Procedure:   Vehicle Scheduling and Use
Department:  Facilities Management and Planning
Contact:        David Willis, (541) 463-5566          willisd@lanecc.edu

In General.  Vehicles, including passenger cars and vans, are available for use by the college staff on approved college business.  These vehicles will be assigned on a first-come, first-served basis, except when the vehicle involved has been purchased by the motor pool to meet special needs of an individual department.  In this instance, that department will have priority as much as possible.  Vehicle scheduling may be changed by Facilities Management and Planning, in instances where this would benefit the college.  To schedule a vehicle, email motorpool@lanecc.edu or call Facilities Management and Planning (541) 463-5216, at least 24 hours in advance of a planned trip.  Departments should schedule LCC Motor Pool vehicles first before using outside sources.

All drivers of any vehicle owned by Lane must possess a valid Oregon driver's license.

All Lane drivers must be certified by Facilities Management and Planning before using college vehicles.  This certification consists of registering the driver's license with Facilities Management and Planning and a possible review of their driving record.  The certification must be renewed at least annually.

Vehicle Charges. The rate schedule is as follows (minimum fee is $10.00):  

 Car and mini-van usage $.40 per actual mile driven
 Van usage $.50 per actual mile driven
 

Procedures.  The following procedures will govern vehicle scheduling and use.

1. Initial vehicle reservations may be made through 25Live or by contacting Facilities Management and Planning motorpool@lanecc.edu, followed up with a Work Order to Facilities Management and Planning before the vehicle is checked out. The Work Order must contain the following:  

a. Proper approval signature (budget authority);
b. Account number (24-digit Banner FOAP) to be charged;
c. Date(s) and time of vehicle use;
d. Approximate time of return;
e. Purpose of trip; and
f.  Driver's name.
 

4. Vehicles must be returned on time.  Delays will disrupt the schedule of subsequent users. Gross negligence, such as failure to report an accident, will result in a loss of vehicle privileges.

5. Vehicle gas tanks will not be filled off campus unless necessary to return to campus.  A gas pump, operated by Facilities Management and Planning, is located near the northeast corner of Campus Services, Building 7.

6. Whenever a vehicle is filled with gas off campus, the oil level must be checked.

7. All damages and/or accidents must be reported on the proper accident forms immediately upon return to campus.

8. All drivers must exercise reasonable care for emergency equipment stored in the vehicles.  The driver's department will be charged for any loss of such equipment.  An emergency equipment check-off list is a part of the vehicle packet.

9. Family members are not permitted to accompany staff on trips made in motor pool vehicles, unless they are also staff members or are students conducting business for the college or on an assigned field trip.

10. Vehicle operators must observe safe and legal driving practices.  They will be held personally responsible for any citations received during a trip except for cases involving equipment failure.  In case of equipment failure, the college may check out the equipment and provide certifications to the driver for his/her legal defense.

11. All drivers and passengers in college vehicles must use seat belts.

12. No LCC vehicles are to be parked at user’s home overnight. Vehicles should be returned to the LCC Main campus when not in use.

Driver Regulations.  The following regulations apply to all drivers, either primary or backup, of the Lane Community College vehicles while transporting students or other scheduled passengers on college business.  They do not apply to persons who must drive college vehicles during an emergency or for maintenance.

1. All drivers must be employees of Lane Community College, or an authorized volunteer.

2. All drivers must possess a valid Oregon Driver’s License and must be at least 18 years of age.

3. All drivers must submit a passenger list to include names of passengers, whom to notify for each passenger in the event of an emergency, and the appropriate telephone numbers, prior to receiving the vehicle packet.

4. A college employee must accompany any college vehicle on all trips.

Eleven-Passenger, Dual Wheel Vans. All drivers must attend a mandatory training before they will be able to schedule or use vans. Facilities Management and Planning department will provide information to individual departments for the scheduling of van training.  After attending training all potential drivers must sign a statement saying that he/she has attended the van training.

Mechanical Vehicle Failure:  If you are stranded due to vehicle mechanical failure, and you are within 20 miles of the college, contact the main campus Facilities Office at extension 5216 for a ride back to the campus.  The Facilities Office will make arrangements to have the vehicle towed back to the campus.  If you are stranded farther than 20 miles from the main campus, contact the facilities office at extension 5216 and arrangements will be made to make sure you get a ride back to the main campus.  If you cannot reach anyone at the main campus Facilities office, contact the Public Safety office at 541-463-5558 or 5555 after hours.  If mechanical failure of the motor pool vehicle has occurred and you are farther than 20 miles from the campus, you may also contact David Willis on his cell phone at 541-977-7001.  Our motor pool vehicles have proven to be very reliable so the risk of a motor pool vehicle mechanical failure is very low.

Repairs to college vehicles.  No repairs will be done to college vehicles without prior approval from Facilities Management and Planning.  Individual departments may be charged if repairs are done without prior approval from Facilities Management and Planning.

Revocation of driving privileges.  Any person who has been identified as a problem driver or who has established a bad driving record (i.e. three driving violations/accidents within a three year period) may have their college vehicle driving privileges revoked. The following progressive driving revocations of motor pool vehicle driving privileges will be enforced:

1. One driving violation (no accident): Notification to driver, citations paid by driver, no loss of driving privileges.
2. One driving violation that resulted in an accident (no fault):  same as number 1.
3. One driving violation that resulted in an accident (fault):  Notification to driver, citations paid by the driver, up to 1 year loss of driving privileges will be considered—depending on the magnitude of the driving violation.
4. Two driving violations:  Notification to driver, citations paid by driver, up to 2 year loss of driving privileges, depending on the magnitude of the driving violations.  If an accident is incurred with fault, the driver may permanently lose motor pool vehicle driving privileges.
5. Three driving violations:  Notification to driver, citations paid by driver, and a permanent loss of motor pool driving privileges. 
6. If damage is noted of the motor pool vehicle and is not reported when then vehicle is returned, the driver will be notified, and the driver may permanently lose driving privileges of motor pool vehicles—depending on the extent of the damage.