IV. Use of University (State) Vehicles
1. Drivers may not use a university vehicle for personal use, including the transport of family members or friends for non-university business purposes.
2. Vehicle Safety Checks.
a. University units must have each vehicle inspected under the Virginia motor vehicle safety inspection program semi-annually or at 5000 mile intervals, whichever comes first.
b. All drivers must perform a basic vehicle check before each trip. Drivers must confirm that the following parts and components are in good working order: brakes, steering mechanism, horn, windshield wipers/washers, rear-vision mirrors, lights, and tires. Drivers must report to their supervisor or the appropriate university official any mechanical defects or other problems found in any university vehicle.
Vehicles found to be in an unsafe condition may not be operated on university business or for a university-related activity until properly repaired.
3. Units must maintain documentation of training of all staff drivers and vehicle inspection and maintenance records.
4. Vans are subject to the additional restrictions set forth in the Appendix.
B. Use by Employees and Volunteers.
1. Driver Authorization. Any employee (including a student employee) or volunteer must complete and submit to their supervisor or, if at VIMS, to the VIMS Risk Manager, an Faculty/Staff Driver Authorization Form (PDF) in order to be authorized to drive a university vehicle. Drivers must update driver authorization information promptly by reporting to their supervisor. Changes in authorization information may result in revocation or suspension of the individual's authorization. Under existing university policy, failure to report information or changes as required may also result in disciplinary action.
2. Supervisor and Unit Responsibilities. Units must collect and maintain Driver Authorization Forms for anyone driving a unit vehicle. Supervisors or, at VIMS, to the VIMS Risk Manager, must review the Forms and grant, deny, or revoke authorizations, in accordance with Section III(B)(1).
C. Use by Students. University vehicles may be used by students or student organizations for university business or university-related activities provided that the following conditions are met (in addition to all other applicable requirements of this policy, including the general requirements listed above):
1. For use by student organizations or clubs, the organization must be officially recognized by the university. The purpose of the trip or activity must be directly related to the stated mission or business of the organization.
2. Driver Authorization. The appropriate university official must give prior written approval for the use: the Assistant Vice President of Student Affairs, Director of Residence Life, Director of Recreational Sports, or Director of Student Volunteer Services (as applicable). The designated student driver(s) must complete and submit a Student Driver Authorization Form (PDF) (see "Driver Authorization" under III(B)). The designated driver must also have successfully completed the Van Safety Training Course. It is recommended that more than one representative from an organization take the Van Safety training.
3. University departments such as Student Activities, Student Volunteer Services, Recreational Sports, Sharpe Community Scholars, may impose additional authorization requirements and other restrictions on student drivers of university vehicles. Additional requirements may also be set for specific trips, such as academic field trips.
4. Travel is limited to the Commonwealth of Virginia or to within a 250 mile radius of Williamsburg unless specific written authorization is granted by the appropriate university official. Authorizations are for travel directly to and from the designated destination(s). Rest stops may be made as long as they occur on the direct route or, if deviation is necessary, as close to the direct route as possible.
5. Unit Responsibilities. Units must collect and maintain Driver Authorization Forms for anyone driving a unit vehicle. The appropriate official must review the Forms and grant, deny, or revoke authorizations, in accordance with Section III(B)(1).
