COTA Truck Usage Policy
- The truck is for COTA pick-ups, deliveries and other official college business. The truck should be used when it is less expensive than having another company deliver or pick up equipment. Combine deliveries and pick-ups within and between departments, whenever possible.
- The Facilities Coordinator is responsible for the truck and will coordinate scheduling truck usage. The keys to the truck will be kept in the Facilities Coordinator office. A calendar of truck use will be kept online. The calendar can be publicly viewed at the following address http://calendar.yahoo.com/public/cota_truck. To schedule the truck, contact the Facilities Coordinator to have your date added to the calendar.
- Only eligible University personnel will be allowed to drive the truck. To be considered eligible the driver must:
- be a CSU faculty, staff or student assistant who is currently in a state-funded pay status position
- possess a valid California Driver’s License,
- have satisfactorily completed the approved CSU defensive driving course. A list on course graduates in kept on file with the Campus Police
- have read and signed a copy of the campus ‘Driving Risks and Responsibilities’ document which will be kept on file in the Facilities Coordinators office.
All drivers of the vehicle will be responsible for the driving practices and principals listed in the above document, as well as those taught at the defensive driving course.
- A Usage Log will be kept in the truck and should be completed by the driver every time the truck is used. The log indicates date, driver’s name, starting and ending mileage, destination and what the truck was used for (which activity or event). Anything out of the ordinary should both be noted in the comments section of the log and reported to the Facilities Coordinator. Please see attached sample log for examples.
- Maximum occupancy of the truck is two people. Driver and all passengers must wear seat belts. At no time is any person(s) allowed to ride in the bed of the truck, no matter how short the trip distance.
- NO SMOKING is permitted in the truck.
- If the fuel level in the truck is less than 1/4 tank when returning, it should be refilled at that time if the driver is an authorized user at the Maintenance Yard. If the driver is not authorized at the Maintenance Yard, the Facilities Coordinator should be notified that the tank needs to be refilled.
- The gas tank should be filled up with unleaded gas at the Maintenance Yard, under normal circumstances, by trained and authorized personnel. This requires a key card and knowledge of campus procedures. The truck key card will be kept in the truck. If absolutely necessary, the truck can be filled up at a gas station using petty cash. Always note the amount of gas pumped in the comments section of the Usage Log. Oil and other fluids should be checked weekly ( see number 9 below).
- The truck will receive a maintenance service inspection every 4,000 miles or 6 months, whichever comes first. The truck will also receive service at 12,000 miles or annually, whichever comes first. The maintenance service will be completed by Facilities Management.
- The Facilities Coordinator will be responsible for completing a weekly vehicle inspection checklist and submitting it to the Campus Fleet Manager
- The truck should be washed as needed. The truck may either be washed in a designated area within the facilities management corp. yard, or washed commercially.
- The following items should be in the cab. Any missing items should be replaced or reported to the Facilities Coordinator.
- First Aid Kit and Fire Extinguisher behind driver’s seat
- Clipboard with Usage Log
- Single-use camera in glove box
- Clean rags behind driver’s seat
- Thomas Guide
- Truck Owner’s Manual and a copy of these guidelines
- Notepad and pen
- 2 copies of the Accident Information Cards
- a copy of the official approved driving routes for campus
- All doors to the truck should be locked every night.
- The truck should be left clean after usage. It is the driver’s responsibility to make sure this happens.
EMPLOYEE ACCIDENTS INVOLVING CAMPUS VEHICLES
In all accidents involving the operation of a Campus vehicle, no matter how minor, the employee driver shall:
- Stop at once. If an employee is injured, follow instructions in the section below labeled ‘Employee Injuries’. If the accident involves another vehicle or person, the employee must call local law enforcement and request that an officer and, if necessary, paramedics be dispatched to the accident site. Notify the office of Safety and Risk Management as soon as possible . If nobody is available to answer your call, leave a detailed message along with a number where you can be reached. Also call the Facilities Coordinator and report that an accident has occurred. If possible, the Facilities Coordinator should go to the accident site.
- Facilities Coordinator (562) 985-4911
- CSULB Safety and Risk Management (562) 985-2283.
- While awaiting the officer, obtain names and addresses of all witnesses or possible witnesses before they leave the scene. Use the official State of California Accident Identification cards to record pertinent information on the accident. Record vehicle license numbers of all vehicles involved in the accident. Note the time and the exact location of the accident Use the perforated tear-off card to give information to the other party involved. Use the camera in the glove box to take photos of the scene.
- Make no admission of responsibility and avoid discussing the accident with anyone except authorized Campus / authorized State representatives, your supervisors, or investigating traffic officers. Avoid argument with the other party. Be courteous at all times. Do not assume any liability for, or authorize any repairs to the other vehicle.
- When the officer has completed the report, obtain the Traffic Collision Report number and note the law enforcement agency.
- When the employee returns to CSULB, a complete written report must be made, listing all details about the accident. This report should be given to the Facilities Coordinator, who will then forward it to the Safety and Risk Management Department.
NOTE: If a vehicle or other property is damaged and the owner is not present, attempt to locate the owner to identify yourself and inform the owner of the accident. Then proceed as outlined above.
EMPLOYEE INJURIES
- A campus employee must report any injury, however slight, which occurs during working hours to their supervisor immediately. The supervisor is then responsible for reporting the injury to Safety and Risk Management.
- If medical treatment beyond first-aid is needed, the employee should obtain an Employee Claim Form and report to the following medical facility:
Mullikin Medical Center
5000 Airport Plaza Drive
Long Beach, CA 90815
(562) 497-4759 or (562) 497-4760
In the event of extreme emergency, an employee may utilize any local emergency room.
DRIVE DEFENSIVELY.
