OP 090 - Transportation
Number: OP 090
Effective: April 28, 2017
Department: Facilities Planning and Management
Last Revision: April 28, 2017

Purpose

To establish guidelines and procedures for CWI ground transportation.

Scope

Applies to all ground transportation on and off campus utilized by all units within the College.

Policy

CWI has established this policy to provide innovative ground transportation solutions that serve and support the College and establish operational procedures and guidelines governing transportation for College-related activities. CWI encourages students, faculty, and staff to travel to, from, and within the campus by some form of alternative transportation, to reduce traffic congestion, limit the need for automobile parking, and preserve the environment.

The policy covers:

Guidelines

College-Owned or Long-term Leased Fleet Vehicles

Inform the Business Office of any changes to the CWI Fleet managed by the department and file appropriate forms as required for:

  • Purchase of vehicle or augmentation of the CWI Fleet
  • Interdepartmental CWI Fleet vehicle transfer
  • Vehicle donated to CWI
  • Removal of vehicle from the CWI Fleet

To ensure appropriate insurance coverage is obtained for CWI Fleet vehicles, it is essential that Risk Management is provided all current vehicle information by the department to which the vehicle is assigned.

All CWI faculty and staff are responsible for ensuring they are in compliance with the CWI Fleet Vehicle and Rental Vehicle Use Program for CWI owned or leased Fleet vehicles and rental vehicles rented in the name of CWI utilizing the current “State” contract. Each department is responsible for all costs associated with the maintenance, operation, and repair of vehicles assigned to them, including the cost of fuel. The department is also responsible for Emissions Testing and any other “Annual” inspections required for registration of the vehicle or trailer. Authorized Drivers must be trained and qualified prior to operating vehicles or equipment.

Short-term Rental Vehicle

If departments find it necessary to rent vehicles on a short-term basis from a rental agency, the vehicle should be rented in the name of CWI utilizing the current “State” contract. Authorization to drive a rental vehicle utilizing the current “State” contract is restricted to faculty and staff conducting official business of the College.

Personal Vehicles Used for CWI Business

When a CWI employee is using his/her personal vehicle for official CWI business, the employee's personal auto insurance provides primary coverage. CWI's auto insurance provides excess coverage only for liability. Physical damage to an employee's personal vehicle that occurs while the vehicle is being used for CWI business is not covered by CWI’s auto insurance.

Vehicle Operation Safety

All CWI owned or leased Fleet vehicles and rental vehicles rented in the name of CWI utilizing the current “State” contract must be operated in accordance with all federal, state, and local laws and the CWI Fleet Vehicle and Rental Vehicle Use Program. Failure to comply with any federal, state, and local laws or the CWI Fleet Vehicle and Rental Vehicle Use Program will be grounds for disciplinary action up to and including termination.

Speed Limits

No person, while operating a vehicle on the campuses of CWI, will operate said vehicle at a speed greater than is reasonable and prudent under the current conditions, taking into account any actual and potential hazards. Consistent with the foregoing, every person will drive at a safe and appropriate speed when special hazards exist with respect to pedestrians or other traffic or by reason of weather or roadway conditions.

 The speed limit on the campuses of CWI as hereinafter authorized will be a maximum of fifteen (15) miles per hour unless otherwise posted. No person will drive a vehicle at a speed in excess of the maximum limit. Failure to comply with maximum and safe limits will result in a citation by law enforcement personnel or revocation of campus driving privileges.

Background/Driving Records Check

All CWI employees assigned duties that require operation of CWI Fleet vehicles or rental vehicles utilizing the current “State” contract are required to submit to a background and driving record check to ensure that drivers are in compliance with the Authorized Driver Requirement and Guidelines defined herein.  Negative findings on background and driving record checks, which affect an employee’s ability to perform his/her defined duties, will be grounds for disciplinary action up to and including termination.

Vehicle Accident Procedures

The following accident procedure information should be placed in the glove compartment of all CWI owned or leased Fleet vehicles. Contact Risk Management for a copy of the accident procedures.

  • Call 911 to request emergency services to address injuries
  • Obtain a police report from the appropriate law enforcement agency
  • Stay calm; do not argue with others involved in the accident
  • Make sure the area is safe prior to assisting those injured
  • Do not discuss the accident with anyone except the police
  • Do not admit responsibility for the accident
  • Do not disclose policy limits
  • Report the accident to Risk Management within 24 hours of the occurrence or as soon a practical

Authorized Driver Requirements and Guidelines

The following criteria will be used to determine an employee’s eligibility to operate a vehicle for the purpose of conducting CWI business:

  • Must be at least 18 years of age to operate CWI owned or leased Fleet vehicles
  • Must be at least 25 years of age to operate rental vehicles rented in the name of CWI utilizing the current “State” contract
  • Must have an appropriate and valid driver’s license for the vehicle to be operated. Eligibility will be refused or revoked for individuals if their driver’s license is suspended or revoked
  • Must have reasonable experience driving the type of vehicle being used
  • Must demonstrate the ability to operate the vehicle in a safe and prudent manner and in compliance with federal, state, and local laws and the CWI Fleet Vehicle & Rental Vehicle Use Program
  • Driving record must be clear of serious driving offenses, which include but are not limited to:
    • driving under the influence of alcohol or drugs
    • hit and run
    • evading the police
    • reckless or inattentive driving
    • texting while driving
    • negligent homicide arising out of the use of a motor vehicle
    • operating a vehicle during a period of license suspension or revocation
    • using a motor vehicle without the owner’s authority (grand theft)
    • speed citations (three (3) or more in a 30 day period)

No person, other than an "Authorized Driver," may operate any CWI Fleet vehicle or rental vehicle rented in the name of CWI utilizing the current “State” contract.

Authorization to drive a CWI Fleet vehicle or rental vehicle rented in the name of CWI utilizing the current “State” contract is restricted to faculty and staff conducting official business for the College. Use is limited to accomplishing academic, research, and/or administrative responsibilities.

There are two categories of Authorized Driver(s):

  • Job-Related: Those persons required to operate a vehicle or piece of equipment in performing their day-to-day jobs, as designated by job description. (Note: Loss of authorized driver status may affect employment.)
  • Program/Function Support: Those persons who operate a vehicle in support of a department, organization, or club's function, program, or event. (Note: Loss of authorized driver status may affect support to the organization.)

Compliance with all federal, state, and local laws and the CWI Fleet Vehicle and Rental Vehicle Use Program is required for any driver to be authorized to use a CWI Fleet vehicle or rental vehicle rented in the name of CWI utilizing the current “State” contract.

Bus/Shuttle Service

CWI, in partnership with Valley Regional Transit (VRT), offers complimentary transportation for employees and students with a valid CWI identification card and sticker on any fixed routes serviced by VRT.  In addition, VRT provides shuttle service for CWI Nampa locations. The interconnecting shuttle connects CWI Nampa Campus buildings including the Academic Building (NCAB), Aspen Classroom Building (NASP), Administration Building (NADM), Multipurpose Building (NCMP), Micron Education Center (NMEC), and the Canyon County Center (CYNC).