Fleet Vehicle Services

Currently, the fleet vehicle safety and driver certification program involves a review of the College's policies regarding the use of fleet vehicles and a road course training session. The road course is designed to build basic driving skills, such as maneuvering around fixed objects, proper use of mirrors, and backing in confined spaces.

This program is required for all students who will be operating College vehicles. Faculty and staff who will be operating College vehicles are encouraged to attend the program but are not currently required.

All personnel, however, are required to provide vehicle operator's license information and are subject to periodic motor vehicle records check (conducted annually) and must maintain a good driving record to retain authorization to operate a College-owned, rented, or leased vehicle.

Driver History Check

To ensure that only responsible drivers are operating College-owned vehicles, it is necessary to conduct a driving history check with the appropriate State motor vehicle departments.

Fleet Vehicle Certification Course

Dates, times, locations, and the number of remaining seats for each course will be available on the Driver Certification Course Sign-Up Form.

There is a six-person limit for each course, with seats offered on a first-come-first-served basis. If the class is full when you sign up, you will automatically be moved to the next available class.

Driver Qualification Standards

Drivers of York College fleet vehicles must meet required standards in the following areas:

1. A current and valid State-issued (or equivalent) operator's license.
2. A driver must be no less than 18 years of age (due to legal liability and Federal labor laws - where applicable).
3. A satisfactory annual Motor Vehicle Records Check (MVR, driver history check).
4. Satisfactory driving behaviors during certification testing and subsequent use.
5. Conduct of the driver, both on and off-campus.
6. Students: Completion of the College fleet vehicle safety and driver certification program, including the successful completion of the road course (if applicable).

If a driver meets any of the following conditions, he or she will not be allowed to operate any College-owned, leased, or rented vehicles:

• Suspended or revoked license.
• Three (3) or more moving violations in the past 36 months.
• Any violations involving drugs, alcohol, controlled substances, etc. within the past 24 months.
• Leaving the scene of an accident within the past 24 months.
• Reckless driving within the past 24 months.
• At fault in an accident resulting in a fatality or serious injury within the past five (5) years.

• Only authorized/certified drivers may operate College vehicles.
  • Must be employed by or enrolled as a student at York College of Pennsylvania.
• All drivers of College vehicles must be familiar with and abide by the motor vehicle laws of the Commonwealth of Pennsylvania or other states where the vehicle is driven and York College policies governing the use of College vehicles.
• All persons traveling in a College vehicle must wear/use seatbelts at all times.
• Vehicles are to be secured/locked when left unattended.
• Smoking, the use and/or possession of alcohol, and the use and/or possession of illicit drugs are not permitted in College vehicles.
• The use of “RADAR” detectors or another form of speed enforcement detection equipment is prohibited in College vehicles.
• The use of mobile devices (of any form or type) by the driver while operating (driving) a College vehicle is prohibited.
• Trips over 150 miles (one way) from campus are strictly prohibited.
• Drivers must correctly complete all paperwork as specified in the general provisions for use of a College vehicle.
• Vehicles must be returned to campus upon completion of authorized/official use, parked in the specified parking lot, and readied for use as specified in the general provisions.
• Drivers must contact Campus Safety Dispatch at 717.815.1314 to request an officer meet them at the van to complete a final vehicle inspection. The driver must fix any issues found immediately, or additional fees and/or sanctions may apply.
• Drivers must contact the Department of Campus Safety (717.815.1314) in the event of an accident or mechanical difficulty involving a College vehicle.
• Drivers must notify the Department of Campus Safety (717.815.1314) upon return of any parking violations, traffic/moving violations, or “minor” damage to/or involving College vehicles.

Failure to comply with these policies may result in the revocation of driving privileges.

Reserving a Vehicle

Before making a reservation, drivers must complete their motor vehicle background check and be granted approval to operate a fleet vehicle. 

To request a fleet vehicle reservation:

• Check the Fleet Vehicle Reservation Schedule to see if a vehicle is available at the desired date and time.
• Complete a Fleet Vehicle Request form.

If you no longer require the use of a fleet vehicle, you must contact Campus Safety at 717.815.1314 as soon as possible to cancel your reservation. Due to the high demand for fleet vehicles, cancelations are required when a vehicle is no longer needed. Failure to comply may result in a fine or penalty.

Picking Up a Vehicle

The authorized driver shall come to the Campus Information Center (CIC), located in the Student Union lobby, to collect keys and related paperwork on the day and time of the reservation. 

CIC personnel will issue the driver:

• College Vehicle Trip Log
• Pre- and Post-Trip Checklists
• Vehicle keys
• One EXXON credit card for fuel purchase (located in key holder)

Drivers shall retrieve their assigned fleet vehicle on Main Campus in the parking lot between the tennis courts and Tyler Run Creek unless otherwise directed. 

Pre-Trip Checklist

After locating your assigned vehicle, the authorized driver must complete the Pre-Trip Checklist:

• General Inspection (Note the condition of the vehicle if dirty, etc.)
• Fuel Level (Note the level of fuel if less than half of a tank)
• Note Mechanical Issues or Damage:
  • Basic safety check of tires
  • Lighting and turn-signals
  • Mechanical/system warning lights
• Ensure vehicle registration and insurance documents are in the glove box or center console.
• Record odometer reading (beginning mileage for your trip)

The driver shall note any comments on the condition of the vehicle on the trip log. The driver shall report any mechanical problems or damage to Campus Safety immediately. If available, a replacement vehicle may be assigned.

Prior to departing campus, the authorized driver must enter the beginning mileage (odometer reading), date, and his/her name on the trip log. This information must be legible. Failure to complete this information will result in a fee.

Drivers must return assigned fleet vehicles to their proper parking lot and designated space after scheduled use. The driver must ensure the vehicle is prepared for its next use.

The driver is responsible for completing all required paperwork and for the condition of the vehicle upon its return. Drivers must ensure all items from the Post-Trip Checklist are completed.

Post-Trip Checklist

• Return vehicle to the proper parking lot and space
• Record ending odometer reading. (Failure to complete odometer readings will result in a fine/penalty.)
• Check fuel level and refuel if needed — not less than half of a tank. (Failure to return a vehicle without a full tank of gas will result in a fee)
• Remove all trash and personal items. (Failure to return the vehicle in a clean condition will result in a fine/penalty.)
• Brush all dirt from the vehicle. (Failure to return the vehicle in a clean condition will result in a fine/penalty.)
• Note any mechanical issues, system-warning lights, or damage on a trip log.
• Contact Campus Safety Dispatch at 717.815.1314 for final inspection. Do not leave the vehicle. Drivers must remedy any problems noted by the inspecting officer immediately. Failure to rectify an issue immediately will result in a fine/penalty.
• Turn in keys, trip log, EXXON credit card, and any receipts to the Campus Information Center — or place them in the drop box located at the Campus Information Center immediately upon returning to campus. This procedure ensures that the driver's liability for the vehicle is limited, and the vehicle is available and ready for its next use.

Failure to complete any of the required procedures will result in additional fees and/or sanctions.

Fueling the Vehicle

Authorized drivers shall use the EXXON gas card issued by the College to fuel the vehicle. These cards are for purchasing fuel (regular, unleaded gasoline) only at an EXXON station. Drivers must record the vehicle number and odometer reading on the back of the fuel receipt. Drivers must turn in all receipts with the trip log upon returning to campus.

Reporting Maintenance and Mechanical Problems

Fleet vehicles are maintained and serviced by the College on a regular basis, but problems may arise while in use. Again, the driver must report any mechanical problems to Campus Safety as soon as possible. The authorized driver should not get the vehicle repaired or make any repairs themselves. If a driver makes a repair and an injury or accident were to occur due to that repair, all financial and/or legal liability would fall solely on the driver.

Accidents

In the Commonwealth of Pennsylvania, there are, in legal terms, two types of motor vehicle accidents: Reportable and Non-Reportable.

A reportable accident involves an injury to or death of any person, and/or damage to any one vehicle to such an extent that it cannot be driven from the scene without further damage and therefore requires towing.

A non-reportable accident involves a crash with no injury or death of any person, in which there is no towing due to the damage to the vehicle at the time of the crash.

In the event of an accident, no matter how limited, College policy requires that the driver must contact the local police (or other law enforcement agency covering the area) and the Department of Campus Safety immediately. This policy is in place so authorized drivers are not confused about whether they need to report an accident and to ensure that the College and its insurer receive all necessary information. 

In the event of a non-reportable accident, where the local police cannot come to the scene due to workload or other constraints, the driver is to notify Campus Safety and then complete an Accident Report Form (located in the vehicle with the registration and insurance paperwork). The driver must submit this form to Campus Safety upon returning to campus or as otherwise specified.

Traffic / Moving Violations

The driver is responsible for answering to and paying all traffic and/or moving violation tickets or citations and reporting the violations to the Department of Campus Safety upon returning to campus. This information, including circumstances, location, violations, and citation information should be as specific as possible and be directed to Campus Safety for review. Failure to report traffic/moving violations will result in the immediate loss of driving privileges and other sanctions.

Parking Violations

The driver is responsible for answering to and paying all parking violation tickets or citations and reporting the violations to the Department of Campus Safety upon returning to campus. Failure to do so will result in sanctions.

Use of Mobile Devices

College policy and many local and state laws prohibit the use of mobile devices (regardless of type) while a vehicle is in motion. In addition, several studies have shown that such use significantly increases the risk of vehicular accidents. While the College and Department of Campus Safety encourage drivers to maintain/possess a cellphone or other mobile device as a means of convenience and added safety, drivers are required to pull off the roadway and park to use these devices.

Toll Roads

The fleet vehicles are equipped with an E-ZPass transponder from the Pennsylvania Turnpike affixed to the windshield. Drivers should use E-ZPass lanes when entering and exiting toll roads. E-ZPass is accepted in Pennsylvania and surrounding states, including Delaware, Maryland, New Jersey, New York, Virginia, and West Virginia. Drivers shall not remove the transponder from the vehicle windshield for any reason.