1. Policy Statement
    1. 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.
       
       
  2. 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.
  3. Definitions
Term
 		Definition
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.
Facilities Services
 		The VCSU department that schedules, dispatches, and maintains state vehicles at VCSU.
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.
NDCC
 		North Dakota Century Code
NDDOT North Dakota Department of Transportation
OMB
 		Office of Management and Budget (State of North Dakota)
Operator
 		Only state employees and individual approved students. These individuals are eligible to drive state fleet vehicles.
RMF
 		North Dakota Risk Management Fund
SBHE
 		State Board of Higher Education
State Employee
 		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.
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.
State Fleet Vehicles
 		Licensed motor vehicles that are owned and leased by the State Fleet branch of the NDDOT.
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.

 

4.  Policy

        a.  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.


5.  Procedures

       a.   University-Sponsored Student Employee/Student Travel

Some volunteers, including students, if acting in an official capacity on behalf of the State or VCSU, and students required to drive for educational programs may be considered temporary employees and are allowed to use fleet vehicles for those purposes. All requested drivers must have a valid driver’s license.

 

Requests for students to operate a state vehicle for an event or activity affiliated with a course or program to be submitted on the approved form (Request for Volunteer or Student Driver form) to the Facilities Services Office by the instructor or staff member responsible for the course, program, event, or activity. If the event or activity is not affiliated with a course or program, such as membership in, or appointment to, student government, NDSA, and NDUS councils and committees, then the student shall submit a request on an approved form to the Facilities Services Office.

  

Requests for use of a state vehicle by or on behalf of a student group to use a state vehicle must show that the student group is acting on behalf of the institution by its members’ attendance at or participation in a proposed event or activity. Use of state vehicles by members of student groups for private or personal use is prohibited. University sponsored student travel must be approved by a competent authority. 

  

Generally, student travel must be identified and listed on the course syllabi (this includes student research-related travel as may be specified through directed course syllabi, etc.), team travel schedules, student club/organization activities programming schedules, and have prior approval by a competent authority. Short-notice travel incidents may occur and approval will be determined on a case-by-case basis.

  

           b.  Student Organizations/Clubs

Student clubs, groups, and organizations are not agents or agencies of the State. Students pay fees to the University so they can receive services (in the form of education) for their personal benefit. The University has the responsibility to provide certain services to the students, which if required or authorized, are formally established and set forth in a program, curriculum, syllabus, schedule, etc.

  

Since student clubs, groups, and organizations are not under the direction of the University, activities of student groups are not considered State business and will not be covered under the Risk Management Fund.

  

Refer to NDUS Guide to Authorized use of State Fleet Vehicles.

  

          c.  Collegiate Athletic Teams

Collegiate athletic programs are official state business under the following guidelines:

  1. Team schedules (games and practices) are determined and governed by the institution; their membership rules are promulgated and enforced by the institution, as well as nation and regional regulatory entities.
  2. The conduct of student athletes is controlled and supervised by the institution through institution employees, whose employment consists of coaching, training, and supervising the student athletes.
  3. The collegiate athletic teams are funded by the institution and income produced by their activities is that of the institution.
  4. Driving associated with such activities is fulfilled by regular full-time state employees or outside entities that are contracted by the institution.

 

          d.  Analyzing Requests for Vehicle Use by a Student or Student Group  

Specific guidelines are provided in the VCSU State Fleet Operating Manual are used to determine whether or not the proposed trip is official state business.

 

          e.  Student Recruitment Guidelines

State vehicles should be used solely for the purpose of driving to/from college (from the airport), and touring campus; it is not to be used to drive student around the town or to/from local restaurants, or to/from off-campus locations, etc.

  

These same transportation services are available to certain identified other students, who are being recruited for their "special talents".

  

For additional information refer to: Student Recruitment Guidelines

For reimbursement information refer to: VCSU Policy V513: Travel Expenses for Student Recruitment.


6.  Responsibilities


All Students Driving State Fleet Vehicles
  • The driver must be a state employee as defined above and maintain a valid driver’s license while operating a vehicle.
  • Conduct only state business while operating the vehicle. 
  • Operate the vehicle within the scope of employment.
  • Complete incident reporting within 24 hours of an incident in a fleet vehicle.
  • Obey traffic laws.
  • Refuel vehicle using assigned Voyager card prior to returning.
  • Clean out vehicle (may include vacuuming and car wash) prior to returning.
All Persons Requesting State Fleet Vehicles
  • Request vehicles only when such vehicle use is for state business.
  • Report accurate driver’s license information on the request form (for the DRIVER).
  • Complete and submit vehicle request at least 2 days prior to travel.
Facilities Services Office
  • Reserve vehicle for State/VCSU business only.
  • Reserve and dispatch vehicles as requested, for approved vehicle request forms.
  • Forward vehicle request forms to the VCSU Safety Office (or designee) when State/VCSU travel purpose is not immediately evident.
  • Process VCSU State Fleet Accident reports for incidents involving state fleet vehicles.
Safety Office
  • Conduct a more detailed evaluation of vehicle request forms for when State/VCSU travel purpose is not immediately evident.
  • Coordinate Defensive Driving Courses and maintain training records.
  • Process VCSU State Fleet Accident reports for incidents involving state fleet vehicles.
Supervisors with Decision Making Authority (Competent Authority)
  • Evaluate all vehicle requests and approve only when requested vehicle use is for official business that serves the State/VCSU.


7.  Forms

 

8.  Related Documents



Sponsor: Safety Office

New: November 2014

Revised: November 2023