RESPONSIBILITIES

• Campus Motor Vehicle Inspector -- The Campus Motor Vehicle Inspector (CMVI) is designated by the Director of Facilities Services.  The CMVI ensures that campus-owned vehicles are properly maintained, removes vehicles from service if they are liable to experience failure, are unsafe, or if a department fails to comply with applicable policies, rules, or regulations.
• Departments -- Deans, directors, chairpersons, and supervisors are to ensure compliance for the drivers and vehicles under their supervision.  Each department is responsible for all costs associated with the maintenance and operation of their vehicles, including maintenance, fuel, and insurance.  Departments are also to ensure that proper records are kept, all fluid levels are maintained, and requirements are met at all times.  They must also comply with recommendations made by the Campus Motor Vehicle Inspector and arrange for annual inspections.  Drivers must be trained and qualified prior to operating vehicles or equipment.
• Facilities Services -- The Facilities Services Department is responsible for
  • overseeing the purchase of state vehicles;
  • tracking driver DDT validity; and
  • assisting in ensuring compliance with related regulations and procedures.
• Drivers' responsibilities -- 
  • Must possess a valid CSUSB Defensive Driver Training (DDT) card from Parking Services, a valid California Driver's License, and an acceptable driver record (including campus-issued vehicles and personal vehicles used on state business).
  • Must practice good, safe driving habits; 
  • Must inspect vehicles prior to use; ensure daily, weekly, and monthly inspections and records are current.
  • Must avoid misuse of campus-issued vehicles, including personal use, carrying passengers other than persons directly involved with official University or State business, not wearing seat belts, driving a Class B vehicle without a Class B driver license, driving on unimproved roadways (except for approved 4-wheel drive vehicles), parking in appropriate locations, etc.
  • Must report accident involvement or vehicle damage, following the campus vehicle Accident Guidelines ( http://facilities.csusb.edu/Departments/accidentguidelines.asp), which may be found on the Facilities Services Automotive website.
  • Because the university takes great pride in the landscaping of the campus, all vehicle traffic is prohibited from driving across or parking on lawns unless for essential services.  Essential services would include emergency response and maintenance repairs in the lawn areas.

* CSUSB is identified by the CHP as a "private individual" and can operate a vehicle that has a capacity of up to 15 persons (including the driver) without requiring drivers to have a Class B license.  [Per CHP 800A (rev. 3/99) OPI 062 - "Government entities such as. . .public colleges and universities. . .are treated as private individuals for this definition."]

MORE INFORMATION

Additional information and details can be obtained from the Facilities Services Automotive website (http://facilities.csusb.edu/automotive/default.htm) or by calling 909/880-5181 or 909/880-5166.

Regulatory authorities for this policy include, but are not limited to:  California Clean Air Act Amendment, California Code of Regulations (CCR), California Governor Executive Order, California Highway Patrol (CHP), CSU Executive Orders, California Vehicle Code (CVC), Department of Motor Vehicles (DMV), National Energy Policy Act, and the State University Administrative Manual (SUAM).

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California State University, San Bernardino
5500 University Parkway | Sierra Hall-127D
San Bernardino, CA. 92407
Phone: (909) 537-5130 | email: mspagnuo@csusb.edu
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