University Van Requirements

Students who drive University vans must first pass a driver’s test administered through the Office of Safety and Security. The process includes an application, official driver history, and a written and physical driving test. Please note that the entire process to obtain permission to drive a University van takes an average of ten days. Allowing ten days assures the student’s paper work from their state will be received. Requiring student drivers to pass these test may help reduce Union’s liability should the van get into an accident.

Faculty and Staff drivers DO NOT need to undergo the approval process. Faculty and Staff advisors must accompany student organizations on the van if the group is traveling to an event over 60 miles from Jackson, TN, unless special arrangements are made with the Dean of Students.

Students needing permission to drive a vehicle while representing Union University need to begin by getting an APPLICATION for van/vehicle testing from the Office of Safety and Security.  Next, the student will need to successfully pass a WRITTEN EXAM, to be taken at the Office of Safety and Security, and turn in a DRIVER HISTORY from the state in which the student holds a valid Driver’s License.  Finally, each student will need to pass a practical driving test, or ROAD TEST, administered by the Office of Safety and Security.

The following material will prepare you for the written exam and the road test. Note: you will need to score 85% or higher on the written exam in order to move on to the road test.  When you are ready to take the written exam contact Safety and Security (661-5018).

Checklist

Use the following checklist as a guide for obtaining permission to drive a University owned van.

1.      Go to the Office of Safety and Security to pick up an application.

2.      Give completed application to the Office of Safety and Security for review.

3.      Take a written exam at the Office of Safety and Security.

4.      Obtain your Driver History.

5.      Make an appointment for a Road Test by calling the Office of Safety and Security (661-5018). This must be done at least forty-eight hours in advance from the time you take the road test.

6.      Come to the Office of Safety and Security on the date and time of your appointment. Have your driver’s license and driver’s history with you. Your application and written exam must be on file in the Office of Safety and Security before you can take the road test.

University Van/Vehicle and Reservation Policies

Driving a college van/vehicle is a big responsibility.  Not only will you be responsible for a vehicle which costs in the neighborhood of $25,000, but more importantly, you will be responsible for your life and the lives of up to 14 other people.  Therefore, it is important for you to know that when you agree to be the driver for an organization on campus, you are in charge. Remember that the name of our college is written conspicuously on the outside of the van.  Your courteous driving, or lack of, will be a reflection on Union University.

Even though faculty, staff, and administrators are only permitted to reserve a university van, part of your responsibility is making sure that the van/vehicle has been reserved for the day and hours that you will need it. Be sure to allow a cushion of time before and after you actually need it, about an hour.  For instance, if your group is going to Memphis and leaving campus at 6:00 p.m., and returning at 9:00 p.m., reserve the van/vehicle from 5:00 p.m. to 10:00 p.m.  This will help eliminate anxiety for whoever may be waiting at the campus to use the van/vehicle.  Do not assume that no one is waiting for your van/vehicle, simply because when you reserved it there was no other name on the list.  Last minute reservations are quite common.

The following policy applies to all University-owned and University-leased/rented vehicles and driving a personal vehicle while representing Union University:

1.      Union vehicles may only be signed out by paid employees, faculty, staff, or administration, and may not be signed out by students.

2.   Each driver must have a valid operator’s license, current automobile liability insurance, and must be at least 19 years of age.  The person signing for the vehicle (the sponsor) is the individual responsible for seeing that their enlisted driver meets these qualifications.  The organization requesting use of the vehicle is responsible for enlisting their own driver(s).

3.      To reserve a van or bus for University use there must be a minimum of 5 persons in the van and 16 in a bus.  To use a bus, the driver must have a commercial vehicle license and meet the previously mentioned requirements.  Buses are reserved with Dr. David Blackstock, Director of Athletics.

If the number of persons needing transportation is less than five or sixteen, depending on which vehicle is being requested, a personal vehicle may be used and mileage will be reimbursed with the approval of your supervisor or departmental head.  The same requirements for driving a University vehicle must be met in order to drive your personal vehicle while representing Union University.

4.      All inquiries of van reservation will be done by email directly to the Office of Safety and Security.  Use the template on the email BB Forms and Templates labeled “Van Reservation Form” to make your reservation.  You will receive a response by email whether there is a van available.  The day your van is to leave, the keys will be hand delivered to the sponsor (faculty, staff, administration) and they will sign the paperwork at that time. If you need assistance with your van reservation form, please contact Melissa Hopper at 661-5033.

5.      If a department or organization cancels the vehicle reservation more than 24 hours prior to the time scheduled for pick-up, there will be no charge to the organization or unit for cancellation.  If the cancellation is less than 24 hours, but within one hour after the scheduled time of pickup, a $25 cancellation fee will be applied to the budget.  If the cancellation is more than one hour after scheduled time of pickup, or if the organization/unit does not cancel the reservation and simply fails to pick up the vehicle, a charge of $100 shall be applied to the budget.

The waiver of this fee will be solely at the discretion of the Assistant Dean of Students or the Dean of Students and must be based on significant circumstances which require last-minute cancellation of vehicle.

6.      Vehicles must be returned as scheduled on the Trip Ticket.  The return of the vehicle is the responsibility of the sponsor who signs the vehicle out.  Failure to return the vehicle as scheduled, requiring the Office of Safety and Security to locate it or depriving someone of its use, will result in a $25 fine to the department responsible. 

7.      Tennessee law mandates the use of seat belts for all passengers occupying the vehicle. As a matter of policy, the University request that all passengers be belted while the vehicle is in motion.  The driver of the vehicle assumes the responsibility of enforcing the seat belt law and for encouraging all passengers to protect themselves by the use of the seat belts.

8.      The use of tobacco in any form in University vehicles is prohibited.

9.      Alcoholic beverages and non-prescribed drugs are prohibited in the vehicles and shall not be used by the driver or any passenger.

10.      Vehicles should be given the best possible care, should be turned in with the interior free of trash and debris, and should be returned with a full tank of gas.  Failure to comply will result in fines being assessed.

11.  Malfunctioning equipment or any problem relating to the operation of the vehicle should be reported in writing when the vehicle is returned.

12.  Accidents should be reported to the appropriate authorities after the care of any injured. An accident report should be filed at the scene, and upon returning to the University the accident must be reported to the Office of Safety and Security.

13.  Any traffic violation(s) issued against the driver of the vehicle for any reason will be the responsibility of the driver, not the University.

14.  The Athletic Department has agreed that the schedules of athletic events for any team needing to use a van will be submitted to the Office of Safety and Security no later than:

15.  Campus Ministries is always guaranteed one van. After Athletics’ vehicles are reserved and Campus Ministries is given one van, all other requests will be on a first come, first serve basis.  (No department will be allowed to “bump” a previously scheduled van.)

Please be reminded that the University has a large investment in the vans and buses that are in the motor pool for use by the University personnel.  Your cooperation in protecting that investment is solicited.  Also be mindful with a limited number of University vehicles, good stewardship and time management are necessary.  It is requested that you schedule a vehicle for pickup one hour prior to departure unless a special circumstance needs consideration.  It is unfair to schedule a van for pickup in the morning and departure is not scheduled to take place until later that day or evening.  Again, your cooperation and spirit of good stewardship are appreciated.

Pre-Trip Procedures

Once you have the keys your next responsibility is to do what is called a “walk around.” During your walk around you will pay attention to items outside the van, inside the van, and the van itself.  First of all you will look to see that the tires are solid. If they look even slightly deflated, have them checked.  Look for fluids underneath the vehicle.  Clear fluids are not usually a cause for alarm, but pink, green, and black fluids are.  You will also be looking for any dings, dents, scratches, and all body damages that appear new; you are to note this on your checklist.  During normal hours you should check with Facilities Management for any repairs that need to be made.  After hours check with the Office of Safety and Security.  The officer on duty will help you make a decision as to the trustworthiness and safety of the vehicle.

Next, you should look inside the vehicle, noting if it has trash on the seats or floor.  You will note this on the check out sheet that the Office of Safety and Security will give you when you receive the keys.  There is a penalty system administered by the University for infractions.

Next, you will do a safety check.  The check out sheet is self-explanatory. If during your safety check you note that something is not working, notify the Office of Safety and Security immediately.  It is good to check your van/vehicle during the work day hours because, in the event that something is wrong, and cannot be fixed, the Office of Safety and Security may be able to give you another van/vehicle.

Once you have received your keys, and have done a walk around, it is time to board the passengers.  Inform them that if someone does not want to wear their seat belt for the duration of the trip, they are welcome to find alternate transportation, because you are not moving until everyone on board has buckled up.

After-Trip Procedures

When you return to campus with the van, it is to be parked into the proper slot. Also, to be properly parked all lights must be off, including dome, parking, and headlights, and all the doors must be locked.  All keys, mileage slips, credit cards, and gas slips are to be returned to the Office of Safety and Security.

Information You Will Need To Pass the Road Test

Once you have passed the written exam, you may proceed to the road test.  You will have to set up a time for taking the actual driving exam.  Appointments for taking the road test are done at the Office of Safety and Security (661-5018). Appointments must be made at least 48 hours in advance from the time of test. No one will be given a road test that does not present a driver’s history and a valid driver’s license at the time of testing. 

The Safety and Security Office must have the following four items from you on file before you can begin the road test:

1. a valid driver’s license belonging to you;

2. your application;

3. your driver  history;

4. your corrected written exam.

Anyone not having all four of these items will not be allowed to test on that day, but may reschedule.

The purpose of the road test is for the officer to determine if you have enough skill and confidence to handle a 15-passenger van. Please allow 30 minutes for the road test. The driving exam will consist of (but not be limited to) a demonstration of your knowledge of rules of the road, and basic defensive driving techniques, and especially, your ability to use side-view mirrors. You will be asked to reverse through a maze of cones using nothing but the mirrors.  You will not be allowed to turn your head around to look out the rear windows.

 If you still have questions please contact the Office of Safety and Security at 901-661-5018 or email Melissa Hopper at mhopper@uu.edu.

Information for Obtaining Driver History

You can obtain your driver history from the state where your driver’s license was issued. If your state is not listed below, call your State Capital and ask how you can obtain a copy of your driver history. Your State Capital will be able to provide you with a phone number to the appropriate department that keeps your state’s driving records. If your state will fax your driver history, you may have it faxed to Student Services at 731-661-5017.

Tennessee 

Tennessee Department of Transportation-Driver’s License Station in Jackson.
Local Phone Number: 423-6622
Cost: $5.00

Since this is a local department, you can pick up your driver history at Jackson’s Driver License Station, which is located off of Exit-76.  The station is open Tuesday through Friday, 7:30am - 6:00pm.

Kentucky

Kentucky State Transportation- Division of Driver Licensing
Phone Number: 1-502-564-6800
Cost: $3.00

A copy of your driving history can be obtained one of three ways:

• Call the number above and charge the fee to a credit card.

• Go on-line at http://www.kydirect.net/marketplace.htm.

• Send a written request to the address below. The request must include your full name, date of birth, social security number, diver’s license number, and a return address.

Kentucky Transportation Cabinet
Division of Driver Licensing
Attn: Fee Accounting Section
501 High Street
Frankfort, KY 40622

Mississippi

Department of Public Safety-Driver’s Records
Phone number: 1-601-987-1212
Cost: $7.00

You can obtain a record of your driver history only through a written request. Be sure to include your full name, social security number, and date of birth, a return address, and a check or money order of $7.00. Send to the address below:

Department of Safety
Driver’s Records
P.O. 958
Jackson, MS  39205 

Illinois

Secretary of State- Records Department
Phone number: 1-217-782-2730
Cost: $6.00

You can obtain a record of your driver history only through a written request. Be sure to include your full name, social security number, date of birth, a return address, and a check or money order of $6.00. Send to the address below:

Secretary of State
Records Department
2701 South Dickerson Parkway
Springfield, IL  62727