Section: Safety and Security
Policy Number: 7-17
Policy Name: State Insured University Owned Motor Vehicles
Date: July 1, 1987
Revisions: June 5, 1989; April 4, 1993; March 1998; July 1, 2005

  1. PURPOSE

    To manage and control motor vehicles which are owned by the University and insured by the State of Delaware.

  2. POLICY

    All University owned motor vehicles are assigned to one of two classifications - service vehicles and staff vehicles. These classifications are determined on the basis of vehicle use and purpose.

    1. Service Vehicles

      This classification includes farm vehicles, grounds vehicles, maintenance vehicles, and vehicles used for moving and hauling. Public Safety vehicles are in this category, as are ambulances, tow trucks, garbage trucks, food vending trucks, buses, and other special purpose vehicles.

      Usually these vehicles are used on-campus. The primary use and purpose is not for transportation of personnel beyond the University campus.

      These vehicles are assigned to a specific college, department, or other administrative unit which has responsibility for

      1. controlling the use of the vehicle;

      2. management of the vehicle, including proper maintenance, servicing, replacement when necessary, and meeting local, state and federal compliance regulations; and

      3. budgeting for vehicle support (i.e., operating expenses, non-insured repairs and maintenance, and funding of a replacement account).

      These vehicles are to be used for official University business only. They cannot be leased or loaned for personal use of University employees or to any third party.

      When not in use, these vehicles will be parked in secured parking areas which are available to the controlling administrative unit.

      While management and control of these vehicles is the responsibility of the unit to which they are assigned, Transportation Services will perform services and monitor maintenance schedules. Transportation Services will be responsible for licensing, inspection, and will assist creating amortization schedules. Transportation will make recommendations relative to replacement. The Office of Risk Management is responsible for acquiring the appropriate insurance. Vehicles are not permitted to be operated in Canada or Mexico unless insurance has been arranged through the Office of Risk Management prior to departure.

      These vehicles:

      1. Will be white in color (with exceptions for unmarked police cars, emergency vehicles, off-the- road vehicles, farm equipment, etc.); Public Safety vehicles and police cars will be the only vehicles to have the addition of stripes running the length of the vehicle to increase visibility.

      2. Will be marked by the University logo, coat-of- arms (shield only) version, with blue letters (except where vehicle use or vehicle type would prevent such marking);

      3. May bear the name of service unit lettered on the lower part of the door under the logo in Times Roman font or similar serif, italic style.

      4. Will be licensed/registered as "State-Owned" regardless of the source of funding (unmarked Campus Police cars will not carry the "State- Owned" tags);

      5. Will be insured by the State of Delaware; and

      6. Will bear an identification number.

    2. Staff Vehicles

      Staff vehicles are used primarily for transportation of people to and from off-campus locations.

      All Staff vehicles are further classified into one of two sub-classifications:

      1. Unit Assigned Vehicles
      2. Motor Pool Lease Vehicles.

      The Motor Pool has responsibility for establishing maintenance and servicing schedules; for vehicle record management; and for administration of the Motor Pool vehicle replacement account. Vehicle replacement will be determined by the Motor Pool in consultation with the user (in the case of unit assigned vehicles).

      All Staff Vehicles are insured by the State of Delaware, and are licensed "State-Owned" vehicles. These vehicles are not permitted to be operated in Canada or Mexico unless insurance has been arranged through the Office of Risk Management prior to departure.

      1. Unit Assigned Vehicles

        These department assigned vehicles are restricted in use to official University business. Personal use is prohibited.

        When not in use these vehicles are to be parked either in an approved location or in the Motor Pool parking lot.

        In general, Motor Pool regulations will apply to the use of these vehicles, particularly those dealing with weekly, monthly, and annual leases.

        The user department will be charged the following costs:

        1. insurance
        2. licensing/registration
        3. amortization (for replacement)
        4. maintenance, servicing, and non-insured repairs
        5. fuel

        Units assigned these vehicles will be eligible to receive gasoline credit cards.

        These vehicles:

        1. Will be painted white.

        2. Will bear the University logo in blue with the coat-of-arms (shield).

        3. May have the name of the service unit on lower part of door under each logo in blue caps and lower case letters.

        4. Will have an identifications letter.

        5. Are not permitted to be operated in Canada or Mexico unless insurance has been arranged through the office of Risk Management prior to departure.

      2. Motor Pool Lease Vehicles

        Motor Pool lease vehicles are for official University business only. They are made available on a daily/trip basis, as well as weekly, monthly, or annual rentals.

        Users of these vehicles pay rental fees in accordance with established schedules which include operational, maintenance, and amortization costs.

        When not in use, regardless of the term of lease, these vehicles must be returned to the Motor Pool parking lot. In the case of monthly or annual leases a location at the site of the leasing unit may be approved.

        These vehicles are subject to all current policies and procedures which have been established for management and control of the Motor Pool fleet.

        These vehicles:

        1. Will be painted white.

        2. Will bear small University logo in blue letters without the coat-of-arms and without service unit designation.

        3. Will carry an identification letter.

        4. Are not permitted to be operated in Canada or Mexico unless insurance has been arranged through the Office of Risk Management prior to departure.

Submitted by: Supporting Services