Interim Vehicle Policies and Procedures

The University of Hawai‘i – West O‘ahu (hereinafter known as the University) state vehicles shall be used for official, University-related business only. Only employees of the University and/or its recognized student organizations (special exemption required) are authorized to drive and/or ride within state vehicles. Any requests for exceptions must be submitted to, and authorized by, Auxiliary Services.

ALL DRIVERS MUST HAVE A VALID DRIVER’S LICENSE 

Authorized drivers and their approving program are responsible for passenger and vehicle safety, and shall obey all University, County and State traffic and parking ordinances, rules, and regulations. It is also the programs’ responsibility to arrange transportation for unforeseen breakdowns. Be sure that you are aware of their travel arrangements. Fines for traffic violations and/or crimes are the responsibility of the authorized driver and approving program. Report any and all accidents to the University’s Campus Security Office IMMEDIATELY.

Smoking is prohibited in University state vehicles.

The use of any electronic mobile devices are prohibited while operating any University vehicle.

RESERVATION PROCEDURES

For EACH requested vehicle, a Vehicle Request Form must be submitted by the authorized driver at least 3 business days in advance (requests may be submitted up to 6 months in advance). Vehicle Request Forms are processed on a first come, first served basis. If a request is approved, a confirmation email will be sent to the requester.

CHECK-OUT

The authorized driver for the reservation may pick up the keys to the vehicle at the F201 Campus Mailroom in the Maintenance/Mechanical Building during normal hours of operation (M-F, 8:30am – 4:00 pm, except state holidays). Drivers shall be required to pre-check the vehicle and report any damages prior to use.  Drivers are responsible for all information contained within these policies and procedures.  Drivers who do not arrive by their scheduled time may forfeit their vehicle reservation without notice.

RETURN

University vehicles shall be returned by the agreed upon date and time to one of the State Vehicle parking spaces adjacent to the Maintenance/Mechanical Building. Please make sure that the vehicle is in the same condition in which you received it before returning the keys to the auxiliary services office. The University will not be responsible for any items left in the vehicle – any items left in the vehicle may be disposed of without notice.  State vehicles must be returned to campus daily during normal hours of operation (M-F, 8:30am – 4:00 pm, except state holidays).  Vehicles may not be kept overnight.

PASSENGERS

All passengers (including the driver) must be employees of the University and/or its recognized student organizations.  Transport of passengers who do not fall into one of the aforementioned categories is strictly prohibited.

VIOLATIONS OF THE POLICY

University state vehicle privileges will be suspended or revoked upon written notification of violations. Written requests for reconsideration should be sent to Campus Operations.

RESERVATION CANCELLATIONS

Vehicle availability is not guaranteed even with a confirmed reservation and the University reserves the right to cancel reservations at any time if vehicles are unavailable due to unforeseen events.  Drivers should have backup transportation methods arranged in the event that their reservation is cancelled unexpectedly.  If you wish to cancel or reschedule your reservation, please contact the UHWO Auxiliary Services.

PROCEDURE FOR REPORTING ACCIDENTS INVOLVING UH WEST O‘AHU STATE VEHICLES

The driver of a University state vehicle that is involved in any accident shall comply with the following procedures:

On-campus (University of Hawai’i – West O’ahu):

  1. Notify UHM Fleet Services – (808) 956-8875
  2. Notify UHWO Campus Security – (808) 689-2911
  3. Notify UHWO Auxiliary Services

Off-campus:

  1. Notify Honolulu Police Department – 911
  2. Notify UHM Fleet Services – (808) 956-8875
  3. Notify UHWO Campus Security – (808) 689-2911
  4. Notify UHWO Auxiliary Services

Note: ANY AND ALL ACCIDENTS shall be reported to UHM Fleet Services and UHWO Campus Security regardless of whether or not another vehicle is involved or there are injuries or property damages.

In compliance with Hawaii Occupational Safety and Health Law (HIOSH), Chapter 12-52-8, “Reporting of Serious Accidents”, the following types of accidents must be reported within eight (8) hours:

  1. Loss of life;
  2. Injury to three or more employees requiring in-patient hospitalization;
  3. Property damage in excess of $25,000.00

Report these types of serious accidents within eight (8) hours to:

  1. State of Hawaii – (808) 596-9102
  2. UHM Fleet Services – (808) 956-8875
  3. UHWO Campus Security – (808) 689-2911
  4. UHWO Auxiliary Services

(Note: A monetary penalty can be avoided by timely reporting. Reference Section 12-52-8 Hawaii Administrative Rules, effective September 30, 1994)

In the case of an accident, all drivers shall complete a “Report of Accident Card” at the time of accident and submitted to UHM Fleet Services. “Report of Accident Card” is located in vehicle’s glove compartment.

Original blank accident claim forms are only kept at UHM Fleet Services and not available for distribution. The responsible driver shall come to the UHM Fleet Services Office and complete and sign the accident report form within twenty-four hours of the accident. A passenger or authorized representative may complete the form in place of the driver, only if the driver was injured in the accident and is not able to visit UHM Fleet services. The original accident report and Report of Accident card shall remain with UHM Fleet Services. Copies shall be provided to the user’s unit. UHM Fleet Services shall process the accident report through the appropriate guidelines.VA

Vehicle Request Form