Policy and Procedures Regarding University Vehicles
The term "university vehicle" refers to and includes all motorized, licensed vehicles owned and operated by George Fox University to accomplish university business. This includes, but is not limited to, vehicles leased to or owned by the university for transportation purposes as well as other vehicles owned or leased by the university for transportation and/or other business functions.
The vast majority of property damage, personal injury and death from motor vehicles are directly attributed to driver error. It is a privilege and a responsibility to operate a university motor vehicle, particularly when passengers are involved. For reasons of safety and liability, George Fox reserves the right to be highly selective in approving drivers.
Note: Separate, specific policies and training for university equipment (such as but not limited to gators, tractors, and riding lawn mowers) are maintained and managed by the plant services department.
Policy for Driving University Vehicles
University vehicles may only be used for university business, and sponsored curricular or co-curricular events.
Reservation of university vehicles occurs on a first-come, first-served basis. Student clubs and activities require approval for the excursion by a faculty or staff sponsor. The sponsor is responsible for ensuring that the student driver and/or student group using the vehicle follows all policy guidelines and that all drivers are qualified per the requirements of this policy.
Every driver must:
- A minimum of five years of licensed driving history with an acceptable motor vehicle driving record, as defined in this policy
- Driver’s license number and expiration date (recorded as a part of the approval process)
- Completion of the online training provided by plant services
- Current personal automobile insurance including the insurance company name, policy number and adequate limits (recorded as a part of the approval process) in the quiz
- Be a current university student, employee or university-approved guest to be allowed to operate a university vehicle
Vehicles are not to be kept overnight or over the weekend unless so reserved. They should be returned as soon as the trip has been completed so they can be made available as soon as possible to others wishing to use them.
All drivers must complete online vehicle safety training, have their driving record checked, and be registered as a university-approved driver before checking out or operating university vehicles. The training is required annually for student drivers and on a three-year rotation for employees.
A check of the individual’s driving record will be conducted through the applicable state’s motor vehicle department. If the inquiry reveals violations specified in section IV (outlined below), the individual may be removed from the approved drivers list.
A list of approved drivers will be maintained by the plant services department.
Procedures for Driving University Vehicles
Once a trip has been planned, the organizer must follow the relevant procedures outlined below:
- Trip organizer requests trip approval from the sponsoring department or office.
- If a George Fox vehicle will be used for transportation, a request for reservation of a fleet vehicle must be made with plant services via the Vehicle Reservations Request Form. Please allow several business days for processing.
- At the time of the request, the excursion's driver approval status will be verified. The date of the excursion must fall within the proposed driver's approval status date range (on or after the driver's approval date and prior to the driver's approval expiration date). University vehicles can only be driven by drivers who have successfully been certified as a university approved driver.
- When checking out the vehicle to a driver, plant services will verify the driver’s current driving license and personal automobile insurance. The university’s insurance is primary if a university vehicle is involved in an accident, but personal automobile insurance provides proof that the driver is ensurable (a necessary component of the university's insurance policy).
All drivers must have successfully completed the university's certification process before being allowed to drive a university vehicle. As a part of the driver approval process, the individual seeking approval will need to provide the company name and policy number for their personal automobile insurance. This information will be kept completely confidential and is only used to verify that the individual seeking approval to drive a university vehicle and/or personal vehicle has current automobile insurance.
Each time a vehicle is used, the responsible driver must completely fill out the vehicle reservation form with:
- Date
- Odometer reading
- Vehicle number
- Cost center and account number to which mileage will be charged
- Department name
- Printed name
- Signature
- Indication of an exterior visual expectation of the vehicle before use
Failure to complete the form may result in extra charges and/or revocation of vehicle driving privileges.
The driver will need to obtain keys and an optional credit card for fuel only purchases, from the plant services office located in the Thomas Center building at 1101 Villa Road in Newberg.
Vehicles must be picked up from and returned to the correct parking lot as specified on the vehicle reservation form.
Keys, credit cards (if assigned), receipts for gas (if the credit card was charged), and the vehicle reservation form must be returned to the plant services office within 24 hours. There is a drop box available in front of the Thomas Center building. Keys must not be returned through campus mail.
The responsible party must ensure that all personal belongings and trash are removed from the vehicle, leaving it clean for the next user. A minimum fee of $25 will be charged for vehicles returned unclean. All additional potential charges are listed on the back of the vehicle reservation form.
Note: In addition to expectations already stated, equipment and/or specialty vehicles (such as gator utility vehicles, electric carts, riding lawn mowers, utility trucks, and vehicles operated by university departments) must be operated safely with appropriate training provided by plant services.
Drivers who have on-the-job accidents while operating any university vehicle will be evaluated on a case-by-case basis by the environmental health and safety specialist or his/her designee. This could result in losing driving privileges or termination of employment if driving is a significant component of his or her job.
Driver Approval Process
The university vehicle driver certification process can take up to five business days for processing driving records and insurance authorization. Plan ahead so that you can be approved in time for your deadline.
Follow the instructions below to become an approved driver of a university vehicle.
- Read the policy.
- Log into Canvas to watch the "University Vehicle Driver Safety Information Video" and then complete the accompanying quiz.
- Use your George Fox username and password to log into Canvas.
- Enroll in the University Transportation Policy and Certification site through Canvas.
- University vehicle certification also requires a one-on-one driving exam that will be scheduled after your quiz results have been processed. This may take a few days to coordinate, so allow scheduling time for the driving test to occur.
See the Policy and Procedures for Driving Personal Vehicles on University Business page for information on becoming an approved driver for your personal vehicle.