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Policy 507.10
 
Policy 507.10
 
== Introduction ==
 
== Introduction ==
You may copy this page's source to start a new policy page. Be sure to remove or overwrite the examples. Second level headings should NOT be altered.
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1.1 The purpose of this policy is to set the framework for the operation, purchase and management of vehicles owned by Appalachian State University (“Appalachian”) or vehicles assigned to the University by the State.
  
 
== Scope ==
 
== Scope ==
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2.1 This policy applies to any person responsible for the operation, purchase and management of a vehicle owned by Appalachian or any vehicle assigned to the University by the State of North Carolina.
  
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2.2 This policy covers all vehicles owned by Appalachian or assigned to the University by the State of North Carolina.
  
 
== Definitions  ==
 
== Definitions  ==
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=== Motor Vehicle ===
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:Any vehicle owned by Appalachian or assigned to the University by the State of North Carolina.
  
=== Definition phrase or word ===
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=== University Motor Pool Manager ===  
: Definition summary
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:The University official in Appalachian’s Department of Motor Pool responsible for the management and maintenance of all University Motor Vehicles and implementation of this policy.
 
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== Policy and Procedure Statements  ==
 
== Policy and Procedure Statements  ==
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=== Operation of Motor Vehicles ===
  
=== Motor Vehicles ===
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4.1.1 Motor Vehicles may only be driven by authorized University employees within the scope of their employment as stated in this section and as outlined in the [https://ncadmin.nc.gov/government-agencies/motor-fleet-management North Carolina Department of Administration - Motor Fleet Management Regulations Manual] (“Authorized Driver”).
  
Motor vehicles owned by the University or by the Department of Administration are maintained by the University Motor Pool located in the Physical Plant Complex on Dale Street off State Farm Road, Boone, North Carolina 28607.
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4.1.2 For purposes of this policy, an Authorized Driver of a Motor Vehicle is an individual who meets all of the following criteria:
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(a) must be a University employee (i.e., SHRA, EHRA, temporary employee, or student employee);
 +
(b) must be at least 18 years of age;
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(c) must have a valid Driver License in good standing; (d) must have written approval from a Chancellor Cabinet Member, Dean, Department Director, or Department Head; and(e) the above listed information must be on file with the University Motor Pool Manager.
  
==== Department of Administration Vehicles ====
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4.1.3 Authorized Drivers are responsible for the safe operation of the Motor Vehicle and adherence to all University policies and procedures pertaining to the operation of Motor Vehicles.
As of January 1, 1982, the North Carolina General Statutes, as amended by the 1981 General Assembly, require that State owned motor vehicles (sedans and station wagons used primarily for transporting personnel) be centrally controlled by the State Department of Administration (D.O.A.). These vehicles fall into two categories: first, those automobiles which are housed and maintained at the Appalachian State University Motor Pool are available for dispatching on a daily or weekly basis. These passenger vehicles are used for official University business or travel. The second category is passenger automobiles allotted to the University by the Department of Administration which have been assigned to a department or an individual for carrying out official University business. These vehicles are not available to the Appalachian State University Motor Pool for daily dispatching.
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==== University Vehicles ====
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4.1.4 Seat belts must be worn at all times by the Authorized Driver and passengers when operating a Motor Vehicle.
These vehicles are utility/delivery cars, maintenance trucks, vans, and buses which are owned and operated by the University.
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Regulations and Procedures Designation - Since procedures and regulations governing the operation of Department of Administration and University vehicles may vary slightly, it will be necessary for purpose of clarity to differentiate between the two in this section. Therefore, references to Department of Administration vehicles will be designated "D.O.A." and those to University vehicles will be designated "University" in the remainder of this section.
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4.1.5 Authorized Drivers are prohibited from using a mobile telephone to read or communicate with another person through text messaging or electronic mail while operating a Motor Vehicle as prescribed in N.C. Gen. State § 20-137.4A.
  
''' ''The following rules and regulations apply to both University and Department of Administration vehicles.'' '''
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4.1.6 Authorized Drivers and passengers are prohibited from smoking in a Motor Vehicle.4.1.7 Authorized Drivers and passengers are prohibited from having animals in a Motor Vehicle. Those who may require the use of an assistance animal should contact the Office of Disability Resources.
  
=== Official Use ===
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=== Motor Vehicle Training ===
#'''State owned passenger carrying vehicles''' - Only State employees shall drive State owned passenger-carrying vehicles and those vehicles shall only be used for official state business. It shall be unlawful for any state employee to use a state owned vehicle for any private purpose. Commuting privileges approved by the division are not considered a private purpose.
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Departments and units are responsible for ensuring that all Authorized Drivers under the department or units’ supervision are properly trained to operate a Motor Vehicle and are adequately trained in all aspects of Motor Vehicle safety.
#'''Passengers''' - Spouses and children of state employees or non-state personnel on official business may accompany them in State owned vehicles if sufficient space is available and all travel is strictly for official State business. No family pets are permitted in State owned vehicles. Leader dogs for the blind are excluded from this restriction.
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#'''Use of Seat Belts''' - The State of North Carolina requires that seat belts be used by all drivers and front seat passengers in most types of motor vehicles (North Carolina General Statutes §20-135.2A). All vehicles that display a State license plate require the use of seat belts for front and rear occupants. This requirement applies to persons in their status as either a driver or as a passenger (both employees and students).
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NOTE: An exception has been made for drivers or passengers of vehicles that do not exceed twenty (20) miles per hour (University wide speed limit), and they must frequently stop to deliver property from the vehicle. This exception applies to vehicles delivering on campus, and would include vehicles from the Physical Plant, Warehouse, and Post Office. When the vehicles are operated on public streets and highways the occupants must use seat belts. Failure to comply with this policy can result in a fine of $25.00, and at the option of the campus, the withdrawal of an individual's privilege of using State vehicles.
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#'''Use of Cellular Phone or Other Wireless Communication Devices''' - Drivers should refrain from using a cellular phone or other wireless communication device while driving. In emergency situations, drivers should make every effort to move to a safe place off the main traveled portion of the roadway before using a cellular phone or other wireless device. If it is necessary to call for assistance while the vehicle is moving and if a passenger is available, have the passenger make the call for assistance.
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=== Driver's Responsibilities ===
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=== Purchase of Department Vehicles ===
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4.3.1 Any vehicle that is purchased by a University department or unit must be reviewed and approved by the University Motor Pool Manager before the purchase is completed.
  
==== Fines and Damage ====
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4.3.2 All new vehicles, used vehicles with a model year of five (5) years or less, and vehicles determined by the University Motor Pool Manager to have a value of $15,000 or more must have comprehensive and collision insurance. The department making the purchase is responsible for any costs associated with the coverage. The department seeking to make a purchase must consult with Appalachian’s Insurance and Risk Manager, and the University Motor Pool Manager must receive confirmation from Appalachian’s Insurance and Risk Manager within 5 days of purchase that such coverage has been obtained.
Drivers are personally responsible for cost incurred because of:
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#Fines for violations of laws.  
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#Damage to vehicles resulting from negligence or abuse or while engaged in unauthorized or illegal use.  
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#Restoration of vehicles to original condition when necessitated by installation or removal of personally owned accessories or equipment. (Any alterations to vehicles must be approved through the Motor Pool Supervisor.)
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==== Proper License ====
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4.3.3 Facilities Operations is responsible for the registration of University vehicles. Departments and units must work with the Facilities Operations Purchasing Manager to submit vehicle registration information to the Department of Motor Vehicles. Associated costs with registering a vehicle will be the responsibility of the department or unit who purchased the vehicle. The Facilities Operation Purchasing Manager will be responsible for the retention of vehicle titles for the length of time the vehicle is owned by the University, as well as with adhering to Appalachian Policy 105.1 – Record Retention Policy on the retention of University records.
The drivers of University owned and D.O.A. vehicles must have the appropriate driver?s license. Normally, the Class C license is all that is required. A xerox copy of a valid driver's license must be on file in the Motor Pool office before anyone can be allowed to operate a State vehicle.
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==== Student Drivers ====
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4.3.4 Departments and units must notify the University Motor Pool Manager to process the transfer or surplus of University vehicles. No vehicles may intentionally be destroyed or transferred without the review and approval of the University Motor Pool Manager.
Students may drive state owned vehicles only as long as they are paid a wage or salary by the University. Students who are part-time or temporary are also permitted to drive state owned vehicles.
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==== Budget Code ====
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=== Management of Motor Vehicles ===
Requests for Motor Pool vehicles should be submitted three (3) weeks in advance of the intended travel. Approved Travel Request/Vehicle Request should be sent directly to the
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==== Maintenance, Care, and Repairs ====
Motor Pool unless a Travel Advance is requested, or airline tickets are involved. In these two situations, Request for Travel must be sent to the Controller's Office and to the Motor Pool.
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==== Vehicle Selection ====
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4.4.1.1 Unless otherwise directed by the North Carolina Department of Administration, Appalachian’s Department of Motor Pool will perform mandatory regular maintenance on all Motor Vehicles in accordance with maintenance and care schedules established by the North Carolina Department of Administration.
Departments are responsible for selecting the proper vehicle according to the need and requirements.
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==== Highway Manners ====
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4.4.1.2 Unless otherwise directed by the North Carolina Department of Administration, Appalachian’s Department of Motor Pool will be the only authorized unit that may perform maintenance and repairs on
University and D.O.A. vehicles must not be driven in excess of legally authorized and posted speeds and must be driven at all times in a manner conducive to safety, economy, and good public relations.
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Motor Vehicles. Notwithstanding, Appalachian’s Department of Motor Pool has the authority to designate instances where other parties may perform maintenance and repairs on Motor Vehicles (e.g., emergency situations or road repairs).
  
==== Purchase of Gasoline ====
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4.4.1.3 Department or units will be responsible for any costs incurred by Appalachian’s Department of Motor Pool for the performance of maintenance, care, or repair of vehicles purchased by or assigned to the department or unit.
Gasoline, oil, and service will be obtained from Motor Fleet Management facilities or other State owned facilities except when circumstances are such that the use of state owned facilities is not practical. When commercial establishments are used for gasoline purchases, all drivers, except those whose physical handicaps prevent them from doing so, shall make purchases of regular (unleaded) gasoline from self service pumps only.
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==== Service Schedules ====
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==== Installation and Removal of Motor Vehicle Equipment ====
Drivers of vehicles dispatched for an extended period of time are responsible for observance of service schedules posted on the lubrication sticker. Service must be performed at the Motor Pool garage whenever possible. Gasoline and oil are to be obtained from the University Motor Pool when in the local area.
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==== Security ====
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4.4.2.1 Any department or unit in need of installation or removal of equipment on any Motor Vehicle must obtain permission from the University Motor Pool Manager. Such installations or removal may only be performed by Appalachian’s Department of Motor Pool or as otherwise directed by the North Carolina Department of Administration.
Vehicle security is the responsibility of the driver. All doors are to be locked when the vehicle is not occupied.
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==== Tire Chains ====
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4.4.2.2 The University Motor Pool Manager will not approve the installation or removal of any equipment that the Manager determines in its sole discretion: (a) will place the driver, passengers, or pedestrians at risk of injury, or (b) will place the Motor Vehicle in a position to fail an annual safety inspection as required by Section 4.4.3.
The cost of installation of tire chains may be charged to a University credit card. These costs are in turn billed to the using department. Damage caused by improper use of chains is also billed to the using department.
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==== Parking and Toll Expenses =====
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4.4.2.3 The department or unit requesting the installation or removal of equipment will be responsible for any costs associated with the equipment, installation, maintenance, and removal.
A request for reimbursement for parking and toll road expenses is made on the employee's personal travel reimbursement claim.
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==== Motor Pool Privileges ====
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==== Annual Safety Inspections ====
Motor Pool privileges may be withdrawn if such action is in the best interest of the University or Department of Administration.
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==== Personal Property ====
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4.4.3.1 Unless otherwise directed by the North Carolina Department of Administration, Appalachian’s Department of Motor Pool will perform an annual safety inspection on all Motor Vehicles. A MotorVehicle must pass the safety inspection before the Motor Vehicle may be operated.
Personal property left in University or D.O.A. vehicles is retained in the Motor Pool office for a period of two weeks. At the end of two weeks, appropriate disposition is made.
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==== Vehicles Taken Home ====
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4.4.3.2 The department or unit who was responsible for the purchase of the Motor Vehicle, or to whom the Motor Vehicle was assigned, will be required to pay any costs incurred by Appalachian’s Department of Motor Pool for inspecting the vehicle or repairing the vehicle to pass an inspection.
Vehicles may not be taken home unless employee has a trip the following workday and employee's home is closer to the destination than the regular work station, and the employee does not have to report to his/her regular work station before beginning the trip.
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=== Rental Vehicle Reservations ===
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==== Branding University Vehicles ====
  
==== Advance Reservations ====
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4.4.4.1 Vehicle branding should be coordinated with and approved by University Communications, which is responsible for the interpretation and administration of all institutional graphics that involve the use of the university’s name and symbols. Specific guidelines for graphic identity can be found at [http://commtoolbox.appstate.edu/ commtoolbox.appstate.edu].
Vehicle reservations should be made as far in advance as possible, and must be made in accordance with the policies and procedures outlined in the Travel and Transportation Section of the RESOURCE MANUAL. Should an emergency arise and the  
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Request for Travel has not reached the Motor Pool office, the person picking up the car must provide the proper budget code in order to complete the paperwork.
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==== Schedule Changes ====
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=== Motor Vehicle Accidents and Damage ===
The Motor Pool must be advised immediately if it becomes necessary to keep a vehicle beyond the return time indicated on the reservations. This is essential in order for the Motor Pool to make arrangements to accommodate the next scheduled user of the vehicle. ��
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Vehicles required for early morning or weekend departures, or any time other than regular dispatching hours, may be picked up between 4:30 and 5:00 p.m. of the preceding day.
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==== Returning Vehicles ====
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4.5.1 Any accident or damage involving a Motor Vehicle must immediately be reported to the employee’s supervisor, Appalachian’s Insurance and Risk Manager, University Police, the University Motor Pool Manager, as well as local law enforcement in the locality where the incident occurred.
Vehicles are returned to the Motor Pool at the end of a trip. During regular hours, the driver should return the vehicle keys and the travel log folder and its contents to the Motor Pool Office.
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==== After Hours ====
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4.5.2 Authorized Drivers are responsible for notifying Appalachian’s Department of Motor Pool of any mechanical hazards, inoperable vehicle equipment, or other automobile concerns observed during the operation of a Motor Vehicle.
During other than regular hours, the driver should deposit the above items in the locked box beside the Motor Pool Office entrance.
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==== Weekly Assignments ====
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4.5.3 Authorized Drivers are personally responsible for costs incurred as a result of parking and traffic citations; damage to vehicles as a result of negligence, abuse, or illegal activity; or restoration of the Motor Vehicle to its original condition as a result of unauthorized installation or removal of equipment.
Vehicles assigned on a weekly basis are returned to the Motor Pool on Friday unless required for official use during the weekend.
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=== Mechanical Problems ===
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4.5.4 Claims of accident or damage to personal vehicles of employees that are being used for official University business should be made through the employees’ primary auto insurance policy. If necessary, as determined by Appalachian, the State’s coverage may supplement the employee’s personal policy as excess coverage.
  
When mechanical problems occur with a University or Department of Administration vehicle, the driver should contact the Motor Pool for advice, information, and instructions at (828) 262-3195.
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=== Administration and Policy Implementation ===
  
For emergencies after working hours, the driver should contact the University emergency number, (828) 262-2150. The person on duty will assist in getting the needed service.
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==== Policy Administration ====
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The Vice Chancellor of Business Affairs (the “Vice Chancellor”) is responsible for the administration of this policy, which includes providing oversight of Appalachian’s Department of Motor Pool who hasauthority to develop and implement University procedures as it relates to the operation, purchase, and management of Motor Vehicles. With oversight from the Vice Chancellor, Appalachian’s Department of Motor Pool has the authority to establish additional procedures and guidance that are not proscribed by or do not conflict with this policy.
  
==== Repair Authorization ====
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==== Insurance and Risk Management Administration ====
Generally, authorization for repairs to a University or Department of Administration vehicle must be obtained from the Motor Pool; however, when independent action is required, drivers are expected to use sound judgment. For problems which develop in other parts of North Carolina, there may be a University or other State owned garage that may be able to offer assistance. A list of these garages can be found in the travel folder that is issued when a vehicle is picked up.
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Consistent with this policy, Appalachian’s Insurance and Risk Manager has authority to develop and implement University procedures as it relates to insurance coverage of all Motor Vehicles and rental cars utilized by University employees.
  
Unnecessary charges to University or Department of Administration vehicles are charged to the using department. Drivers are responsible for reporting all operational defects to the Motor Pool when the vehicle is returned.
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==== Legal and Regulatory Compliance ====
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Administration of this policy and related University procedures shall be consistent with federal and state laws and regulations (e.g., North Carolina Department of Administration Motor Fleet Management Regulations Manual), UNC System policies, and Appalachian policies and procedures.
  
==== Insurance ====
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==== Enforcement ====
 
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Violations of this policy may result in grounds for disciplinary action, up to and including discontinuation or termination of employment.
Liability insurance, property damage coverage, and medical coverage for the person you hit are provided under a blanket policy contracted by the University. Call the University Motor Pool for the policy number. More detailed information is covered in Travel and Transportation Policy Statement 10, Transportation.
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== Additional References ==
 
== Additional References ==
  
 
== Authority ==
 
== Authority ==
 
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[https://ncadmin.nc.gov/government-agencies/motor-fleet-management North Carolina Department of Administration – Motor Fleet Management Regulations Manual]
  
 
== Contact Information ==
 
== Contact Information ==
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:Department of Motor Pool – 828-262-8819
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:Insurance and Risk Management - 828-262-7031
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:Facilities Operations – 828-262-3190
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:Office of Disability Resources -  828-262-3056
  
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== Original Effective Date ==
  
== Effective Date ==
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== Revision Dates ==
  
== Revision Dates ==
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[[Category:Contents]]
Last modified 12/04/2009 01:32:20 PM by Matt McNaney
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[[Category:Business Operations]]
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[[Category:Facilities and Property Management]]

Latest revision as of 16:46, 16 February 2021

Policy 507.10

1 Introduction

1.1 The purpose of this policy is to set the framework for the operation, purchase and management of vehicles owned by Appalachian State University (“Appalachian”) or vehicles assigned to the University by the State.

2 Scope

2.1 This policy applies to any person responsible for the operation, purchase and management of a vehicle owned by Appalachian or any vehicle assigned to the University by the State of North Carolina.

2.2 This policy covers all vehicles owned by Appalachian or assigned to the University by the State of North Carolina.

3 Definitions

3.1 Motor Vehicle

Any vehicle owned by Appalachian or assigned to the University by the State of North Carolina.

3.2 University Motor Pool Manager

The University official in Appalachian’s Department of Motor Pool responsible for the management and maintenance of all University Motor Vehicles and implementation of this policy.

4 Policy and Procedure Statements

4.1 Operation of Motor Vehicles

4.1.1 Motor Vehicles may only be driven by authorized University employees within the scope of their employment as stated in this section and as outlined in the North Carolina Department of Administration - Motor Fleet Management Regulations Manual (“Authorized Driver”).

4.1.2 For purposes of this policy, an Authorized Driver of a Motor Vehicle is an individual who meets all of the following criteria: (a) must be a University employee (i.e., SHRA, EHRA, temporary employee, or student employee); (b) must be at least 18 years of age; (c) must have a valid Driver License in good standing; (d) must have written approval from a Chancellor Cabinet Member, Dean, Department Director, or Department Head; and(e) the above listed information must be on file with the University Motor Pool Manager.

4.1.3 Authorized Drivers are responsible for the safe operation of the Motor Vehicle and adherence to all University policies and procedures pertaining to the operation of Motor Vehicles.

4.1.4 Seat belts must be worn at all times by the Authorized Driver and passengers when operating a Motor Vehicle.

4.1.5 Authorized Drivers are prohibited from using a mobile telephone to read or communicate with another person through text messaging or electronic mail while operating a Motor Vehicle as prescribed in N.C. Gen. State § 20-137.4A.

4.1.6 Authorized Drivers and passengers are prohibited from smoking in a Motor Vehicle.4.1.7 Authorized Drivers and passengers are prohibited from having animals in a Motor Vehicle. Those who may require the use of an assistance animal should contact the Office of Disability Resources.

4.2 Motor Vehicle Training

Departments and units are responsible for ensuring that all Authorized Drivers under the department or units’ supervision are properly trained to operate a Motor Vehicle and are adequately trained in all aspects of Motor Vehicle safety.

4.3 Purchase of Department Vehicles

4.3.1 Any vehicle that is purchased by a University department or unit must be reviewed and approved by the University Motor Pool Manager before the purchase is completed.

4.3.2 All new vehicles, used vehicles with a model year of five (5) years or less, and vehicles determined by the University Motor Pool Manager to have a value of $15,000 or more must have comprehensive and collision insurance. The department making the purchase is responsible for any costs associated with the coverage. The department seeking to make a purchase must consult with Appalachian’s Insurance and Risk Manager, and the University Motor Pool Manager must receive confirmation from Appalachian’s Insurance and Risk Manager within 5 days of purchase that such coverage has been obtained.

4.3.3 Facilities Operations is responsible for the registration of University vehicles. Departments and units must work with the Facilities Operations Purchasing Manager to submit vehicle registration information to the Department of Motor Vehicles. Associated costs with registering a vehicle will be the responsibility of the department or unit who purchased the vehicle. The Facilities Operation Purchasing Manager will be responsible for the retention of vehicle titles for the length of time the vehicle is owned by the University, as well as with adhering to Appalachian Policy 105.1 – Record Retention Policy on the retention of University records.

4.3.4 Departments and units must notify the University Motor Pool Manager to process the transfer or surplus of University vehicles. No vehicles may intentionally be destroyed or transferred without the review and approval of the University Motor Pool Manager.

4.4 Management of Motor Vehicles

4.4.1 Maintenance, Care, and Repairs

4.4.1.1 Unless otherwise directed by the North Carolina Department of Administration, Appalachian’s Department of Motor Pool will perform mandatory regular maintenance on all Motor Vehicles in accordance with maintenance and care schedules established by the North Carolina Department of Administration.

4.4.1.2 Unless otherwise directed by the North Carolina Department of Administration, Appalachian’s Department of Motor Pool will be the only authorized unit that may perform maintenance and repairs on Motor Vehicles. Notwithstanding, Appalachian’s Department of Motor Pool has the authority to designate instances where other parties may perform maintenance and repairs on Motor Vehicles (e.g., emergency situations or road repairs).

4.4.1.3 Department or units will be responsible for any costs incurred by Appalachian’s Department of Motor Pool for the performance of maintenance, care, or repair of vehicles purchased by or assigned to the department or unit.

4.4.2 Installation and Removal of Motor Vehicle Equipment

4.4.2.1 Any department or unit in need of installation or removal of equipment on any Motor Vehicle must obtain permission from the University Motor Pool Manager. Such installations or removal may only be performed by Appalachian’s Department of Motor Pool or as otherwise directed by the North Carolina Department of Administration.

4.4.2.2 The University Motor Pool Manager will not approve the installation or removal of any equipment that the Manager determines in its sole discretion: (a) will place the driver, passengers, or pedestrians at risk of injury, or (b) will place the Motor Vehicle in a position to fail an annual safety inspection as required by Section 4.4.3.

4.4.2.3 The department or unit requesting the installation or removal of equipment will be responsible for any costs associated with the equipment, installation, maintenance, and removal.

4.4.3 Annual Safety Inspections

4.4.3.1 Unless otherwise directed by the North Carolina Department of Administration, Appalachian’s Department of Motor Pool will perform an annual safety inspection on all Motor Vehicles. A MotorVehicle must pass the safety inspection before the Motor Vehicle may be operated.

4.4.3.2 The department or unit who was responsible for the purchase of the Motor Vehicle, or to whom the Motor Vehicle was assigned, will be required to pay any costs incurred by Appalachian’s Department of Motor Pool for inspecting the vehicle or repairing the vehicle to pass an inspection.

4.4.4 Branding University Vehicles

4.4.4.1 Vehicle branding should be coordinated with and approved by University Communications, which is responsible for the interpretation and administration of all institutional graphics that involve the use of the university’s name and symbols. Specific guidelines for graphic identity can be found at commtoolbox.appstate.edu.

4.5 Motor Vehicle Accidents and Damage

4.5.1 Any accident or damage involving a Motor Vehicle must immediately be reported to the employee’s supervisor, Appalachian’s Insurance and Risk Manager, University Police, the University Motor Pool Manager, as well as local law enforcement in the locality where the incident occurred.

4.5.2 Authorized Drivers are responsible for notifying Appalachian’s Department of Motor Pool of any mechanical hazards, inoperable vehicle equipment, or other automobile concerns observed during the operation of a Motor Vehicle.

4.5.3 Authorized Drivers are personally responsible for costs incurred as a result of parking and traffic citations; damage to vehicles as a result of negligence, abuse, or illegal activity; or restoration of the Motor Vehicle to its original condition as a result of unauthorized installation or removal of equipment.

4.5.4 Claims of accident or damage to personal vehicles of employees that are being used for official University business should be made through the employees’ primary auto insurance policy. If necessary, as determined by Appalachian, the State’s coverage may supplement the employee’s personal policy as excess coverage.

4.6 Administration and Policy Implementation

4.6.1 Policy Administration

The Vice Chancellor of Business Affairs (the “Vice Chancellor”) is responsible for the administration of this policy, which includes providing oversight of Appalachian’s Department of Motor Pool who hasauthority to develop and implement University procedures as it relates to the operation, purchase, and management of Motor Vehicles. With oversight from the Vice Chancellor, Appalachian’s Department of Motor Pool has the authority to establish additional procedures and guidance that are not proscribed by or do not conflict with this policy.

4.6.2 Insurance and Risk Management Administration

Consistent with this policy, Appalachian’s Insurance and Risk Manager has authority to develop and implement University procedures as it relates to insurance coverage of all Motor Vehicles and rental cars utilized by University employees.

4.6.3 Legal and Regulatory Compliance

Administration of this policy and related University procedures shall be consistent with federal and state laws and regulations (e.g., North Carolina Department of Administration – Motor Fleet Management Regulations Manual), UNC System policies, and Appalachian policies and procedures.

4.6.4 Enforcement

Violations of this policy may result in grounds for disciplinary action, up to and including discontinuation or termination of employment.

5 Additional References

6 Authority

North Carolina Department of Administration – Motor Fleet Management Regulations Manual

7 Contact Information

Department of Motor Pool – 828-262-8819
Insurance and Risk Management - 828-262-7031
Facilities Operations – 828-262-3190
Office of Disability Resources - 828-262-3056

8 Original Effective Date

9 Revision Dates