Passenger Vans Procedures – January 25, 2011
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PASSENGER VANS PROCEDURES
Procedure
Type:
Management
Initially
Approved:
January 25, 2011
Procedure
Sponsor:
Vice-President,
Finance and
Administration
Last
Revised:
January 25, 2011
Administrative
Responsibility:
AVP, Financial
Services and Risk
Management
Review
Scheduled:
May 1, 2025
Approver:
Executive Leadership Team
A.
PROCEDURES
1.
INTRODUCTION
1.1
The purpose of this procedure is to provide a service to Mount Royal Departments;
to protect Mount Royal’s assets and to manage liability associated with the use of
Vehicles by Mount Royal employees.
1.2
Mount Royal Vehicles are available for the use of all Departments and may be
booked through Parking Services.
1.3
Vehicles are to be used for official Mount Royal business only. They cannot be
used for social events or personal use.
2.
PROCEDURES
2.1
Bookings may be made at any time with Parking Services. Confirmations of
bookings will be made at least six (6) weeks prior to the date that the Vehicle is
required.
2.2
Vehicles are available on a first come first served basis. When requests from
different Departments are received for the same date, priority will be given in the
following order:
a.
Credit program activity.
b.
Other core funded activities.
c.
Non-credit activities.
d.
Other earned revenue activities.
Parking Services reserves the right to refuse a booking request, based on any
previous violations of this procedure.
2.3
If Parking Services does not have a vehicle available, it will issue a Vehicle Rental
Authorization (VRA) number to the user group. To reduce the risk of
miscommunication, the user group will make arrangements with Mount Royal’s
preferred rental agency, providing the VRA and charging the rental to a standing
Passenger Vans Procedures – January 25, 2011
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purchase order. The driver will be responsible for providing the VRA, official Mount
Royal identification and a valid Alberta Class 4, 2 or 1 driver’s license when picking
the Vehicle up. The user Department will be responsible for any damage to the
Vehicle caused by negligence.
2.4
A minimum of 48 hours’ notice is appreciated for cancellations.
2.5
Vehicles must not to be kept overnight at any individual’s home unless prior
permission has been obtained from Parking Services. Permission will only be
granted when arrival back at Mount Royal would be later than 9:00 p.m.
2.6
User Departments are responsible for all fuel costs and are expected to return the
Vehicle with a full tank of gas and remove all garbage and personal belongings.
Failure to adhere with these procedures may result in cancellation of Vehicle
booking privileges.
2.7
Accidents
a.
Accidents or incidents on campus must be reported to Security Services
immediately.
b.
Accidents off campus must be reported to the appropriate local police or
RCMP where:
i. Damage exceeds $1,000.
ii. A stationary object is struck.
iii. Personal injuries are sustained.
c.
All accidents, incidents and damages that occur off campus, must be
reported to Security Services upon return to Mount Royal and an incident
report completed.
2.8
Drivers
a.
Drivers must be full-time or part-time continuing employees of Mount
Royal. Drivers must have a completed and signed Driver Authorization
Agreement Form for Passenger Vans and be familiar with the Use of
Passenger Vans Policy.
b.
All drivers will be required to successfully complete a driver proficiency test
demonstrating vehicle handling skills (driving, turning, backing up, parking,
etc.). If the driver intends to tow a trailer, the proficiency test will also
include towing skills.
c.
It is the driver’s responsibility to obey the Highway Traffic Act and any
applicable laws or by-laws while a Mount Royal Vehicle is in their care and
possession.
d.
Drivers are personally responsible for any tickets, fines or other charges
incurred while using Mount Royal Vehicles.
e.
Departments shall be responsible for all damages incurred due to
negligence.
Passenger Vans Procedures – January 25, 2011
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4.
BOOKING PROCEDURE
4.1
A Vehicle may be reserved, subject to availability, by completing a Booking Form
for Passenger Vans. The completed form must be sent to Parking Services.
Incomplete forms will be returned to the Department.
4.2
Bookings will not be accepted by telephone.
4.3
All persons driving the Vehicle must be included when booking the Vehicle. The
drivers must meet all the qualifications outlined in this Policy. Also, a list of all
passengers must be provided to the Parking Services office prior to the vehicle
keys being given to the driver.
4.4
Parking Services will confirm the booking with the Department.
5.
VEHICLE PICK-UP AND DROP-OFF
5.1
Vehicle keys may be picked up from the Parking Services Office during normal
business hours. A Parking Services employee will accompany the driver to perform
an inspection of the Vehicle, using a Fleet Vehicle Inspection form. When both
parties are satisfied, the keys are signed over to the driver.
5.2
Upon return to campus, the van must be parked in the designated area and the
keys returned, in person, to the Parking Office.
5.3
The Vehicle must be returned clean and all garbage removed.
5.4
A Parking Services employee will accompany the driver to perform an inspection
of the Vehicle, using the same Fleet Vehicle Inspection form that was used when
the Vehicle was signed out. When both parties are satisfied, the vehicle is signed
over to Parking and Transportation Services.
B.
DEFINITIONS
(1)
Mount Royal Vehicle:
is any Vehicle leased or owned by the institution or rented
for the purpose of Mount Royal business
(2)
Policy:
means the Passenger Vans Policy
(3)
University:
means Mount Royal University
C.
RELATED POLICIES
•
Passenger Vans Policy
D.
RELATED LEGISLATION
•
Alberta Highway Traffic Act
Passenger Vans Procedures – January 25, 2011
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E.
RELATED DOCUMENTS
•
Booking Form for Passenger Vans.
•
Driver Authorization Agreement Form for Passenger Vans.
•
Fleet Vehicle Inspection for Passenger Vans Form.
•
Passenger List for Passenger Vans.
F.
REVISION HISTORY
Date
(mm,dd,yyyy)
Description of
Change
Sections
Author
(Position Title)
Approver
(Position Title)
01/25/2011
NEW
01/23/2020
Editorial
Position Title Update Policy Specialist
University Secretary