Overview

This procedure establishes general standards which govern the use of the Fleet operated on behalf of the University.

1. Operating Units must:

• Ensure Fleet is purchased as specified in the Procedure for Acquisition of Fleet;
• Ensure all employees who operate the Fleet have submitted an Application for Driver Privileges Form to Facilities Management and have received approval;
• Ensure that employees are aware of all procedures related to the use of University owned or leased Fleet;
• Ensure employees have completed the driver awareness training program and any other additional training as specified by Facilities Management; 
• Monitor usage of the Fleet by way of Global Positioning System (GPS) devices and associated software to ensure compliance with procedures and guidelines;
• Adhere to preventative maintenance schedules, inspection requirements and the keeping of maintenance records to ensure high standards of vehicle operation and efficiency;
• Ensure a Fleet Unit is disposed of in a safe and appropriate manner as per the Procedure for Fleet Disposal and Revenue Distribution from Sale of Surplus Assets. Operating Units are responsible for coordinating with Facilities Management to ensure removal of GPS devices, fire extinguisher, first aid kit, seasonal tires, etc.

2. Authorized Operators must:

• Comply with the applicable laws as set out by the Highway Traffic Act, Motor Vehicle Safety Act, Motor Vehicle Transport Act, Transport Canada and Transportation of Dangerous Goods Act;
• Comply with the Fleet Management policy and related procedures;
• Wear safety belts at all times while the Fleet Unit is in motion. Authorized Operators are expected to enforce this requirement and should not operate unless all passengers have their safety belt on;
• Not operate a Fleet Unit while under the influence of drugs, alcohol or medications that may cause impairment;
• Not transport any alcohol or drugs unless it is being transported for an approved University activity. In which case, it must be sealed, covered and if possible locked in the Fleet Unit’s trunk;
• Not use any electronic devices while operating the Fleet Unit;
• Complete all required Fleet safety inspections and checklists, as required in the Procedure for Safe Operation of Fleet;
• Ensure that the insurance card and registration card are in the Fleet Unit;
• Wear appropriate personal protective equipment where designated by the University and/or applicable legislation/best practice; 
• Refrain from using a Fleet Unit for personal use. Fleet is to be used for business use only which has been preapproved by the Unit Head and/or supervisor;
• Complete the Facilities Management recommended online, self-paced driver awareness training program and any other additional training recommended by Facilities Management;
• Report and provide to the Unit Head and/or supervisor and Facilities Management any ticket issuances, accident reports and commercial inspection reports within 24 hours of an incident with a Fleet Unit;
• In the event of having their driver’s license suspended, immediately discontinue use of a Fleet Unit and notify the Unit Head and/or supervisor and Facilities Management immediately;
• Ensure that the Fleet Unit being operated is permitted by the class type on their driver’s license;
• Be aware that they are personally responsible for all infractions and penalties that result during the course of operating a Fleet Unit while under their control/responsibility;
• Follow guidelines for reporting accidents as outlined in procedure “Reporting Accidents with Fleet”;
• Be aware that any accidents involving Fleet that are reported to the police will generate a report that is made available to local insurance companies, and the driver’s personal vehicle insurance premiums may increase. The University takes no responsibility for any such increase;
• Keep the Fleet Unit clean and tidy at all times;
• Ensure maintenance binders are present in the Fleet Unit for Fleet over 4500kg, as outlined in the Procedure for Fleet Maintenance; 
• Comply with the Fuel program and follow any guidelines for fuel conservation including avoiding idling wherever possible and taking the most direct route to minimize vehicle mileage;
• Avoid aggressive driving, harsh acceleration, sharp cornering, and sudden stops whenever possible; 
• Not smoke or vape in a Fleet Unit;
• Not vandalize, tamper, damage or otherwise alter the Fleet Unit including not using a GPS jammer.

3. Facilities Management will:

• Support Operating Units in the acquisition, operation, maintenance, and disposal of a Fleet Unit through its Fleet Management Program;
• Evaluate Application for Driver Privileges Forms submitted by employees seeking driving privileges and the Lead Contracts, Materials and Fleet, Facilities Management (Fleet Lead) will notify the employee and the Operating Unit, if approved; 
• Ensure new Fleet are equipped with decals, appropriate registration, fuel and maintenance cards, safety equipment, proof of insurance, GPS tracking devices with tamper proof cases, key fobs and Winter Tires.  - at a cost to the Operating Unit;
• Request, collect and maintain the Driver Abstract records for operators of the Fleet as per the Procedure for Authorization of Driver Privileges;
• Provide ongoing support for Fleet Units including annual registration, replacement of fleet and maintenance cards, GPS replacement and maintenance and key fob replacement and maintenance;
• Monitor fuel usage, frequency of vehicle idling, maintenance and inspection records and other metrics to ensure the successful administration of the Fleet Management Program;
• Conduct regular reviews of all documentation maintained by the Operating Units with respect to Fleet to ensure compliance with the Fleet Management Program;
• Confirm that any references to Memorial University, including decals, have been removed prior to a sale and/or disposal of Fleet;

• Prioritize the replacement of older inefficient Fleet Units with higher fuel efficiency rating units and features which ensure reduced fuel consumption;
• Recommend establishing alternative fuel infrastructure where feasible, including electric vehicle charging stations. Additionally, during Fleet refreshes, conduct both upfront and long-term cost analyses comparing electric vehicles to their gasoline counterparts.