(Amended 10/07; 2/11)
University Fleet Services is a division of Parking and Transportation. It maintains and leases a fleet of vehicles necessary for University departmental units to carry out their missions.
b. All new and used vehicle purchases made by The University of Iowa and by University of Iowa Hospitals and Clinics are to be conducted by Fleet Services. Purchased vehicles will be leased back to departments for a fee that covers anticipated operating costs including, but not limited to: the cost of purchase less projected resale value, insurance, maintenance, administration, licensing, and any special fees associated with the vehicle's ownership and or operation. Projected depreciation of vehicles and/or components will be based on available data and may not cover the full cost of ownership when the vehicle reaches the end of its projected life. In these cases Fleet Services reserves the right to charge departments the difference between the projected value and actual sale price.
c. Donated vehicles are to be inspected by Fleet Services prior to acceptance or receipt in order to ensure safety, viability, and value. These vehicles are to be part of the University's fleet and be managed by Fleet Services. Donated vehicles will be leased back to departments for a fee that includes anticipated operating costs including insurance, maintenance, administration, licensing, and any special fees associated with the vehicle's ownership and/or operation. The sale of donated vehicles are to be managed through Fleet Services with the proceeds, less costs of disposal and any accumulated charges, going to the department.
d. Exceptions to the above ratemaking practices can be made by the Director of Parking and Transportation.
b. Reservations. Rental vehicles may be reserved by means of a Fleet Services requisition approved by the dean, departmental executive officer, or administrative officer and submitted to Fleet Services as far in advance as possible (at least three days). Requisitions may be accepted on a "same day" basis when vehicles are available. Fleet Service vehicles may be requisitioned on a yearly basis when the need for continued use of a vehicle exists. Minimum lease term is three months and is based on vehicle availability. Requisitions for monthly leases will require a departmental written justification and approval by the University Fleet Service Manager (and the Director of Parking and Transportation).
c. Operating laws and regulations. Fleet Service vehicles are to be operated in accordance with all applicable laws and Fleet Service rules and regulations (see V-19.5 Fleet Safety Program).
d. Permanent assignments. Vehicles assigned to departments on a permanent basis are to be parked overnight in University parking facilities and are not to be driven to and from work, unless prior written approval has been granted. Approval may be granted by the unit's dean or vice president by sending a letter to Fleet Services explaining the need for the vehicle to be driven to and from work. All other UI fleet and fleet safety policies apply.
e. Servicing. All Fleet Service vehicles driven in the Iowa City area must be serviced (gas, oil, etc.) at the Fleet Services service station located at 155 West Harrison Street. The Fleet Services fueling station is open during regular working hours. Appointments for vehicle maintenance can be made by contacting the Fleet Services Shop Supervisor.
f. Accidents/claims. Accidents must be reported to the Fleet Services office as soon as possible (call Public Safety after hours). Regent accident forms must be filed with the Fleet Services office within 48 hours of an accident; accidents involving an injury must be reported immediately. An Iowa Department of Transportation Report Form must also be filed within 72 hours if an accident occurring anywhere within the State of Iowa results in death, personal injury, or total property damages of $1,000 or more.
g. Vehicle identification and graphics policy. The University logo and wordmark must be placed on the left and right side of University vehicles, ideally on the driver and passenger doors. Additionally, the name of the college, department, or program that owns or operates a particular vehicle should appear under the wordmark on that vehicle.
Logo, wordmark, and college/department/program name decals for vehicles are to be installed by Fleet Services. The application of any additional logos or graphics to a vehicle is prohibited without prior approval by Fleet Services.
For additional information about the University's identity system, see www.uiowa.edu/graphics. For more information on this vehicle identification and graphics policy, contact the Director of Parking and Transportation Services.
See V-15 Risk Management.
19.4 FINES, CHARGES, AND VIOLATIONS.
b. In case of reported violations of law or Fleet Services regulations, the Vice President of Business Services determines whether or not a suspension should be imposed, after giving the driver and the departmental executive officer or other appropriated administrator an opportunity to discuss the alleged violation. (See V-19.5 Fleet Safety Program.)
c. Government jurisdictions assessing fines or charges will present notice to Fleet Services. If the driver of the vehicle is identifiable, Fleet Services transmits the statement to the Business Office, and the amount is billed to the driver. If the driver is not identifiable, the charge is made to the department requisitioning the vehicle.
d. The records of a driver with a persistent pattern of violations will be forwarded to the appropriate University departmental administrator for review and actions. If there is no improvement, the Director of Parking and Transportation may determine that the driver may be denied access to and use of University vehicles for a stated period of time. (See V-19.5 Fleet Safety Program.)
19.5 FLEET SAFETY PROGRAM.
(Amended 9/98; 9/00; 11/02; 5/03; 3/04; 12/05; 2/11)
Compliance with Iowa law and the University of Iowa Fleet Safety Program is required for any eligible driver to be authorized to use a University vehicle and for any driver of a non-owned, borrowed, or rental vehicle being used on University business when authorized passengers will be transported. Fleet Services is authorized to deny a vehicle to anyone if, in the sole opinion of Fleet Services, there is any reason the Fleet Service vehicle may not be operated safely. Individual departments may impose additional standards, restrictions, or driver education or training requirements. This Fleet Safety Program is in addition to any requirements, standards, operating restrictions, or suspensions imposed by law.
b. Driving record reviews. Fleet Services and the Department of Risk Management, Insurance, and Loss Prevention will review semi-annually the past driving record of current and prospective University employees, volunteers, or agents who use the University's vehicles or other vehicles to conduct University business.
(2) Temporary driving permits. The installation of any ignition interlock device on University or other state-owned vehicles is prohibited. University departments may NOT approve temporary driving permits for any employee whose driving privileges are restricted by a temporary driving permit that requires the installation of an ignition interlock device on a state vehicle.
(3) Record review. If any one of the following apply, the driver's past-three-year driving record will be reviewed to determine compliance:
(b) Driver is requisitioning a University Fleet Service vehicle, or will be carrying passengers, or has had an "at fault" accident in the last year; or
(c) Driver has been convicted of a moving traffic violation or driving under the influence of alcohol or drugs, or license has been revoked, barred, denied, or suspended, while driver was conducting University business; or
(d) Driver has routine access to vehicles for conducting University business.
(5) Driving records will be reviewed as required by this policy, or on a case-by-case basis when requested by departments. The driving-record reviews will be conducted as permitted by the provisions of the Federal Driver's Privacy Protection Act and Iowa Code Chapter 321.11, which regulates the use and disclosure of personal information from driver records. Access to the driving record is restricted to assigned staff in the Departments of Risk Management, Insurance, and Loss Prevention; Public Safety; Parking; and Fleet Services; and members of the Vehicle Appeal Board.
(6) An employee who holds a position in which driving is a condition of employment may be terminated if the driving record does not comply with the requirements of the Fleet Safety Program.
(7) Driving standards. Driving privileges will be denied if the driver's past-three-year driving record indicates any of the following:
(b) Conviction of reckless driving, conviction of driving with a suspended, denied, revoked, or barred license, conviction of hit and run, or conviction of leaving the scene; or
(c) License suspension, or license denial, or license revocation, or license bar; or
(d) Conviction of driving while under the influence of alcohol or drugs, or conviction of vehicular homicide, or conviction of any driving offense punishable as a felony.
(b) Parking violations;
(c) Past convictions, suspensions, or revocations related to civil or criminal actions unrelated to driving or vehicle operation; or
(d) Speeding violations of 10 miles per hour or less over the legal speed limit only in speed zones where the legal speed limit is between 34 miles per hour and 56 miles per hour.
Authorized drivers are NOT consultants or vendors, students or faculty/staff visiting from other colleges, visiting artists or speakers, members of special event groups, government representatives, members of visiting athletic teams, members of visiting student groups, or members of visiting community organizations.
d. Vehicle pickup at Fleet Services -- display of license, authorized drivers only. A Fleet Service vehicle will not be released to any person other than an authorized, approved driver of the requisitioning department. A Fleet Service vehicle will not be released to any person unless the person presents an unexpired (no grace period) U.S. driver's license that reasonably identifies that person. International driver's licenses will not be accepted.
(2) Student organization drivers (non-employed students) -- UI vehicles will be released only if an out-of-state driving record review has been performed in the last six months and the student is in compliance with UI Fleet Safety Program driving standards.
(2) Fleet Service rentals. Fleet Services will review the driving record of individuals listed on the requisition as drivers or alternate drivers prior to release of the vehicle. Drivers may be required to sign a statement certifying compliance with the University Fleet Safety Program requirements regarding licensing, convictions, moving violations, or accidents.
(3) Vehicle operators -- employed to drive. Where driving is a condition of, or a substantial part of, employment duties (Cambus drivers, parking enforcement staff, security patrol, bus drivers, delivery, valets, couriers, motor vehicle operators I and II, patient transport operators, or 50 percent of time is spent driving), the employee's past-three-year driving record will be reviewed for compliance with these driving standards semi-annually.
(4) Job applicants. Job applicants must comply with the Fleet Safety Program standards prior to employment. Individual departments should forward driver-record information with a request for review to the Department of Risk Management. The individual department may require more frequent record review and may impose more restrictive standards, or require other education or training requirements, other than those provided under this Fleet Safety Program, as a condition of employment.
(2) Examples of unauthorized passengers are employee's spouse, children, or other family members, students, friends, or neighbors of a University employee driver, or members of the general public.
h. Travel to Canada or Mexico. University vehicles may not be taken into Mexico or Canada without the prior written consent of Risk Management, Insurance, and Loss Prevention, www.uiowa.edu/~fusrm/contact.html.
i. Departmental programs and student drivers. Departments may authorize student drivers of University or departmental vehicles for transporting students to conferences, meetings, or other programs when ALL of the following criteria are met:
(2) The students' attendance at the event or program is at the request of the department head, and the trip is financially supported by the department.
(3) An authorized Primary Driver shall be designated and hired by the department to be responsible for providing information to drivers and passengers regarding vehicle-use policies, securing the vehicle during the trip, performing headcounts, assigning drivers, and determining rest stops.
(4) The vehicle shall be used only for normal transportation to and from the event or program, not for personal purposes or unauthorized side trips.
(5) Written departmental authorization must be provided to the Department of Risk Management or Fleet Services for prior review and approval (contact Risk Management for forms).
(6) All student-drivers must meet Fleet Safety Program requirements, including successful completion of the online defensive driver training courses offered through Fleet Services.
k. Student government and student organizations -- restricted use.
(2) Authorized drivers may only be student-members of University-recognized student organizations and government, University faculty or staff officially associated with the organization, or pre-approved alternate drivers.
(3) Student-members and alternate drivers must complete the University's defensive driving course offered through Fleet Services prior to obtaining a Fleet Service vehicle. Contact Fleet Services for information and to arrange for the defensive driving course. Passengers may be only authorized drivers, alternates, official members of the student organization or student government, and any University faculty and staff directly associated with the organization. The University's liability coverage does not extend to unauthorized drivers, vehicles, or non-approved uses.
(4) The student organization must designate a Primary Driver for the trip who will be responsible for providing information to drivers and passengers regarding vehicle-use policies, securing the vehicle during the trip, performing headcounts, assigning drivers, and determining rest stops.
(5) In the event vehicles are not available from Fleet Services for the above purposes, student government representatives and student organizations may allow use of privately owned or rental vehicles for the above purposes with prior written authorization (the University may require proof of insurance). Rental fees, mileage, or other expenses incurred by individuals or organizations in violation of this policy are not an allowable University travel expense and will not be reimbursed.
(6) Prior written approval of all vehicle requests is by the Dean of Students (through the Office of Student Life, and through Recreation Services for sports clubs) and Fleet Services. Vehicle request forms shall include information on proposed use, driver information, and passenger list.
l. Accidents -- corrective action, penalties, and restrictions. An "at fault" accident is an accident which results in bodily injury or in property damage of more than $1,000 (all parties combined) in which the employee driver was more than 50 percent responsible, as determined by the Department of Risk Management. In making the determination of fault, all relevant information including information provided by the adjusting agency, the University driver, others involved in the accident, information provided by witnesses to the accident, and information contained in any investigating officer's reports will be considered.
(2) Second "at fault" accident. Drivers who have a second "at fault" accident in a University vehicle in a two-year period are prohibited from driving University vehicles for three months following the accident.
(3) Third "at fault" accident. Drivers who have three "at fault" accidents in a University vehicle in a three-year period are prohibited from driving University vehicles for one year following the accident.
(4) Fourth "at fault" accident. Drivers who have four or more "at fault" accidents while using a University vehicle in a five-year period will be permanently restricted from driving University vehicles.
(2) Driving privileges shall be suspended pending the outcome of a serious criminal charge involving a vehicle, a charge for driving under the influence of alcohol or drugs, charge of vehicular homicide, or any charge punishable as a felony. Other restrictions may be applied, up to and including prohibition from transporting passengers or using any vehicle (private, rented, or state-owned) on University business, if there is clear evidence of unsafe driving behavior, such as extreme violations of motor vehicle laws, that would affect the safety, health, and welfare of the driver, passengers, or the general public.
o. Appeals. Employees or departments may appeal vehicle-use restrictions to the Vehicle Appeal Board. A written request for appeal should include information on any special circumstances that should be considered. The request should be forwarded to the Department of Risk Management, Insurance, and Loss Prevention, www.uiowa.edu/~fusrm/contact.html. The Vehicle Appeal Board may reinstate driving privileges or vehicle use, with or without contingent conditions, if it is determined that safe and prudent operating standards will be met.
p. Probation and reinstatement. Employees who would otherwise lose their driving privileges due to non-compliance may be approved for probationary reinstatement of driving privileges by the Vehicle Appeal Board. Probationary reinstatement will require successful completion of remedial driver training and satisfaction of a clean probationary period (60 days to one year) during which the employee may not have any "at fault" accident or conviction of a driving violation covered by this program. If the conditions set by the Vehicle Appeal Board are not met, the probationary reinstatement status will be revoked and the original penalty, restriction, or corrective action will resume.
q. Defensive driver course. Drivers who are required to complete remedial driver training must complete a Defensive Driver Course or training, as required by the University Fleet Safety Program or as required by the Vehicle Appeal Board. Contact Fleet Services for information and to arrange for the training.
r. Passenger van driver training and experience requirements. Before driving a University passenger van, a driver will be required to complete van driver training provided through Parking and Transportation (Cambus), if the driver has had no previous experience in the operation of 12- to 15-passenger vans. Contact Fleet Services for additional information on training and experience requirements and to arrange for the training.
s. Rented, borrowed, or private vehicles -- reimbursement of mileage. The University reserves the right to deny personal mileage reimbursement to any employee or driver who does not meet the criteria required under the Fleet Safety Program.
t. Required reporting of accidents/violations.
(2) Hit and run and vandalism are criminal incidents and must be reported to the police or the Department of Public Safety.
(3) University drivers must report any accident or incident of damage or personal injury involving University vehicles within 48 hours (two working days). An injury or accident should be reported immediately. Accidents involving Fleet Service-based vehicles must be reported to Fleet Services. Accidents involving Cambus vehicles, private or rental vehicles, parking valets, and patient transportation and emergency medical vehicles should be reported directly to the Department of Risk Management.
(4) Failure to report an accident or incident of damage as required will be considered in assessing fault to a driver and may result in loss of vehicle, restricted use, or assessment of repair costs or insurance deductibles to the department, up to $1,000.
(2) In the event any University vehicle is stolen or damaged from misuse or failing to take reasonable safety precautions, is subjected to intentional damage, or is allowed to be used in violation of University policy, the driver and/or the department may be prohibited from further use of University vehicles and the department will be assessed for actual damage and any associated administrative and remedial costs of up to $1,000.
(2) The annual vehicle inspection shall focus on areas of the vehicle that directly affect its safe operation, including steering, tires, brakes, glass, lights, emissions system, and horn. The inspector will provide a written, signed report of the areas, equipment, or items inspected, including the date, name of facility and inspector, vehicle make/model and identification number, mileage, and notations of operating deficiencies. Provided the vehicle has no operating deficiencies, it shall be deemed to have passed the inspection and may be returned to normal usage. Correction of any operating deficiency must be completed within seven calendar days of the inspection. Repairs are to be performed at the Fleet Services maintenance facility or as otherwise approved in this policy. After correction of deficiencies, the vehicle must pass reinspection.
(3) Fleet Services guidelines for vehicle service and maintenance include complying with manufacturer's service recommendations; using recommended types of gasoline; maintaining proper fluid levels (oil, antifreeze coolant, brake and transmission, etc.) and ensuring proper tire pressure; working signals, lights (headlamps, turn-signal lights, taillights, brake lights, etc.), brakes, and other vehicle safety items.
(4) Failure to comply with the service, maintenance, and inspection requirements of this program may result in suspension of driving privileges, increased insurance charges, and/or loss of the vehicle.
(2) Cell phone use. Cell phones are made available for business use in selected University vehicles. However, some states prohibit or restrict their use while driving. Although recognizing that circumstances will not always permit strict adherence, it is recommended that the University driver safely stop and park the vehicle to use a cell phone.
(3) Towing policy. Due to special equipment and skill required, towing of a trailer or other equipment with a University vehicle is strictly prohibited unless prior written permission is granted by and obtained from Fleet Services.
(4) Long-distance driving guidelines. The University Fleet Safety Program guidelines for groups for long-distance driving are as follows:
(b) In those instances where a group is driving long-distance (e.g., more than one employee traveling together to a business meeting, or members of a University-recognized student organization traveling to an approved conference), at least two individuals are required to be designated drivers. Drivers are required to rotate driving duties at least once every two-hour period, and take a minimum one-hour break every six hours for all drivers and occupants of the entire vehicle. Any one driver is not to drive for more than a total of 10 hours during a 24-hour period.
(c) The above guidelines assume good driving conditions regarding road, weather, visibility, and other factors. In the event of adverse weather or other factors that may affect the ability to drive safely, first determine if the planned travel route may be driven safely (call the Highway Patrol). If it is determined to be safe to drive with appropriate precautions, the above driving limitations should be modified accordingly to account for the increased driving times.