RSCC Policy BA-06-01; Motor Vehicles

Roane State Community College

Policy Number: BA-06-01

Subject: Motor Vehicles

Policy
This policy establishes minimum regulations and procedures for the operation of state owned motor vehicles by Roane State Community College (RSCC) employees.
Definitions
1. "State Vehicle" - Any motor vehicle owned, purchased or leased by college funds.
2. "Employee" - Any person employed full or part-time by RSCC or any person serving as an “official volunteer” at RSCC. An ‘official volunteer’ is defined as a person whom the college has properly registered with the Tennessee Board of Claims pursuant to T.C.A § 8-42-101(3)(B).
General Provisions
1. Motor vehicles are maintained at the college to facilitate the official business of the college. It is the responsibility of all employees who use these vehicles to ensure the efficient and economical utilization of such vehicles.
2. All state vehicles shall be used in accordance with the provisions of this policy.
3. Use of tobacco products, of any form, in state vehicles is prohibited.
4. Employees using state vehicles should notify the Physical Plant of any problems encountered with the operation of the vehicle.
5. The employee checking out the vehicle is responsible for its condition upon return. Trash should be removed from the vehicle upon return to the Physical Plant. A walk thru with physical plant staff and the driver will be completed for inspection upon the return of the shuttle/s and or bus.
Motor Pools
1. The college maintains a central motor pool from which vehicles may be dispatched for official college business.
2. An employee who needs to use a motor vehicle on state business may use a pool dispatched vehicle if one is available, unless the employee elects and obtains authorization to use a personally owned vehicle as provided in RSCC policy BA-01-01 General Travel. Access the complete RSCC policy at https://www.roanestate.edu/policies/. Use of motor pool vehicles will be charged back to the user's budget account at a pre-established mileage rate.
3. Motor pool vehicles shall be used for official business only and not for commuting purposes or personal business.
  1. Motor pool vehicles available for trip assignments will be centrally controlled by the college and made available for specific trips and returned to the motor pool upon completion of trips.
  2. Motor pool vehicles, including those used for trip assignments and special assignments may not be used for commuting purposes unless the employee:
    1. Is departing upon or returning from an official trip away from their home campus or the employee needs the vehicle to conduct college business after regular working hours or before usual working hours on the next day; or
    2. Has been recommended by the college president and approved by the Chancellor to be authorized to use the vehicle for commuting purposes.
Authorized Operators and Passengers
1. Only employees of the college with proper departmental authorization may operate a state vehicle for official business. Authorization to use a state vehicle shall be limited to official use within the scope of employment of the employee.
2. Student employees may be permitted to operate a state vehicle, although, this should be kept to a minimum for facilities staff.
3. All employees and/or work-study students must have a valid driver’s license to operate a state vehicle. A copy of their license, as well as the training, will remain on file with the physical plant.
4. Passengers in state vehicles shall be limited to the following:
  1. Employees of the college when within the scope of employment.
  2. Students of RSCC engaged in college sponsored activities.
  3. Other persons when necessary to accompany an employee on official business or as a guest of the college. The spouse and children of employees generally are not considered a guest of the college unless their attendance is required at the event and they are listed on approved travel authorizations.
Scheduling Motor Pool Vehicles
1. Vehicles may be scheduled by calling the Physical Plant office supervisor at extension 4565.
2. Schedule vehicles as far in advance as possible, but not to exceed 90 days.
3. Normally, vehicles are scheduled on a first come, first serve basis; however, college athletic activities have priority and then clubs or groups with the most students effected.
Penalties for Misuse of Vehicles
1. Employees who misuse vehicles will be subject to disciplinary sanctions, depending upon the magnitude of the misuse and the frequency with which it has occurred. Misuse includes any of the following:
  1. Moving violations of traffic laws.
  2. Careless operation that results in damage to the vehicle or property or injury to persons.
  3. Use of a vehicle for personal business or unauthorized commuting purposes.
  4. Use of a vehicle contrary to the provisions of this policy.
2. The college president shall determine the penalty appropriate for each violation; and in addition may require the employee to pay for any damages to the vehicle caused by misuse.
Accident Regulations
1. Should an accident occur while an employee or student employee or student employee is driving a state vehicle, the driver should follow the same procedure that would be followed with a privately owned automobile.
  1. Don’t leave the scene. Be prepared to communicate ALL details of the incident to the State’s adjuster.
  2. Call emergency services (911 or police non-emergency number) as needed. If on campus, please call ext. 4500.
  3. Take at least 4 photos of both vehicles, license plates, parking situation, insurance card for the other party, and any notable unrelated damages.
  4. Call the State of TN Auto Accident Call Center (855) 253-0629 immediately to report the incident involving two or more parties, where one party is a citizen or a citizen’s vehicle.
  5. Call your supervisor and follow your department’s applicable procedures.
2. In the vehicle folder of each state vehicle is a sheet which outlines steps to be taken by the driver at the scene of the accident. The state manual contains a two-page sample of the accident information, which must be completed at the scene of the accident. This report must be filed with the RSCC police/security office as well as the Director of the Physical Plant immediately upon return to campus. The police/security will file a copy with the Human Resources office. The report must contain information regarding:
  1. Incident date, time, and location
  2. Weather conditions, traffic flow, etc.
  3. State driver’s name, phone number, and email
  4. Any/all other drivers’ names and phone numbers, plus emails if available
  5. Any other involved passengers’ names and phone numbers, plus emails if available
  6. Vehicle information for all vehicles, including license plate number and/or VIN
  7. Your State Supervisor’s name, phone number, or other contact information
3. If you are injured in the accident, you and your supervisor shall call the Workplace Injury & First Notice of Loss Call Center at 1-866-245-8588, option #1, immediately after the occurrence of an incident and notify police/security. They will provide information to Human Resources.
Liability
1. Appropriate accident report forms for filing a claim with the State Board of Claims Office are available from the Human Resources office. To file a claim, visit treasury.tn.gov/Tort-Liability.
2. MAKE NO COMMITMENTS OF RESPONSIBILITY at the time of the accident.

Revision History: 04/22/1996, 01/24/2000, 11/14/2002

TBR Policy Reference: 4.03.02.00

Revision Date Effective: 07/15/2024

Revision Approval By: Christopher L. Whaley, President

Original Date Effective: 01/11/1988

Original Approval By: Cuyler A. Dunbar, President

Office Responsible: Vice President for Business & Finance

Reviewed: 06/06/2024

Roane State Community College

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