Student Employees and Graduate Assistants Use of University Vehicles
NUMBER: 353
DISTRIBUTION: WCU Departments
ISSUED BY: Executive Director of Facilities Management
EFFECTIVE: October 15, 2006 (Revised)
SUBJECT: POLICY ON STUDENT EMPLOYEES AND/OR GRADUATE ASSISTANTS USE OF MOTOR POOL
VEHICLES
Overview: To clarify under which conditions student employees and graduate assistants are eligible
to operate University vehicles.
Purpose: To address the required qualifications for student employees or graduate assistants
to drive University vehicles, the purposes for which their driving is allowable, and
the required authorization.
Prohibitions: Students (unless in University paid employee status) are not permitted to operate
a University vehicle at any time. Allowing students or other non-University individuals
to operate University vehicles is in violation of University policy and poses a financial
risk for these unauthorized drivers as the Commonwealth"s insurance program does not
insure them.
Students employed under the College Work Study program are not permitted to drive
University-owned vehicles at any time. Please see the State Work Study Policy
Use of University vehicles by student groups or clubs is prohibited. Requests for
vehicle use by clubs or student organizations funded by the Student Government Association
should be addressed through the SSI Business Office.
Policy:
West Chester University (WCU) Motor Pool vehicles are to be used only for official
University business.
The trip must be scheduled in advance, submitted by the sponsoring department and
approved per the attached authorization form.
The sponsoring supervisor is responsible for ensuring that the student employee or
graduate assistant meets all of the following criteria prior to requesting authorization:
Possess a current valid driver's license.
Be at least 21 years of age.
Be a part-time, payrolled WCU student employee or graduate assistant (but not a College
Work Study appointee)
The driving assignment is part of this student employee's or graduate assistant's
normal University job duties.
Will be paid by the University while performing the driving duties.
Has received, reviewed, and accepted all vehicle use policies and guidelines.
Generally, drivers of University vehicles are required to display a WCU Faculty/Staff
ID card. Requests for part-time student employees (other than Work Study students)
or graduate assistants to drive University vehicles must be initiated by the supervising
sponsor and approved in advance by both the divisional Vice President and the Vice
President for Finance and Administration using the attached form: “Request for Authorization
for Part-time Student Employee and/or Graduate Assistant to Drive a University Vehicle.”
Requests to drive a 15-passenger van require the completion of the van driving certification
process. Please see the WCU 15-Passenger Van Policy or Contact the Motor Pool Supervisor at x2434 for details.
WCU Motor Pool Policy for additional rules and regulations concerning the use of all
WCU Motor Pool ehicles.