CAHSS Van Use Procedures

 

Beginning Fall ’24 CAHSS will have at least one van available for use by CAHSS units for official University business. We are actively working on getting a second van on site over the summer to ensure that we can support class sizes up to 24 people.

Initially, CAHSS units who want to reserve a van will need to identify someone from the unit to be approved as a driver. If your unit intends to regularly use the vans during the semester to have student drivers transport classes you will need to identify someone from the department to be in charge of collecting and maintaining the required driver documentation listed below.

THE VANS

14 seat Ford E-Transit Passenger Van – Delivered March ’24

 

 

 

12 seat Ford Transit Passenger Van – Ordered in March

Specific van may change depending on available dealer stock in the coming months

 

 

 

DRIVER ELIGIBILITY AND TRAINING

All drivers must possess a driver’s license that is valid in the State of Maryland and have fewer than six points for moving violations.

Institutions must review the driving record of each employee permitted to use University vehicles when the employee begins work and at least once a year thereafter. Use of the Motor Vehicle Administration’s Special Attention Code Flag System, whenever possible, will facilitate the record review function. Employees must provide their driving records upon request.

Employees who have driving records that show an accumulation of six or more points for moving violations may not operate University vehicles. An employee whose driver’s license is suspended or revoked may not operate a vehicle during the period that the suspension or revocation is in effect. Employees who have driving records that exhibit a general disregard for individual responsibility in operating a vehicle either through points accumulation, repeated violations, reckless driving, or driving while under the influence of alcohol or drugs may not be allowed to operate University vehicles.

University vehicles may be driven only by authorized employees, students, and volunteers. Drivers must be at least 18 years old. Each institution may designate in writing several qualified students or volunteers to serve as non-employee volunteer drivers when the need for such is justified, subject to the following limitations: (a) travel is directly related to the curricula of the institution; (b) team travel formally represents the institution; (c) travel is directly related to the business functions of the institution, where deemed appropriate and necessary by the institutional administration; and (d) participation is limited to the specific pre-approved need. Volunteers are subject to a driving record review.

 

REQUIRED PAPERWORK

 Institutions must review the driving record of each employee permitted to use University vehicles when the employee begins work and at least once a year thereafter. Use of the Motor Vehicle Administration’s Special Attention Code Flag System, whenever possible, will facilitate the record review function.

Employees must provide their driving records at the cost of $9 for a non-certified copy. This can be requested online here.

The process for reimbursement is still being discussed.

All drivers and passengers must have this on file prior to van transport.  This waiver will be updated on an annual basis.

Waiver of Liability and Hold Harmless Agreement for Adults

https://umbc.app.box.com/s/2agduzbamj7nin3afqtzhvoffx5dsdhv

All drivers of UMBC vehicles must sign the acknowledgement form, which will be kept by the department they will be driving for. This form must be updated on an annual basis.

REQUIRED DRIVER TRAINING

A road test will be required prior to approval to drive vans off campus (details pending)

WebNet 15-Passenger Van Safety (20 minutes)

 

DRIVER RESPONSIBILITIES

University drivers must operate University vehicles in accordance with University System of Maryland Fleet Management Policies and Procedures.

Every driver must:

  • Operate University vehicles consistent with Institutional fleet policies and departmental procedures in order to ensure safe, cost-effective, and appropriate operation of University vehicles
  • Read vehicle and safety information provided by the department and Institution
  • Complete University System of Maryland Mileage and Maintenance Logs
  • Review, understand, and provide his/her department with written acknowledgement of University Driving Rules
  • Assist their department with periodic driving record reviews, vehicle safety inspections, and emissions inspections
  • Report accidents and vehicle damage in accordance with University accident policy and departmental procedures
  • Ensure compliance with University travel policy as it pertains to vehicle travel (e.g., Travel Approval Request)

RESERVING A VAN

Process in development

 

DURING A RESERVATION

A monthly travel log must be maintained for each vehicle. The travel logs shall be retained within departments and made available for audit upon request.

Gas: The van will have a way to be filled at Facilities Management.  *Process for filling while traveling TBD

Electric: The van will be charged overnight in Lot 9.  *Process for daytime charging and charging while traveling TBD

All traffic and parking laws are to be obeyed. All violation fines are the responsibility of the individual involved. State and university funds must not be used to pay for any type of fine. There is a $35 processing fee charged to the State vehicle driver’s employing department for each traffic violation including, but not limited to, photo enforcement, parking, and toll violations. The driver is responsible for payment of the violation as well as any associated fees received from the issuing jurisdiction.

Drivers of University of Maryland vehicles are personally responsible for vehicles operated by them. Should damage result through misuse or gross negligence, the driver may be required to make restitution to the University of Maryland.

Initially, the vans will all be parked near the PAHB loading dock in Lot 9. The electric van will be charged overnight in Lot 9 when needed.

Passengers are limited to those persons whose presence is directly related to an official UMBC trip and who are properly authorized to participate in a UMBC function. All passengers must have a waiver on file.

 

USM Fleet Management Policies and Procedures