Fleet Management

About Us

The Fleet Management office is located at:
Administration Building, 2nd Floor
Dennis Koontz


To meet our goal of providing Salem State University with clean, safe, reliable, and efficient transport, we strictly adhere to established regulations outlined by both the Massachusetts Registry of Motor Vehicles and Federal Motor Carrier Safety Administration.

Services Provided

  • Vehicle specifications and specialty vehicle engineering
  • Vehicle acquisition and disposal
  • Fuel management and audit services
  • Vehicle maintenance and repair audit services
  • Develop vehicle replacement plans
  • Introduce alternative fueled vehicles where appropriate
  • Maintain a comprehensive, in depth fleet data base

Salem State University Vehicle Use Policy

This policy applies to the use of all state and university vehicles, and is intended to ensure proper and safe operation and maintenance and prompt repair of such vehicles.

Vehicle Use Policy [PDF]

A. The Driver’s Obligations:

The following conditions apply to all drivers who use State and university vehicles. Each driver must:

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

Caution: Unauthorized usage exposes the university to great risk, especially in the event of an accident.

B. Driver's License Verification:

All employees who may be required to operate a state or university 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 university 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 university service for willful misconduct.

C. Reporting Accidents and Damage:

When you have been in an accident, no matter how insignificant, you mustfill out the Commonwealth of Massachusetts Motor Vehicle Crash Operator Report [PDF], a copy of which should be in the glove compartment of the vehicle, and:

  1. Get immediate medical attention if you are injured.
  2. Remain calm and do not argue. Arguing can result in a lawsuit.
  3. Make no statements concerning guilt or fault.
  4. Never agree to make payments for the accident.
  5. Notify the local police department as well as the Salem State University Police Department, your supervisor, and your department or unit vehicle representative. A police report may be necessary for some insurance claims. In an accident involving a fatality, personal injury or damage to a vehicle or property exceeding $1,000, the driver must file a report with the Registrar of Motor Vehicles within five days, and send a copy to the police department where the accident occurred.
  6. Discuss the accident only with police officers, the university’s insurance company and university officials.
  7. 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).
  8. Forward your completed Commonwealth of Massachusetts Motor Vehicle Crash Operator Report as soon as possible to the Salem State University Police Department, with a copy to the purchasing department for risk management and insurance purposes.
  9. Refer all questions from lawyers, the other party to the accident and others to the purchasing department for risk management and insurance purposes.

D. The Department’s Obligations:

Each department or unit that controls a State or university vehicle(s) must:

  1. Establish a reliable system for tracking departmental vehicle use, and utilize a Vehicle Use Authorization Request Form, or a form with a similar function.
  2. Provide a vehicle log and require users to complete information on mileage driven and business purpose for off-campus trips.
  3. Maintain and update annually a database containing all potential drivers.
  4. Allow only drivers with valid licenses to operate vehicles.
  5. Allow only authorized individuals to operate university vehicles.
  6. 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.
  7. 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.

Last updated 2.16.10