College Vehicle Usage, Check Out and ComData Usage and Security Information
PURPOSE
The purpose of this policy is to provide instruction for the proper use of OCCC’s motor pool vehicles and provide the associated responsibilities of the vehicle operator. This policy addresses a number of points including: (1) Acceptable Vehicle Use; (2) Operator Responsibilities; (3) Vehicle Reservation processes; (4) Vehicle Repairs; (5) Toll Roads; (6) Traffic and Parking Violations; (7) Fuel and Maintenance Credit Card Responsibilities; (8) Accident Procedures.
It is the responsibility of OCCC vehicle operators to understand and abide by this policy. OCCC vehicles are to be utilized for transporting OCCC faculty, staff, and students to official OCCC business related functions. OCCC vehicles shall not be used for personal use. Utilizing OCCC vehicles in conflict with this policy may result in loss of use privileges and / or other disciplinary action up to and including termination.
ACCEPTABLE VEHICLE USE
- Only OCCC faculty and staff who are registered in the Vehicle Scheduling System, and who possess a valid driver’s license may operate an OCCC vehicle
- Suspension or revocation of a driver’s license must be timely reported to Material Control and OCCC Risk Management as it is unlawful to operate a vehicle without a valid driver’s license
- Only faculty, staff, students, or individuals with direct business association may ride in an OCCC vehicle
- No animals, with the exception of service animals, are allowed in OCCC vehicles
- Please provide the Material Control department with any special vehicle requirements when making a reservation through the Vehicle Scheduling System
- No objects are to be placed, mounted, or tied to the outside of any vehicle without written permission from the Material Control department
- Tobacco use, including smokeless tobacco, vaping devices, and electronic cigarettes, are prohibited in OCCC vehicles
RESPONSIBILITIES OF OPERATOR
The operator of an OCCC vehicle has, but is not limited to the following responsibilities:
- Possess a valid driver’s license
- Operate the vehicle in a safe manner at all times
- Ensure the vehicle is secured at all times
- Practice proper road courtesy at all times
- Observe and obey all traffic and parking laws
- Operators are responsible for payment of all traffic, parking violations, and associated fines
- Operators shall wear safety belts and ensure safety belts are worn by all occupants at all times while the vehicle is in motion
- The use of electronic communication devices while operating an OCCC vehicle is prohibited
- Report defects or problems with vehicles to Material Control as well as notate identified defects or problems on the trip sheet
- Remove all personal items and trash before returning the vehicle
- Do not leave the vehicle unattended and / or running with the keys in the ignition
- Fuel and Maintenance credit card purchases are for OCCC vehicle use only
- Fuel the vehicle prior to its return if the fuel level is below ¼ of a tank or contact Material Control and advise the vehicle needs to be fueled
- When returning vehicles after College business hours, it is the driver’s responsibility to utilize the key drop box to return the keys, Fuel and Maintenance credit card, and trip sheet
- Record the ending odometer reading on the trip sheet
- Turn in all gas receipts to the Material Control department
- Return the vehicle to the Motor Pool parking area after the completion of travel
- In case of an accident, notify the appropriate departments as detailed in this policy
VEHICLE CANCELLATIONS
- Reservations must be cancelled at least 24 hours in advance. Reservations may be cancelled by Material Control if the vehicle is not picked up within one (1) hour following the scheduled reservation time
PICKING UP VEHICLES
- Keys and trip sheets are to be picked up at the Facilities Management’s Material Control department Monday Through Friday from 7:30 AM to 5:00 PM (excluding holidays)
- After normal business hours, contact Facilities Management at 405-682-7554 to arrange for key and trip sheet pick up
RETURNING VEHICLES
- The vehicle is to be returned to campus and parked in its assigned vehicle space in the motor pool parking area
- The ending odometer reading is to be filled out on the trip sheet
- Remove all trash and debris
- Remove all personal property
- Ensure the vehicle is locked, and all lights and accessories are turned off
- Keys, trip sheet, and gas receipts are to be turned in to the Material Control department during normal business hours. After business hours, keys, trip sheets, and gas receipts are to be placed in the overnight drop box located outside of the Material Control Shipping and Receiving entrance
- If it is not possible to return he vehicle on time, contact the Material Control department as soon as possible
Vehicle Repairs
- Contact the Material Control department after the discovery of a needed repair
- A vehicle that develops mechanical problems while in the local area should be returned to the Material Control department for replacement if safe to do so and if driving the vehicle back to campus will not result in further damage
- If it is impractical to operate the vehicle, contact roadside assistance. Roadside assistance contact information is provided via a window sticker in each vehicle
Toll Roads
- An Oklahoma Turnpike Authority Pike Pass is affixed to the windshield of all OCCC vehicles OCCC vehicles may be operated on all Oklahoma Turnpike Authority, Kansas Turnpike Authority and North Texas Authority turnpikes
- The driver is responsible for any toll expenditures incurred outside of the approved turnpike authorities
TRAFFIC AND PARKING VIOLATIONS
- Drivers are responsible for all traffic and parking violations incurred during the timeframe the vehicle is assigned to them
- Misuse of the vehicle may result in denial of future use of vehicles for the individual and / or program, or other disciplinary action up to and including termination.
FUEL AND MAINTENANCE CREDIT CARD
Fuel and Maintenance credit cards are provided for the purchase of authorized expenditures for the OCCC motor pool only. The following guidelines must be followed by the card user / holder at all times:
- Authorized purchases related to the Fuel and Maintenance credit card include:
- Regular fuels only
- Necessary emergency vehicle accessories such as oil, windshield fluid, etc.
- Unauthorized purchases related to the Fuel and Maintenance credit card include but are not limited to:
- Food and drinks
- Maps
- Fuel service fueling
- Premium or super grade fuels
- Fuel and maintenance credit card receipts shall be provided to the Material Control department when the vehicle is returned to campus
- Fraudulent use of the Fuel and Maintenance credit card will result in disciplinary action up to and including termination
- For additional assistance utilizing the Fuel and Maintenance credit card, contact the Material Control department at 405-682-7693
FUEL AND MAINTENANCE CREDIT CARD SECURITY
- The Fuel and Maintenance credit card(s) are to be kept in a secure location at all times
- The Fuel and Maintenance credit card(s) information (card number, expiration date, PINs, security codes, etc.) are to be kept confidential
- Report lost or stolen card(s) to Material Control immediately
ON-CAMPUS VEHICLE ACCIDENT / INCIDENT REPORTING AND ACTIONS
- Report all accidents and incidents to OCCC’s Campus Police Department at 405-682-7872 immediately
- Campus Police will investigate, assist, complete, and forward a report to OCCC Risk Management within 24 hours or the next working day.
OFF-CAMPUS VEHICLE ACCIDENT / INCIDENT REPORTING AND ACTIONS
- The driver of the vehicle contacts the local police agency to take a report, and remains at the scene until completion of the required report unless injuries necessitate the driver to be transported to a hospital for immediate medical attention
- The driver of the vehicle calls the OCCC Campus Police department at 405-682-7872 to report the off-campus vehicle accident / incident
- The driver of the vehicle requests from the responding police agency the case number of the accident report and collects any documentation provided by the responding police agency. The driver of the vehicle provides the accident report case number and any documentation received at the accident scene from the responding police agency to OCCC’s Campus Police Department
- The driver of the vehicle is required to complete the Accident Information Form furnished in the vehicle’s glove compartment and submit the form to Risk Management at riskmanagement@occc.edu located in the General Counsel’s office within 24 hours or on the next working day
- The driver of the vehicle must complete the Risk Management In Case of Accident Card also furnished in the vehicle’s glove compartment, and provide the card to the other driver(s)
- The driver of the vehicle must complete a Standard Liability Incident Report and a Scope of Employment Form furnished by OCCC Risk Management
- Any driver of an OCCC vehicle involved in an at-fault accident or accidents while functioning as an agent of the State and in which the driver acted negligently (and caused personal injury and / or property damage) shall be required to attend and successfully complete a Motor Vehicle Improvement course. OCCC Risk Management coordinates the scheduling of the Motor Vehicle Improvement course, and ensures the course is approved by the Oklahoma State Risk Management Division. The Motor Vehicle Improvement course must be attended within six (6) months of the date of the accident. Failure to successfully complete an approved Motor Vehicle Improvement course shall result in the driver being declared uninsurable by the Oklahoma State Risk Management Administrator until such a time that the driver successfully completes the required Motor Vehicle Improvement course. Individuals shall not be permitted to operate OCCC vehicles while declared uninsurable.
- In addition to the Motor Vehicle Improvement Course requirements mentioned above, any driver of an OCCC vehicle, while functioning as an agent of the State, that is involved in two (2) at-fault accidents in a 24 month period shall be declared uninsurable by the Oklahoma Risk Management Administrator for a period of three (3) months following the second accident
