ADMINISTRATIVE RULE NO: 5045-03
RELATED TO POLICY SERIES NO: 5045
TITLE: USE OF COLLEGE-OWNED, RENTED, OR PERSONALLY OWNED EQUIPMENT
To comply with Oregon Revised Statute 244 and Oregon Government Standards and Practices Commission Advisory Opinion Number 98A – 1003 in the use of college- owned/rented or personally owned equipment.
College-owned or rented equipment shall be used only for college-related business. Regardless of its location, college equipment shall be used in conformance with Oregon Revised Statute 244 and Oregon Government Standards and Practices Commission Advisory Opinion Number 98A – 1003.
No college employee or student may operate a college-owned or rented vehicle without first submitting a signed Driver Status Report form to the Safety and Loss Prevention Department, be in compliance with the college driving guidelines as an approved driver, be over 19 years of age, and have at least three years driving experience from the date of his/her original licensure.College employees or students who drive personal vehicles on college-related business are required to have in force the state mandated minimum automobile liability insurance and have submitted the Driver Status Report form to be an approved driver for LBCC.
A recent history of moving violations and/or accidents may prevent an employee or student from becoming an approved driver. In addition, drivers shall successfully complete a college-approved van driver training course prior to driving a van on college-authorized trips with renewal training certification every two years for three consecutive renewal cycles. Van drivers must understand the specific limitations of the vehicle before driving. Departments and drivers shall comply with established billing, reservation, and notification requirements.
- Drivers must follow all state laws when driving on college business.
- Seat belts must be worn at all times by the driver and all passengers.
- No roof racks or trailers may be used with any van.
- Loading of passengers (and luggage/equipment) should be placed so that the center of gravity is centered in the vehicle. The vehicle should not be overloaded (check vehicle manual). A maximum of 12 people (including the driver) in a 15- passenger van is permitted.
- Driving past 12:00 a.m. is not recommended under routine circumstances. If driving is conducted past midnight, then an auxiliary driver will be seated up with the driver to assist in driving. Driver fatigue shall be monitored by passengers and addressed by breaks and/or relief drivers.
- Drivers are encouraged to take time of day and road conditions into consideration and drive more slowly than the speed limit if those conditions warrant.
- When inclement weather such as ice on the roads, dense fog, freezing rain, and heavy snow make travel unsafe, drivers shall seek shelter and refrain from driving until road conditions improve when inclement weather such as ice on the roads, dense fog, freezing rain, and heavy snow make travel unsafe.
- All vans shall carry a flashlight, road warning device (flares), first aid kit, and small fire extinguisher.
- Drivers shall not use a cell phone while the vehicle is in motion.
- No alcohol, drugs, or over-the-counter medications that impair driver safety are allowed.
College-issued cellular telephones shall be used only for college business.
- Criteria for Issuance and Use of a Cellular Telephone
- There must be a demonstrable, documentable need for an employee to have a college-issued cellular phone for college business reasons.
- Issuance of a college cellular phone shall be approved by the employee's supervisor and their vice president.
- Employees are prohibited from using college-issued cell phones for personal use except in emergency situations or extenuating circumstances, such as the need to phone home when the employee is off campus and college business requires them to work past a scheduled work hour.
- Phones, if approved, will be supplied by the college and become college property. The usage plan will be a college-administered and purchased plan. The employee will not choose providers or phones.
- The employee and his/her supervisor, or designee, are responsible for reviewing phone bills and identifying personal calls beyond de minimus use. Personal call history may be used to rescind approval of college issued cellular phone.
- Departments issuing cell phones are responsible for keeping cell phone statements. The statements are a public record subject to the LBCC archiving policy.
- When individuals change positions within the college, the continuing need/justification for a college-issued phone will be reviewed by the employee's new supervisor and vice president.
When an employee has a demonstrable, documentable need for a portable device to conduct college business, the employee and his/her supervisor will consult with Information Services to determine the appropriate device to meet user and college needs. Purchase of the device will be coordinated through Information Services and charged to the user’s department M&S funds. The device will remain the property of the college. If a device is not approved by Information Services, it may not be supportable or allowed on the campus network.
DATE OF ADOPTION: 08/13/84
DATE(S) OF REVISION(S): 08/20/85; 03/14/89; 09/15/98; 02/03/09; 05/02/11, 6/2013; 10/03/13, 12/1/16; 1/3/19; 1/7/21
DATE OF LAST REVIEW: 10/03/13, 12/1/16; 1/3/19