Vehicle Use


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Alcorn State University

Department of Transportation

Policies and Procedures

Transportation Safety Policy

Members of the Alcorn State University community engage in many activities requiring transportation to other locations. To provide this transport the University maintains a fleet of rental vehicles.   These vehicles are available to university faculty, staff, and official university organizations. The University is committed to protecting both the vehicle and especially the people involved in these trips. Because of the significant hazards such transportation activities represent, the following procedures have been instituted to preserve from harm both persons and property, and to provide fair and safe usage of the fleet.


University owned motor vehicles are authorized for use in the performance of all travel or tasks that are within the scope and course of the employee’s duties and are necessary to accomplish official business, provided that the use is within the rated design capability of the vehicle. Official university business is defined as the performance of tasks in furtherance of the mission related services that the department responsible for the vehicle is charged with providing to its customers and the university community. University owned vehicles shall be driven only by lay employees, students, and other authorized individuals, and used for official university business only.  The vehicles cannot be used for commuting to and from work.

Transportation Safety Procedures

The Transportation Safety Program at Alcorn State University is designated to protect drivers, passengers, vehicles, and surrounding people and property when activities of Alcorn State University require transportation. The Program institutes procedures for the following components:


         Vehicle Usage and Reservations Policy

         Driver Qualifications and Training Policy

         Trip and Route Safety Policy

         Accidents and Reporting Policy


         Policy Oversight 


Types of Vehicles

The University owns or rents several types of vehicles which are covered in this Transportation Program:

  Trucks, sedans, or minivans, 

  16 passenger vans, 29 passenger buses, and 49 passenger buses


Requesting Vehicles

         Vehicles are reserved by completing the online request form on the ASU Website (

           All requests must include the name(s) of the driver(s) with emergency contact information, destination, and estimated driving distance (round trip, appropriate approvals and encumbrance codes).

         Departments that need a rental vehicle will be responsible for the pick-up and return of the vehicle to the rental agency. The contact information of the rental agency can be the Facilities Management Transportation web page.

         Vehicle maintenance checks, seat belt rules, and other safe driving and maintenance practices will be followed with rental vehicles as if they are part of the normal University fleet.

Usage Costs

         Usage rates which are set each year by Facilities Management, include minimum daily charges and mileage charges. A minimum daily charge will also be assessed when renting a bus if the bus is driven less than 80 miles. An additional charge will be assessed to include fuel use unless arrangements are made to return the vehicle with a full tank. All tolls, parking, and other incidental charges are the responsibility of the renting department.

         All parking, moving violations, or other traffic tickets for fines are the responsibility of the driver.

         University Fines:

o        Failure to give 24 hour cancellation notice: $50.00

o        Taking a vehicle early or returning it late: Minimum daily charge

o        Failure to report an accident: $500.00

o        Failure to return the fuel tank full: $ 30.00

Vehicle Pick-Up and Drop-Off

         The keys and mileage forms for the reserved vehicle may be picked up from the Facilities Management Office on the day of the scheduled usage, and on Friday for weekend usage. The keys and forms must be picked up between 8:00am and 3:00pm, Monday through Friday. Failure to pick up the keys and forms during these times forfeits your usage of the vehicle until the next business day, at your expense.

         Because vehicles are frequently used several times on a given day, the vehicles cannot be picked up before or returned later than the time specified above. Please respect the needs of other vehicle users from the University community by being punctual.


Driver Qualifications and Training Policy

The vast majority of property damage, personal injury, and death from motor vehicle accidents are directly attributed to driver error. It is a privilege and a heavy responsibility to operate a University vehicle, particularly when passengers are involved. For this reason, no non-students or non-employee of Alcorn State University are permitted to drive University vehicles, with the exception of volunteers who are: 1) donating their time to drive for Alcorn State University activities, and, 2) approved by the Business Office and Facilities Management Office. All drivers of University owned vehicles will be qualified in the following ways:

Driving Qualifications

o        Must be a current ASU student, employee, or approved driver

o        Must be 21 years of age or older, or

o        Must have at least three (3) years of driving experience in the USA

o        Provide a copy of your current drivers license issued in one of the 50 United States

o        Verify that he or she has read and understood relevant ASU transportation policies

Driver Disqualification

Driving privileges will not be granted to, or will be revoked from, individuals who:

1.       Have any of the following citations on their Motor Vehicle Record:

o        Conviction for reckless driving

o        Leaving the scene of an accident

o        At fault in a fatal accident

o        Felony committed involving a motor vehicle

o        Conviction for alcohol and/or drug-related driving offense

o        Refusal to submit to a blood alcohol test

2.       Have been at fault in two or more accidents that have been recorded on their Motor Vehicle Record in the past three years

3.       Have a recorded instance of driving without insurance, driving on a suspended license, or failure to appear in court

4.       Falsify information on their written University driving application

5.       Failure to comply with any license restrictions (e.g., corrective lenses)

Any student driver involved in an accident with a University vehicle will automatically lose driving privileges for 365 days. If an accident investigation determines that a) the student was not legally at fault in the accident, and b) the student was driving defensively and there was nothing further that reasonably could have been done to prevent the accident, the student may apply to Facilities Management for reinstatement.

Duration of Driving Privilege

Unless they are revoked for reasons delineated above, ASU driving privileges are valid:

         For students: Until they are not longer enrolled, as long as an acceptable current Motor Vehicle Record and current copy of his or her current drivers license is on file each year.

         For employees: for the duration of their employment, pending satisfactory annual Motor Vehicle Record review.

NOTE: Facilities Management reserves the right to deny or revoke an individuals driving privileges should that individual exhibit poor judgment while driving University vehicles. The determination of the privilege to drive a University vehicle is at the discretion of Facilities Management, except in the case of employees who must drive for their jobs. In these cases Facilities Management wills send a record of the problem to the Business Office, who will work in conjunction with Facilities Management to determine whether it is appropriate for the employee to drive. There is no appeal process for non-employees or employees whose job does not require driving University vehicles.

Trip and Route Safety Policy

General Regulations

         Passenger Capacity: No driver shall transport more passengers in a vehicle than the vehicle is designed to carry. All passengers must have a seat belt.

         Seatbelt Usage: All occupants of University vehicles must use seatbelt restraints as they were designed to be used at all times when the vehicle is in operation. Drivers shall not begin operation of the vehicle until all passengers have complied with the seat belt rule. Passengers must not remove their seat belts during travel. If the driver becomes aware of passengers who refuse to use the provided restraints properly, the driver may refuse that person further passage, unless such refusal would endanger their safety. Exceptions for physical or medical reasons can be granted but require a physicians statement.

         Cell Phones: No driver will use a cell phone at any time while vehicles are in motion or waiting in traffic. Cell phones are only to be used by passengers or by drivers who pull over and stop in a safe location.

         Medications: No driver, before or during trips, will use medications, alcohol, drugs, or other substances that may cause drowsiness or other physical or mental impairment.

         Speed Limit: All posted speed limits must be followed. At no time should a University vehicle pulling a trailer drive at a speed greater that 65 mph.

         Front Passenger Seat: It is the responsibility of the person in the front passenger seat to help the driver stay alert and to assist with directions and maps. Drivers going off duty should not become the navigator unless there is no other passenger to serve as navigator.

         Driving with Headlights: All drivers will drive with headlights on at all times, day or night.

         Top Carriers: No vehicle top carriers are permitted on University vehicles without approval from Facilities Management.

         Modifications: No modifications to fleet vehicles (ski racks, bike carriers, antennae, stickers, signs, tow hitches seat removal, etc) shall be made except by permission of Facilities Management.

         Loads: Hauling loads that could structurally damage the University vehicle is strictly prohibited.

         Radar Detectors: The use of radar, laser, or other speed monitoring detection systems is prohibited.

         Hitchhikers: Picking up hitchhikers is not permitted.

Grounding the Fleet

At all times Facilities Management retains the right to ground the entire fleet or such portions of it as are deemed necessary, including rental, in cases of inclement weather or potential maintenance safety hazards. There will be no late cancellation fee if the vehicle used is canceled due to weather.

Weather Conditions During Trips

Drivers and departmental sponsors of student trips are responsible to obtain weather information before and during daily travel to determine if road and weather conditions present hazards along their planned travel route. If University vehicles are already on the road and weather conditions become hazardous, the sponsor must stop, delay, or cancel travel planned for that day, to insure the safety of all passengers and drivers.

Driving Time Limits

         No trip segment shall exceed twelve (12) hours. After twelve hours, the driver(s) must stop for a minimum seven (7) hour break.

Backing Up

The majority of fleet vehicle accidents, particularly with vans, occur while the driver is backing up. In order to prevent losses from vehicles operating in reverse:

         Drivers will always walk around the rear of the vehicle to note potential obstacles and the distance to them before entering the vehicle.

         If a driver is planning to back into a tight space, he or she must stop the vehicle and walk around it (if safety permits) to observe obstacles and distances before backing up.

         If the driver is accompanied by passengers, one passenger must disembark and direct the driver during backing operations if it is safe to do so.

Pre-Trip Inspections

Before entering the vehicle, the driver must walk around to check for tire condition, fluid leaks, and body damage that could interfere with safe operations of the vehicle.

Post-Trip Inspections

When exiting the vehicle at the end of a trip, the driver must walk around the vehicle checking for fluid leaks, tire condition, and body damage. Unusual noises, awkward operation, or other problems should be reported to Facilities Management as soon as possible.

Preventative Maintenance on Trips

         Fluid Levels: It is the responsibility of the driver to maintain proper oil and coolant levels if the vehicle is being used for an extended time period or driven and extended distance.

         Mechanical Failures: Developing mechanical problems that might make a vehicle unsafe to drive should be reported to Facilities Management immediately. In case of actual breakdown or mechanical failure, Facilities Management should be notified before towing or repairs are made. During business hours, call 601-877-6199/601-877-6471; if after business hours, contact campus police for assistance at 601-877-3000.

Accidents and Reporting Policy

Any event that results in damage to vehicles, damage to property, or personal injury must be reported.

Post-Accident Procedures

Alcorn State University vehicles contain an Auto Accident Kit in the glove compartment or in the drivers door pouch. In case of an accident with a University owned vehicle, the driver must follow the procedures in the kit. Failure to report accidents or damage to vehicles will result in a $500.00 fine and loss of driving privileges.

Accident Investigations

Representatives from the Business Office, Facilities Management, and Campus Police will investigate all accidents. All accidents will be designated as either preventable or non-preventable by the actions of the vehicle driver. The following are some of the criteria constituting preventable actions by the driver:

         Failure to follow defensive driving practices

         Failure to adjust speed to conditions of light, weather, road, or traffic

         Failure to recognize and adjust to drivers own temporary physical, mental, or emotional condition

         Failure to adjust to clearance at top, sides, front, or rear of vehicle

         Failure to observe conditions at rear of vehicle when backing

         Failure to yield right of way when necessary to avoid an accident

         Failure to control speed to allow for safe stopping distance

         Failure to observe traffic laws and ordinances

         Failure to observe ASU operating rules or special instructions


The driver will be given the opportunity to explain what happened and hear the accident committee's determinations. If an accident is determined to have been preventable and the driver involved is:

         A student, his or her driving privileges will be revoked.

         An employee, the driver will be given a written warning. Two preventable accidents in a five year period will result in the revocation of driving privileges.



Facilities Management will be responsible for maintaining driver and vehicle maintenance records.

Driving Records

A file for current drivers which has been approved by the University should be on file with Facilities Management containing:

         A photocopy of his or her valid drivers license

         Current Motor Vehicle Driving Record abstract

         Accident reports, if any

         Complaints received about his or her driving, if any

         Record of training events attended/completed

Maintenance Records

Written records of maintenance and inspection records shall be kept in a separate file for each vehicle. Records will include:

         Vehicle identification: make, model, and VIN

         Name, address, and phone number of department of individual responsible for the vehicle

         Tire size, ply, and type

         The date and nature of work performed

         Oil change/lubrication dates and mileage

         Summaries of any accidents involving the vehicle

Service, Inspections, and Repairs

All University fleet vehicles will be maintained and serviced by the transportation department with the exception of those vehicles owned by individual departments.

Policy Oversight

Facilities Management is responsible for enforcing policies, including:

         Communicating with the University's insurance company and approving an individual for driving based on his or her driving record

         Maintaining the authorized drivers list

         Monitoring vehicle use to insure that only approved drivers operate University vehicles

         Facilitate the dissemination of information regarding driving rules and regulations, safe driving practices, and hazards of the road

The Business Office, in conjunction with the Facilities Management, will oversee this Transportation Program, regularly review policies, accident reports, and other transportation considerations. Specific policies will be re-examined annually and revised as appropriate by the relevant overseeing Departments.

The individual department will assemble the necessary information for Facilities records, drivers DMV checks, and communicate to Facilities Management and the Business Office of any accidents that happen with a University vehicle.

The driver will communicate to Facilities Management and the Business Office any moving violation, accident, or incident that could alter their driving status.

When you have read this document, please print the Transportation Policy Agreement, fill it out, and return it to Facilities Management prior to driving a Alcorn State University vehicle.

I, _____________________________________, have read the Transportation

Policy, understand, and will abide by the policy. I am responsible for all of the

information in the policy. I understand that my driving privileges may be revoked

for failure to comply with the policy.


Print Name


Sign Name



Please print this document and turn it in to Facilities Management prior to your driving

an ASU vehicle.