Policy No. 4:08:00:00


SUBJECT:  Motor Vehicles

The purpose of this policy is to establish the minimum regulations and procedures concerning the maintenance and operation of motor vehicles by employees of Cleveland State Community College.

  1. Definitions
    1. “State vehicle” or “motor vehicle” - any motor vehicle owned by Cleveland State Community College or purchased or leased from state funds.
    2. “Employee” - any person employed full- or part-time by Cleveland State Community College.
  2. General Provisions
    1. Motor vehicles are maintained to facilitate the official business of Cleveland State Community College.  It is the responsibility of all employees who use state vehicles to ensure the efficient and economical utilization of such vehicles.
    2. All state vehicles shall be used in accordance with the provisions of this policy.
    3. All state vehicles shall be marked in accordance with the current TBR Marking Plan as contained in TBR Policy No. 4:03:02:00.
  3. Motor Pools
    1. The Department of Plant Operations maintains the central motor pool from which vehicles may be dispatched by employees for official business.
    2. An employee who needs to use a motor vehicle on state business shall use a pool dispatched vehicle if one is available, unless the employee elects and obtains authorization to use a personally-owned vehicle as provided in the Board’s General Travel Policies and Procedures (TBR Policy No. 4:03:03:00).
    3. Motor pool vehicles shall be available for either trip assignments or special assignments.  Motor pool vehicles available for trip assignments will be centrally controlled and made available for specific trips and returned to the motor pool upon completion of trips and shall be used only for official business and not for personal use.  Special assignment of motor pool vehicles may be made to a division or a person when necessary for use on a regular basis.  Motor pool vehicles, including those used for trip assignments and special assignments, may not be used for commuting purposes unless the employee:
      1. is departing upon or returning from an official trip away from his or her headquarters or the employee needs the vehicle to conduct college business after regular working hours or before his or her usual working hours on the next day (Note:  approval by the executive administrator, Vice President for Finance and Advancement and President is required in order for an employee to maintain a state vehicle at his or her home overnight); or
      2. has been recommended by the President and approved by the Chancellor to be authorized to use the vehicle for commuting purposes.
  4. Authorized Operators and Passengers
    1. Only employees of Cleveland State with proper departmental authorization may be authorized to operate a state vehicle for official business.  Authorization to use a state vehicle shall be limited to official use within the scope of employment of the employee.
    2. All employees must have a valid driver’s license prior to being authorized to operate a state vehicle.
    3. Passengers in state vehicles shall be limited to the following:
      1. employees of Cleveland State Community College when within the scope of employment;
      2. students of Cleveland State Community College engaged in college activities; and
      3. other persons when it is necessary for them to accompany an employee on official business or as guests of the college.
  5. Penalties for Misuse of Vehicles
    1. Employees who misuse vehicles will be subject to disciplinary sanctions, depending upon the magnitude of the misuse and the frequency with which it has occurred.  Misuse includes any of the following:
      1. Utilization of radar detection devices in state vehicles;
      2. Violations of traffic laws; this includes exceeding posted speed limits, reckless driving, and illegal parking;
      3. Careless operation that results in damage to the vehicle or injury to persons or property;
      4. Use of a vehicle for personal business or unauthorized commuting purposes; or
      5. Use of a vehicle contrary to the provisions of this policy.
    2. The President or the Chancellor will determine the penalty appropriate for each violation; and in addition may require the employee to pay for damages to the vehicle caused by misuse.
  6. Exceptions
    Any exception to this policy must be recommended by the executive administrator and President and approved in writing by the Chancellor.

Source:  TBR Policy No. 4:03:02:00
Revised:  January 1, 1993; January 17, 1997