Unit Policy
Title
Department of Athletics: Policy on Vehicle Use
Introduction
Purpose
The University of North Carolina at Chapel Hill (“University” or “UNC-Chapel Hill”) Athletics Department (“Athletics”) maintains a fleet of Vehicles to support the University and Athletics missions. This Policy is intended to establish a clear set of responsibilities to facilitate the safe operation of Vehicles and ensure compliance with all relevant policies, regulations, and laws.
Scope
This policy applies to anyone using an Athletics Vehicle.
Definitions
Acceptable Driving History: an individual has not had:
- any suspension or revocation of such individual’s driver’s license within the last two years;
- any criminal conviction for, plea agreement related to a charge of, plea of no lo contendere (or a similar plea) related to a charge of, or outstanding charge of DUI, DWI, or any similar offense;
- any accident within the last two years for which such individual was cited for a criminal violation; and/or
- more than two moving violations within the last 12 months.
Motor Fleet Coordinator: The individual designated by Athletics to oversee maintenance, scheduling, and storage of certain Vehicles.
Professional Driver: a qualified and properly trained driver employed by a third party who:
- regularly provides transportation services, and
- has been retained by Athletics or the University to provide transportation.
Vehicle: any automobile or powered craft (including golf carts, gators, maintenance carts, and similar crafts) designed to transport passengers on roads or water.
Vehicle Operator: an individual approved by the Department to operate a Vehicle according to the requirements of this Policy.
Policy
Policy Statement
Acquisition of Athletics Vehicles
Athletics will only acquire Vehicles in compliance with the University’s Finance Policy 602 – Policy on Acquisition of Equipment.
Additionally, Athletics will only acquire Vehicles from reputable sources where the Vehicle was subject to periodic safety evaluations and regular maintenance by a knowledgeable party (e.g., a certified mechanic, auto body shop, or car dealership).
Using Athletics Vehicles
Priority of Use
Athletics Vehicles may only be used for official Athletics or University business purposes. Any other use requires written permission from the Director of Athletics or their designee.
Athletics prioritizes team or group travel over individual travel for the following activities, from highest priority to lowest priority:
- in-season travel,
- in-season practice,
- out-of-season travel,
- out-of-season practice,
- recruitment, and
- any other business purpose.
Qualifications for Driving
Before driving any Vehicle for Athletics, an individual must be either a Professional Driver or approved as a Vehicle Operator by the Director of Athletics, or their designee. Before approving an individual as a Vehicle Operator, the Athletics Motor Fleet Coordinator or other designee must conduct a background check to determine if the individual meets all of the requirements for being a Vehicle Operator.
A Vehicle Operator must:
- have a valid driver’s license,
- have an Acceptable Driving History,
- A Vehicle Operator has an ongoing responsibility to timely report any accident, ticket, citation, or other traffic-related charge or conviction, regardless of whose Vehicle was involved to their supervisor and the Motor Fleet Coordinator.
- Athletics will maintain a list of all Vehicle Operators and periodically attempt to verify that each Vehicle Operator maintains an Acceptable Driving History.
- be at least 21 years of age
- Volunteers must be at least 25 years of age,
- have a minimum of five years of experience operating similar vehicles to the Athletics Vehicle; and
- be a current Athletics or University employee, contractor, volunteer, or a University graduate/professional student whose educational training or professional responsibilities require operation of a Vehicle.
Volunteer Vehicle Operators must complete a form that:
- officially designates themselves as an agent of Athletics and
- accepts responsibility for following all Athletics and University policies as well as all federal, state, and local laws.
Vehicle Operator Responsibilities
Only Vehicle Operators and Professional Drivers may operate any Vehicle, except in rare cases of emergency.
Any use of a passenger van must be approved in advance by the Director of Athletics or their designee.
Vehicle Operators are responsible for any tickets, driving infractions, or criminal citations received while operating a Vehicle. Vehicle Operators must also timely reporting of any ticket, driving infraction, or criminal citation, regardless of whose Vehicle was involved to their supervisor and the Motor Fleet Coordinator.
Pre-Operation Requirements
Before operating a Vehicle, each Vehicle Operator must:
- Ensure possession of a valid driver’s license on their person.
- Ensure there is a charged and functional cell phone in the Vehicle.
- Visually inspect the Vehicle for any potential issues that would prevent its safe use.
- Scrape, defrost, or wash any windows as necessary.
Passenger and Load Management
Each Vehicle Operator must:
- Ensure the total number of passengers does not exceed the number of seatbelts in the Vehicle.
- Ensure no items are stowed on top of the Vehicle during operation.
- Ensure the Vehicle is only used to tow appropriate objects of appropriate weights, in accordance with industry standards and manufacturer directions.
If driving a 12- or 15- passenger van, each Vehicle Operator must also:
- Not use the van for towing.
- Position passengers and items with as much weight as practical located in front of the rear axle so that the Vehicle is not overloaded.
Safety and Compliance
At all times while operating a Vehicle, each Vehicle Operator must:
- Drive defensively and conservatively considering the capabilities of the Vehicle.
- Properly use signals to inform others of their intentions.
- Obey all traffic regulations, right of ways, and posted speed limits.
- Ensure all doors are secured.
- Ensure all individuals in the Vehicle are wearing a seatbelt.
- Minimize distractions such as eating, drinking, and loud music.
Health and Condition Monitoring
Each Vehicle Operator must:
- Not drive the Vehicle if intoxicated or otherwise impaired.
- Not drive or stop driving the Vehicle in the event of any onset of fatigue or any other physical or mental condition that may impair their ability to operate the Vehicle safely.
- Attempt not to exceed seven hours of driving in any 24-hour period.
- Monitor weather conditions and stop driving if conditions make it unsafe.
- Minimize nighttime driving if reasonable alternatives are available.
Passenger Responsibilities
The only passengers permitted to ride in a Vehicle are:
- Athletics, Educational Foundation, or University employees;
- Students currently enrolled at the University: and/or
- Other individuals on official Athletics or University business as approved by the Director of Athletics or their designee.
Each passenger in a Vehicle must:
- wear a seatbelt;
- not distract the Vehicle Operator; and
- not possess or use any alcohol, tobacco, or any illegal substance.
If There's an Accident
In the event of any concern for the health, safety, or security of any individual resulting from operation of a Vehicle, the Vehicle Operator must:
- Immediately stop driving the Vehicle,
- Park the Vehicle, and
- Turn off the Vehicle.
The Vehicle Operator must:
- Dial 911 to report any accident or other safety incident or violation immediately to:
- UNC Police (on campus)
- the appropriate law enforcement officials (off campus);
- Follow the University’s Procedure for Reporting Automobile Accidents; and
- Report any accident or other safety incident or violation as soon as practicable to:
- The Vehicle Operator’s supervisor; and
- The Athletics risk management personnel;
- Report any Vehicle damage or any other issue to the Athletics Motor Fleet Coordinator.
Returning a Vehicle
At the end of an approved trip, the Vehicle Operator must:
- Return the Vehicle in a clean condition;
- park the Vehicle in the appropriate, secure place;
- turn off the Vehicle;
- lock the Vehicle;
- secure the Vehicle’s key/fob so that unauthorized individuals may not operate it;
- Return the key/fob to the Athletics Motor Fleet Coordinator as soon as practicable.
Maintaining Athletics' Vehicles
Athletics must:
- conduct periodic, comprehensive safety evaluations of all Athletics Vehicles with a knowledgeable party (e.g., a certified mechanic, auto body shop, or car dealership);
- maintain information regarding appropriate tire pressure for each Athletics Vehicle and make that information readily available to Vehicle Operators;
- ensure that all maintenance, damage, and repairs are made by a properly certified, trained, or otherwise qualified individual;
- not allow anyone to use a damaged Athletics Vehicle until it has been properly repaired.
Storage of Vehicles
Any Vehicle stored or otherwise maintained by Athletics must be kept in a clean, orderly fashion.
Compliance and Enforcement
Each individual is expected to report in a timely manner any violation of this Policy to the Director of Athletics or their designee.
Athletics may use integrated GPS technology in Athletics Vehicles to monitor location, routes taken, speed, and idle time.
The Director of Athletics or their designee will ensure appropriate corrective measures are taken. Athletics will escalate corrective measures from warnings to denying Vehicle Operators opportunities to drive for Athletics.
Exceptions
The Director of Athletics, or their designee, may provide written exceptions in advance of a situation for Athletics obligations and responsibilities addressed in this Policy. However, they may not grant exceptions to other University policies or legal and traffic requirements.
Related Requirements
External Regulations
Contact Information
Primary Contact
Name: Trey Parnell, UNC Athletics Motor Fleet Coordinator
Telephone: 919-360-6488
Email: tparnell@uncaa.unc.edu