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Home :: Policies :: Motor Vehicle Use

Motor Vehicle Use

Responsible Department
Risk Management & Compliance
Effective Date
12/08/2014
  1. .

    Purpose

    University of North Georgia (“University”) employees and qualified others may have work assignments that involve driving a vehicle to accomplish University business. In an effort to promote a safe work environment and minimize the number of motor vehicle accidents that occur on-the-job, the University System of Georgia established a Motor Vehicle Use Policy which sets driving qualification standards for USG drivers, requires training or other appropriate action for employees who fall outside those standards, and requires USG institutions to develop a university-level policy on motor vehicle use.

  2. .

    Definitions

    1. Departmental Vehicle:  A vehicle purchased by and/or primarily used by a specific department of UNG.

    2. Driver’s License: A license authorizing the bearer to drive a motor vehicle.

    3. Motor Vehicle Record (MVR): A report from the agency that issues driver’s licenses, or lists accidents and violations that appear on the driver’s record.

    4. Rental Vehicle: A vehicle in which the use of the vehicle involves an agreement where a payment is made for the temporary use of the vehicle; which is owned by another person or company. The owner of the vehicle may be referred to as the lessor and the party paying to use the property as the lessee or renter.

    5. State of Georgia Vehicle:  A vehicle purchased, rented, or leased with state funds.  For the purpose of this policy it includes UNG fleet and departmental vehicles.

    6. University Business: Official University duties or activities that are conducted by an employee, volunteer or unpaid affiliate.

    7. University Driver: Any employee, volunteer, or unpaid affiliate who operates a fleet or departmental vehicle, rents a vehicle for University business, or drives a privately owned vehicle for University Business.

    8. University-Owned Vehicle: A vehicle purchased by the University with operational funds.

    9. University-Rented Vehicle:  A vehicle that is owned by another person or company, for which the University has entered into an agreement to make payment for the temporary use of the vehicle.

    10. Volunteer/Unpaid Affiliate: An individual who participates without compensation in a structured UNG program which has a documented mission statement, supervisor and a list of participants.
  3. .

    Statement

    1. OVERVIEW

      1. This policy applies to any University of North Georgia (“University”) employee who receives a payroll check, including all student and part-time casual labor employees; and any volunteer or unpaid affiliate who is responsible for driving a university-owned, or university-rented vehicle, or is responsible for driving their personal vehicle on university business (“University Drivers”).

      2. The University’s Motor Vehicle Policy ensures that all University Drivers shall have appropriate documentation of a license to drive and operate the vehicle, regardless of the frequency of operation. This policy requires appropriate screening and annual training based on the nature of the driving requirements associated with the University Driver’s position. Training shall not be required for University Drivers operating their privately owned vehicle; however, those University Drivers not maintaining a current or valid driver’s license, while operating a vehicle on University or USG business, will be in violation of this policy.

      3. It is expected that all University Drivers are appropriately licensed and meet acceptable driving standards as defined within the policy. The level of driver screening will be based upon individual driving requirements. Golf carts and electric vehicles on campus are also subject to this policy and drivers of these vehicles may be required to participate in training.

      4. Driving to and from work is not considered part of the job and would not be considered University Driving for purposes of this policy.

    2. SCREENING

      1. All University Drivers must possess a current valid driver’s license.

      2. University Drivers who are approved for special purpose driving are subject to annual training and must complete the Driver Acknowledgment Form on an annual basis. Special purpose driving is defined as travel covered by a University Travel Request Authorization form; which may include travel for professional development, meeting attendance, workshops, and conferences.

      3. University Drivers who regularly engage in University Driving will be subject to annual training, annual completion of the Driver Acknowledgement Form and an annual MVR History check.

    3. DRIVER QUALIFICATIONS

      1. The Driver Acknowledgement (RMS Form-1) must be completed and the signed certificate submitted to Human Resources.

      2. University Drivers must have a valid driver’s license in their possession while engaged in University Driving.

    4.  DRIVER DISQUALIFICATIONS

      1. An employee, volunteer or unpaid affiliate who has had one of the following occurrences during the 24-month period preceding their use or request for use of a University-Owned or University-Rented vehicle will be considered a “Disqualified Driver” and may not drive on University or USG business until his or her Motor Vehicle Record has been reviewed and corrective, preventive and/or educational measures specified by the University have been met:

        1. Accumulating more than 10 points on his or her driving record;
        2. Receiving a citation (ticket or warning) while driving on University or USG business;
        3. Having an “at fault” motor vehicle accident within the six (6) months preceding an assignment to drive on University and/or USG business; or
        4. Having been convicted of one of the following offenses preceding an assignment to drive on University and/or USG business:
          1. Driving Under the Influence (DUI)
          2. Driving While Intoxicated (DWI)
          3. Leaving the scene of an accident
          4. Refusal to take a chemical test for intoxication

      2. Employees, volunteers and unpaid affiliates subject to completion of the Driver Acknowledgement Form shall be required to disclose to the Director of Human Resources if any of the above apply.

      3. Corrective, preventive and/or educational measures specified by the University may include, but are not limited to, the following:

        1. viewing a driver safety video;
        2. successfully completing an approved defensive driving course; and/or
        3. waiting a specified period of time before being permitted to again drive on USG/University business.
        4. waiting a specified period of time before being permitted to again drive on USG/University business.

      4. Based on the nature of the events leading to Disqualified Driver status, it may be determined that the Disqualified Driver may never again be permitted to drive a vehicle on University or USG business. Prior to making such a determination, the Director or Human Resources and the Risk Management Director must consult the Disqualified Driver’s departmental manager to discuss the factors supporting such a determination and the effects such a determination may have on the job status of the Disqualified Driver.

      5. Factors that should be considered in determining whether Disqualified Driver status can be removed, and the conditions for doing so may include:

        1. The driving conditions under which the relevant events occurred
        2. The extent to which the Disqualified Driver exceeded the maximum speed, level of intoxication, or other limitation imposed pursuant to applicable law;
        3. The apparent degree of recklessness or disregard for safety on the part of the Disqualified Driver;
        4. Whether anyone was injured as a result of the Disqualified Driver’s actions; and;
        5. The amount of time that has passed since the events in question.

      6. An employee, volunteer or university affiliate with a driver’s license that is expired, suspended, or revoked is not permitted to drive on University business until the license is reinstated. Employees who drive on state business are to disclose any license expiration, suspension, or revocation by submitting a RMS101 Form-2 Driver Notification.

      7. Employees, volunteers and university affiliates who receive any traffic citation while driving on University business must notify their supervisor immediately upon returning to work. Supervisors will make determination on follow up based on the circumstances of the citation.

      8. Employees, volunteers and university affiliates charged with the following offenses are not permitted to drive on University or USG business until disposition of the charges:

        1. Driving Under the Influence
        2. Driving While Intoxicated
        3. Leaving the scene of an accident
        4. Refusal to take a test for intoxication
        5. Aggressive Driving (only if a conviction would result in more than 10 points accumulated on driving record)
        6. Exceeding speed limit by more than 19 mph (only if a conviction would result in more than 10 points accumulated on driving record)

      9. Employees, volunteers and university affiliates who drive on University business are to disclose receipt of the above charges by submitting a Driver Notification Form (RMS 101 Form-2) no later than the workday following the charges.

      10. Employees, volunteers and unpaid affiliates who meet all Driver Qualifications following disposition of the charges are permitted to resume driving on University business.

      11. If an employee, volunteer or university affiliate does not meet all Driver Qualifications following disposition of the charges, the employee will not be permitted to drive on University or USG business until the circumstances leading to such citations has been reviewed by the Director of Human Resources and the Risk Management Director, and the Disqualified Driver has satisfied the corrective, preventive and/or educational measures specified by the University. The determination of the measures to be required will be made by the University’s Risk Management Director and the Director of Human Resources, in consultation with the Disqualified Driver’s departmental manager, based on the specific citation and circumstances. Information for these items can be obtained through DOAS.

    5. DRIVER’S ASSESSMENT (PRESENT & FUTURE)

      1. Upon publication of this policy, a Georgia Motor Vehicle Report for all current and future University Drivers will be required.

      2. Appropriate action, as indicated in the Driver Disqualification section of this policy, will be initiated for current or future University Drivers whose Motor Vehicle Report shows that they do not meet all Driver Qualifications.

      3. If it is determined that an employee, volunteer or unpaid affiliate does not currently have a valid driver’s license, the employee will not be permitted to continue driving on University business and other appropriate action may be initiated.

      4. A Motor Vehicle Report will be reviewed before hiring an applicant into a position that requires driving on University business. Not meeting Driver Qualifications could cause an applicant not be hired.

      5. Employees, volunteers and unpaid affiliates who drive University-owned vehicles must complete the above listed training on an annual basis. Training or recertification shall be done one year following the employee’s original test date (Test date of 01/01/2011 will have an expiration of 01/01/2012). Failure to conduct the training will result in the
        loss of the University Driver’s right to drive a University’s vehicle. 

    6. OTHER

      1. All occupants of a University-Owned vehicle must be University employees, volunteers, unpaid affiliates, or official guests of the University.

      2. No animals other than service animals, comfort animals or laboratory animals are permitted in or on University-owned vehicles.
  4. .

    Support Info

  5. .

    Procedures

    1.  Motor Vehicle Use – Procedure

    2. RMS101 Form-1 Driver’s Acknowledgement Certify Safety Qualification

    3. RMS101 Form-2 Driver Notification Certify Safety Qualification

    4. RMS101 Form-3 Supervisor’s Accident Follow-up Report

    5. Driver Safety Tips

    6. Georgia Liability Insurance Identification Card  

    7. Any related operating procedures must comply with and should reference this policy.

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