The use of North Dakota State Fleet and rental vehicles for student travel is limited to individuals who are acting on behalf of the state of North Dakota (VCSU). The individual acting on behalf of the State must have a valid driver’s license.
 

Purpose and Scope

1. VCSU must comply with the North Dakota Century Code (NDCC) when utilizing state or rental vehicles. VCSU established this policy as directed under North Dakota State Board of Higher Education Policy 512.
2. This policy applies to all eligible and approved state fleet drivers, to include student groups and student employees.
   
   

Definitions

1. Competent Authority - A VCSU employee who has been delegated or provided specific authority by formal policy or job description to perform certain functions for the State, such as: to hire/supervise/direct a person to serve as a volunteer for specific purposes, and to authorize certain activities within the scope or course of their duties. An employee may be held accountable for the persons and activities he/she has so authorized. This means that it is possible for an employee and/or the institution to be responsible for losses, if there is deliberate indifference or disregard to the applicable laws and procedures.
2. Facilities Services - The VCSU department that schedules, dispatches, and maintains state vehicles at VCSU.
3. Instructor/Supervisor - Refers to a VCSU employee with decision making responsibilities. This person may be a faculty member, club advisor, coach, assistant, associate or director, chair, department or unit head, or a higher level of administration.
4. NDCC - North Dakota Century Code
5. NDDOT - North Dakota Department of Transportation
6. OMB - Office of Management and Budget (State of North Dakota)
7. Operator - Only state employees and individual approved students. These individuals are eligible to drive state fleet vehicles.
8. RMF - North Dakota Risk Management Fund
9. SBHE - State Board of Higher Education
10. State Employees - Individuals working for VCSU or the State of North Dakota or persons assigned by a competent authority to act on behalf of VCSU or the State of North Dakota with or without compensation.
11. State Business - Activities for which the primary purpose is service to VCSU or the State of North Dakota. Activities in which the activity is official business of the state. For the purposes of this policy these activities include, but are not limited to: academic field/study and research-related trips/conferences, etc.; athletic events; University programming-- student organization/club activities and events; local, regional, and/or national conferences, competitions, etc. for students and/or student clubs; student participation in student local and state government.
12. State Fleet Vehicles - Licensed motor vehicles that are owned and leased by the State Fleet branch of the NDDOT.
13. Valid Driver's License - A government-issued license that is not expired, suspended, or revoked. Temporary work permits issued by the court or NDDOT due to a recent license suspension are not acceptable. If the license is issued by a foreign country (other than Mexico or Canada) a valid and current international driver’s permit provided by either the American Automobile Association or the American Automobile Touring Alliance must also be provided.

Policy

  Overview

The use of North Dakota State Fleet and rental vehicles is limited to travel by individuals who are acting on behalf of the State (VCSU). The individual acting on behalf of the State must have a valid driver’s license. 

The University, through competent authority, will determine, whether by policy or practice, that it desires university representation at an activity or event, and that representation will be provided by student government, an organization (NDSA, recognized student group, club, etc.), or a department/class (music, business, science, etc.).

Trips required by class curriculum (field trips), or regional or national competition (music, athletics, etc.), will also need approval by a competent authority.

Trips requested by a class, student group, a recognized club or organization, for the purposes of educational enhancement or extra credit, do not make the trip official state business. Neither does having a faculty advisor accompany the group on a trip. Only trips approved by competent authority will be recognized as state business and allowed to use a state vehicle.

This policy applies to student travel within the United States. For information about traveling abroad, contact the Academic Affairs Office.

Refer to SBHE Policy 512 (applies NDCC 39-01-03 and 32-12.2 provisions to student driver of fleet vehicles) and V1910.02 Use of State Fleet and Rental Vehicle.

Responsibilities

Forms

• Vehicle Request Form
• VCSU State Fleet Accident Report
• Request for Volunteer or Student Driver

• VCSU Policy V1910.02: Use of State Fleet and Rental Vehicles
• VCSU State Fleet Operating Manual
• Student Recruitment Guidelines
• The North Dakota State Fleet Services Policy Manual
• NDCC 12.1-23-06 through 12.1-23-07: Unauthorized Use of a Vehicle
• NDCC 23-12-09 through 23-12-11: Smoking in public places and places of employment
• NDCC 39-21-41.4: Use of Safety Belts Required
• NDCC 32-12-2: Claims Against the State
• NDCC 39-01-03: Motor Vehicles
• NDCC 39-08-23: Use of wireless communications device prohibited
• NDCC 24-02-03.3: Central management system for all state-owned licensed motor vehicles
• NDCC 39-01-03: Motor vehicle owned by the state not to be used for private use
• SBHE Policy Manual Section 512: Student Drivers and Use of State Vehicles by Student Groups
• SBHE Policy Manual Section 1910.2: Use of State Vehicles
• OMB State Term Contract 374: Travel: Vehicle Rental
• OMB Vehicle Liability Information
• Risk Management Division: Vehicle Coverage FAQ

Sponsor: Safety Office

New: November 2014

Revised: November 2023