Driver Responsibilities

Proper Vehicle Use – Driver Responsibilities

PRM-014 Section 7

Policy: Use and Management of University-Owned Vehicles

The driver of the vehicle has ultimate responsibility for seeking and possessing information about driving safety and road regulations.  The driver must:

  • Have a valid driver’s license, at least 2 years of driving experience, and, if required, appropriate license certification for the type of vehicle he/she is operating. 
  • Grant permission to the University to conduct checks of the driving record with the Virginia Department of Motor Vehicles or the motor vehicle authority where licensed.
  • Notify the supervisor of any change in license status.
  • Never drive with any known medical condition that precludes the safe operation of a motor vehicle.
  • Never operate a University-owned vehicle while under the influence of alcohol, drugs, or substances in violation of the law and the University’s policy on the Use of Alcoholic Beverages and Prohibition of Other Drugs.  
  • Never use a cell phone while driving a University- or State-owned vehicle (per 4/29/09 memo from Governor Kaine).
  • Never smoke in any University or State-owned vehicle.
  • Park a University-owned vehicle that is not operating properly or presents an unsafe condition and notify the supervisor for further instructions.
  • Wear a seat belt at all times while the vehicle is in operation.
  • Not leave a University-owned vehicle unattended with the engine running.
  • Lock University-owned vehicles at all times prior to leaving the vehicle unattended when locks are available.
    EXCEPTION:  If this would significantly impact fulfillment of the department’s mission, then the Department Head may exercise judgment and grant necessary exceptions provided the following are adhered to by the driver.  The:
    • vehicle’s keys must never be left with an unoccupied vehicle;
    • driver must take appropriate measures to prevent the theft of University property left in the vehicle; and
    • vehicle must always be locked at the end of each work shift.
  • Limit passenger transportation to University business.
  • Prohibit passengers from riding in the bed of a truck during operation.
  • Report all accidents.
    1. The driver shall utilize the accident packet in the vehicle and follow the instructions noted in Completing Automobile Loss Notice in the Procedure section.   If the accident involving a University-owned vehicle occurred in another state or the District of Columbia, the accident should be reported to the State Police, Highway Patrol, or local police department having jurisdiction.  The driver should obtain the name, address, and policy number of insurers of other involved vehicles and a copy of the accident report and pass this information to his/her immediate supervisor.
  • Follow these steps when parking a University-owned vehicle on a slope where the vehicle has the potential to roll and endanger people or property:
  1. Vehicles with 20,000lbs and higher GVWR (Gross Vehicle Weight Rating = vehicle weight plus load weight) when loaded, being loaded, or being unloaded: the driver must make sure to engage the parking brake, make sure the vehicle is in gear for standard transmissions or in park for automatic transmissions, and block the wheels.
  2. Vehicles with 9,000lbs and higher GVWR when connected to a loaded trailer or when connected to a trailer being loaded or unloaded: the driver must make sure to engage the parking brake, make sure the vehicle is in gear for standard transmissions or in park for automatic transmissions, and block the trailer wheels.
  3. All trailers with GVWR of 4,000lbs or higher, when loaded, being loaded, or being unloaded shall have the trailer tires blocked whenever parked on a slope.

Read and adhere to these Driver’s Responsibilities.  (A printed copy is also located in the glove compartment of each University-owned vehicle.)