To set Rowan University guidelines regarding use of Rowan University owned or leased vehicles in the conduct of official Rowan University business or activities.
Under the direction of the President, the Executive Vice President, Provost, and Sr. Vice Presidents are responsible for ensuring University compliance with this policy. The vice presidents, deans, department managers and supervisors shall implement this policy.
This policy applies to all full-time, part-time, permanent and temporary employees, faculty, staff, officers, volunteers and students.
New Vehicle set-up:
Upon delivery of a new vehicle, Fleet Management will inspect the vehicle, noting any defects that are the responsibility of the dealer, and complete the motor vehicle registration documents. The Manager of Facilities Operations or designee will arrange for inclusion of the vehicle into the Rowan University fleet by completing the "Fleet Policy Data" form and forwarding it to Risk and Claims Management.
Fleet Management will establish and maintain a motor vehicle operating record for every vehicle acquired, recording the fuel consumption in procedure for the facilities fuel pump, maintenance and repairs for the life of the vehicle on the Dossier system.
Maintenance, Repair, Documentation and Training:
The Manager of Facilities Operations or designee will have the responsibility of ensuring that all Rowan University vehicles are properly maintained, repaired and inspected.
Fleet Management will maintain a regularly updated vehicle list including year, make, model, VIN number, mileage and assigned location.
Fleet Management will maintain records of preventative maintenance and repairs to all vehicles on the Dossier System.
Fleet Management will insure that all vehicles, when in for service, have a current inspection sticker and insurance card located in the glove box. Card must not be removed.
Fleet Management will insure that shop personnel are provided formal technical training to enhance skills and trades competency, and maintain records of such training.
Vehicles that develop mechanical or electrical problems will be taken out of service and repaired. If the vehicle is off campus and, in the best judgment of the designated driver is unsafe to drive, the Manager of Facilities Operations or designee should be called for instructions.
In the event that a vehicle must be towed before Fleet Management Services can be notified, the location of the towing company and storage lot will be recorded. At the earliest opportunity, the designated driver shall provide this information to the Manager of Facilities Operations or Fleet Management.
The police in the municipality where the accident occurred. , if not at the scene, shall be notified immediately. All Rowan University designated drivers shall comply with all applicable laws, concerning motor vehicle accidents, (i.e. reporting, not leaving the scene of an accident, etc.).
Any accident involving Rowan University vehicles shall be reported to the Manager of Facilities Operations or designee and Risk and Claims Management within twenty-four hours by the designated driver.
Operators of Rowan University vehicles may be held personally responsible for damages to vehicle operated by them caused by their negligence if that negligence was in violation of Rowan University policy or outside the scope of their employment. If it is determined that the employee's negligence was in violation of Rowan University policy or outside the scope of their employment, said employee shall be charged for such damages and may be subject to disciplinary action.
If the vehicle is not maneuverable and must be towed away, Fleet Management shall be notified immediately by phone of the name and address of the towing company and storage lot.
A "Report of Motor Vehicle Accident Report Form" SR-1 shall be completed by the designated driver and submitted to the Department of Risk and Claims Management immediately. The form may be obtained from: http://www.state.nj.us/mvc/pdf/About/SR-1.pdf.
The form, along with any supporting documentation, will be checked for clarity and completeness by the Department of Risk and Claims Management.
Risk and Claims Management shall ensure that within five (5) days, Form SR-1 will be forwarded to:
Bureau of Security Responsibility
NJ Division of Motor Vehicles
25 Montgomery Street
Trenton, NJ 08668
In the case of serious injury or death, Risk and Claims Management shall notify the appropriate parties to protect the legal and financial interests of Rowan University.
All College or Operating Unit fleet vehicles' parking, usage, keys, vehicle credentials and fuel purchases shall be monitored by the College or Operating Unit to whom the vehicle is assigned.
College or Operating Unit fleet vehicles must be operated and parked in a legal manner according to DOT/MVC and Rowan University regulations. All vehicles must be locked and the vehicle keys secured when not in use. It is the responsibility of the College or Operating Unit to which the vehicle(s) is assigned, to ensure that all of these procedures are followed. Failure to comply with these requirements may result in forfeiture of the use of Rowan University fleet vehicles by the College/Operating Unit or employee.
Rowan University fleet vehicles must have proper and valid documentation as required by New Jersey State DOT/MVC; these documents will be initially supplied by the Fleet Management Department. It is the responsibility of the College/Operating Unit and designated driver to ensure all applicable credentials are located in the glove box of each vehicle before the vehicle is driven on a daily basis. Failure to comply with these requirements and guidelines may result in forfeiture of the use of Rowan University fleet vehicles.
All Rowan University vehicles are required to display the appropriate vehicle decal (see Exhibit A) on the side door and the rear bumper (see Exhibit B) of the vehicle. These decals will identify and promote safe driving techniques in an effort to enhance the personal safety of Rowan University employees and the general public.
It is the responsibility of the Fleet Management Department to ensure that the vehicle decals are initially installed on each vehicle. Removal of decals by the College or Operating Unit is prohibited. The only exceptions to this requirement are undercover vehicles assigned to the Department of Public Safety and vehicles assigned to EMS.
Failure to comply with this requirement may result in forfeiture of use of a fleet vehicle by the College/Operating Unit and subject the designated driver to disciplinary action.
It is the responsibility of the Manager of Facilities Operations to receive all phone calls concerning vehicle misuse. When a complaint is received, the Manager of Facilities Operations, or designee, will contact the applicable Operating Unit's Department Head and will request that the Department head conduct an initial review of the situation with the driver(See EXHIBIT C for sample questions). Human Resources will be copied on all correspondence.
It is the responsibility of the Operating Unit's Department Head to conduct the initial review of the situation with their driver and report the findings back to the Manager of Facilities Operations or designee.
It is the responsibility of the Operating Unit's Department Head to work with Human Resources to determine the appropriate course of action/discipline based upon the facts in the case. Facilities Operations will be available to provide input to the case as necessary.
All Rowan University vehicles at all locations are titled to the University and may be transferred as needed from department to department or campus to campus with no NJ Motor Vehicle requirements or restrictions. When transfers occur the Vehicle Inventory List will be updated to reflect the change in assignment.
Vehicles may be assigned when determination by Fleet Management demonstrates that the vehicle to be transferred is available without negative impact to its presently assigned entity, that the vehicle is safe to operate, and that the vehicle is appropriate for the new assignment. All transfers shall be reviewed and authorized by the Manager of Facilities Operations.
All vehicles will be inspected on a regular basis and evaluated for safety, anticipated repair cost, vehicle age, general condition, and mileage and recorded in the Fleet Management Program. In addition to regularly scheduled Preventative Maintenance, a more extensive Vehicle Condition Assessment of any vehicle with an odometer reading greater than 50,000 will be completed. Depending on this assessment and fiscal forecasting, such vehicles may be placed into the disposal category for optimal resale value with the authorization of the Senior Vice President – Facilities, Planning & Operations.
Vehicles that have been designated for disposal will be marked as either operational or scrap. Resolution prepared for trustee approval and declaration and surplus. All vehicles will be sold through www.GovDeals.com. All ancillary equipment for Public Safety vehicles will be removed prior to sale.
Vehicle Purchase: The following steps for purchasing a new vehicle are:
Complete the Vehicle Purchase Request Form.
Forward to the Facilities Operation Office for review by Fleet Management.
The purchase must be approved by the Senior Vice President – Facilities, Planning & Operations.
The Request will be returned to the department. If approved, the department should put a requisition on the system and send a copy of the Vehicle Purchase Request Form to purchasing.
Failure to comply with the requirements of this policy shall result in disciplinary action.
Potential Vehicle Misuse Questionnaire
Vehicle Condition Assessment
Vehicle Purchase Request Form
How is my driving Vehicle Questionnaire?
NAME OF CALLER:
First Name: _______________________MI:_____ Last Name: __________________
Street Address: _________________________ Suite/P.O. Box: _______________
City: ______________________County: ______________Zip Code: ______________
Home Phone: ____________________Cell Phone: _________________
E-Mail Address: _______________________________
DESCRIPTION OF VEHICLE:
COLOR: ___________ Make: ______________Model:_______________
Body Style: ___________________ License Plate # SG_________________
DESCRIPTION OF DRIVER:
Gender: ______________ Race: _____________
Physical Characteristics: _______________________
DESCRIPTION OF COMPLAINT:
Date of Incident: __________________ Time of Incident: _________________
Location of Incident: __________________________________________
Details of Complaint: __________________________________________