IMPORTANT INFORMATION FOR ALL DRIVERS OF STATE …



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MOTOR POOL

PROCEDURES AND IMPORTANT INFORMATION

FOR DRIVERS OF UNIVERSITY VEHICLES

Emergency Telephone Numbers 2

Form FS-1 Motor Vehicle Accident Investigation Guide

General Guidelines When Involved in an Accident 3

Vehicle Use Procedures and Policies 4

Vehicle Checkout Procedures

Vehicle Return Procedures

Wright Express Gas Card Procedures

Policy on Cell Phone Use

Policy on Smoking

General Rules for Drivers of University-Owned Vehicles 5

**GAS CARD (WRIGHT EXPRESS) PROCEDURES ON PAGE 4

**NO SMOKING IN UNIVERSITY VEHICLE

**NO TALKING / TEXTING ON CELL PHONE WHILE DRIVING A UNIVERSITY VEHICLE

EMERGENCY TELEPHONE NUMBERS

DEPARTMENT OF PHYSICAL PLANT

FLEET OFFICE (410) 651-7821

PHYSICAL PLANT OFFICE (410) 651-6650

MOTOR POOL OFFICE (410) 651-6677

IN CASE OF EMERGENCY AND/OR COLLISION

EMERGENCY (FIRE – POLICE-RESCUE) 911

CAMPUS POLICE EMERGENCY (410) 651-3300

UMES CAMPUS POLICE (410) 651-6590

(410) 651-6595

PRESTON COTTMAN (410) 651-6652

LEON BIVENS (410) 651-6649

This vehicle is equipped with the following emergency equipment:

First Aid Kit (glove compartment)

Portable Fire Extinguisher (trunk)

Road-side Reflectors (trunk)

General Guidelines When Involved in an Accident

1. Stop as near to the scene as safety practical; avoid blocking traffic and otherwise minimize potential danger to others.

2. If necessary, notify appropriate emergency medical and/or fire rescue personnel by calling 911.

3. Make every effort to have a police officer respond to the accident scene. The officer must be requested to make a formal report. Failure to follow this procedure must be fully explained in writing. Obtain and submit a copy of the report to the UMES Police Department and to Mr. Preston Cottman, Motor Pool Manager.

4. Provide identification to involved parties.

5. Protect University property.

6. Cooperate with policy and emergency medical personnel.

7. Do NOT admit negligence or fault or offer settlements.

8. Obtain names and addresses of witnesses/involved parties.

9. Notify appropriate institutional representative (typically the fleet safety or insurance coordinator) as soon as possible.

10. Report promptly and completely in accordance with guidelines.

11. Accidents involving evacuation by emergency medical personnel must be reported immediately by telephone to the Fleet Safety Coordinator AND the UMES Police Department at 410-651-3300.

12. The Institutional Coordinator should advise the claimant/attorney to contact the Insurance Division of the State Treasurer’s Office.

13. The Insurance Division personnel with instruct the claimant/attorney as to the proper procedure for filing formal notice of claim.

MAKE NO OTHER COMMENTS. VOLUNTEER NO INFORMATION

14. Forward a copy of the any correspondence received relative to a claim to Human Resources and Motor Pool.

VEHICLE USE PROCEDURES AND POLICIES

VEHICLE CHECK-OUT PROCEDURES

▪ NO vehicle will be released without properly submitted and approved paperwork,

NO EXCEPTIONS!!

• For driving trips commencing before 7:00 a.m., vehicles may be picked up after 3:00 p.m. on the business day prior to the scheduled trip.

▪ Park personal vehicles behind the Physical Plant maintenance yard in Lot X.

▪ EZ-Pass is issued ONLY to vehicles traveling within Maryland. The driver must pay for out-of-state tolls.

▪ Credit cards are only issued for vehicles traveling farther than 100 miles from the campus.

▪ For early check-out, please make arrangements with the fleet office during normal business hours.

VEHICLE RETURN PROCEDURES

▪ Return the fleet vehicle to Parking Lot X (behind the Physical Plant maintenance yard) during normal working hours.

• Remove all trash and personal items from the vehicle upon return. We are not responsible for lost or stolen articles.

• Lock all doors, roll up all windows, and include keys, EZ Pass, and/or credit card with the logbook.

• Record your trip mileage in the logbook!! Deposit the mileage logbook in the “drop box” located at the entrance to Parking Lot X.

GAS CARD PROCEDURES

A Wright credit card issued to the driver of a University vehicle may be used to purchase gas at any location. For purchasing fuel, follow these steps:

1) Swipe the gas card at the pump

2) At the prompt, Enter the last SIX digits of your University ID# (e.g. 1000756; enter 000756)

3) At the prompt, Enter the mileage of the vehicle

4) Select the fuel grade and begin fueling the vehicle

5) Collect and RETAIN the fuel receipt in the vehicle logbook

POLICY ON CELL PHONE USE

Use of hand-held cellular phones for talking and/or texting while driving is prohibited by drivers of State Vehicles.

NO SMOKING POLICY

Smoking is prohibited in State Vehicles.

General Rules For Drivers of University-Owned Vehicles

All institutional employees who operate University-owned vehicles must comply with all policies, procedures, rules and instructions covering the use of University-owned vehicles.

1. All drivers must possess a driver’s license that is valid in the state of Maryland. An employee that has accumulated six or more points for moving violations is prohibited from operating University-owned vehicles until the accumulated point total is reduced to less than four points.

2. Only authorized employees of the University may drive University vehicles. Students may drive when employed by the University if they are at least 18 years old and assigned as a driver in their work assignments. Each campus may, in addition, designate in writing several qualified students or volunteers to serve as non-employee volunteer drivers when the need for such is justified. Volunteers are subject to a driving record review and their participation is limited to specific pre-approved need.

3. University-owned vehicles may be used exclusively for official University business. Personal business or pleasure use is prohibited.

4. Passengers are limited to those persons who are properly authorized to participate in a University function with an employee traveling on official business; where properly authorized, this includes the employees’ official business trip. Under no circumstances will children of faculty or staff members be permitted to accompany the member in a University vehicle.

5. It is the driver’s responsibility to ensure the use of seat belts by all vehicle occupants.

6. All traffic and parking laws are to be obeyed. All violation fines are the responsibility of the driver involved.

7. All collisions must be reported to the Motor Pool (Ext. 6677) within twenty-four hours even if another vehicle is not involved or there are no apparent injuries or damages.

8. A monthly travel log must be maintained for each University vehicle. The log must identify all vehicle expenses and be forwarded to the Motor Pool Manager promptly at the end of each month.

9. University-owned vehicles are maintained in accordance with manufacturer’s recommendations. All warranties are to be fully exercised.

10. Operators of University-owned vehicles are personally responsible for the vehicles they operate. Should damage result through misuse or gross negligence, the operator may be required to make restitution to the University.

11. The use of University-owned credit cards is restricted to the specific vehicle or vehicles to which it is assigned. Under no circumstances are these credit cards to be used otherwise.

12. At least once every two years, each campus must issue a copy of the General rules to every employee who drives a University-owned vehicle.

13. University vehicles driven and used by students, non-employees, and volunteers is allowed subject to the following limitations:

a. Travel directly related to the curricula of the institution

b. Team travel that has been organized to formally represent the Institution (i.e., chess, debating, wrestling, etc.)

c. Travel directly related to the business functions of the Institution, where deemed appropriate and necessary by the institutional administration.

14. University vehicles may not be rented or loaned to outside groups, individuals, or organizations.

Student Driver Policy

Students may drive when employed by the University, if they have a valid driver’s license and assigned as a driver in their work assignment. Student drivers are only allowed to drive within a radius of 30 miles (any exceptions must be approved by administrative affairs).

Occupant Restraint Devices Policy

1. The Institutional President or appropriate designee is responsible for implementation and enforcement of this policy.

2. All appropriate University vehicles are equipped with occupant restraint devices (e.g. seat belts, shoulder harnesses, air bags, etc.) as mandated by Federal Motor Vehicle Safety Standards in effect at the time the particular vehicle was manufactured.

3. All occupants restraint devices installed in the University vehicles must be maintained in proper operating condition. The Motor Pool Manager will ensure that these devices are maintained in proper operating condition.

4. Except as specified elsewhere, no one may operate a University vehicle in which the occupant restraint devices for each occupied seating position in the front seat are not completely operational.

5. Except as provided elsewhere, no person may drive or ride in the front seat of a University vehicle, or any other motor vehicle being used to conduct official state business, unless properly restrained by the occupant restraint device available at the occupied seating position. It is the driver’s responsibility to ensure that the passenger uses available restraint devices.

6. Personnel found to be in violation of this regulation are subject to disciplinary action.

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