Ohio Admin. Code 3337-47-01 - [Effective 7/7/2025] Operation of university vehicles

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/47-001.html

(A) Purchase of vehicles Purpose

This policy establishes guidelines for the purchase, operation, maintenance, and replacement of university-owned and leased vehicle assets, utility vehicles, golf carts, and licensed equipment trailers. It sets requirements for the use of these assets by vehicle owners and operators. The policy is intended to promote the safety of drivers, passengers, and the public through safe vehicle operating standards, and minimize loss, damages, and claims against the university.The university will select specific vehicles and equipment and its method of procurement and ownership appropriate for the identified need. To ensure safe vehicle operations and minimize the risk to Ohio university and to its employees, the university may deny access to any vehicle at any time if safe and legal operation is in doubt.

(B) Scope

This policy applies to all Ohio university vehicle owners and operators regarding the use of university-owned and leased vehicle assets, utility vehicles, golf carts, and licensed equipment trailers.

(B)(C) Responsibility for vehicles

It is the responsibility of the department to which a vehicle is assigned to coordinate with the university departments identified in this policy for the vehicle's proper acquisition, use, care, safe operation, and disposition.

(1) It is the responsibility of the department to which a vehicle is assigned to coordinate with the university departments in this policy for the vehicle's proper acquisition, operation, maintenance, and disposition.

(1)(a) Transportation and parking services (TPS) assists with the acquisition and disposition of vehicles, securing titles and licensing, performing pre-purchase inspections, coordinating vehicle maintenance needs, conducting annual safety inspections, issuing fuel keys and cards, and receiving vehicle accident reports.is responsible for acquisition of vehicles via procurement services, securing titles and licensing, performing pre-purchase inspections and annual safety inspections, receiving vehicle mishap reports, and disposition of all vehicles.

(2)(b) Environmental health and safety (EHS) is responsible for the oversight of all vehicle safety programs., the mishap and crash review board, and the fifteen-passenger van training program.

(3)(c) The Ohio university police department (OUPD) is responsible for documenting documentation of vehicle mishaps and violations occurring within their jurisdiction.

(4)(d) The office of enterprise risk management and insurance is responsible for ensuring appropriate insurance coverage, and for processing claims, and overseeing the crash review board.

(D) Vehicle acquisition

(1) The university will select specific vehicles and equipment, as well as their method of procurement and ownership, appropriate for the identified need in accordance with the transportation and parking services state vehicle operating guidelines.

(2) To ensure safe vehicle operations and minimize the risk to Ohio university and its employees, the university may deny access to any vehicle at any time if safe and legal operation is in doubt.

(C)(E) Appropriate and legal use

The planning unit head, to which the vehicle is assigned, or his or her designee, has the responsibility for ensuring that the vehicle is used for official university business. The planning unit head, or designee, must establish a system that verifies that all drivers possess a valid US driver's license and that their driving history reflects safe behavior behind the wheel. Approved drivers and passengers in university vehicles are limited to employees, students, or guests of the university who are on official business. The university is not financially responsible for traffic or parking violations incurred by persons using its vehicles and the responsibility for all penalties for said violations is assumed by the vehicle operator. The assigned department is responsible for establishing a system for knowing and documenting the driver of any particular assigned vehicle at any particular time.

(1) The planning unit head to which the vehicle is assigned, or their designee, is responsible for ensuring that the vehicle is used for official university business.

(2) The planning unit head, or designee, must establish a system that verifies that all drivers possess a valid US driver's license, are 18 years of age or older, and have a driving history that reflects safe behavior behind the wheel. Approved drivers and passengers in university vehicles are limited to employees, students, or guests of the university who are on official business.

(3) The university is not financially responsible for traffic or parking violations incurred by those using its vehicles, and the responsibility for all penalties for said violations is assumed by the vehicle operator.

(4) The assigned department is responsible for establishing a system for knowing and documenting the driver of any assigned vehicle at any time in use, in accordance with the transportation and parking services state vehicle operating guidelines.

(F) Driver evaluation and criteria

(1) The employing department shall check the driving history of all persons who will be operating university vehicles. Vehicle operators must be at least eighteen years of age and possess a valid US driver's license in good standing. Motor vehicle record checks (MVR) should be conducted going back two years prior to the initial operation of a university vehicle and annually thereafter for a cumulative total of five years, in accordance with the transportation and parking services state vehicle operating guidelines. It is the responsibility of the employing department to ensure vehicle operators meet all vehicle operating requirements. Information on commercial driver's license (CDL) requirements is outlined in Ohio university policy 47.003.

(2) The crash review board is charged with reducing the incidence of vehicle collisions and abuse. All departments shall participate in this activity according to established procedures. All university vans shall have a copy of the "van driver check sheet," which drivers must review prior to operating.

(3) Effective July 1, 2012, fifteen-passenger vans are prohibited from being owned, leased, rented, or in any manner used by the university. For other specialized-use vehicles, the university may provide specific training as needed in accordance with the transportation and parking services state vehicle operating guidelines.

(D)(G) Accident reporting: Vehicle vehicle mishaps and crashes

(1) Drivers of vehicles are responsible for the proper care of the vehicle while in their possession. An automobile insurance packet, containing an auto insurance card and a copy of the Ohio university vehicle crash report form (OUVCRF) shall be in each vehicle.

(2) In the event of a mishap or crash, the driver will follow steps in accordance with the transportation and parking services state vehicle operating guidelines. Failure to immediately return the OUVCRF following the mishap or crash may result in the department or organization being held responsible for all related expenses. OUPD is responsible for documenting vehicle mishaps and violations occurring within their jurisdiction. University units, departments, and drivers are expected to participate in the review of the accident by the crash review board and implement any recommendations arising from that review.

Drivers of vehicles are responsible for the proper care of the vehicle while in their possession. An automobile insurance packet, containing an insurance card and a copy of the "Ohio University Vehicle Crash Report Form" (OUVCRF) shall be in each vehicle.

In the event of a mishap or crash the driver will check to see if there are injuries, leave the vehicle in place unless doing so presents a risk of further damage or injury, and notify the appropriate law enforcement authority and emergency medical personnel. The driver shall complete the OUVCRF before leaving the crash scene and return it to the transportation and parking services garage immediately upon return to campus. Failure to immediately return the OUVCRF may result in the department or organization being held responsible for all related expenses. OUPD is responsible for documentation of vehicle mishaps and violations occurring within their jurisdiction.

(H) Vehicle titling, registration, and documentation

Transportation and parking services completes all titling, registration, and licensing activities for university-owned vehicles in accordance with the transportation and parking services state vehicle operating guidelines. This also includes golf carts and low-speed vehicles that departments choose to license, as well as trailers and equipment operated on roadways. All vehicles must be titled to Ohio university; personal names or departments cannot be included on titles. TPS maintains the central repository for all university-owned vehicle titles, certificates of origin, and manufacturer certificates of origin for university-owned assets.

(E) Driver training, selection, and evaluation

The employing department shall check the driving history of all persons who will be operating university vehicles, going back five years prior to initial operation of a university vehicle and annually thereafter. The employing department is responsible for all aspects of these checks. If a driving record reflects repeated unsafe behavior, the employing department should not allow the driver in question to operate university vehicles. The employing department will make this determination. The crash review board is charged to reduce the incidence of vehicle collisions and abuse. All departments shall participate in this activity according to established procedures. All university vans shall have a copy of the "van driver check sheet" for review prior to operating. All operators of fifteen-passenger vans must receive van training conducted by the environmental health and safety department prior to operating a fifteen-passenger van. Effective July 1, 2012, fifteen-passenger vans are prohibited from being owned, leased, rented, or in any manner used by the university. Drivers of university vehicles shall review the "Vehicle Pre-Trip Inspection Form" before operating the vehicle. The university provides the initial training for holders of commercial drivers licenses (CDL) and the testing is provided by the state of Ohio. For other specialized-use vehicles, the university provides any specific training needed.

(F)(I) Vehicle repairs, inspections, and maintenance service

Servicing of vehicles is provided by transportation and parking services in accordance with the transportation and parking services state vehicle operating guidelines. Annual safety inspections shall be performed on all vehicles. The transportation and parking services garage will perform the inspection and is authorized to charge departments a fee. If a vehicle is found to be unsafe and the repairs are not authorized, the manager of transportation services shall hold the vehicle and notify the department head that the vehicle is not to be operated until the vehicle is certified safe. In the event of vehicle damage, the department must turn the vehicle in to transportation and parking services so that it can be repaired or replaced.

All vehicles are also scheduled for routine maintenance once a year. Transportation and parking services will notify each department when a specific vehicle requires servicing. The cost related to servicing of vehicles will be charged to the owning department. Transportation and parking services may remove from use any vehicle requiring maintenance or safety inspections until the department is able to pay for the work. Regional campuses may utilize local maintenance and inspection services with the approval of transportation and parking services.

(G)(J) Acquisition of vehicles Vehicle dispositions and transfers

Transportation and parking services, in collaboration with Ohio university moving and surplus, will facilitate the disposal or transfer of vehicles, cancel the registration and insurance, and report changes to inventory control for removal from the department's inventory records, as appropriate. Vehicles returned at the termination of leases or donation periods must be processed through transportation and parking services. Vehicle disposal activities should be conducted in accordance with the requirements outlined in the transportation and parking services state vehicle operating guidelines.

Acquisition of any new, used, donated, or leased motor vehicle, regardless of the method obtained or source of funding or intended use, requires approval of the authorizing department's vice president or dean (in conjunction with the provost) and the director of transportation and parking services. Departments shall not commit to buying a vehicle before all established approvals are in place and a purchase order has been issued. The "Vehicle Acquisition Form" must be used for all vehicle acquisition activities.

(H) Receipt, acceptance, and registration of vehicles

Transportation and parking services is the point of contact for all university vehicle transactions. They maintain all legal documents pertaining to all vehicles. The procurement services department authorizes titling of vehicles and coordinates registration and licensing with the lessor and transportation and parking services. All vehicles owned or leased by the university must display a state license plate as assigned by transportation and parking services. The requesting department is responsible for all "costs of ownership" associated with procurement, maintenance, and insurance of a vehicle. All vehicles will be entered into the transportation and parking services database to ensure timely required safety inspections and planned preventative maintenance. Any transfer of vehicles must utilize the "State Vehicle Reassignment Form."

(I) Return or disposal of vehicles

Transportation and parking services and the moving and surplus department will facilitate the disposal or the transfer of vehicles and cancel the registration and insurance, as appropriate. Vehicles returned at the termination of leases or donation periods must be processed through transportation and parking services. The "Vehicle Disposition Form" shall be used for all vehicle disposal activities.

The version of this rule that includes live links to associated resources is online at https://www.ohio.edu/policy/47-001.html

Notes

Ohio Admin. Code 3337-47-01

Effective: 7/7/2025
Promulgated Under: 111.15
Statutory Authority: 3337.01
Rule Amplifies: 3337.01
Prior Effective Dates: 07/01/2016