Vehicles

This Policy governs the use of vehicles when operated by University of Oregon employees, students, or volunteers in connection with university‑business travel. Vehicles rented or otherwise provided by the University of Oregon Motor Pool to external public or governmental agencies for their official business are governed by applicable agreements and Motor Pool procedures and are not subject to this Policy.

1. Definitions Subject to Vehicle Policy

   1. "Employees" mean those personnel on the University of Oregon payroll and temporary personnel.
   2. "Student" means a person currently enrolled/registered at the University of Oregon.
   3. “Volunteer” means a person appointed to perform official University duties as a public service without remuneration.
   4. “University Entity” refers to groups (including colleges, schools, departments, and other university organizational units, recognized faculty groups, recognized student groups, academic student groups, and self-defined groups of three or more members of the Statutory Faculty conducting university business.
   5. "Vehicle" means cars, vans, motorcycles, trucks, golf carts, utility vehicles, buses, and construction vehicles such as forklifts, skid loaders, and tractors;
   6. "State-Owned Vehicle" means a vehicle owned by or registered in the name of the State of Oregon, the University, or any of its departments;
   7. "Hired Vehicle" means a vehicle that is leased, hired, or rented by the state, the Board, the University, or any of its departments. This definition excludes private vehicles;
   8. "Private Vehicle" means a vehicle that is not a "state-owned vehicle" or a "hired vehicle" that is privately owned, loaned, or borrowed by employees, students, or others participating in University activities and used for university business travel;
   9. "University-Business Travel" means any activity for which all or part of the expenses may be reimbursed by any unit, department, or program of the University, or any travel conducted on behalf of, or by, a university entity.

2. Driver Qualifications

   1. To drive any vehicle for university-business travel, a driver must be certified through the University of Oregon Driver Certification process prior to driving any vehicle for university-business travel.
   2. To drive a van for university-business travel, a driver must also complete the required van-training.
   3. To drive a private vehicle for university-business travel a driver must also:
      1. Carry liability, uninsured motorist, and personal injury protection insurance on the vehicle, as per state law; and,
      2. Comply with all university travel registration procedures.
   4. It is the responsibility of the driver to ensure all driver qualifications are met.

3. Vehicle Qualifications

   1. All vehicles operated for university-business travel must:
      1. Be in conformance with the vehicle specifications provided by the manufacturer’s owner's manual, current state and federal regulations, and OSHA requirements; and
      2. Be equipped with tire chains or other approved traction devices, as required by law due to road conditions.
   2. It is the driver's responsibility to ensure the vehicle they are operating for university-business travel meets vehicle qualifications.

4. Vehicular Usage

   1. Drivers operating any vehicle used for university-business travel must act in accordance with all applicable laws, state regulations, and University of Oregon policies and procedures.
   2. No state-owned or hired vehicle shall be used to transport University of Oregon students, employees, or volunteers when that use is not directly related to university-business travel.
   3. At least two certified drivers are required anytime a vehicle is used for university-business travel and traveling more than 300 miles before reaching the planned destination.
   4. Sponsoring university entities may internally establish criteria related to itineraries and/or travel time restrictions.

5. Accidents and Emergencies

   1. Drivers involved in an accident while driving any vehicle for university-business travel must follow all University of Oregon vehicle accident, injury reporting, and vehicle claims procedures.
   2. The University designates the University of Oregon’s Chief of Police or the Chief’s designee as the appropriate person to notify relatives of persons injured in an accident which occurs during university-business travel.
   3. Vehicle Accidents that occur while conducting university-business travel are reviewed by the University of Oregon’s Accident Review Board.
      1. Drivers involved in accidents may be required to complete a driver training course or other actions as recommended by the Accident Review Board; and
      2. A summary of all accidents is provided annually to the Vice President for Safety and Risk Services.

6. Vehicle Maintenance and Repair

   1. Maintenance and Repair
      1. University state-owned vehicles shall be sent to the University of Oregon Fleet Services shop for preventative maintenance, inspections, routine maintenance, and repair. 
      2. Motor Pool state-owned vehicles shall be sent to the Motor Pool services shop for preventative maintenance, inspections, routine maintenance, and repair.
   2. Collision Repair 
      1. Any university state-owned vehicle involved in a collision shall be taken to the University of Oregon Fleet Services shop for inspection within 24 hours, or as soon as possible, of such incident.
      2. Motor Pool state-owned vehicles involved in a collision shall be taken to the Motor Pool Service Shop as soon as possible within the rental period.
   3. Maintenance or repairs of university state-owned vehicles required to be performed by an external entity shall be coordinated through the Fleet Services shop.
   4. All state-owned vehicles entering the University system, including purchased, donated, or loaned vehicles, shall undergo an onboarding inspection by the University of Oregon service shop responsible for the vehicle.
   5. University state-owned vehicles deemed unsafe to operate by a University of Oregon service shop due to mechanical or structural deficiencies or critical manufacturer recalls shall be removed from service until deficiencies have been corrected. 
   6. Inspections of state-owned vehicles shall ensure conformance with the vehicle specifications provided by the manufacturer’s owner's manual, current state and federal regulations, and OSHA requirements.
   7. All costs for maintenance, repairs and inspections of university state-owned vehicles, including periodic and annual inspections, shall be borne by the Department having jurisdiction over the vehicle.
   8. Exclusions and Special Situations 
      1. Sections 1-4 do not apply to university state-owned vehicles operated by the Department of Athletics, the University of Oregon Police Department, the University of Oregon Portland, the Oregon Institute of Marine Biology, and the Pine Mountain Observatory.
      2. Upon consideration of documented extenuating circumstances, exceptions to Sections 1-4 may be granted by Fleet Services.