State Vehicles

To provide policy and procedures for use of a UH West Oʻahu state vehicle.

For all authorized drivers using a UH West Oʻahu state vehicle.

An “authorized driver or operator” are UHWO staff, faculty, and student employees possessing valid driver’s license and a minimum of 2 immediate years driving history that are clean of infractions.

The University of Hawaiʻi–West Oʻahu (hereinafter known as the University) state vehicles shall be used for official University-related business only. Only
university employees and/or chartered student organizations are authorized to drive and/or ride within state vehicles. Any requests for exceptions must be submitted to, and authorized by, Auxiliary Services. Authorized drivers and 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 the programs’ responsibility to arrange transportation for unforeseen break downs, vandalism, break-ins, and other situations that involve harm to property. Fines for traffic violations or crimes are the responsibility of the authorized driver and approving program. Report all accidents to the University’s Campus Security Office IMMEDIATELY. Smoking is prohibited in University state vehicles as described in E.P. 10.102.The use of mobile electronic devices, contrary to law, is prohibited while operating a University state vehicle.

1. 1. Reservation Procedures For EACH requested vehicle, complete a “Vehicle Request Form” and submit to Auxiliary Services staff in F201 in the
      Maintenance/Mechanical Building. Requests will be accepted up to 6 months in advance. The “Vehicle Request Form” is processed on a first come, first served basis. Verification of all reservations will be returned to the requesting program.
   2. Check-Out An authorized driver of approving authority will present his/her identification to pick up the vehicle keys at F201 in the Maintenance/Mechanical Building during normal hours of operation (M-F, 8:00am – 4:00 pm). Procedures for general usage and emergency instructions will be provided to the driver. Drivers shall be required to pre-check the vehicle and report any damages prior to use.
   3. Return The University state vehicle should be returned by the agreed upon date and time to the back parking area of the Maintenance/Mechanical Building. Please remove all rubbish from the vehicle before returning the keys. The University will not be responsible for any items left in the vehicle.
   4. 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 Auxiliary Services.
   5. Reservation Cancellations The University reserves the right to cancel reservations at any time if vehicles are unavailable due to lack of availability.
   6. Procedure for Reporting Accidents Involving UH West Oʻahu State Vehicles
      1. The driver of a University state vehicle that is involved in any accident shall comply with the following procedures:
         1. On-campus at UH West Oʻahu:
            1. Notify UHWO Campus Security (689-2911)
            2. Notify UHWO Auxiliary Services via Food Services & Events (FSE) (689-2528)
            3. Notify UHM Fleet Services (956-8875)
         2. Off-campus:
            1. Notify Honolulu Police Department (911)
            2. Notify UHM Fleet Services (956-8875)
            3. Notify UHWO Campus Security (689-2911)
            4. Notify UHWO Auxiliary Services via FSE (689-2528)

            Note: 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.
               1. State of Hawaii (596-9102)
               2. UHM Fleet Services (956-8875)
               3. UHWO Campus Security (689-2911)
               4. UHWO Auxiliary Services via FSE (689-2528)

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

      2. In the case of an accident, all drivers shall complete a “Report of Accident Card” at the time of accident and submit to UHM Fleet Services. “Report of Accident Card” is located in vehicle’s glove compartment.
      3. Original blank accident claim forms are only kept at UHM Fleet Services and not available for distribution. The 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 of 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 unit. UHM Fleet Services shall process the accident report through the appropriate guidelines.