University State Vehicle Guidelines

Standard Parking Locations

University owned, state licensed vehicles may park within any non-metered and non-restricted space within a dark green or purple designated parking lot on campus.  If a particular lot becomes overcrowded or problematic due to state vehicle storage, requests to store vehicles in an alternative location may be coordinated in an effort to efficiently manage parking needs on campus. 

Service Maintenance Parking Spaces

Transportation and Parking Services recognizes the need for University-owned state vehicles who serve in a service capacity to have access to available parking in various locations across campus.  As a result, spaces within various parking lots on campus have been designated as service maintenance parking locations.  These areas maintain a four-hour parking limit, and require vehicles to have a virtual permit registered with Transportation & Parking Services.  Storage of state vehicles is not permitted within service maintenance spaces.

Service maintenance permits may be requested by a department using the Service Maintenance Permit Request Form.  

Service maintenance permits are license-plate specific, and permits are non-transferable. Permits are issued at a cost of $50 per fiscal year (July 1-June 30). Departments should coordinate annual permit renewal prior to expiration.  

•  In addition to designated spaces, state vehicles displaying a service maintenance permit may park in the following locations:
  • Curbs within University parking lots.  Vehicles may utilize curbs but may not park in a manner that prohibits vehicular or pedestrian flow. 
  • Loading Docks
  • Regular spaces within dark green and purple lots.
• Parking is not permitted within the following locations.
  • Grass
  • University Sidewalks
  • University Roadways.
  • Fire lanes
  • Metered Spaces
  • Sign Restricted Spaces
  • Pay by Space or Hourly Areas
  • Residential Parking Lots and Garages
  • Lots Closed for Events

State vehicles needing access to an area in which parking is generally not permitted (as outlined above) for extenuating circumstances should arrange parking access with Transportation & Parking Services.  Permit access to these parking areas is provided on a case-by-case basis. 

Vehicle Use Guidelines & Driving Best Practice Considerations:

Appropriate & legal use:

As provided in 47.001(C), the planning unit head, to which the vehicle is assigned, or his or her designee, has the responsibility for ensuring that the vehicle is used for official university business. The assigned department is responsible for establishing a system for knowing and documenting all driving activity associated with each assigned vehicle. 

A driver verification template can be obtained from Transportation & Parking Services to serve as a guide for units in tracking vehicle use. A pre-trip inspection should be completed to ensure all major safety components are working properly prior to vehicle use. A sample vehicle pre-trip inspection sheet can also be obtained from Transportation & Parking Services. 

The university is not financially responsible for traffic, parking, toll, or moving infractions incurred by individuals using its vehicles and the responsibility for all penalties for said violations is assumed by the vehicle operator. 

Vehicle mishaps and crashes:

Per 47.001(D), drivers of vehicles are responsible for the proper care of the vehicle while in their possession. An automobile insurance packet, containing an insurance card and a copy of the "Ohio University Vehicle Crash Report Form" (OUVCRF) shall be in each vehicle. In the event of a mishap or crash the OUVCRF form must be completed and returned to Transportation & Parking Services (TPS) or e-mailed to tps@ohio.edu  immediately upon the vehicles return to campus.

Driver training, selection, and evaluation:

The planning unit head, or designee, must establish a system that verifies that all drivers possess a valid US driver's license and that their driving history reflects safe behavior behind the wheel. Employing departments shall check the driving history of all persons who will be operating university vehicles (this includes both service vehicles and university fleet rental vehicle requests), going back two years prior to initial operation of a university vehicle, and annually thereafter for a cumulative total of 5 years).

The employing department is responsible for all aspects of these checks. If a driving record reflects repeated unsafe behavior, the employing department should not allow the driver in question to operate university vehicles. Drivers with suspended or revoked licenses are prohibited from driving vehicles for university business. Drivers with limitations on their license must be approved by the Director of Safety or Risk Management & Insurance before driving university vehicles for university business. Drivers must be at least 18 years old. Drivers may not have had any of the following violations within the past three (3) years: DUI/OMVI, negligent homicide via a vehicle or aggravated assault with a vehicle. 

Ohio University reserves the right to remove or deny driving privileges to any person who has a history of accidents or violations involving university owned or leased vehicles, who has demonstrated an unsafe driving record, or for any other reason that the University, in its sole discretion determines creates a safety risk. 

Vehicle repairs, inspections, and service:

As described at 47.001 (F), Servicing of university vehicles is provided by TPS. Annual safety inspections shall be performed on all university vehicles. Departments are responsible for ensuring that they coordinate routine maintenance and annual inspection needs with TPS for university vehicles. 

Fueling access:  

University owned vehicles needing fueling access on and off campus should coordinate with TPS for appropriate fuel cards/keys by e-mailing tps@ohio.edu to support on-site and off campus fueling efforts. The Ohio fueling station should be the primary source for fueling access, Voyager cards will be provided and should be utilized for off-campus fueling needs when traveling outside of Athens.

Vehicle Acquisition & Disposition Procedures:

Departments wishing to purchase or dispose of vehicles or licensed equipment including utility vehicles, golf carts, and trailers should follow established vehicle acquisition & disposition procedures.

Vehicle Operation Best Practices:

• For trips exceeding 8 hours in duration, it is recommended to utilize 2 authorized drivers for vehicle operation and rotate drivers every 4 hours to prevent driver fatigue.
• The use of alcohol, tobacco, or other drugs is prohibited at all times when operating a university vehicle. 
• Refrain from the use of headphones, earbuds, and utilize hands-free phone devices while operating a vehicle. 
• The number of passengers may not exceed the number of working seat belts. All passengers must be properly seated with seat belts fastened any time the van is in motion. Drivers are responsible for enforcing this requirement.
• Passenger Vans: 
  • Reduce van speed BELOW the speed limit posted for all turns. In addition, sudden jerky motions should be avoided when steering.
  • Adjust sideview mirrors so that the sides of the van can be seen.
  • Allow more time and distance when pulling into traffic or attempting to stop. Drivers should leave three to four car lengths between their van and the rear of the vehicle ahead.
  • Luggage/cargo carried inside a van should be packed as close to the floor as possible and may not be stacked above the level of the seat backs. Whenever possible, luggage/cargo should be restrained to secure items against shifting or falling. Heavily loaded vans should have the load distributed evenly. Avoid excessive loading behind the rear axle of the van.