Van Procedures and Driver Requirements

The following procedures are to establish the safe use and operation of university-owned, rented, borrowed, or leased 11- and 15-passenger vans used to transport APSU faculty, staff, and students on official university business. Any individual, program, or department that uses this type of vehicle — including from an outside vendor — must follow these procedures.

Pickup and Return

Van Pickup

Location: Public Safety Department, Shasteen Building, 601 Hannum Street, Clarksville, TN 37040

Only the listed contact person and approved driver(s) are permitted to pick up the van. All drivers must be on the Approved MVR (Motor Vehicle Record) list. If you are unsure whether your driver is approved, contact Parking & Transportation before pickup.

At pickup, you will complete a packet that includes:

• Mechanical Checklist — Confirms the van is in good working condition before departure

• Acknowledgement of Rental Costs — Confirms understanding of rental fees

• Acknowledgement of Terms and Conditions — Outlines the terms of the rental

• Request for Expenditure Transfer/Correction Form — Facilitates billing and payment procedures

• Auto Accident Reporting Instructions — Guidelines to follow in the event of an accident

• Damage Notification Form — Notification of damage occurred to an unoccupied vehicle

Before departing, you will inspect the van for pre-existing damage. Any issues must be noted on the Mechanical Checklist and reported to parking staff immediately, before you leave, so your department is not held responsible for existing damage.

Van Return

Location: Same as pickup — Public Safety Department, Shasteen Building, 601 Hannum Street, Clarksville, TN 37040

Return the van on time as indicated in your reservation confirmation. After-hours returns must be made to Police Department Dispatch. Upon return, a final inspection will be performed to ensure the van is in good condition. Any new damages will be documented, and the responsible department or individual will be charged accordingly. If a return is after the confirmation time and to the Police Department Dispatch, you will not be able to be present for final inspection and accept the results of that review by default.

The van must be returned with a full tank of gas, in clean condition, and with all completed paperwork, or additional fees may be applied.

Rates, Fees, and Charges

The FOAP listed on your reservation form will be charged a daily rate of $100 per day for a rental period of 1 to 7 days. For a rental period of 8 to 14 days, the daily rate increases to $200 per day starting on day 8. Employees may not use university vans longer than necessary.

Additional charges may apply:

• Fuel Policy: The van must be returned with a full tank. If not refueled, a charge at the current market rate plus a $100 service fee applies.

• Cleaning Policy: A minimum $100 cleaning fee applies if the vehicle requires cleaning beyond normal wear and tear.

• Paperwork Completion: A $100 administrative fee applies if required paperwork is not returned at vehicle return.

• Insurance Coverage: Vans may not be used for personal errands or non-university business. University insurance may not cover incidents outside of official university business, and the driver may be personally liable.

Approved Driver List

The Department of Transportation and Parking maintains an Approved Driver List for operating the university's van fleet. All drivers must be on this list before operating a university van.

New drivers: Submit driver information to the Department of Transportation and Parking at least one week before pickup to allow time to complete the approval process.

Approval Process

1. Submission of Driver Name for MVR Check

   • The Department of Transportation and Parking submits the prospective driver’s name and driver’s license information to Human Resources (HR) for a Motor Vehicle Record (MVR) check.

   • The department where the driver is employed provides the FOAP for payment.

2. HR Conducts MVR Check

   • HR completes the MVR check and forwards the results to the Department of Transportation and Parking.

3. Transportation Department Reviews MVR Results

   • The Department of Transportation and Parking applies the eligibility criteria (below) to determine if the driver qualifies for the Approved Driver List.

Driver Eligibility Criteria

To be placed on the Approved Driver List, a driver must meet all of the following:

1. Age: Must be over 23 years old.

   • Drivers age 70 or older must provide a doctor's note certifying their ability to safely operate oversized vehicles.

2. Driving experience: At least two years of continuous driving history.

3. Driving record:

   • Drivers age 23-24 must have a perfect driving record — no infractions.

   • Drivers age 25 and older may have no more than two major violations in the last five years. Major violations include, but are not limited to:

     • DUI

     • Reckless or negligent driving

     • Driving on a suspended, revoked, or invalid license

     • Hit-and-run / leaving the scene of an accident

     • Speed racing or evading law enforcement

     • Vehicular assault or homicide

     • Driving 20+ mph over the posted speed limit

4. Employment: Must be a full-time university employee.

5. License: Must hold a current, valid driver's license.

Unauthorized drivers are strictly prohibited from operating university vans.

Requirements to Reserve a Van

Before reserving and operating a university van, a driver must:

1. Be on the Approved Driver List

2. Have watched passenger van operating safety video

3. Complete and sign the Vehicle Check-Out Checklist before operation

Record-Keeping and Requalification

• The Department of Transportation and Parking will maintain the Approved Driver List and update it periodically. The approved driver list will be sent to the university departments at the start of each semester for confirmation. The confirmed list of drivers will be shared with the Insurance Company at the beginning of each semester.

• Drivers must requalify annually, including a new MVR check, to remain on the list. The department is responsible for paying for the MVR annually.

• Departments must ensure their employees remain compliant with these requirements.

Driver Expectations

Experience and Attention

University vans should only be driven by experienced, licensed drivers. A commercial driver's license is ideal but not required. These vans handle differently than standard vehicles, especially when fully loaded.

Stay focused on safe driving:

• Be well rested before driving

• Never use a handheld phone while driving

• Limit conversation with passengers

• Do not read maps or adjust GPS while driving

• Do not drive more than 8 hours per day

• Alcohol and illegal drugs are strictly forbidden

Speed and Braking

Always obey posted speed limits and reduce speed based on road and weather conditions. These vans require additional braking time and cannot handle abrupt maneuvers the way standard vehicles can.

Seatbelts and Occupancy

All occupants must wear seatbelts at all times. Passenger limits:

• 15-passenger van: maximum 15 people (14 passengers + driver)

• 11-passenger van: maximum 11 people (10 passengers + driver)

Seat passengers from front to back. When the van is not full, passengers should sit in seats ahead of the rear axle. Wheelchairs and occupants must be properly restrained in the designated area. Watch the wheelchair lift video for more more information.

Cargo

Place cargo forward of the rear axle. Do not overload the van or place any loads on the roof. See the owner's manual for maximum passenger and cargo weight.

Size Awareness

An 11- or 15-passenger van is substantially longer and wider than a car. Key considerations:

• Allow extra stopping distance and maintain a safe following distance

• Watch for height clearances — the van is 9.2 feet tall

• Take turns and lane changes carefully; rely on side-view mirrors when changing lanes

• Regularly check mirrors and blind spots

• Use the rear camera and mirrors when reversing

• The weight of the van may require a greater distance to reach highway speeds

Smoking Policy

All smoking, vaping, and tobacco use is strictly prohibited in any state-owned vehicle.

Accidents

If an accident occurs, follow the Auto Accident Reporting Instructions. Contact your immediate supervisor, who will notify Parking & Transportation.

Authorized Passengers

University vehicle passengers must be limited to university employees, students, or guests on official university business. A guest is defined as a person invited by a university employee who is over the age of 17.

Passengers who are not University employees, students, or official guests may ride in university vehicles only when their presence is consistent with university business or functions and is approved by the Vice President for Finance and Administration.

University employees may have guests, spouses, or children accompany them while traveling on university business, provided:

• The employee's department is advised in advance of the trip

• When a minor child is traveling, the parent (employee) understands they are responsible for the child's actions and for ensuring the child follows all safety policies, including seatbelt and child restraint requirements