University Vehicle
1.Purpose
The University Vehicle policy establishes responsibilities and expectations of Brigham Young University–Hawaii (“BYU–Hawaii" or "University”), as well as supervisor, drivers, and passengers.
2. Policy
BYU–Hawaii allows authorized employees, students, and volunteers to use university vehicles when doing so accomplishes the mission and business of the university.
3. Implementations
3.1 Definitions
3.1.1 Authorized Driver
Authorized Driver means a university employee, student, or volunteer who has met the requirements necessary for driving University Vehicles and has a university-related purpose for driving a University Vehicle (see Driver Requirements section below).
3.1.2 University Vehicle
University Vehicle means a university-owned, -leased, -rented, or -borrowed self-propelled vehicle. This includes, but is not limited to, sedans, sport utility vehicles (SUVs), minivans, pickup trucks, buses, tractors, utility vehicles ("carts"), ATVs, construction vehicles, and boats.
3.2 Driver Requirements
University Vehicles may be driven or operated only by authorized drivers. To be an authorized driver, an individual must:
- have a current driver license, issued by the United States, to operate all motor vehicles, except for a utility vehicle (cart); International licenses and permits are not accepted.
- be 18 years of age or older;
- abide by all applicable laws and policies; and
- be proficient in driving skills.
Prior to operating a university vehicle, volunteer authorized drivers must be approved by the campus unit coordinating the volunteer (see Volunteer policy).
3.3 Driver Supervisor Responsibilities
The supervisor of an Authorized Driver must ensure that the employee has met the Driver Requirements in section 3.2, prior to operating a University Vehicle.
3.4 Driver and Passenger Responsibilities
Authorized Drivers and passengers in University Vehicles are perceived as representatives of the university and should behave safely, courteously, and consistent with Brigham Young University–Hawaii standards.
An employee may be disciplined for violating this policy or causing a traffic accident. Discipline may include a fine, additional training, or revocation of the employee’s driving privilege.
University Vehicles are important university assets and require vigilant care. Drivers and passengers must keep University Vehicles clean and well maintained.
3.5 Safety During Vehicle Operation
While operating university vehicles, Authorized Drivers must act safely, including:
- ensuring that each vehicle occupant is secured by a vehicle safety restraint; These safety restraints include vehicles only carrying passengers to equal the number of seats. (e.g. No riding in the bed of carts or trucks and no doubling up in seats)
- operating the vehicle with due care;
- avoiding distraction (e.g., no eating or wearing ear buds);
- not using any handheld electronic device, such as a cell phone
While University Vehicles are being operated, passengers must act safely, including:
- ensuring that they are secured by vehicle safety restraints;
- behaving in a manner that provides a calm, non-distracting environment for the Authorized Driver.
Drivers and passengers must ensure that parked University Vehicles are locked and that the key remains with the Authorized Driver. Vehicle contents must be secured out of sight. Drivers and passengers who choose to store personal property in University Vehicles do so at their own risk.
3.6 Driver Citations and Violations
Drivers are personally responsible for paying any traffic or parking citations they receive while operating University Vehicles.
Any violations while operating any vehicle will be addressed by the supervisor and the fleet manager. The consequences start with a warning, followed by a written warning with three months suspension, and finally revocation of operating rights for up to one year.
A driver can be reinstated for operating rights once probation time has passed and has gone through the certification training again. See the Fleet Management Operations manual for full procedures.
3.7 Vehicle Procurement
The University Vehicle Committee ("UVC") administers the procurement, use, maintenance, and disposition of all university vehicles. The UVC assigns vehicles to department in one of two ways:
- Rental Fleet: Those rented to departments on a daily or other short-term basis.
- Leased Vehicles: Those vehicles leased to departments, by facilities, on a long-term basis.
See the Travel policy for third-party vehicle rental requirements
3.8 Vehicles Requiring Specific Training
Drivers must complete applicable training programs prior to operating certain University Vehicles, including the following:
- for twelve-passenger vans, Van Safety
- for utility vehicles (carts), Utility Cart Safety
3.9 Vehicle Accidents and Damage
For any vehicle accidents and damage that occur, an accident report form must be filled out and submitted to the fleet services supervisor.
If the accident happened off campus, then the individual will need to call the Honolulu Police Department (HPD). For on-campus accidents the individual will need to call Campus Security.
At the time of the accident, a call to the fleet services supervisor will also need to be made. They will arrange to bring the vehicle and passengers back to campus (if needed) and repair the vehicle.
For the full procedure on vehicle accidents and damage. See the Fleet Management Operations manual.
3.10 Specific Uses of University Vehicles
3.10.1 Personal Use of or Commuting with University Vehicles
University Vehicles are not for personal use. Requests to use a University Vehicle for daily or recurring commuting must be approved by the responsible vice president.
Considerations for approving the use of a University Vehicle for daily or recurring commuting from home to the university include, but are not restricted to, association with other university business or rapid response, on-call duties. It is not always necessary to provide a vehicle to an on-call employee.
The relatives and other members of an employee’s household who are not otherwise Authorized Drivers are not authorized to drive University Vehicles.
New employees may be permitted to use a rental fleet vehicle for personal use as part of their relocation to the island. See the Relocation Assistance policy for details.
3.10.2 Transportation of Minors
Minors shall not be transported in a personal vehicle during university-sponsored activities unless: The minors are relatives of the adult; or the minors are residing with the adult as part of the university-sponsored activity and pursuant to written consent from one of the minor’s parents or legal guardians.
Transportation of minors as part of a university program is only permitted when consistent with the Minor Protection policy.
3.10.3 Fifteen-Passenger Vans
The use of fifteen-passenger vans for university purposes is prohibited.
3.10.4 Insurance Coverage
The university complies with applicable law in maintaining required insurance on University Vehicles, which may include a layer of no-fault personal injury protection coverage.
3.10.5 Vehicle Donations
Individuals wanting to donate vehicles to the university will have their requests evaluated by the UVC and under applicable university gift processes. See the Charitable Fund Raising policy. As with all in-kind donations, vehicle donations are disfavored and are unlikely to be accepted by the university.