Purchasing and Materials Management 
Vehicle Use Policy
Salem State Collge Purchasing and
Materials Management Department
352 Lafayette Street
Salem, MA  01970

Telephone:  978-542-6152
Fax:  978-542-6164

Table of Contents
  • Introduction to Policy
  • Policy Statement
  • Reason for Policy
  • Who Should Read This Policy
  • Introduction to Procedures
    		•   

    Salem State College Vehicle Use Policy


    Salem State College operates a large fleet of vehicles and equipment. This includes automobiles, pick-up trucks, vans, and trucks and any maintenance equipment that is ridden. In order to assure proper and safe operation of all vehicles and to maintain them in proper working order, each accident, no matter how insignificant, must be reported. This will assure prompt repair to the fleet of vehicles and equipment to ensure prompt return to service.

    Return to Table of Contents
    Return to Purchasing
     


    Policy Statement:
    Salem State College vehicles are available under certain circumstances for use in support of the College’s mission of education, research and community service.

    Return to Table of Contents
    Return to Purchasing


    Reason for Policy:
      The proper utilization of College vehicles minimizes College transportation costs and liability, and helps ensure the safeguarding of College personnel and resources. This policy seeks to provide for the safe operation of motor vehicles as well as their appropriate stewardship.

    Return to Table of Contents
    Return to Purchasing
     


    Who Should Read This Policy:

    • Deans, Directors, and Department Heads-Department of unit vehicle representatives.
    • Prospective or authorized drivers of College owned, College leased or College rented vehicles.
    • College Administrators.

    Return to Table of Contents
    Return to Purchasing


    Introduction to Procedures:
      This policy applies to the use of all College vehicles that are controlled by departments and units within the College community, including those units that have already established procedures for the proper accounting of vehicles. The following procedures are considered to be minimum standards for College vehicle use; departments and units may develop more restrictive procedures.

    Return to Table of Contents
    Return to Purchasing


    Proper Vehicle Use: The Driver’s Obligations:
    The following conditions apply to all drivers who use College vehicles. Drivers should read these obligations carefully before operating a College vehicle.     Caution: The driver of the vehicle has ultimate responsibility for seeking and possessing information about driving safety and road regulations. The driver must:

      1. Have a valid driver’s license.
      2. Register as a College driver by filling out a Driving History Questionnaire for insurance purposes.
      3. Inform supervisor of any change in license status.
      4. Use College vehicles for Official College business only.
      5. Complete the department log for off-campus trips, recording number of miles driven and business purpose.
      6. Wear seat belts when driving or occupying a College vehicle.
      7. Operate a College vehicle in accordance with College regulations and applicable state laws.
      8. Assume responsibility for any and all fines or traffic violations associated with your use of a College vehicle.
      9. Never drive while under the influence of drugs or alcohol.
      10. Never transport passengers such as hitchhikers, family members or friends for unauthorized use.
      11. Turn the vehicle ignition off, remove the keys, and lock the vehicle when left unattended.
      12. Never drive the vehicle at speeds that are inappropriate for road conditions.
      13. Never drive the vehicle "off road" unless an exception has been granted.
      14. Report all accidents.
      15. Never carry a lighted cigar, pipe, cigarette, or other device used for smoking tobacco in the vehicle.

        16.      

      Caution: Unauthorized usage exposes the College to great risk, especially in the event of an accident.
    Return to Table of Contents
    Return to Purchasing


    Driver's License Verification:
    All employees who may be required to operate a State or College vehicle must have a valid driver's license of the proper class. Any employee, whose driver's license is suspended or revoked, is not allowed to operate a motor vehicle on College business during the period such suspension or revocation is in effect. Any employee who operates a State vehicle during a period when said employee's driver's license is suspended or revoked may be subject to disciplinary action up to and including dismissal from College service for willful misconduct.

    Return to Table of Contents
    Return to Purchasing


    Reporting Accidents and Damage: Each accident, no matter how insignificant, must be reported to the appropriate police immediately. The driver must then fill out the accident report kit located in the glove box of the vehicle. Additionally, immediately report any accidents or damage you incur while operating a College vehicle to the local police department as well as the Salem State College police department, your supervisor, and your department or unit vehicle representative.     When you have been in an accident you must:

    • Get immediate medical attention if you are injured.
    • Remain calm and do not argue. Arguing can result in a lawsuit.
    • Make no statements concerning guilt or fault.
    • Never agree to make payments for the accident.
    • Notify the police; a police report may be necessary for some insurance claims.
    • Discuss the accident only with police officers, the College’s insurance company and College officials.
    • Record as much information as you can on all other parties to the accident. This information may include their insurance company, their name, license number, plate number, make, model, and year of car, how the accident happened, and witnesses (with addresses and phone numbers).
    • Fill out a Vehicle Accident Report and forward it to the Purchasing Department and Campus Police Department as soon as possible.
    • Refer all questions from lawyers, the other party to the accident and others to the Department of Risk Management and Insurance.

    Return to Table of Contents
    Return to Purchasing


    Proper Vehicle Use: The Department’s Obligations
    Each department or unit that controls a College vehicle(s) must establish a reliable system for tracking departmental vehicle use, and utilize a Vehicle Use Authorization Request Form, or a form with a similar function. The individual must:

    • Be certain that the proper forms are filled out when a vehicle is in use. Provide a vehicle log and require users to complete information on mileage driven and business purpose for off-campus trips.
    • Maintain and update annually a database containing all potential drivers.
    • Allow only drivers with valid licenses to operate vehicles.
    • Allow only authorized individuals to operate College vehicles.
    • Institute a regular review of all maintenance and service records to assure their appropriateness and to schedule regular routine maintenance, including inspections and registrations. These reviews must be semiannual or every 5,000 miles, whichever comes first.
    • Facilitate the dissemination of information regarding driving rules and regulations, safe driving practices and hazards of the road.
    • When requested, assist in any accident investigation or information gathering activity.
    Return to Table of Contents
    Return to Purchasing