Purpose

To outline the authority, responsibilities and related procedures for the purchase, lease, rental, operation, or disposal of Memorial University’s Fleet, ensuring it is managed in a safe, centralized, sustainable and efficient manner.

Scope

University-wide (includes all campuses/locations) and applies to all Fleet owned and/or operated by the University, including Fleet to be used in projects supported by grants.

Definitions

Authorized Operators:

• Have an appropriate and valid driver's license recognized within the province of Newfoundland and Labrador; 
•  Have submitted a driving record (abstract) issued within the last 12 months;
• Meet the Driver Qualification Criteria as specified in the Procedure for Authorization of Driver Privileges
• Have an approved Application for Driving Privileges Form on file with Facilities Management;
• Have completed the on-line, self-paced driver awareness training program as specified by the Fleet Management Program which focuses on safe and efficient driving habits;
• Are an “Authorized University Member” – see definition below.

Authorized Passenger- Any person(s) in the Fleet Unit at the University's request and is not actively operating the Fleet Unit. Examples of authorized passengers include University Members participating in approved field trips, off-campus events, visiting faculty/staff, visiting artists or Newfoundland and Labrador recognized within the province of speakers, government representatives, members of visiting athletic teams, or community organizations. All other passengers are prohibited from travelling in a Fleet Unit.

Authorized University Member- Any individual who is:

• Employed by the University or holds an appointment with the University, including paid, unpaid and/or honorific appointments (“Employee”);
• Registered as a student, in accordance with academic regulations.

Driver Abstract - A government issued document that provides a summary of an individual’s driving history, including demerit points, convictions and suspensions.

Facilities Management - The Facilities Management department located at the St. John’s campus.

Fleet (or Fleet Unit) - Vehicles, equipment or any means of conveyance owned, rented or leased by the University for business use.

Fleet Lead - The position responsible for the centralized coordination and successful operation of the Fleet Management Program. The Lead Contracts, Materials and Fleet position in Facilities Management at St. John’s Campus is the Fleet Lead.

Fleet Management Program - A program of policies, procedures, standards, schedules, guidelines and practices that provides a safe, centralized, sustainable and efficient system for the management University Fleet, in compliance with relevant legislative, regulatory and policy requirements.

Lease or Rental - Any vehicle lease or rental for longer than a 30-day period. Any vehicle lease or rental for periods less than 30 days are subject to Travel - General policy.

Operating Unit - The department/faculty within the University who has ownership over the Fleet Unit and is responsible for the operation, service, maintenance, inspection and accident reporting of the Fleet Unit.

Strategic Procurement Office (SPO) - The Strategic Procurement Office, Department of Financial and Administrative Services, located at St. John’s campus.

Unit Head - Deans, Department Heads, Division Heads, Heads of Schools, Directors, Executive Directors, the University Registrar, Associate Vice-Presidents and Vice-Presidents, as applicable.

Unauthorized Operators - are individuals who:

• Are not University Members, including the spouse, partner, children, family member,
• friend or neighbor of an Authorized Operator or a member of the general public;
• Do not meet the definition of an “Authorized Operator”;
• Are not listed on the rental contract;
• Do not have the authorization to rent in the name of the University.

Unauthorized Use - Operation of the Fleet which engages in activities not aligned with this policy, the Highway Traffic Act, Transport Canada’s policies and programs (or the relevant province/countries equivalent vehicle regulations) or, other University policies. Any unauthorized use of a Fleet Unit by an Unauthorized Operator is prohibited and may be subject to disciplinary action up to and including termination.

University - Memorial University of Newfoundland.

Policy

Memorial University owns and operates a Fleet used by Authorized Operators when conducting University business. Facilities Management is responsible for the centralized coordination and successful operation of this policy through its Fleet Management Program. The oversight and monitoring of the Fleet Management Program will be conducted by the Director, Financial and Administrative Services within Facilities Management. Facilities Management retains the right to review all records maintained by the Operating Unit with regard to the Fleet Management Program. Authorized Operators, under the supervision of their Unit Heads, must at all times operate and care for the Fleet in a safe, efficient and professional manner in accordance with current traffic regulations and the relevant University policy and procedures.

Unit Heads ensure that policy is followed and the proper procedures are observed when purchasing, leasing, renting, operating and disposing of the Fleet in units under their jurisdiction. Unit Heads also determine what is considered authorized use for the Operating Unit.

The University carries insurance on University owned Fleet (excluding boats) to cover public liability, public damage, (PL, PD), and specified perils (Specified perils include fire and theft). On Fleet leased by the University, collision coverage and comprehensive are carried in addition to the above (Comprehensive includes fire, theft, glass, etc). Boats are covered under the Insurance Coverage – Property and Liability Policy.

Any request for provisions beyond those stated in this policy and procedures must be directed to the Vice-President (Administration, Finance and Advancement).

Related Documents

Travel – General
Fleet Acquisition Form (FAF)
Application for Driving Privileges Form
Memorial University Traffic and Parking Regulations
Accident/Incident Report Form

Procedures: