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Facilities Management maintains all University owned vehicle records

Authorized University Drivers

ÑÇÖÞɫͼ State University has implemented new for faculty, staff and student workers who operate a University vehicle for approved University business. A new Driving Record Disclosure and Authorization Form must be submitted and approved prior to operating a University vehicle. Faculty, staff and student workers may apply to become an authorized University driver if they:

• Have a need to drive a University vehicle on approved University business;
• Are at least 18 years old; and
• Have a valid driver’s license

Approved University business is defined as duties in support of the ÑÇÖÞɫͼ State University mission within the scope of the faculty, staff or student worker job responsibilities, and approved by the Director, Department Chair or a higher level. A University vehicle will only be used for purposes related to approved University business.

A University vehicle is defined as any licensed vehicle for off-campus use that is owned or leased by MSU, or provided by University donors, and used for approved University business. The Authorized University Driver Guidelines do not apply to rental vehicles.

To apply, please submit the to Facilities Management at For questions, please contact Facilities Management at 270.809.4127.

Reporting accidents, breakdowns or requesting service

For information, service, accident and breakdown reporting, call 270.809.4370.

After hours (4 p.m. to 8 a.m.), please call ÑÇÖÞɫͼ State Police at 270.809.2222

Motor Pool contact telephone numbers are also listed on each trip ticket and in the Guidelines and Procedures booklet located in each vehicle.

General Regulations

• Seat belts must be worn by the operator and all passengers when a vehicle is in operation.
• Vehicles must be used exclusively in performance of activities directly related to the mission of ÑÇÖÞɫͼ State University.
• Operators must be employees of the University or authorized students.
• Passengers must be employees, students, or guests of the University.
• Animals are not permitted in passenger vehicles.
• Boats and canoes cannot be carried in or on a passenger vehicle.

No vehicle may be modified or altered in any manner without the express consent of the Director for Facilties Management. This includes but is not limited to: Removing seating, affixing car-top carriers, altering wiring, installing radios or other electronic devices, attaching antennas or additional towing equipment, affixing signs, decals and bumper stickers.

Repetitive or willful violations of guidelines and regulations may result in suspension of use privileges.

Comments and suggestions are encouraged and may be furnished either verbally or in writing to the Assistant Director of Transportation Services or the Director for Facilities Management.

Refueling

• Gasoline should be obtained using the WEX card specifically assigned to the vehicle.  If you have questions, contact Facilities Management at 4291.
• The use of non premium fuel is required.

Employee Use of Vehicles

ÑÇÖÞɫͼ State University personnel must be registered with Facilities Management and have their drivers license on file with Human Resources to be eligible to use University vehicles. Prior to authorization all employees will have a current motor vehicle record check on file.

Student Use of Vehicles

The requesting department head must recommend to Facilities Management that a student be authorized to use ÑÇÖÞɫͼ State vehicles. The Request for Student Driver Authorization Packets are available in Facilities Management. The packet contains a Guidelines and Procedures booklet, a Request for Student Driver Authorization form and handouts covering van safety, seatbelt usage and other information as required. Authorization for student use of vehicles must be renewed annually. All student operators will have a current motor vehicle record check on file. Any passenger car may be assigned to a student. To drive a van, students must be at least 21 years of age, and complete the van driver coaching ÑÇÖÞɫͼ.

Procurement, Assignment and Replacement of Vehicles

Service vehicle assignments are evaluated by Facilities Management at least annually. Special needs and requests should be made well in advance of budget preparation to allow sufficient time for planning and accommodation. The Director of Facilities may recall or reassign vehicles to promote the highest and best utilization of the total fleet.

Breakdowns and Repairs

Call and advise Facilities Management personnel of a breakdown and, to the greatest extent possible, the nature of the problem.

Do not have the vehicle towed unless it presents a hazard to or restricts the flow of traffic, or unless authorized by the Director of Facilities. Do not have the vehicle repaired unless authorized by the Director of Facilities.

Accidents

Accidents will normally fall under one of two categories: minor accidents occurring on or off a public thoroughfare where total damage to all vehicles involved is less than $500 and no other property damage or bodily injury occurred; and major accidents involving damage to vehicles over $500 and/or other property damage or bodily injury. Follow the minor accident procedures if the cause of damage is unknown or if the damage is extremely light. In all other instances, follow the major accident procedures. Each vehicle has an accident summary package in the glove box. Operators are required to complete the forms in the event of an accident.

Major Accident Procedures:

• ÑÇÖÞɫͼ aid to injured persons
• Notify law enforcement authorities
• Notify ÑÇÖÞɫͼ State Transportation Services
• Provide law enforcement authorities with all information requested
• Decline giving or making statements to persons other than law enforcement authorities
• Request that the investigating police officer obtain a statement from the other party or parties involved
• Record the license plate numbers of witnesses, if possible
• A card showing ÑÇÖÞɫͼ State University's bodily injury and property damage liability insurance carrier, policy number and agent is provided in the glove box of each vehicle

Do not have the vehicle towed without prior authorization unless it is a hazard to or is impeding the flow of other traffic. The account number listed on the trip authorization or assigned to the department vehicle will be charged on a 'deductible' as follows for repair costs:

• Less than $500 damage — actual cost of repairs
• More than $500 damage — $500

Minor Accident Procedures:

At the time of the accident, record the following to the greatest extent possible:

• Notify law enforcement authorities
• Notify ÑÇÖÞɫͼ State Transportation Services
• Date, time and place of accident or damage
• Road surface and condition
• Weather and light conditions
• Names and addresses of others involved
• Names and addresses of any witnesses
• License plate number of witness or first vehicle on the scene
• Statements by witnesses
• Insurance information of other party

Do not have the vehicle towed without prior authorization unless it is a hazard to or is impeding the flow of other traffic. The account number listed on the trip authorization or assigned to the department vehicle will be charged on a 'deductible' as follows for repair costs:

• Less than $500 damage — actual cost of repairs
• More than $500 damage — $500