About

University Policy Statement

Cornell University vehicles are available under certain circumstances for use in support of the university's mission of education, research, and community service.

Link to University Policy

http://www.dfa.cornell.edu/dfa/treasurer/policyoffice/policies/volumes/finance/vehicleuse.cfm

Overview

CIT has established the following processes and procedures to ensure compliance with the associated university policies. Before operating a CIT-owned [university] vehicle, OIT/CIT employees are required to read and understand their obligations, as outlined in this document as well as in the associated university policy referenced above. Failure to do so can expose CIT and the university to great risk and could result in disciplinary action.

Process/Procedures

For ease of use, the following information is broken down into categories related to the obligations of individual drivers and CIT's unit obligations. It is also important to note that CIT's GEM (Gobal Electric Motorcar) vehicle is considered a Cornell vehicle and, as such, is also covered by university's vehicle policy and the provisions of this document.

Driver's Obligations

1. Read, understand and comply with all provisions of the university's "Use of Cornell Vehicles Policy" (Policy #3.4)* and the processes/procedures contained in this document.
2. • Please note that most policies and obligations contained in the university policy are not repeated in this document and that drivers are expected to go to the link provided at the beginning of this document for this information.
3. Ensure that any accidents and/or property damage are reported as soon as possible and in accordance with university policy.
4. Complete the university "Driving History Questionnaire" when requested to do so by a CIT Unit Vehicle Representative (see "Contacts/Questions" section for names).
5. Produce a valid driver's license when requested to do so by a CIT Unit Vehicle Representative.
6. NCS drivers must notify their Unit Vehicle Representative if the primary driver of a vehicle changes or if a vehicle is driven beyond university properties.
7. If operating the CIT GEM vehicle, read and sign the "Cart Safety Training and Operations Instructions" and abide by the restrictions noted therein. An in-vehicle training session must also be compelted before being allowed to operate a GEM vehicle.

CIT Unit Obligations

1. We have appointed two CIT Unit Vehicle Representatives as noted in the "Contacts/Questions" section, below. They are responsible for ensuring that all university policy requirements are met, including but not limited to:
   1. proper vehicle use, driving history and other required forms are completed and filed in a timely manner as required;
   2. only authorized individuals with valid driver¹s licenses are allowed to operate university vehicles;
   3. any accidents and/or vehicle damage are promptly and accurately reported;
   4. assistance is provided to the university Department of Risk Management and Insurance when needed and
   5. a system for maintaining university vehicles is established and sustained.
2. CIT's Vehicle Representatives are also responsible for ensuring that:
   1. CIT drivers are promptly informed of any changes to university policy and/or CIT processes/procedures and that all paper and electronic documentation is reviewed periodically and kept up to date and
   2. violations are promptly reported to the appropriate parties so required actions can be taken to minimize risk exposure for Cornell and CIT.

University Forms

• Vehicle Representative Appointment Form
• Driving History Questionnaire
• Safety Service and Inspection Form
• Cornell University Vehicle Accident Report
• See list at http://www.risk.cornell.edu/library/forms.cfm

CIT Forms

• [None]

Related Documents and Policies

University Documents and Policies

• [None]

CIT Documents and Policies

• Cart Safety Training and Operations Instructions

Process

Any violations must be reported to the respective CIT Vehicle Representative listed in the "Contacts/Questions" section or to your supervisor, unit manager, division director or a CIT HR representative. If you choose to make an anonymous report, you may do so through the Cornell University Hotline. 

Consequences

Violations of this policy may result in disciplinary action up to and including termination of employment.

University definitions are marked with an asterisk, all others are CIT definitions.

No Frequently Asked Questions are currently listed for this policy.

Any other questions should be directed to the respective Vehicle Representative listed above.