Administrative Regulation Title:  Vehicle Use Procedures

Regulation Number:  6.7.1

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DRIVER RESPONSIBILITY

  1. Be knowledgeable of and compliant with all the procedures outlined in this policy.
  2. Observe all motor vehicle laws of Wyoming.
  3. Must have a valid operator’s license.
  4. Drive courteously and obey all motor vehicle laws.
  5. Notify Information Center if repairs are needed.
  6. Pay parking fines and other liability charges incurred while operating the motor vehicle.
  7. Report any moving violation that occurs in a college vehicle to a supervisor within 3 business days.
  8. Seatbelts must be used in accordance with state law.
  9. Take extreme care to ensure the safety of driver and passengers, especially when driving a vehicle during adverse weather conditions.
  10. Do not operate a college-owned vehicle while under the influence of alcohol or controlled substances.
  11. Transport no more than the maximum passengers than the vehicle is intended to haul. In most cases this is the same as the number of factory-installed seat belts.

VEHICLE USE

  1. College owned vehicles and rental cars are only to be used for college business as provided for in this policy.
  2. Personal use of college vehicles is prohibited, other than incidental use while out of town on college business.
  3. If employees are including personal business while traveling on college business, they must take their personal vehicle. Employees must maintain liability insurance coverage and understand that their personal vehicle liability insurance is primary coverage.
  4. Transportation of passengers is allowed, when transportation is necessary to perform official college business. Individuals not employed by the college may accompany college employees operating a college vehicle when they have an interest in the purpose of the trip and their presence is directly related to official college business.
  5. Students 21 years of age and older may drive college vehicles when a college employee or program sponsor is in the vehicle or in the caravan.
  6. Where the college provides transportation for activities or programs, students choosing to travel in their own or another student’s personal vehicle shall travel at their own risk.
  1. Regardless of whether a college or personal vehicle is used, all employees traveling on college related business must wear seat belts and drivers are expressly prohibited from text messaging or emailing while operating college vehicles, or from using government supplied electronic equipment to text message or email when driving.
  2. Pre-approved use of personal vehicles for college business will be reimbursed in accordance with any directives or memorandums periodically issued by the College President. These are available through the Business Office and the Information Center.
  3. Departmental budgets will be charged 20 cents per mile based on actual mileage as reported on the vehicle checkout form for college-owned, light passenger vehicles. Separate mileage rates will be established for buses and motor coaches.
  4. Mileage for non-recurring trips less than 20 miles will not be charged to departmental budgets.
  5. Operators are responsible for secure and safe storage and parking of vehicles.
  6. Employees, students, and program sponsors must complete a Driver Information Form that includes insurance information and turn it in with a copy of their current driver’s license to the Information Center, prior to using a college vehicle.
  7. All students participating in a college-sponsored activity or program, where transportation is provided by the college free of charge, are required to sign a liability release, “Eastern Wyoming College Waiver, Consent and Release Form,” to acknowledge that they will not be covered by college insurance should an injury accident occur. However, see number 18 below. Travel waivers are available on the college’s shared network drive.
  8. Students opting not to take advantage of free transportation offered by the college for college­ sponsored activities or programs must sign another, separate liability release, “Eastern Wyoming College Student Request and Release Concerning the Use of a Private Vehicle.”
  9. A parent or guardian must also sign the liability release(s) in the case of students under 18 years of age.
  10. The activity or program sponsor shall be responsible for completing and collecting the release of liability forms for all activity or program participants. All forms shall be turned into the EWC Student Records Office or appropriate outreach office.
  11. Certain organized academic and vocational fields of study or other college programs such as Welding and Joining Technology, Veterinary Technology, Physical Education, and intercollegiate athletics-use a blanket release of liability form that is valid over a prescribed length of time for all associated activities or programs of said academic and vocational fields of study or other college These blanket releases are valid, in lieu of the liability releases described under number 14 as long as the activity or program in question is specifically related to the academic and vocational fields of study or other college programs that require a blanket release from the student as a prerequisite for participation. If the activity or program is not specifically related, then the liability release under number 14 would have to be obtained from the student. The provisions under number 15 would still apply, nonetheless.
  12. For activities or programs that do not involve the use of college-provided transportation at no charge to the student, the use of liability releases to protect the college against injury claims shall be determined administratively on a case-by-case basis.
  13. The college is not responsible or liable for loss or damage to any personal property transported or left in a vehicle.

BUS USE

Eastern Wyoming College is committed to provide bus transportation to students in a manner that will protect their health, welfare, and safety. At EWC, we recognize that transportation is an essential part of the school’s athletic programs. The following parameters are to be used as guidelines for 32 and 48-passenger buses.

  1. Only approved adult College drivers with a CDL Class B Passenger Endorsement License may drive the buses.
  2. Approved drivers must also possess a DOT physical card and have it in their possession at all times.
  3. If a major medical experience occurs to the driver within the school year, such driver needs to be re-certified with a DOT physical before returning to work.
  4. College student trip itineraries and rosters must be provided to Student Services prior to departure.
  5. It is the responsibility of the organization sponsoring the trip to contact the Information Center representative to secure a trained and certified driver.

 

Original Adoption Date: 1/8/02

Revision Date(s): 11/8/05(RF), 10/9/07, 2/11/14, 10/10/17(RN), 1/14/20, 6/2/23

Date reviewed, no change: