DEPARTMENT OF PUBLIC SAFETY

Truman State University, Kirksville, Missouri 63501

Phone: (660) 785-4176 or toll free, 800 773-5435 for travel emergencies

FAX: (660) 785-7482

A variety of fleet vehicles are maintained to assist University administrators, faculty and staff in meeting transportation needs. University vehicles may be used only for official University business and must be scheduled in advance:

The scheduling of drivers and vehicles is coordinated by Public Safety. Requests may be submitted by on-line (http://police.truman.edu) form. Friday. Types of vehicles available for use include vans, minivans, cars and two minibuses.

The Public Safety Office is open 7:30 a.m. to midnight each day.  The DPS office will close at 10 p.m. during University breaks and summer sessions.  The office will be closed on University holidays.  Keys to fleet vehicles are checked out and returned to the Public Safety Receptionist. An officer is on-duty 24 hours.  After hours non-emergency call 785-4176 or 665-5621.

We ask your cooperation in enforcing this policy and in helping the Department of Public Safety work out any problems, which may arise in connection with the policy.

Individuals who are new to driving vans are encouraged to call Public Safety to schedule an appointment to view the National Safety Council video before leaving on a trip.

Individuals who plan to drive 15 passenger vans must attend a van-driver training course sponsored by Public Safety. 

REQUESTING USE OF VEHICLES

Reservations for use within the current fiscal year (July 1 through June 30) may be made online at http://police.truman.edu  Vehicle reservations being made with less than a week notice should be made by telephone (x4177). After receipt of a vehicle request a confirmation will sent for final approval. The request is considered complete when the Vehicle -- Confirmation of Reservation has been signed by the appropriate persons and the original (white) returned to Public Safety.

Reservations may be made by:

Any full-time employee representing a University account with adequate funds for authorized University expenditure may request use of available fleet vehicles to conduct University business. The division, department or unit head administering the budget to be charged must authorize the request and is totally responsible for all reservations.

1. It is the responsibility of the employee initiating vehicle use arrangements with Public Safety to:

a) Know and understand the University's policy for use of vehicles.

b) Advise all drivers regarding job assignments and vehicle use.

BEFORE making the request, please determine:

Type of vehicle needed; who will drive.

Destination

Desired departure and return dates and times

Budget to which mileage is to be charged

If requesting a full size van, driver-training requirements must have been fulfilled.

Confirmations:

Public Safety will send confirmations for travel requests received five or more days in advance:

Two copies will be sent to the administrator of the budget to which the mileage fee is to be charged. The return of one confirmation copy, signed by the appropriate administrator, constitutes completion of the scheduling.

A third copy will be sent to the driver or requesting employee.

Waiting Lists:

If vehicles are unavailable, the request will be placed on a waiting list.

REQUESTING A DRIVER FOR VEHICLES

Public Safety and Physical Plant drivers are available to operate University vehicles.

The Public Safety Driver

1. The Public Safety driver’s workweek begins at 12:01 a.m. Sunday morning and extends through midnight Saturday night. The driver will work flexible hours with Public Safety paying for the first forty hours. Trips shall be reasonable in length and shall not require the driver to remain awake an excessive amount of time.

2. By contacting Public Safety, the driver may be scheduled to operate University vehicles for any division or department without charge for up to forty hours per week, provided trips are scheduled more than one month in advance. The driver’s services may be scheduled less than one month in advance however will depend on availability and charges may apply.

a) Overtime and holiday hours will be billed at $15.00/hr.

b) Driver’s meals and lodging expenses are the responsibility of the division/department scheduling the trip.

c) If the driver is required for two consecutive nights for an out of town trip and are not needed for the day between, they will be compensated eight hours for the day they are not working.

d) Charges will be back charged to the appropriate University account.

3. In the interest of safety for passengers and the driver, driving time for the Public Safety driver will follow the rules and regulations of the Interstate Commerce Commission:

a) Maximum driving time for a driver is ten hours, which must followed by eight consecutive hours of off-duty time. Driving time is defined as all time spent at driving controls of a motor vehicle operation.

b) Maximum on-duty for a driver is fifteen hours, which must be followed by eight consecutive hours of off-duty time. On-duty time is defined as all time from the time a driver begins to work or as required to be in readiness for work until the time he is removed from work.

c) In order to be considered off-duty, the following must apply:

• Periods during which an employee is completely relieved from duty and which are long enough to enable him/her to use the time effectively for his/her own purposes are not hours worked. He/she is not completely relieved from duty if it is a time period less than six consecutive hours and cannot use the time effectively for his/her own purposes.  In order for the time to apply, he/she must be definitely told in advance (via a written itinerary*) that he/she may leave the job and that he/she will not have to commence work until a definitely specified hour has arrived. When the driver is off duty, as defined above, he will not be expected to be available or on-call for duty but is totally relieved of responsibility except as regards assuring the University vehicle is reasonably secure. Housing accommodations must be provided for the drivers to ensure they may rest during off-duty time.

4. An itinerary (form available on this web site) must be submitted to Public Safety by the trip coordinator ten business days (Monday - Friday excluding Truman Holidays) prior to departure for scheduling purposes. The driver anticipates his workweek based on the itineraries submitted.

* If no written itinerary is submitted ten (10) business days prior to departure detailing the drivers off-duty time, the driver will not be subject to be released. Should unanticipated travel hours occur which cause the driver to exceed his normal workweek; the overtime hours will be billed to the division or department traveling.

a) Driver or Public Safety representative will confer with trip coordinator prior to departure to approve itinerary plan.

b) Failure to cancel a scheduled trip may result in a penalty to be back-charged to the responsible division or department.

c) Driver is to report for duty 1/2 - 1 hour prior to the scheduled departure time to complete pre-trip inspections and servicing. Driver shall be at departure location, ready to load, at least ten minutes prior to departure time.

d) If needed, driver may allow 1/2 - 1 hour to service and/or park vehicle after being released from duty by the trip coordinator.

e) Driver will be in charge of the operation of the vehicle at all times. The driver’s decision will be final as to continuation of the trip in case of:

i) Adverse weather conditions

ii) Adverse road conditions

iii) Unacceptable conduct of passengers/not wearing seat belts

iv) Any other situation, which might constitute a hazard to passengers on the vehicle.

v) Accident requiring the driver to leave the vehicle for testing, it shall become the trip coordinator’s responsibility to advise Public Safety and work out details.

f) Scheduling of driver’s sleeping quarters for overnight trips shall be the responsibility of the trip coordinator. In the interest of safety for the passengers and the driver, it is imperative that the bus driver is assured adequate sleep. To assure this, the following rules shall apply:

        i) The trip coordinator will provide the bus driver with a separate room that assures adequate sleep.

ii) If, in the judgement of the bus driver, satisfactory sleeping quarters have not been provided by the trip coordinator, the driver is authorized to secure a room at the nearest acceptable motel or hotel. The cost for such room will be charged to the overall trip cost.

iii) The trip coordinator and the bus driver shall confer prior to over-night or long trips in order to ensure that all arrangements are made for a satisfactory and successful trip.

iv) The bus driver will take all necessary precautions to maintain physical wellbeing while on a trip. Should a driver become incapacitated for any reason, the trip coordinator will notify the Department of Public Safety, Truman State University (660 785-4176 or 800 773-5435.)

CHANGING CONFIRMED RESERVATION

Time allowing, requests for changes in confirmed transportation arrangements may be requested on-line. (http://police.truman.edu) Change requests may also be made with Public Safety 785-4177 between the hours of 8 a.m. and 5 p.m., Monday through Friday. Failure to notify Public Safety of driver changes in advance may result in departure delay or denial of vehicle use.

RESPONSIBILITIES OF ADMINISTRATORS AND DRIVERS. LICENSING REQUIREMENTS

Administrative Responsibilities:

The head of the department, division or other unit having administrative custody of the budget to which the vehicle is to be charged is responsible to ensure that:

1. Vehicles scheduled are for use by eligible individuals and for official University business.

2. Drivers meet licensing requirements.

3. Drivers avoid excessive, consecutive hours of vehicle operation time.

4. Student drivers are properly authorized and compensated for driving.

Driver Responsibilities:

1. Drivers are to observe all traffic laws applying to the locality in which the vehicle is being driven.

2. The driver to whom a University vehicle has been released is fully responsible for the security and operation of the vehicle until it is returned to the Public Safety Office.

a) In the event of a vehicle malfunction, which requires repair while on the road, it is the obligation of the driver to arrange for prompt and adequate repair.

b) Check engine oil at each fuel stop.

c) Notify Public Safety immediately if credit card is lost or stolen.

3. Neither alcohol nor controlled substances may be used or transported in University vehicles. It is the responsibility of the driver to enforce this regulation.

4. All fines resulting from violation of traffic laws and parking regulations are the personal responsibility of the driver and not of the University.

5. It is the driver's responsibility to report any traffic violation, criminal activity or inappropriate conduct involving vehicle or passengers. This report is to be made to Public Safety upon completion of the trip.

6. When using a cell phone, pull off the roadway. Suspend conversations during hazardous conditions and keep any necessary conversations brief.

License Requirements:

Each driver must possess a valid driver's license appropriate for the vehicle to be operated.

For a vehicle designed to transport fewer than 16 passengers, a Class F license (ordinary operator's license) is required. All fleet vans and cars are designed to transport fewer than 16 passengers.

A CDL (commercial driver's license) is required to drive any vehicle designed to transport 16 or more passengers.

If an employee/student is paid exclusively to be a driver, then a Class E license is required.

It is the authorizing administrator’s responsibility to assure that drivers meet licensing requirements. Please call Public Safety if you have any questions regarding licensing requirements.

WHO MAY DRIVE UNIVERSITY VEHICLES

Members of the Board of Governors, University administrators, full-time faculty and staff members may check out and drive University vehicles.

Graduate teaching research assistants and part-time faculty or staff members may check out and drive University vehicles for University business related to their employment.

STUDENTS: Because of liability insurance requirements of the State of Missouri, only students employed by the University who are to drive in the course of their normal employment may operate vehicles. (This includes fleet vehicles as well as vehicles which are rented in the name of the University.) Employment clearances for student drivers must be completed prior to vehicle use. Such employed students may:

* Check out and drive University vehicles within the city limits of Kirksville and on trips directly to and from the Kirksville Regional Airport and the Rye Creek Sanitary Landfill of Kirksville.

-- Vehicle use must be scheduled by a full-time employee and approved by administrative head.

-- Written verification of employment must be provided to Public Safety (form available upon request).

-- Van driver training video must be completed to drive full size vans.

* Drive University vehicles outside Kirksville city limits if accompanied by a full-time employee traveling in the same vehicle or convoy of vehicles. Vehicle must be checked out by a full-time employee.

WHO MAY TRAVEL IN VEHICLES

Members of the Truman State University Board of Governors, Truman State University and State of Missouri employees and Truman State University students may be passengers in University vehicles. Transportation of individuals who are not University or State of Missouri employees or students is acceptable if the transportation is for an official function or purpose that benefits the University.

Dependents and spouses of University employees are not covered by University liability insurance and may not, therefore, be passengers in University vehicles.

VEHICLE PICK-UP AND RETURN

Departing vehicles:

The University employee scheduled to check out a vehicle is to be designated by Public Safety at the time of scheduling. Public Safety Receptionists are only authorized to release vehicle keys to that person. Requests to check out vehicles from persons other than the employee for which a vehicle has been scheduled may be denied.

Failure to pick up a vehicle in a timely manner may result in cancellation of said reservation.

At vehicle check out time, Public Safety provides drivers with a Vehicle Trip Sheet, which offers instructions in case of breakdown or accident. Drivers are to record the vehicle odometer (not trip meter) reading, on the Vehicle Trip Sheet prior to departure.

Copies of the Vehicle Trip Sheet will be provided in advance for drivers wishing to review this information. Call x4177 to receive a copy.

Returning vehicles:

Vehicles are to be returned by the time indicated at the time of scheduling. Failure to comply may greatly inconvenience another traveling group.

Fleet vehicles are to be returned nightly to the Public Safety vehicle parking area unless away on authorized and scheduled overnight trips. Vehicle keys, state credit card and completed VEHICLE TRIP SHEET are to be returned to the Public Safety dispatcher.

Certain circumstances may warrant a fleet vehicle to be parked at a personal residence overnight, however, permission must be obtained prior to doing so.

COST FOR UNIVERSITY VEHICLE USE:

Cars             $0.30 per mile

Mini-Vans    $0.35 per mile

Full-size vans $0.40 per mile

Minibus *     $0.59 per mile

There is not a per day or fuel charge.  Short trip charge--minimum $15.00.

* Contracted University drivers are guaranteed a minimum of three hours wage reimbursement if scheduled for other than regular employment hours. Overtime charges may apply.

VEHICLE-RELATED EXPENSES

A credit card is attached to each vehicle key ring. This card is for the purchase of fuel for the vehicle bearing the state license plate designated on the face of the card and is not to be used purchase gasoline for privately owned vehicles. A PIN or ID number and odometer reading will be required at the time of sale.  The PIN is the license plate number (i.e., 17-0797M) 6 numbers.  Do NOT input the hyphen or M.  For example 170797 is the pin for the above listed license plate.  These cards work well at the pump.  In the event that the Voyager card does not work at the pump, have the clerk run the card manually.  There is a code on the lower right hand corner (RC31 0807) that must be entered.  IF this fails, have the clerk call the 800 number listed on the back of the card.  Voyager Customer service1-800-987-6591.

The credit card attached to the key ring may be used for fuel purchase only and may be used only at the following stations: AMOCO, ASHLAND, BP, BP PROCARE, CENEX, CHEVRON, CHEVRON AVIATION, CITGO, CLARK, COASTAL, CONOCO, EXXON, EXXON AVIATION, FINA, GETTY, GULF, HOLIDAY, INDEPENDENT LOCATIONS, JIFFY LUBE, KEYSTONE, KUM & GO, KWIKFILL, MARATHON, MOBIL, PHILLIPS 66, PHILLIPS AVIATION, RICH, SHEETZ, SHELL, SINCLAIR, SUNOCO, SUPER AMERICA, TESORO ALASKA, TEXACO, TEXACO AVIATION, TEXACO EXPRESS LUBE, TOTAL, TRADE OIL, UNI-MARTS, USOIL, WILCO.

Vehicle supplies (other than gasoline), maintenance costs and repairs must be paid for personally. Reimbursement approvals and arrangements must be made with Physical Plant. A request for reimbursement form may be obtained from the Public Safety receptionist or on the Public Safety web page.

SEAT BELT REQUIREMENTS

Public Safety requires that all passengers be secured by seat belts. Drivers are to take reasonable action to ensure this is done.

In Missouri:

    Front seat occupants must be secured by a seat belt.

    Seat belts are required for children 4-16 anywhere in the vehicle.

    The driver is responsible for passengers under 16.

    Passengers 16 and over are responsible for themselves.

* Exemptions:

    Physical condition that prevents use of belt.

Seat belt laws may vary from state to state.

PETS

Not allowed in University vehicles unless required due to physical disability.

ALCOHOL AND/OR CONTROLLED SUBSTANCES

May be neither used nor transported in University vehicles. It is the responsibility of the driver to enforce

this regulation.

SPEED CONTROL DEVICES (RADAR DETECTORS)

Not recommended.

SMOKING IN UNIVERSITY VEHICLES

Not permitted.

TRANSPORTING FIREARMS/HAZARDOUS MATERIALS

Any trip coordinator anticipating the storing or transportation of any hazardous materials or firearms in University vehicles shall be required to:

Obtain advance written permission from the responsible administrative head with a copy being filed with Public Safety prior to departure

Review and comply with all laws and regulations relating to these substances.

File complete driver/passenger list with Public Safety prior to departure.

For further details about the handling and transport of hazardous materials, refer to U.S. DOT P 5800.5 (U.S. Department of Transportation publication 5800.5 - Emergency Response Guidebook) and/or the Code of Federal Regulation, Federal Statute 172.101.

CROSSING U.S. BORDERS

Truman State University fleet vehicles are not allowed to cross U.S. Borders per the State of Missouri Department of Risk Management.

CAPACITY/LOAD LIMITS

Overloading usually results in discomfort, vehicle stress, and unsafe traveling conditions and should be avoided. Public Safety regulates:

Passenger limits (including driver): 9 or fewer for vans, 7 or fewer for minivans, 4 or fewer for cars.

Do not use vehicles for purposes for which they are not designed (i.e. using cars as cargo carriers).

Do not haul or tow things heavier than the vehicles can easily accommodate.

IN CASE OF BREAKDOWN

1. Remove vehicle from roadway. Assess your situation.

2. Repair the vehicle, have it repaired, or have it towed for repair.

Call Physical Plant Office (8 a.m. to 5 p.m., Monday through Friday) for instructions: (660) 785-4200.

After office hours, contact the Department of Public Safety: Phone: (660) 785-4176 or (800) 773-5435 or FAX: (660) 785-7482

IF AN ACCIDENT OCCURS

1. STOP. Set up warning for traffic from both directions or move vehicle to a safe location close to the scene.

2. Get medical aid if needed.

3. Report to police.

4. Fill out and exchange information. (Liability insurance by the State of Missouri).

DO NOT

1. Admit liability for the accident.

2. Promise any settlement by the University.

3. Leave the scene of the accident -- doing so is a criminal offense.

CALL AN OFFICER

Notify local police, county sheriff or nearest high- way patrol prior to leaving the scene of the accident.

Even where there is no injury or serious property damage, it is advisable to request that a report be made. An official report may greatly assist you later if any claim for liability is made.

STATEMENTS AND COMMENTS

Be cooperative and courteous with police officers and with other vehicle driver.

Do not talk unnecessarily about the accident. Try to make only statements of fact and avoid assumptions or conclusions.

Do not admit liability or responsibility for the accident. Your emotions at the time of the accident may influence your judgment. Responsibility for the accident can be better determined at a later date.

RECORD INFORMATION IMMEDIATELY:

FROM THE OTHER DRIVER:

-- Name, address, telephone number

-- Driver's license number

-- Insurance company.

FROM THE OTHER VEHICLE:

-- Registration number (license plate number)

FROM WITNESSES (if no police report or investigation can be made)

-- Names and addresses of witnesses (both eye-witnesses and others who might have information about any of the circumstances of the accident.)

PAY NOTHING

Make no immediate payment of any kind to the other party. Do not promise that the University will make a payment.

LIABILITY COVERAGE

University vehicles are insured with liability coverage by the State of Missouri when driver is an employee of Truman State University and if vehicle is being used for University business.

NOTIFY PROPER OFFICES

Notify Public Safety as soon as possible. Call (660) 785-4176 or (800)-773-5935. File a written report, including complete passenger list, with Public Safety upon completion of the trip.

WAIVERS OF POLICY

Any waivers of this policy must be specifically approved in writing by either the president of the University or the Director Public Safety. Such waivers or exceptions will be limited to special circumstances, which do not violate the spirit of the policy.

PUBLIC SAFETY ASKS YOUR COOPERATION IN ENFORCING THIS POLICY AND YOUR HELP IN WORKING OUT ANY PROBLEMS WHICH MAY ARISE IN CONNECTION WITH THIS POLICY.