Cedarville University

Vehicle Use Guidelines

1. Vehicles in the fleet are to be driven by approved drivers only! Student drivers must possess a valid CU-issued license in addition to their state-issued driver's license.
   • Faculty and staff drivers - are approved by the Campus Safety Office once they have completed the "Cedarville University Campus Safety Vehicle Operator's License" form.
   • Student drivers - the Campus Safety Office will issue a special license to approved student drivers (a driving test is required for students to drive the full-size vans). Approval for student drivers is only valid for the current school year, or the dates indicated on the CU-issued license.
   • Mobility Van – a special license and specific training are required for the operation of this vehicle. See the Policy for Use of the Mobility Van in the "Other Topics" section at the end of this document.
2. Unauthorized use of Cedarville-owned fleet vehicles will result in a $250 fine plus any other costs incurred (including mileage charges, etc.)
3. On the day of vehicle use, you may pick up the keys and mileage slip in the Christian Ministries Reception area in the Dixon Ministry Center during regular office hours (8am-5pm) Monday through Friday.
4. Early morning departures and weekend use. If your departure is scheduled on a weekday before 8am, you must pick-up the key and mileage slip before 5pm on the day prior to your trip. If you have scheduled a vehicle for use on Saturday, Sunday or before 8:00am on Monday, you must pick up the key and mileage slip on Friday before 5pm.
5. DO NOT take the vehicle until the exact time your mileage slip indicates. Vehicles taken before the scheduled time will result in a warning issued to the driver and/or department. A second incident by the same driver will result in the loss of fleet use privileges for 30 days.
6. Please return the vehicle promptly to the assigned lot at the scheduled time as indicated on your mileage slip. This is important because vehicles are scheduled very tightly, and each vehicle may be used multiple times in a given day. Vehicles returned late, or not returned to the designated parking lot, will result in a warning issued to the driver and/or department. A second incident by the same driver will result in the loss of fleet use privileges for 30 days.
7. Accurately complete the Mileage Slip. Please include Driver's Name, Number of Passengers, and the Beginning and Ending Miles. On the bottom of the mileage slip, report any mechanical or other problems with the vehicle. In the same place, report anything that gets broken or dented.
8. Return the vehicle keys and completed mileage slip immediately after returning to campus. If you return to campus after business hours or on the weekend, there is a key drop box located in the doors on the north (Printy) side of the DMC in the loading dock area. Lost keys will result in a $50 fine.
9. Please cancel any vehicle requests that are not needed. It is essential that the driver or department contact the Division of Christian Ministries at ext. 7600 to cancel any reserved vehicles which will not be used, even if it is a last minute cancellation. This will enable another department or individual to schedule that vehicle if needed. If you have not called to cancel or if you have not come to pick up the keys within a reasonable amount of time after the scheduled pick-up time, the vehicle may be rescheduled for someone else. Failure to cancel a vehicle reservation prior to the scheduled departure time will result in a $10 charge.
10. If the vehicle you have reserved needs gas and you are still on campus, contact the Campus Safety Officer on duty (ext 7992 or 937-239-6491). For extended trips, you may request a Fleet Gas Card. This purchasing card ($500 transaction limit and $1,000 credit limit) is authorized for fuel, towing, and mechanical repairs only. Any repairs must be pre-authorized by the CU Automotive Department. Please return the Fleet Card and any receipts along with your keys and mileage slip immediately upon your return to campus. Your department will be charged for any fraudulent charges that appear on the bill, so you must contact the Business Office immediately if you suspect the card has been lost or stolen.
11. Buckle-up! Everyone riding in a Cedarville-owned vehicle must wear their seat belt. Only put as many people in any vehicle as there are seat belts in that vehicle. To do anything else is not only unsafe but also unlawful.
12. Cell phone use by the driver is not permitted at any time during the operation of any University-owned fleet vehicle.
13. Monitor driving habits. The individual or department requesting a vehicle must communicate to drivers that it is important that they do not speed or drive recklessly. Do not compromise the safety of your passengers in order to save a couple of minutes. You are responsible for the safety of your passengers. The University has the ability to monitor unsafe driving practices and/or accidents via the onboard cameras inside each vehicle. All incidents are reviewed by the Campus Safety Office and appropriate actions will be taken for any violations.
14. Traffic / Parking Violations. Full payment of any tickets (parking, speeding, red light camera surveillance, etc.) is the sole responsibility of the driver, not Cedarville University. The Campus Safety Office will make a case-by-case determination whether a traffic violation or accident will result in the suspension or loss of driving privileges.
15. Winter Weather. The Campus Safety Office monitors weather, road conditions and travel advisories during the winter months and will "ground" all fleet vehicles if conditions pose a threat to safe travel. Inexperienced drivers should not operate the fleet vehicles during winter weather conditions.
16. Accidents or Emergencies. If you have trouble on the road or have an accident, follow the instructions in the Emergency Packet inside the vehicle and contact the Campus Safety Office as soon as possible (937-766-7992 or 937-239-6491). You must submit a completed Motor Vehicle Accident Report to the Campus Safety Office immediately upon your return to campus. Please notify the Christian Ministries Office if you notice that the vehicle you are driving does not have an Emergency Packet. See Dealing with Emergencies in the "Other Topics" section at the end of this document.
17. Off-Campus Parking. When parking the vehicles, always park in a secure area. Also, be aware of the height of the full-size vans because some parking garages will be inaccessible.
18. Always clean the vehicle of any trash, roll up the windows, lock the doors and turn-off all lights when you return to campus. Each vehicle could potentially be used several other times during any given day, and it is the responsibility of each driver to take care of the vehicles and to do their part to keep them in the best condition possible at all times.

Other Topics

Collection of Fines: When a policy is violated which results in a fine, the driver and department representative (or budget officer) will be notified immediately, and the department will be charged through an ICF. All fines will be credited to the Business Office Fleet Account (#91000).

• Unauthorized use of Cedarville-owned fleet vehicles will result in a $250 fine plus any other costs incurred (including mileage charges, etc.)
• Lost keys will result in a $50 fine.

Outside Group Use:

1. The University-owned fleet vehicles are not available for rental to the general public. For example, an area church may not rent a CU-owned fleet vehicle to provide transportation for a youth group outing.
2. Use of the fleet is intended for CU-sponsored events only. Outside groups using Cedarville facilities will not have access to CU-owned vehicles for programming related to their event.

Policy for Use of Mobility Van

Purpose: This document has been written to provide specific policies and standards that will serve as the primary guidelines for use of the Cedarville University Mobility Van.

General Policy Statement: The "Mobility Van" is owned and operated by Cedarville University and is to be used for university activities and not for individual or private use!

Licensing, Training & Scheduling:

1. All persons operating the van must be licensed by the Campus Safety Office, located in the Human Resource and Safety Center. Every driver/operator will be required to receive an operators training program and certification card. Only those drivers that successfully complete this program will be able to operate the vehicle. An up-to-date list of drivers will be maintained in the Campus Safety, Disability Services and Christian Ministries offices. Campus Safety will be responsible for maintaining this list.
2. Training will be conducted on Wednesdays only - sign-up for operations training must be no later than 1:00 pm on Tuesday the day prior to the training program.
3. Scheduling for use of the van will be handled through the Christian Ministries Office. Authorized drivers/operators must present their certification card in order to receive the keys to the vehicle.
4. The van will be scheduled on a first come first serve basis, unless a situation arises that requires a change as determined by a joint decision of the Campus Safety, Disability Services and Christian Ministries offices.
5. All persons with disabilities who desire to be transported in the van, must be registered with the Disability Services Office.

Specific Standards & Issues:

1. The van will be used for "off-campus" accessibility transportation only!
2. Individual departments or organization(s) scheduling the van will be responsible for paying the cost of rental. They will also be responsible for supplying the driver for the activity.
3. When not in use, the van will be parked in the university fleet vehicle parking lot, located near the west end of the Steven's Student Center parking lot along Varsity Drive.
4. Loading time takes approximately 10 minutes. Those scheduling the van should provide themselves with at least 30 minutes of advance time to pick-up the van, load and prepare for departure!
5. The van holds up to 7 passengers with up to 2 wheelchairs.
6. A check-list will be provided in the van that the operator will be required to review each time the vehicle is used. The list will help to ensure that all safety procedures and loading and unloading requirements have been maintained.
7. All persons who desire more information on the use of the van may contact one of the following offices:

   Disability Services - Marilyn Meyer, ext. 3843
   Campus Safety - Jim Bowersox, ext. 7994
   Christian Ministries - Jackie Pyles, ext. 7600

Dealing with Emergencies

The following procedures are a basic guide for providing a response system to an emergency which may occur using a Cedarville-owned Fleet Vehicle.

Definition: What is an Emergency?

• A sudden state of danger
• A condition requiring immediate attention
• A life-threatening situation

In an emergency, please take the following steps:

1. Help anyone who is injured. Don't move the injured - send for help. Stabilize the situation.
2. Notify the appropriate authorities - police/medical/campus (see below for numbers)
   *If a student is injured, you should present their University insurance as primary coverage and use student's home address.
3. Document the entire incident completely using the Motor Vehicle Accident Report and continue to note the time and details of any ongoing developments as they occur. Obtain full names and addresses of those involved and witnesses. Get license numbers and makes of vehicles involved in any accident - note time, road names/intersections, and road conditions. Exchange names and insurance companies. Do not discuss whose fault the accident was. Get a police report number. If possible, take pictures of the vehicles involved and the accident scene.
4. Inform the Campus Safety Office of any and all developments and check in at defined intervals. You must submit a completed Motor Vehicle Accident Report to the Campus Safety Office immediately upon your return to campus.

Emergency Numbers:
Campus Safety Office: (937) 766-7992; After-hours: (937) 239-6491
Main Campus: (937) 766-2211
Automotive Department: (937) 766-7772
     Mark Pogirski Home: (937) 766-4685, Cell: (937) 768-2573
     Greg Kunz Home: (937) 766-5007

I have read and agree to abide by the Vehicle Use Guidelines.