Vehicle Use Guidelines

The operation of the fleet of state-owned multi-passenger vans is an integral part of the support, which Facilities Services provides to the University. Numerous events take place off campus, which are necessary components of instructional, athletic, and extracurricular activities. The University/State Vehicle Use Policy which governs this service may be found on BoardDocs.

In order to provide reasonable oversight of the use of fleet vehicles the following requirements are stipulated in addition to existing Virginia and UMW regulations and guidelines for use of state vehicles:

1. Vehicle requests should be submitted at least five working days prior to the planned trip. Incomplete forms are subject to denial.

2. The request form must be approved by an appropriate Department Head or senior administrator.

3. Students may drive vans if they are at least 18 years old, posses a valid driver’s license, and have completed familiarization safety training. A vehicle use agreement must be signed before a student may be issued a vehicle. Additionally, students must comply with motor vehicle laws of Virginia, and the student handbook. Training is conducted by the Parking Management Office. Students who satisfactorily complete the training will be added to the database of trained students. If a trained student is later convicted of any moving violation while operating a state vehicle, the privilege of driving a University vehicle will be revoked for the duration of his or her enrollment at UMW.

4. All trips using fleet vehicles must be accompanied by at least one member of the faculty or staff unless the destination falls within the following areas: Prince William, Culpeper, Orange, Fredericksburg, Spotsylvania, Louisa, Hanover, Goochland, Stafford, Caroline, King George, and Albermarle. In the event where travel extends beyond the allowed destinations and a faculty or staff member cannot accompany the student, the department head or senior administrator must send an email to the VP for Administration and Finance to request special permission for this travel. Information provided in the email should include: purpose of trip, destination and date/time of travel. Decisions will be made on a case-by-case basis. Trips in which more than one vehicle are used, i.e. “caravanning,” do not require additional members of staff or faculty in attendance. This includes club and extracurricular activities.

5. Staff and faculty members are required to have a valid Virginia Driver’s License, comply with state motor vehicle laws, and the faculty or staff handbook as appropriate.

6. Overnight trips with student drivers will not be permitted.

7. State vehicles may only be used for official use only to drive to and from a specified activity with only necessary stops for meals, fuel, and rest. Shopping excursions, sightseeing, and other activities are not permitted unless they are pre-approved portions of the itinerary. No relatives, unless also employees or students at UMW, are allowed to ride in a University vehicle. Hitchhikers are also forbidden.

8. Staff and faculty members who are convicted of a moving violation while operating a state vehicle will lose the privilege of using state vehicles. Upon proof of satisfactory completion of the eight-hour National Transportation Safety Council Defensive Driving program, or equivalent, they may request reinstatement of driving privileges.

9. Scheduling of vehicles is on a first come, first served basis.

10. Vehicles must be returned on time with completed use reports, keys, and cards to permit effective utilization. Failure to return a vehicle on time may result in loss of vehicle usage for the offending organization for one month or more.

11. Students, faculty, and staff should exercise due care in vehicle operation and maintenance. This includes the use of the Voyager Gas Card. Loss of the gas card will result in cancellation and replacement charges which may be the responsibility of the department or organization which used the vehicle. Gas card use should comply with the UMW vehicle regulations booklet. Misuse of gas cards will be considered as theft of state property.

12. Operators are responsible for the safe parking and security of UMW vehicles. Parking along non-residential streets or highways is only permitted in event of mechanical failure or emergency. Operators are responsible for fines if a vehicle is improperly parked. Long term parking at airports is generally not permitted as this significantly reduces utilization.

13. Any patterns of abuse or misuse of vehicles or these policy provisions may result in loss of vehicle use privileges.

14. Changes to policy will be approved by the President’s Cabinet and forwarded to the AVP for Facilities Services for implementation.