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DEPARTMENT OF ATHLETICS
POLICIES AND PROCEDURES FOR VEHICLE USE

PURPOSE:

The purpose of this policy is to specify guidelines for Athletic Department van usage and all other vehicles used by the Athletic Department on university business. For purposes of this policy the vans described herein refer to the15-passenger vans owned by the University. Rental of 15-passenger vans is no longer permitted unless the Office of Risk Management grants specific exemption.

PERSONNEL:

All coaches/staff (excluding students) must have a valid Michigan driver’s license and their driving record reviewed and approved by the Office of Risk Management prior to driving any university vehicle. The Office of Risk Management will periodically review driving records of such employees at intervals deemed appropriate. Coaches/staff may transport enrolled or prospective student-athletes in any vehicle (as permitted under NCAA rules) in limited instances. Written approval must be obtained by the Athletic Director or his/her designee prior to driving any vehicle (including university vehicles) when transporting any enrolled student or prospective student-athlete on university business.

Student-athletes and student staff may be allowed to drive a university vehicle in rare instances. Written approval must be obtained by the Athletic Director or his/her designee prior to driving a university vehicle. Any student-athlete, including international student-athletes, and student staff driving any university vehicle must be 21 years of age, have gone through the Training Course which will be run by the Athletic Department, have a valid Michigan driver’s license, and must have their driving records reviewed and approved by the Office of Risk Management prior to driving any university vehicle. The Office of Risk Management will periodically review driving records of student-athletes and student staff at intervals deemed appropriate. International student-athletes will not be allowed to drive unless they have two years of licensed U.S. driving experience. All other students must have one year of licensed U.S. driving experience.

Persons operating vans must be 21 years of age and have completed the National Safety Council approved Van Driver Training Course through the Office of Risk Management prior to usage. Refer to “Driving Practices and Standards,” Oakland University Policy 610 for additional information and guidelines <a href="http://www3.oakland.edu/oakland/frames.asp?main=http://www2.oakland.edu/audit">click here</a>.

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TRAVEL RULES:

1. Oakland University disallows and has a zero tolerance for the use of alcohol and/or any illegal drugs or substances while operating any university vehicle or on university business. A driver under the influence of prescription or over-the-counter medication that impairs or negatively affects the driver’s judgment or ability to drive must notify the Athletic Director or his/her designee and shall not drive a university vehicle or drive on university business.
2. The number of passengers in the vans is limited to nine passengers plus a driver, totaling ten persons. Seat belts must be used by all occupants. Any van usage must be pre-approved in writing by the Athletic Director or his designee.
3. Generally, all team travel is limited to the Michigan “tri-county” (Oakland, Macomb, and Wayne) area. Any travel outside a 90-mile radius of Oakland University will require the use of a bus. Teams with small squad sizes may use vans beyond the 90 mile radius upon the express written approval of the Athletic Director or his/her designee.
4. Teams will be allowed to travel between the hours of 6:00 a.m. - 12:00 am, unless prohibited by the “Driving Time Limits” listed below.

DRIVING TIME LIMITS

1. Driving time limits for all university licensed drivers are:
Daytime travel - three hours at one time without a break.
Nighttime travel - two hours at one time without a break.
2. Within 15 minutes of reaching a driving limit, the driver should exit the highway to a safe rest area. The driver must take at least a 15-minute break before resuming driving or else another university licensed driver who has not driven must assume driving responsibilities.
3. No driver may exceed 8 total hours of driving time in a 24 hour period.
4. No driver may commence driving after 11:00 p.m. or before 5:00 a.m.
5. No segment shall exceed 18 hours, at which time the drivers must stop for at least 7 hours rest. This rule is to be observed even if there are multiple approved drivers along on the trip.

ADDITIONAL RULES, ETC.

1. All rules of the road must be adhered to such as speed limit, parking and seat belt usage by all passengers. Anyone receiving a ticket will be required to personally pay the ticket.
2. Teams using more than one vehicle must caravan and stay within sight of one another in case of emergency. If a vehicle breaks down on a trip, the coach should assess the situation, call a tow truck or drive the vehicle to a location where it can be serviced. The coach should call the competing university to apprise them of the situation as well as the Athletic Director or designee at Oakland so that they are also aware of the situation. In some cases, it may be appropriate to have another vehicle sent. It will be the responsibility of the coach to determine the severity of the breakdown.
3. In the event of an accident, the competing university should be called to apprise them of the situation as well as the Athletic Director or designee at Oakland so that they are also aware of the situation.
4. Any deviation from these travel rules must be approved in writing by the Athletic Director or his/her designee.
5. Head coaches are responsible for having all departmental employee phone numbers in the event of an emergency.
6. All equipment should be secured and evenly distributed in university vehicles.

FINANCIAL:

1. Teams will be charged $.55 per mile when using Athletic Department vans.
2. Any team returning a university van without cleaning it of excessive dirt, trash, etc., will be charged a $50 cleaning fee. If a van is returned without a full tank of gas, a $50 charge will be assessed. It is the responsibility of the coach of the next team using the van to report any of the above problems to the Assistant to the Director.

OTHER:

1. All van requests must be filed via email with the Assistant to the Director. The Athletic Director or his designee must sign off on all van usage. Van usage is scheduled on a first-come-first-serve basis.
2. Maintenance logs will be kept by the Oakland University vehicle garage. The Assistant to the Director will communicate with the university vehicle garage on all van maintenance. It is the responsibility of the coach to note on the vehicle trip sheet, for the Assistant to the Director, when the mileage has been reached that requires an oil change. The oil change mileage will be noted on the dashboard by the university vehicle garage.
3. There will also be an area for notations on the trip sheet for any vehicle malfunctions or general maintenance concerns that need to be checked.
4. Athletic department vans must be parked in the designated parking places of university lot 17 when not in use.