The purpose of this policy is to manage a designated pool of University-operated vehicles in a manner that best serves the entire St. Mary’s community. The policy serves as a guide to the efficient and fair use of these vehicles, and delineates driver eligibility and responsibilities, as well as reservation and accident reporting procedures.
The Vehicle Pool Program is a system of managing a limited set of vehicles that are leased and/or owned by the University, and operated for the express purpose of conducting official St. Mary’s business. The Program is facilitated by the St. Mary’s Facilities Services Department and supervised by the Facilities Administrator.
A list of vehicles governed by the Program is available in the Facilities Services Department and does not include private vehicles or vehicles not explicitly included in the pool.
Members of the St. Mary’s community, including faculty, staff, students, and Marianists, may reserve vehicles in the Vehicle Pool Program for official University business.
Any member of the University community may reserve the vehicles in the Vehicle Pool Program; however, only certified drivers that are registered in the Program may operate the vehicles.
All currently employed St. Mary’s faculty and staff (full-time, part-time and adjunct), as well as graduate student assistants are eligible to become certified drivers and register for the Program if the following criteria are met:
To apply, an interested driver must complete an application for acceptance into the University’s Certification Orientation that is available in the University Police Department. In addition, the applicant must submit the following items along with the application:
NOTE: The driver must maintain a clear driving record to remain certified. Receipt of a negative DPS report during the period of participation in the Program will result in immediate termination of driving privileges.
To be certified, an applicant must complete the University’s Driver Certification Orientation administered by the University Police Department. Once completed, the applicant will become a registered driver. The applicant’s Certificate of Completion of the University’s Driver Orientation will be kept on file in the University Police Office.
The applicant must re-take the University’s Driver Orientation every three years to maintain certification. Drivers between the ages of 21 and 24 must take the University’s Driver Orientation every year.
All reservations are made by contacting the Facilities Services Department, by phone or e-mail. The nominal use fee of leasing a vehicle is $25.00 per day. The Office will maintain a schedule for each of the vehicles within the Vehicle Pool. (Note: The Athletics Department has designated vehicles for their use that are not required to follow this reservation process, however all other rules and regulations apply to those vehicles as well.)
Vehicle keys must be picked up from, and returned to, the Facilities Services Department by the registered driver during business hours. After business hours and on weekends, vehicle keys should be returned to the University Police by the registered driver. An additional late rental use fee may be assessed if keys are returned after designated date indicated on Rental Agreement.
Registered drivers must have their current driver’s license in their possession when picking up a vehicle. Vehicles will not be released to anyone who does not present a valid license.
Keys will be placed in an envelope along with the following items:
Pool vehicles are located in a designated parking area, and are to be returned to the same location with a full tank of gasoline. All trash and personal items must be removed upon returning the vehicle to campus. An additional fee may be applied if a vehicle is returned without a full tank of gas and proper cleaning.
Registered drivers are expected to note the fuel level and the mileage on the envelope when returning keys.
Vehicles are to be locked when not in use, and stored in secure areas when parked off campus. The University is not responsible for lost or stolen items left in the vehicles.
Pool vehicles are to be used for official University business and not for personal use. In addition, the vehicles are limited for use in the State of Texas to areas within a 200 mile radius of the campus.
The University reserves the right to suspend or terminate the driving privileges of any registered driver. Some circumstances that might result in the loss of driving privileges include, but are not limited to:
Drivers may be held responsible for paying the full cost of damage associated with an accident if it is determined that use of the vehicle at the time of the accident was unauthorized. (See Section V-Insurance)
Mechanical problems encountered during a work day should be reported to the Facilities Services Department by calling 210-436-3335. After hours, on weekends and in emergency situations, drivers should seek the necessary assistance to repair the vehicle and use their University-issued credit card for payment.
The University’s general and automobile liability coverage is limited to personal injury and property damage to others caused by vehicles operated in the course and scope of the Vehicle Pool Program.
Faculty, staff and graduate student assistants who sustain injuries during the authorized use of a Vehicle Pool vehicle need to contact the Office of Human Resources for information about the Worker’s Compensation Program. Injuries sustained during an unauthorized use of a vehicle are not covered under the Worker’s Compensation Program.
The University’s insurance covers Vehicle Pool vehicles for physical damage caused by collision or comprehensive exposures, unless such damage is caused by or results from unauthorized use and/or negligence.
The driver of a vehicle is responsible for paying for the cost of damage associated with an accident if it is determined that the use of the vehicle was unauthorized or the vehicle was intentionally misused.
Unauthorized use and/or negligence include, but are not limited to:
Drivers of pool vehicles involved in an accident, regardless of fault, are required to complete the Property/Casualty Loss Report. This report form is located in the key envelope in the glove compartment of the vehicle and/or can be obtained at the Facilities Services Department and must be submitted by the next business day after returning to campus.
In addition, all damages, including those considered minor, such as cracked windshields and mirrors, scratches, etc., should be reported to the Facilities Services Department.
All accidents involving injuries or death should be called in immediately to the local law enforcement agency and/or the emergency response (using the 911 system if available), and to the St. Mary’s University Police Department thereafter on their non-emergency line at 210-436-3330.
The driver should obtain as much information about the accident as possible:
Drivers are advised to:
All claims against the University are managed by the vice president for Administration and Finance in conjunction with outside assistance. Claims adjusters or other professionals, authorized by the vice president, may contact drivers to discuss the accident.
Any contact from an attorney, other insurance company, investigator, etc., regarding the accident should be referred to your immediate supervisor, then to the vice president for Administration and Finance. Drivers and/or passengers should not make any statements, written or oral, to anyone other than their immediate supervisor or professionals representing the University.
If a driver causes damage to an unattended vehicle, the driver must leave a note, regardless of the amount of damage, with the following information:
Drivers are required to inspect vehicles before and after each usage and report any observed damages to the Facilities Services Department as soon as possible.