Vehicle Use Policy

Policy Statement

1. General Policy Application
   1. College of Southern Nevada is committed to ensuring the safe travel of CSN employees and students for college business.
   2. All State-owned motor vehicles used by the College are incorporated into this general Vehicle Use Policy. State-owned vehicles include all State-purchased vehicles and vehicles purchased for College use from non-State funds.
   3. This policy also applies to rental vehicles obtained through State of Nevada, CSN, or Nevada System of Higher Education (“NSHE”) contracts, as well as personal vehicles used for the convenience of the College for Official College Business. All such vehicles, including State-owned vehicles, are referred to hereafter as “State-owned vehicles.”
   4. It is the responsibility of the supervisor of each division, department, and/or unit to reinforce and ensure employee participation with the requirements of this policy through routine communications and related department procedures.
   5. Vehicles owned by the State of Nevada, CSN, or NSHE are to be used only for official College Business. “Official College Business" shall be defined as any activity which directly relates to the conduct of College affairs.
   6. The driver and/or the person to whom such a vehicle is assigned may be held accountable for any damage that results from the use of a State or College vehicle while not conducting Official College Business.
   7. To avoid violations of State policy prohibiting the use of State vehicles for non-State use, supervisors and managers are urged to remind their employees who utilize State-owned motor vehicles of the provisions of NRS 204.080. This section provides that:
      1. It shall be unlawful for any individual, individuals, or groups of individuals, whether an employee or employees of the State of Nevada or not, to use any automobile, truck, or other means of mechanical conveyance, property of the State of Nevada, for their own private use.
      2. The Executive Officer of any State office, agency, department, commission, or institution to which such auto, truck, or other means of conveyance is assigned, and the operator of such equipment, shall be jointly and severally responsible to the State for the unauthorized use of such equipment while so assigned, used, or operated.
      3. A violation of any provision of this section by any person other than the officer or employee of the State of Nevada is a misdemeanor.
      4. A violation of any provision of this section by an officer or employee of the State of Nevada shall constitute malfeasance in office.
2. General Vehicle Use Requirements
   1. When traveling on College business, all employees are required to use vehicle seat belts and to require all passengers to use seat belts. This includes all vehicles, whether publicly or privately owned, leased, or rented.
   2. Use of tobacco products and electronic cigarettes in State-owned vehicles is expressly prohibited. Personally owned vehicles are exempted.
   3. Drivers must not operate a vehicle while in an impaired condition, such as under the influence of alcohol or drugs, prescribed or illegal, or when sleep-deprived. Drivers who have more than two (2) vehicular accidents which cause damage to property or persons within a (one) 1-year period may be required to provide a copy of their DMV Motor Vehicle Report to CSN’s Human Resources Employee Relations Department and NSHE’s Department of Risk Management.
   4. All employees whose job functions require driving must have and maintain a valid Nevada driver's license unless they are a student employee who retains their home address in another state or an employee whose primary residence is in another state and who has and maintains a valid driver's license in said state.
   5. All employees whose job functions require driving must report a suspension or revocation of their driver's license to their supervisor within one business day of the action.
3. Drivers of College-Owned Vehicles Requirements
   1. Drivers of State-owned vehicles are restricted to College employees or contractors approved by the applicable supervisor.
   2. Drivers must obey all traffic laws and immediately report (the same or next working day) to their immediate supervisor, CSN’s Human Resources Employee Relations Department, and NSHE’s Department of Risk Management the receipt of a traffic citation while operating a State-owned vehicle.
   3. If a driver's job duties include driving or transporting students, the driver must report, prior to the next scheduled work shift, the receipt of any traffic citation or an arrest for any driving violation as defined by the Nevada Department of Motor Vehicles, including DUI, careless or reckless driving and leaving the scene of an accident to their immediate supervisor, CSN’s Human Resources Employee Relations Department, and NSHE’s Department of Risk Management.
   4. Drivers must report any vehicular accident within two hours of the accident to their immediate supervisor, CSN’s Human Resources Employee Relations Department, and NSHE’s Department of Risk Management, and may be required to submit to drug and alcohol testing.
   5. All drivers must have and maintain a valid Nevada driver's license unless they are a student employee who retains their home address in another state or an employee whose primary residence is in another state and who has and maintains a valid driver's license in said state.
   6. All drivers must report a suspension or revocation of their driver's license to their supervisor within one business day of the action.
4. Vehicle Property Claims
   1. Vehicle property claims are facilitated through NSHE’s Department of Risk Management.
      1. The claim forms are kept in the glove box of each vehicle and can also be obtained through CSN’s Motor Pool Services and NSHE’s Department of Risk Management.
      2. All accidents involving a CSN motor pool vehicle must be reported via the completed form along with any supporting documentation and photos, if available, within 48 hours of the incident or as soon as practicable, to the driver’s immediate supervisor, CSN Motor Pool Services, and NSHE’s Department of Risk Management.
         1. If a driver is driving their personal vehicle, the vehicle owner is responsible for any and all insurances related to the vehicle being used, in which case, claims should be filed with the vehicle owner’s insurance company. The vehicle owner’s personal auto liability insurance is considered primary over any other insurance available. The Nevada Attorney General’s Self-insured Tort Program would be in excess of the primary insurance as long as the user was in the course and scope of their CSN/NSHE job duties at the time of the accident. Vehicle damages are the responsibility of the vehicle owner or their insurer, regardless of accident fault.
      3. NSHE’s Risk Management Services should be notified of any vehicle claim where the employee was in the course and scope of their CSN job duties at the time of the accident.
   2. An employee must report a vehicle accident when driving a personal vehicle for College business, prior to the next scheduled work shift, to their immediate supervisor, CSN’s Human Resources Employee Relations Department, and NSHE’s Department of Risk Management.
   3. The employee must also obtain an accident/police report taken for an accident they are involved in and provide it to CSN’s Human Resources Employee Relations Department, and NSHE’s Department of Risk Management, as soon as practicable.
5. Defensive Driving Training & NSHE’s Employee Acknowledgement Form
   1. The Defensive Driving course is required for all employees whose job functions require driving a State vehicle for State business.
   2. The standard 4-hour Defensive Driving class or an equivalent (must show evidence of prior participation within the last 4 years) must be completed. Employees will need to attend the standard 4-hour classroom course as soon as available or within the first year of employment. Defensive driving trainings can be scheduled at this link https://www.unlv.edu/rms/safety-training under safety trainings at the bottom of the webpage. Employees authorized to drive State or NSHE owned vehicles must also complete the form found at https://rms.unlv.edu/forms/vehicleuse/
   3. Refresher training or a repeat class is required every 4 years. The refresher class for NSHE employees may be taken online at: https://nshe.nevada.edu/system-administration/departments/risk-management/automotive-coverage-and-liability/.
   4. Employees who have had more than one work-related traffic accident or ticket (that they are deemed to be at fault) within the 4-year period must be directed to re-take the classroom Defensive Driving course within 3 months of the second accident.
6. Use of Cell Phones While Driving
   1. A person shall not drive a motor vehicle while conducting college business while using an electronic wireless communications device to call, write, send, or read a text-based communication. Furthermore, while driving, hand-held mobile phone conversations and accessing the Internet are also prohibited.
      1. As used in this section "write, send, or read a text-based communication" means using an electronic wireless communications device to manually communicate with any person using a text-based communication, including, but not limited to, communications referred to as a text message, instant message, or electronic mail.
      2. For purposes of this section, a person shall not be deemed to be writing, reading, or sending a text-based communication if the person reads, selects, or enters a telephone number or name in an electronic wireless communication device for the purpose of making or receiving a telephone call.
   2. This does not apply to a driver who is:
      1. A law enforcement officer designated by UPD Chief of Police who is acting within the course and scope of his or her employment.
      2. A person who is reporting a medical emergency, a safety hazard or criminal activity or who is requesting assistance relating to a medical emergency, a safety hazard or criminal activity.
      3. A person who is responding to a situation requiring immediate action to protect the health, welfare or safety of the driver or another person and stopping the vehicle would be inadvisable, impractical or dangerous.
      4. A person who is licensed by the Federal Communications Commission as an amateur radio operator and who is providing a communication service in connection with an actual or impending disaster or emergency, participating in a drill, test, or other exercise in preparation for a disaster or emergency or otherwise communicating public information.
      5. Conducting hands-free wireless interpersonal voice-only communication that does not require manual entry, except to activate, deactivate, or initiate a feature or function.
7. College Vehicle Storage
   1. Ordinarily, State-owned vehicles will be stored overnight at a College facility. Vehicles in use on official College business may be temporarily stored elsewhere (including infrequently, one night storage at the employee's home), as made necessary by travel and the nature of the college business being conducted. Permanent overnight storage at a non-College facility must be approved by the Vice President of Administration and Finance or designee in writing on the basis of a request submitted by the operator through the operator’s supervisor.

   2. Vehicles shall not be taken to the operator's home without prior written permission from the operator's supervisor and may not exceed two consecutive nights, and two such occurrences within a calendar month. Storage at the employee/operator's home in excess of the above time limits must be approved by the Vice President of Administration and Finance or designee. Such permission may be obtained based on adequate justification submitted by the operator through their supervisor. The permission above must specify that the vehicle may not be used for personal purposes other than commuting. According to IRS requirements, an amount for the value of the commute will be added to the employee's reported taxable wages. 

      For more information, please refer to the State Administrative Manual Section 1311.

8. Vehicle Rentals

   Vehicle rentals may be obtained from a variety of sources including, but not limited to, State Fleet Services, CSN Motor Pool, and State Contracted Rental Agencies.

   1. State Contracted Rental Agencies: The list of companies and code information is listed on the Business Center South website. For more information, contact the College’s Travel Program. Supplemental liability and physical damage insurance is included in the formal rental contracts if the assigned NSHE user code is applied. It is the responsibility of each employee who rents a vehicle to provide this code that is available on the website noted above. However, exclusions apply for any vehicle use that will be "Off Road" or "not on regularly maintained roads". In the event that a vehicle is rented for this purpose it must be disclosed to the rental company and the driver/department will be responsible for purchasing supplementary physical damage insurance as the self-funded pool does not provide insurance for non-owned vehicles. If a non-contracted rental company is utilized, the driver/department is encouraged to purchase the supplementary insurance to avoid personal liability for damages.
9. Passengers
   1. Passengers in State-owned vehicles are to be restricted to College employees and students, and volunteers or individuals participating in College projects and programs.

Authority and Cross Reference Links

• Nevada Revised Statute 204.080
• Nevada Revised Statutes 484A-484E
• Nevada State Administrative Manual (SAM)
• Nevada Procedures and Guidelines Manual Chapter 5, Section 11

Disclaimer

The president has the discretion to suspend or rescind all or any part of this policy or related procedure(s). The president shall notify the appropriate CSN personnel, including the Executive Sponsor and shared governance leaders, of the suspension or rescission.

Questions about this policy should be referred to the Executive Sponsor.