The purpose of this information is to provide the UW-Whitewater campus with procedures regarding driving requirements that must be met in order for officers, employees, students, volunteers or agents to be authorized to use a State/University owned, leased, rented or personally owned vehicle on university business.
It is critical to remember that driving any vehicle on university business is not a right but a privilege. Vehicle use entails a wide variety of related issues which affect the liability, property and workers compensation experience of the university.
It is appropriate to drive when the purpose of the trip fits the mission of the university or the official business of the university is carried out as a result of the trip. Anyone driving on state business must be an active officer, employee, currently enrolled student, or specified volunteer or agent. A valid relationship between the university and the driver must be in place prior to being authorized.
A Vehicle Use Agreement form is required for officers, employees, students, volunteer or agents whose duties require them to drive on university business. This includes using:
Coverage for use of university-owned vehicles is restricted to our University Self-Funded Liability Program. It is a requirement of the University Self-Funded Liability Program that anyone driving on behalf of the university must have a Volunteer use agreement form on file in the Risk Management and Safety Office, prior to departure.
When driving a personal vehicle on university business, the vehicle owner's personal coverage is primary. The State liability protection applies on an excess basis only. The State liability and property program do not provide coverage for non-university vehicles. The vehicle owner should contact their personal insurance company to determine how coverage will be applied for business use of their vehicle.
In general, non-employee and non-agent passengers are not allowed to ride in vehicles being used on university business due to the additional liability exposure which they pose. Contact Risk Management and Safety for further information.
Complete your online submission here: https://fleetportal.wi.gov
**Out of state license holders must also submit the UW-Whitewater Notarized Statement of Driving Record to verify their out of state driving record. In order to have your statement notarized you must take two forms of ID with you and sign the form in front of the Notary (NOT BEFORE). A Notary is a person who is legally empowered to witness and certify the validity of documents. Contact a notary for an appointment. A list of campus notaries can be found here. You will then need to scan the notarized statement and upload the pdf when completing your online submission. The original completed Notary Statement should be sent to Risk Management, Hyer 333. If you submit without uploading the notarized statement it can do it once Risk Management receives the original.
Driving records of Authorized drivers from the State of Wisconsin will be checked monthly.
Employee Authorizations: Once approved, employees do not need to annually submit a Vehicle use agreement Form. Employee authorization ends when the employee driver fails to meet the minimum driving standards, when Risk Management & Safety is notified to inactivate, or when employment is terminated. If an employee leaves and then returns, a new Vehicle Use Agreement will need to be submitted through the portal.
Student Authorizations: Expire annually on May 31st, when the student driver fails to meet the minimum driving standards, or when Risk Management and Safety is notified to inactivate. After May 31st, a new Vehicle Use Agreement will need to be submitted through the portal. Requests for extension past May 31st can be made to Risk Management and Safety.
Volunteer/Agent Authorizations: Expire at the end of their term of service, when the driver fails to meet the minimum driving standards, or when Risk Management and Safety is notified to inactivate. After expiration of term, which is a maximum of one year, a new Vehicle Use Agreement form will need to be submitted to Risk Management and Safety for processing along with an updated Volunteer/Agent letter.
To search for an authorized driver:
Enter name to search for authorization verification, click the “View Report” button.
To reserve a vehicle, review the information on the UW-Whitewater Transportation Office Website here. All drivers must be driver authorized by Risk Management prior to making any vehicle reservation or traveling on official university business. To verify active drivers, contact Risk Management at 262-472-1856 or Transportation at 262-472-1320.
12/15 Passenger vans are banned from use, as directed by the Chancellor's Office.
Driving out of state and in other countries: Contact Risk Management & Safety
Examples of appropriate vehicle use of a university owned, leased, rented, or personal vehicle are:
Examples of inappropriate use of a university owned or leased vehicle are:
Campus Vehicle - Call the police to file a police report. Check the glove box for a vehicle accident kit and follow the instructions. Notify Risk Management as soon as possible for further information. Complete the Vehicle Accident/Incident Report Form. Submit the form to Risk Management.
Rental Vehicle - Call the Police to file a police report. Notify the rental company. The rental company will manage any claim. Notify Risk Management as soon as possible. Complete the Vehicle Accident/Incident Report Form which is attached to the rental contract. Submit the form to Risk Management.
Personal vehicle - Call the Police to file a police report. Contact your personal insurance Agent. Notify Risk Management as soon as possible. Reminder: vehicle owner's insurance is primary in the event of an accident/incident.
This document establishes rules for the management and safe operation of utility vehicles by employees of the University and on University property. The purpose of this document is to preserve and protect the safety of our faculty, staff, employees, students, visitors and University property.
The term "utility vehicle" includes all non-licensed motorized vehicles used in the conveyance of people and/or materials on University property. Examples include: golf carts, Gators, Mules, Cushmans. This policy does not apply to any vehicle that is licensed for operation on Wisconsin roadways, nor does this policy apply to heavy equipment (i.e. backhoes, bulldozers). Each excluded vehicle type is covered by other operational policies or laws governing their usage. Motorized wheelchairs and other personal-assistive devices are specifically excluded.
Operation of non-licensed utility vehicles on public streets and highways is prohibited by State law, except as specifically authorized by Wisconsin State Statutes ss. 346.94(19)(a) on roadways with speed limits less than 35 miles per hour and the utility vehicle is being used for the state or local governmental purpose of collecting residential or commercial solid waste, landscaping, or performing incidental street maintenance, and is operated on a highway (i.e. public street) for a distance not to exceed one-half mile. Persons violating this statutory "rule of the road" may be cited by state or local police and may be required to forfeit not less than $30 nor more than $300.
This document establishes rules for the management and safe operation of utility vehicles by persons who with whom the University maintains maintenance and/or educational services contracts and who require the use of privately owned or leased utility vehicles on University property. The purpose of this document is to preserve and protect the safety of our faculty, staff, employees, students, visitors and University property.
The term 'utility vehicle' includes all non-licensed motorized vehicles used in the conveyance of people and/or materials on University property. Examples include: golf carts, Gators, Mules, Cushmans. This policy does not apply to any vehicle that is licensed for operation on Wisconsin roadways, nor does this policy apply to heavy equipment (i.e. backhoes, bulldozers). Each excluded vehicle type is covered by other operational policies or laws governing their usage. Motorized wheelchairs and other personal-assistive devices are specifically excluded. Operation of non-licensed utility vehicles on public streets and highways is prohibited by State law, except as specifically authorized by Wisconsin State Statutes ss. 346.94(19)(a) on roadways with speed limits less than 35 miles per hour and the utility vehicle is being used for the state or local governmental purpose of collecting residential or commercial solid waste, landscaping, or performing incidental street maintenance, and is operated on a highway (i.e. public street) for a distance not to exceed one-half mile. Persons violating this statutory 'rule of the road' may be cited by state or local police and may be required to forfeit not less than $30 nor more than $300.
|NOTE: A signed Utility Vehicle Contract Operator Statement Of Knowledge, Comprehension, And Compliance form is required from each contract operator at the beginning of every contracted period requiring utility vehicle use. Signed forms are required for short-term (less than one year in duration) contracts at the beginning of the term of each contracted period. For long term contracts (greater than one year in duration), signed forms are required every 365 days.|
CC=Camps and Clinics (including all non-affiliated camps managed by or contracted through Continuing Education)
FG=Facilities and Grounds
WC=Williams Center/Warhawk Stadium
An accident investigation kit is in the glove box of all university and fleet vehicles.
Below is the form to be completed when reporting and requesting insurance reimbursement for vehicle damage due to an accident.
Please send all information to the Risk Management and Safety Office (Hyer Room 330). If you have any questions please do not hesitate to contact our office at ext. x1856.
SOURCE: Office of the Vice Chancellor for Administrative Affairs
Unauthorized and non-essential use of service stalls results in the service stalls being unavailable for service vehicle parking and authorized loading/delivery. This increases the frequency of off-road vehicle operation and other parking violations.
Designating an adequate number of service stalls in appropriate locations is the second in priority (handicapped parking being first priority) of all possible designated uses for the limited number of parking spaces available campus wide.
Effective utilization of the available services stall spaces will result in minimal occurrences where all available service stalls in an area will be taken. Conversion of additional parking spaces to service stalls is accomplished through Visitor & Parking Services monitoring the utilization of these spaces, and through communication with users of service stalls.
The location of buildings and the configuration of access in some areas of the campus result in the need to designate limited access service drives. Space limitations may result in instances of inadequate service vehicle parking. This results in the need to exercise good judgement when accessing these areas by vehicle and any subsequent enforcement.
Off-road vehicle operation creates safety hazards for pedestrians, accessibility issues, accelerates deterioration of sidewalks and damages lawn and landscaped areas.
It is recognized that restricting the use of designated service stalls and the off-road operation of vehicles by university employees will result in increased time and labor costs related to maintenance and construction. These increased costs must be balanced by increased safety and the labor and material cost savings for restoring sidewalks and grounds, and will contribute to improved campus aesthetics. It is necessary for employees and contractors to use sound personal judgement in distinguishing between essential uses of service stalls and employee convenience.
Off-Road Operation of Motor Vehicles
(Policy does not cover golf cart type vehicles, Cushman, etc. See policy "Safe Operation of Cushman and Cushman Type Vehicles".)
Off-road operation of vehicles is prohibited at all times, with the following exceptions:
Public Roadway Vehicle Use: Use of other campus vehicles and grounds vehicles on public, city and state roadways must follow state seatbelt and passenger seating laws. All drivers of vehicles being operated in off-road areas not in compliance with this policy are subject to issuance of a citation by University Police
Parking of service vehicles on sidewalks or other pedestrian routes to perform maintenance activities should be avoided whenever possible and when done orange traffic cones must be placed at the front and rear of the vehicle. Placement of the cones shall be such that visually impaired pedestrians will be directed, by tactile perception, around the vehicle and any equipment of supplies that may be projecting from the vehicle. This requirement does not apply to emergency vehicles.
Vehicles which carry service vehicle identification, but which are not being used for the purpose of performing maintenance or construction related activities are not authorized to be parked on sidewalks or other pedestrian routes.
Vehicles in non-compliance may be towed.
Use of service stalls is restricted to:
If all service stalls in an area are occupied, it is the responsibility of the operator of the vehicle to find alternate parking. Service vehicles may also be parked in regular parking stalls or metered parking spaces where the meter time limit is more than thirty (30) minutes.
Supervisors may not instruct employees to park in violation of this use policy, and statements indicating that an operator was instructed to park in violation of this policy by their supervisor may not be considered as a basis for the appeal of any citation issued.
When a maintenance or construction project requires vehicle access to off-road areas or temporary designation of additional parking for service vehicles, arrangements may be made by contacting Visitor & Parking Services prior to the project. Vehicles in non-compliance may be towed.
Authorized vehicles utilizing service stalls for purposes of loading/delivery in excess of the twenty (20) minute time limit will be cited for Overtime Parking. Vehicles which are cited for Overtime Parking in a service stall, and which remain in the service stall, are subject to multiple citations. Subsequent citations will be issued no sooner than twenty (20) minutes from the time of the previous citation. No more than five(5) citations will be issued on any one calendar day for Overtime Parking in that stall/area. If the vehicle is moved and the violation is repeated, it will be considered a separate occurrence.
Overtime Parking citations which remain unpaid after five (5) business days will have a late fine added. Citations which remain unpaid after approximately twenty-eight (28) days from the date of issuance will have an administrative fee added to the fine amount and referral to the Wisconsin Department of Transportation for vehicle registration suspension and an additional DOT fee if the citation is still unpaid after approximately fifty-six (56) days from the date of issuance.
All vehicles not in compliance with this policy which are found parked in service stalls/areas or off-road areas will be cited for Parking in a Restricted Area. Payment of citations issued to private vehicles is the responsibility of the registered owner. Payment of citations issued to State owned vehicles is firstly the responsibility of the operator, and secondly the responsibility of the department or unit to which the vehicle is assigned if the operator of the vehicle at the time it was cited cannot be determined.
Parking in a Restricted Area citations which remain unpaid after five (5) business days will have a late fine added.
Citations under this policy may be appealed in writing to Visitor & Parking Services. The appeal must address the circumstances by which the vehicle was not in violation of this policy.
Upon approval by university administration this policy will be distributed by direct mail to full and part time employees. Thereafter this policy will be included in parking regulations which are published annually. University employees responsible for supervising the work of outside vendors shall provide a written copy of this policy to the vendor.
The following definitions are applied:
Athletic Field Permit - A permit issued by Parking Service for the purpose of identifying vehicles which are necessary for the transportation of equipment to and from athletic fields and practice areas.
Essential Use - A condition in which performance of the maintenance or construction task currently occurring requires specific placement of a vehicle for the delivery of bulky or heavy (in excess of 30 pounds) tools, materials or hazardous materials to or from the work site.
Grounds Vehicle - A university owned vehicle used in the performance of grounds maintenance, including lighting and amenities.
Limited Access Service Drive - A route identified for the purpose of essential vehicular access to a building or area. Such service drives are normally pedestrian circulation routes. Extreme caution must be used by all persons operating a vehicle in these areas.
Loading/Delivery - Use of designate service stalls/areas for up to 20 minutes for purposes of loading or unloading program related materials or supplies. Loading/Delivery Permit - A permit issued by Visitor & Parking Services which identifies a vehicle as authorized to use service stalls for up to 20 minutes. These permits are normally issued to outside vendors such as florists and food vendors.
Off-Road Area - Any area not specifically designated and intended to be used for driving or parking of vehicles. Off-road areas include all university sidewalks regardless of width, all lawns and landscaped areas of campus.
Service - Job related activity which is related to the maintenance of university owned property, or construction on university buildings or grounds, or one that involves the movement of hazardous materials.
Service Stall - A parking stall designated as restricted to use by vehicles with state license plates or displaying a service permit.
Service Vehicle - A vehicle used by a university employee, contractor, contractor's employee, vendor or other service provider in the performance of maintenance of university owned equipment or buildings, or construction on university property. Specifically excluded are vehicles used by any person performing maintenance or construction which are used for the primary purpose of commuting to the work site, or by others not directly involved in the transportation of construction or maintenance tools, equipment or related supplies. Service vehicles may be identified by "State Owned" license plates or service vehicle permits issued by Visitor & Parking Services.
Service Vehicle Permit - A permit issued by Visitor & Parking Services which identifies a vehicle as authorized to use service stalls for time periods in excess of 20 minutes. These permits are normally issued to outside contractors and vendors, for such reasons as maintenance on photocopiers and vending machines, or contractors.
Vehicle - Any motor vehicle which is licensed for use on public highways and roads.