General Information
The University of Maine at Augusta (UMA) is committed to the safe and responsible operation of motor vehicles used for university business. This policy applies to all faculty, staff, students, volunteers, and authorized drivers operating university-owned, leased, rented, or personal vehicles while conducting UMA business.
Individuals operating vehicles on behalf of UMA must comply with all applicable federal, state, and local laws, as well as university policies and procedures. Drivers are responsible for maintaining valid licensure, operating vehicles safely, and exercising sound judgment at all times. Most of the information provided in this document is taken from Administrative Practice Letter IIB Motor Vehicle Administration and Guidelines. For more information on University vehicles, consult the Administrative Practice Letter.
Accidents
If you are involved in a motor vehicle accident while operating a vehicle on UMA business, safety is the first priority.
Call 911 immediately if there are injuries, emergency assistance is needed, or the situation is unsafe. Once you have completed the call with 911, contact UMPD Dispatch at 207-581-4040 so the University is aware of the incident and can respond appropriately.
Remain at the scene until emergency responders arrive, unless doing so would place you in danger. Exchange required information with other involved parties and cooperate fully with responding authorities.
All motor vehicle accidents involving university-owned, leased, or rented vehicles must be reported in accordance with applicable university reporting requirements and insurance procedures.
Roadside Emergencies
If you experience a roadside emergency while operating a vehicle on UMA business, move the vehicle to a safe location if possible and activate hazard lights.
Call 911 if the situation presents a safety risk or requires emergency assistance. After addressing immediate safety concerns, contact UMPD Dispatch at 207-581-4040 to report the situation and receive further guidance.
Permitted and Prohibited Uses
University vehicles may be used only for university business or related university-approved activities.
No one under 18 years of age may operate a university vehicle. Drivers under the age of 21 may not operate vehicles transporting more than five passengers unless specifically approved.
Enrolled students may be approved by the Vehicle Administrator to drive university vehicles solely for university-related and sponsored activities. Each student must have written authorization from a faculty or staff member responsible for the activity and authorized to approve such use. Whenever possible, a faculty or staff member should be present in the vehicle. Students employed by the University are considered students—not employees—for driving privilege purposes.
University vehicles may not be loaned, rented, or leased to individuals or organizations not affiliated with the University, nor used for personal gain or non-university activities. University vehicles may not be kept overnight at a private residence without authorization from the Vehicle Administrator.
Vehicles must be used only for their intended purposes. Off-road use requires prior approval and must involve an appropriate vehicle. No one may operate a vehicle designed to carry ten or more occupants, including the driver, without completing required certified training.
The purchase, rental, or lease of fifteen-passenger vans is prohibited. Existing vans are subject to restrictions, including occupant limits, mandatory seatbelt use, and cargo limitations. Smoking, tobacco use, alcohol, and illegal substances are prohibited in university vehicles.
Radar or speed-detection devices are prohibited in university vehicles, except for administration-approved use by University Police or Public Safety.
No modifications may be made to university vehicles without Vehicle Administrator approval, including signs, equipment attachments, towing devices, or racks. Loads that could damage the vehicle or compromise safety are prohibited.
Driver Information
Drivers must observe all applicable traffic laws and operate vehicles using safe driving practices at all times. Safety must not be compromised under any circumstances.
Prior to operating a university vehicle, drivers—or the individual signing out the vehicle—must inspect it for observable safety concerns. Any defects must be reported immediately to the Vehicle Administrator.
Drivers are responsible for protecting university vehicles from theft or vandalism by parking in safe locations, securing the vehicle, and removing keys. The University is not responsible for personal property lost or stolen from university vehicles.
Drivers should be adequately rested and should not drive more than eight hours per day. Extended driving periods should be interrupted by rest breaks. Trips should be delayed or rescheduled if weather or road conditions make driving unsafe.
Drivers must not operate vehicles while under the influence of alcohol, illicit drugs, or any substance—including medications—that may impair driving ability. Use of cellular phones while driving should follow university safety guidelines; in most instances, it is safest not to use a phone while driving.
Passengers
All passengers must be participating in university business or a university-sponsored activity. Passengers are generally limited to employees, students, approved guests, and others authorized by the University.
Children under the age of eighteen are not permitted as passengers unless approved by campus administration and the Vehicle Administrator. When approved, required safety or booster seats must be used.
Drivers may not transport more passengers than the vehicle is designed to carry. Transporting passengers for a fee is prohibited and may void university insurance coverage.
Hitchhikers are prohibited except in rare emergency situations; contacting law enforcement should be the first step.
All occupants must wear seat belts when available. Drivers are responsible for ensuring compliance and must not operate the vehicle if passengers refuse to comply.
Cargo or Contents
Animals are prohibited in university vehicles unless transport is an approved, intended use. Service animals accompanying passengers are permitted as required by law.
Hazardous chemicals, weapons, hazardous waste, illegal drugs, or alcohol may not be transported without written administrative authorization. Alcohol may be transported only for approved catering purposes.
Drivers must not transport loads exceeding vehicle capacity. The University does not insure or assume responsibility for personal property transported in university vehicles.
Fines, Violations, Citations, and Misuse
Drivers are personally responsible for all fines or citations incurred while operating university vehicles. University funds may not be used to pay such fines.
Any change in license status, including suspension or revocation, must be reported immediately to the Vehicle Administrator. All moving violations and at-fault accidents must be disclosed prior to operating a university vehicle.
Misuse of a university vehicle—including negligence, misrepresentation, or use outside approved purposes—may result in personal liability, suspension or revocation of driving privileges, and disciplinary action.
Insurance Coverage
University vehicles contain liability insurance verification cards. The University System provides liability insurance coverage for university-owned, leased, or rented vehicles used for university business within the United States and Canada.
Physical damage coverage is provided for university-owned and leased vehicles. Coverage for rental vehicles is not automatic and must be obtained by the driver when required.
The University does not provide insurance coverage for personal vehicles used for university business. Personal insurance is primary, and the University will not reimburse deductibles or damages.
Rental vehicles used for personal purposes must be rented and insured in the individual’s name. University insurance does not cover personal use. Coverage questions should be directed to the System Risk Manager.
Authorized Use of Vehicles
University-owned, leased, or rented vehicles may be used only for official university business by authorized drivers. Personal use is prohibited unless expressly authorized.
Drivers must possess a valid driver’s license appropriate for the vehicle operated and must immediately report any change in license status that could affect driving privileges.
Use of Personal Vehicles
Employees and authorized individuals using personal vehicles for university business must maintain valid licensure and insurance in accordance with state law. Personal insurance is primary.
UMA assumes no responsibility for damage to personal vehicles used for university business, except as required by law or university policy.
Driver Responsibilities
Drivers operating vehicles on behalf of UMA are expected to operate vehicles safely and lawfully, wear seat belts at all times, avoid distracted driving, and promptly report accidents, incidents, or unsafe conditions.
Failure to comply with this policy may result in disciplinary action in accordance with applicable university policies and procedures.