Use and Care of University-Owned
Automobiles
Neither the State nor the University
carries an automobile liability insurance policy for
the protection of faculty, staff, and students who may
be driving University-owned vehicles.
The State agency established to
function in lieu of liability insurance is the Board
of Claims, located in Nashville. This Board, which
utilizes its own staff of attorneys, investigates and
adjudicates all claims against the State arising from
the negligence of State employees as well as other
types of claims. Decisions as to the award of damages,
and the amount thereof, are made by the Board.
Generally, it can be said that the Board tries to
award damages consistent with what it believes would
be awarded in a civil court of law.
As far as accidents involving
automobiles are concerned, there are two criteria
which must be met before the Board will consider a
claim: (1) The driver must be a State employee and (2)
the State employee must be on official University
business. Assuming these conditions exist, then the
claimant must establish that he/she was damaged and
that the damage was the result of negligence of the
State employee.
As a general rule, students should not
be permitted to drive State motor vehicles; however, a
particular student can be permitted to drive a State
motor vehicle provided that he/she is an employee of
the institution, would be acting within the scope of
his/her employment in driving the State vehicle, has
been given proper authorization, and would be actually
paid by the institution for the services rendered.
Thus, a student who is employed part-time in the
Athletic Department, who is given a paycheck for the
work he performs, and who is specifically given the
responsibility of transporting student athletes and/or
cheerleaders to and from institution athletic events
could be permitted to drive a State vehicle subject to
the rules and regulations set forth in the Board
Policy on Motor Vehicles (TBR Policy No. 4:03:02:00).
It makes no difference whether the student is paid out
of institutional funds or Work-Study Funds as long as
payment is actually made to the student. Students
should be permitted to drive under these circumstances
only when it becomes absolutely necessary.
Student Government Association
presidents and vice presidents are not considered
employees even though they may receive a stipend.
Therefore, such individuals should not be permitted to
drive State motor vehicles even though their travel
may be in connection with SGA business.
Policies Governing Usage of University
Vehicles
1. The vehicles are to be used only in
connection with an approved University activity.
2. Drivers of vehicles are required to
have a valid drivers license and may be required to
present their license prior to obtaining vehicle keys.
3. Vehicles will be assigned by the
Physical Plant Department (648-7456).
4. The person to whom the vehicle is
assigned is responsible for following approved
policies and procedures and for the prudent care of
the vehicle during the period of assignment. Regular
full-time or part-time employees shall be the only
persons driving University vehicles.
5. Vehicles will be available on a
first requested, first served basis.
6. Once a reservation has been
confirmed, the Physical Plant Department will not
cancel the reservation except for a reason beyond the
control of the department, such as a breakdown of the
scheduled vehicles, etc.
Prompt notice of a cancellation by the
person having a confirmed reservation is also
required.
7. Except for scheduled professional
meetings, conferences, institutes, athletic events
(not including athletic recruiting) and field trips
associated with class activities (for which motor pool
vehicles may be reserved as far ahead as desired) the
maximum amount of time a vehicle reservation can be
made before the vehicle is used is three weeks.
Procedures Governing Reservation and
Use of University Vehicles
1. Vehicles will be assigned by the
Physical Plant Department in accordance with the
following procedures:
a. Prepare an Application for Use of
University Vehicle Form (form available in Physical
Plant Dept.) in duplicate, obtain appropriate
signatures and forward to the Physical Plant
Department.
Applications should state the exact
time the vehicle will be picked up. Except for use of
a vehicle outside regular office hours of the Physical
Plant Department (7:30 a.m. - 4:00 p.m., Monday
through Friday, except on holidays), keys will not be
issued earlier than the stated time of departure. Keys
to vehicles to be used on Saturday, Sunday, or
holidays should be secured from the Physical Plant
Department before 4:00 p.m. on the previous day the
department is open. However, the vehicle is not to be
moved until the stated time of departure unless
otherwise specified on the application form.
b. Physical Plant personnel will check
current reservations and either confirm the
reservation by sending a confirmation form or
returning the Application for Use of University
Vehicle Form marked canceled if no vehicle is
available.
c. On the completion of the trip, the
vehicle should be parked on the lot of the Physical
Plant Department. If the vehicle is returned during
regular office hours, the keys and user's copy of the
application (containing mileage and other information)
should be returned to the office. If the trip is
completed outside office hours of the department, the
vehicle should be parked behind the gates, locked, and
the keys and user's copy of the application returned
to the container provided in the Public Safety side of
the Shasteen Maintenance and General Services
Building.
d. A breakdown or accident should be
reported immediately to the Austin Peay State
University Physical Plant Department (648-7456).
2. Unanticipated need for vehicle
(need identified less than three working days prior to
intended use):
Call Physical Plant (648-7456) to
ascertain availability of a vehicle. If a vehicle is
available, a tentative confirmation will be issued.
The employee will then be required to complete all
paperwork, obtain its proper approval, and ensure that
it is received within forty- eight hours by the
Physical Plant Department. If the request is made on
the day before a holiday or weekend, the Physical
Plant Department must receive the paperwork by 4:00
p.m. on the day immediately following the holiday or
weekend. Otherwise, the reservation will be canceled.
Accidents
State Employee Accident Report Guide
The purpose of this guide is to inform
State employees of the proper procedures to be
followed in the event of an accident involving a
State-owned vehicle. The following steps should be
taken by the State employee to whom the vehicle is
assigned, should an accident occur:
1. STOP IMMEDIATELY - Aid any injured
persons. Do not move injured party if movement may add
to injury (unless it is to avoid further injury).
If necessary or in doubt, call an
ambulance immediately.
2. NOTIFY POLICE (State, City, or
County) - It is required to have an accident
investigated by the police for any accident involving
a State vehicle. Do not move vehicle until the proper
investigating authority has arrived.
3. RESPONSIBILITY - Do not admit
responsibility. Make no statement regarding accident
except to police. The law requires that name, address,
and license number be given.
4. INSURANCE COVERAGE - Secure the
name of the agent or company with which the other
party carries their liability insurance. Inform the
other party that you are a State employee operating a
State-owned vehicle.
The agency of State Government that
can adjudicate/or pay for damages and injuries
incurred is the State Board of Claims, 1206 Andrew
Jackson Building, Nashville, Tennessee, 37219.
After the Accident
State employees should notify their
supervisor or department head as soon as possible,
providing the essential facts. The individual along
with his supervisor should then prepare a Departmental
Incident Report, APSU/FA/PA/010 (form available in
Personnel Office), and send to the Personnel Office
and Physical Plant Department. The supervisor or
department head should immediately notify the
Personnel Office. If the parties involved require
assistance in filing a claim, the Personnel Office
should be contacted.
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