General Policies
University Policy Number 1401
Subject: Use of 15-Passenger Vans
Responsible Parties: University Police Department; Physical Plant; Vice President of Operations; University Safety Office
Procedures: Not Applicable
Related University Policies: None
I. SCOPE
This policy applies to George Mason University community, including but
not limited to full, part-time, adjunct, and administrative faculty, classified
staff, wage employee, graduate assistants, student workers, and students
that operate 15-passenger vans. It further applies to all State owned,
rented, and leased vehicles.
II. POLICY STATEMENT
Commonwealth vehicles may only be used for their intended purpose and
in the manner for which they were designed. The University community is
authorized to use these vehicles for official business or university-approved
activities. This policy recognizes George Mason University’s
status as a state agency and it’s responsibility to exercise reasonable
care in utilizing and operating state owned, rented, and leased vehicles.
The University community is authorized to use 15-passenger vehicles for
official business or university-approved activities only when smaller
vehicles are not available or not practical. All drivers must meet qualifications
set-forth in this policy. Only persons directly involved with the activity
may ride in vehicles unless given express permission by the department
head authorizing the trip.
III. DEFINITIONS
For purposes of this policy, the following definitions apply:
A. “Fifteen-passenger van” is defined as all model year vehicles that were sold as fifteen-passenger or comparable vans. The make/models normally referred to as fifteen-passenger vans are: Chevrolet Express 3500; GMC Savana G3500; Dodge Ram Van/Wagon B3500; Dodge Ram Wagon B350; Ford Econoline E350; Ford Club Wagon E350 and GMC Rally/Vandura G3500.
B. “Driver” is defined as the operator of the vehicle.
IV. RESPONSIBILITIES
The responsibilities of the university departments and individuals charged
with monitoring, training, providing support services and the day-to-day
administrative coordination of this policy are set forth in this section.
A. Physical Plant Motor Pool
The Physical Plant Motor Pool is responsible for coordinating the use
of the State Pool/GMU owned vehicles for the university community, to
include overseeing the use of 15-passenger vehicles that are signed out
for short-term use by members of the university community. Persons wishing
to use State Pool/GMU owned 15-passenger vehicles must complete a Driver’s
Application Questionnaire and have the Motor
Pool Request approved by their department head or his/her designated
representative. Other Motor Pool responsibilities include:
1. Ensuring required forms are completed. Forms include the Driver’s
Application Questionnaire and a Motor Pool Request.
2. Only allowing drivers with valid licenses to operate vehicles by checking
licenses before permitting vehicles to be signed out.
3. Determining that the driver(s) meets the driver qualifications by checking
the Driver Application Questionnaire.
4. Randomly requesting that the University Police Department perform DMV
Checks on drivers. (See IIIB 1 for details.)
5. Maintaining a database of drivers who have completed the training course.
6. When inclement weather is expected, the Motor Pool may deny the use
of a vehicle and may recall any GMU/Pool vehicles previously assigned.
B. University Police Department
The University Police Department is responsible for obtaining requested DMV records, and providing training to the University Community for operating 15-passenger vans.
1. Individuals who request the use of a 15-passenger van are subject
to DMV checks beginning with the initial Drivers Application
and then again at the time of refresher training. Refresher training will
be conducted every two years following completion of initial training.
Other requests for a DMV check may come from the Motor Pool or the University
Risk Manager.
2. DMV records will not be released outside of the GMU Police Department.
The Police Department will simply indicate on the Driver Application
Questionnaire that after reviewing the individual’s DMV records,
the driver either meets, or does not meet, GMU’s 15-passenger vehicle
driving qualification requirements.
3. Qualified Police Department trainers will provide a four-hour training
course on the operation of 15-passenger vehicles, which includes a Ride-Along
for vehicle familiarization. To schedule training, individuals must contact
the University Police Department at 3-2824. Completed Driver Application
Questionnaires must be forward to the Police Department 24 hours
before the scheduled drivers training. Following each training session,
the University Police will provide a list of individuals who have successfully
completed the training course to the Motor Pool for updating GMU’s
Qualified Drivers database.
4. Qualified Police Department trainers will provide refresher training
to individuals who have completed the initial training course and desire
to extend or renew their eligibility. The specific content of the refresher
training will be determined by the Police Department based on changes
that may have occurred since the individual’s original training
and the length of time since the original training was completed.
C. Department Heads are responsible for:
1. Ensuring that the trip is essential to the furtherance of GMU’s
mission.
2. Assuring that drivers and passengers understand the conditions and
restrictions for operation of the 15-passenger vans.
3. Verifying that only qualified individuals operate 15-passenger vans.
4. Approving the Motor Pool Request form.
5. Ensuring the completeness of the Driver’s Application Questionnaire
and the Motor Pool Request before forwarding those forms to the
Motor Pool.
V. DRIVER'S QUALIFICATIONS
In order to drive a 15-passenger van, drivers must meet the following conditions:
A Posses a valid United States driver's license for at least two years
.
B. Be 20 years old or older.
C. Complete a Driver’s Application Questionnaire annually.
D. Have no more than two at-fault accidents or moving violations within
the last two years.
E. Have no violations in past two years for driving under the influence
of alcohol or drugs, or reckless driving.
F. Have a reinstated license in effect at least one year after suspension
or revocation.
G. Successfully completed the University Driver’s Familiarization
Course. A request to attend the familiarization class must be submitted
at least one month in advance of expected travel.
VI. CONDITIONS AND RESTRICTIONS ON VEHICLE USE
A. Except in emergencies, only the assigned driver may operate the vehicle.
B. Drivers shall not transport unauthorized passengers, such as hitchhikers,
family, or friends. Only persons directly involved with the activity may
ride in vehicle unless given express permission by the department head
authorizing the trip.
C. Drivers must know and observe all applicable traffic laws, ordinances,
and regulations. Use of seat belts or other available occupant restraints
is required for all vehicle occupants, in accordance with state laws.
The driver shall not operate the vehicle unless all occupants are wearing
the appropriate restraints.
D. No driver shall drive for more than a two hours or 200 miles without
a break of at least 30 minutes. No vehicle may be driven for more than
three hours without a 30-minute break. Any trip that is longer than a
400 miles, or four hours, must have at least two qualified drivers assigned
to drive the van. Drivers on long trips must alternate every 200 miles
or four hours. Driver(s) shall not drive between 9:00 p.m. and 6:00 a.m.
without special permission from their department head.
E. Although obtaining meals and lodging are reasonable deviations, the
trip must be along the most direct route between designated sites and
not involve ad hoc side trips.
F. The passengers and driver(s) may not consume (or possess) alcoholic
beverages while in the vehicle. Further, the driver(s) will not consume
alcohol until after all the driving has been completed for the day.
G. Finally, the driver must stop and investigate any accident, or suspected
accident, that the van is involved in. The driver will not leave the scene
until the police have responded and investigated the accident. This requirement
includes all hit and run accidents.
H. Any driver involved in an accident must also inform the University
Risk Manager at the earliest convenient time at 703-993-2599.
VII. FEES AND SUPPORT COST
Because of frequent changes, fee schedule and support service costs must be obtained from the Motor Pool 3-2442.
VIII. APPLICATION APPROVAL
Approval for use of State Pool/GMU vehicles is not rendered until the completion and approval of the Driver's Application Questionnaire and the Motor Pool Request, verification that the driver meets all qualification, and a determination that the requested vehicle is available. Driver qualifications are intended to serve as guidelines. If there are unusual circumstances, the police department and the risk management office may jointly exercise judgment on a case-by-case basis.
IX. AMENDMENTS AND ADDITIONS
All amendments and additions to this policy are to be reviewed and approved by the Vice President of Operations.
X. COMPLIANCE
The Physical Plant Motor Pool will deny the use of 15-passenger vehicles
to any individual who does not meet all conditions set-forth in this policy.
There is no appeal process to request an exception to those conditions.
Violations of the conditions set-forth in this policy may result in the
suspension of the privilege
XI. EFFECTIVE DATE AND APPROVAL
This policy is effective July 1, 2002, and was revised August 8, 2006.
This policy shall be reviewed and revised, if necessary, annually to become
effective at the beginning of the University’s fiscal year, unless
otherwise noted.
Approved:
_______________________
Maurice W. Scherrens
Senior Vice President
________________________
Peter N. Stearns
Provost
Date approved: July 24, 2002