SECTION C: BUSINESS AND SUPPORT SERVICES

 

SECTION CI.1

BUSINESS AND SUPPORT SERVICES
TRANSPORTATION MANAGEMENT

Procedure

TRANSPORTATION MANAGEMENT

The Vice President of Operations oversees the Transportation Management.

The Director of Facilities oversees the daily operation of the Transportation Department.

  1. All persons operating College-owned and insured vehicles must have their driving record verified 10 working days prior to driving a College-owned vehicle.

  2. A copy of a valid drivers’ license must be turned in to the Navarro College Department of Public Safety along with an application, located under Staff Forms, Physical Plant Forms - Application for Insured Drivers.

  3. Any employee, or authorized personnel approved by the District President or designee requiring the use of a Navarro College vehicle must submit a vehicle request form to the Physical Plant two weeks prior to event. This form is located under Staff Forms, Physical Plant, Forms - Vehicle Request Form.

  4. The Physical Plant will verify the driver through the Navarro College approved drivers list. 

  5. In the event a driver is not on the approved driver's list, the  employee will be notified via email. The driver will be required to complete an authorization form to have their driver’s license checked by the Navarro College Department of Public Safety. The Navarro College Department of Public Safety will verify the employee is eligible to be put on the approved driver’s list. Upon verification, the police department will send an email to the Physical Plant to add the driver to the list of registered vehicle users.

  6. Employees operating College owned vehicles must read and obey the following procedures while operating College vehicles including:

    • Employees are forbidden to operate College vehicles while impaired by alcohol, drugs, or fatigue.

    • Employees are forbidden to use cell phones while driving, including texting and the wearing of earphones. Hands free applications with cell-phones may be utilized where allowed by local law, excluding earphones.

    • Employees must wear seat belts while driving.

    • Employees must not exceed posted speed limits.

    • Employees must promote courteous, defensive driving while operating a college vehicle.

    • Employees must perform pre-driving safety checks.

    • Failure to follow the above guidelines may result in losing the privilege of operating a College vehicle.

  7. Vehicle availability is checked for the specific dates desired. If vehicle is available the Director of Facilities approves the request.

  8. In the event the Director of Facilities does not approve the request (based on vehicle availability) the employee will be notified email notification.

  9. Driver will pick up the vehicle on the day requested at the Physical Plant. Keys and credit cards need to be picked up no later than noon on Friday for vehicles to be used on the weekend.

  10. The employee is issued a vehicle with a full tank of gas, vehicle key, and college credit card for fuel, and vehicle log sheet.

  11. The employee is required to log all miles from the odometer to the Mileage Log Sheet provided by Physical Plant. 

  12. In the event gas is purchased employee must provide receipt for gas.

  13. Upon completion of trip, vehicle must be returned to the Physical Plant Facilities with a full tank of gas, all trash removed from vehicle, receipt for fuel, vehicle log sheet completed by driver, vehicle key, and college credit card.

  14. In the event vehicle is not returned as stated in Step 10, pictures will be taken of the deficiency. The picture(s) will be attached, and an email sent to the immediate supervisor and Vice President of Operations for follow up by the immediate supervisor.

  15.  Vehicle use shall be approved on a “First-Come, First-Served” basis with the following exceptions:
    a. Scheduled events such as competitions shall take precedence over non-scheduled events or events that may be relatively easier to re-schedule.

    b. Institutionally funded organizations shall take precedence over non-institutionally funded organizations.

  16. Vehicle reservation requests shall be made through the Physical Plant office; “REQUEST FOR VEHICLE USE” forms should be on file and approved prior to vehicle use and all requests should be received seventy-two (72) hours prior to the trip. Keys and credit cards need to be picked up between the hours of 8:00 a.m. and 4:30 p.m. Monday through Friday.

  17. A Request for Vehicle Use must meet the following minimum passenger requirements:

    • Buses must have a minimum of ten (10) passengers.

  18. Out-of-State travel will be routed to the District President for approval.

  19. Reservations via telephone call will not be acceptable. Vehicles are to be used only for the trip described on the request form and the person requesting the vehicle is responsible for insuring that all personal items and trash are removed prior to refilling and returning vehicle to the Physical Plant parking lot. Keys, credit card and all appropriate receipt should be returned to the Physical Plant office the next working day by 10:00 a.m. All vehicles are to be returned to the Physical Plant Building immediately after completion of the trip.

  20. Navarro College provides College-owned and insured vehicles for use for college-related activities. The College has buses, suburbans, and other passenger vehicles available for use. Vans will be used for cargo or local in-town passenger use only. The College will provide a bus driver for all bus trips.

  21. Accident forms and insurance cards are located in the glove compartment or driver-side door pocket of each vehicle.

  22. Should any mechanical problems with the vehicle be experienced, such problems should be detailed in writing to the Physical Plant office so that appropriate repairs may be made.

  23. The Requesting Department must pay the cost of fuel for all trips.

  24. The College will furnish the driver(s) at no charge to individual departments for bus trips. The Requesting Department will be responsible for the cost of fuel, all meals for the bus driver and overnight lodging for the bus driver, if applicable.

  25. Any vehicle accident must be reported to Director of Facilties, Direct Supervisor and campus police as soon as the driver and vehicle are safely off the road.

 

VEHICLE ACCIDENT REPORTING

IMPORTANT: PROCEDURES TO BE FOLLOWED IN CASE OF ACCIDENTS

The following steps once driver and passenger are safe should be followed:

  1. Call the Local Police

  2. Complete Local Police Report and keep a copy of the report (Give copy of Police Report to The Director of Facilities)

  3. Secure other Driver Information

  4. Name

  5. Address

  6. License Number

  7. Phone Number

  8. Contact Director of Facilities

 

Approved: 2015
Updated: 2021
Reviewed: