4.09A - Fleet Vehicle Safety Procedure

Policy Number - 4.09A

Approved: 04/21/2026

Purpose

This policy ensures the safety of all individuals who operate college fleet vehicles. Kansas City Kansas Community College provides fleet vehicles to assist faculty and staff in transporting students and employees to off-campus destinations. Vehicle safety is essential to ensuring the safe and responsible operation of college fleet vehicles.

Safety Rules

Many traffic accidents are caused by driver fatigue. Drivers should not operate a vehicle for more than two hours without taking at least a 20-minute break. Frequent breaks help maintain alertness and safe driving performance.

Drivers must inform the College of any health conditions that may affect their ability to operate a vehicle safely. College rules prohibit individuals who are medically unfit from driving fleet vehicles.

Driving under the influence of drugs or alcohol is strictly prohibited and may result in disciplinary action, including possible termination of employment. If you are taking prescribed medication and are unsure of its effects on driving, seek medical advice before operating a vehicle.

If eyeglasses or other corrective lenses are required for driving, they must be worn at all times while operating a fleet vehicle.

Accidents are preventable when drivers practice safe habits. The use of handheld devices, texting, and cell phone use while driving is prohibited, except in hands-free mode. Seatbelt use is mandatory for all occupants.

Drivers must obey all state and local traffic laws.

Vehicle Request, Checkout, and Return Process

Fleet vehicle requests must be submitted at least 72 hours prior to the departure date. While emergency travel may occur, Fleet Services requires 72 hours’ notice to ensure vehicle availability.

Travel forms are available on MyDotte or from the Fleet Specialist’s office in the Facility Services Building. Written authorization for travel must be approved by the employee’s immediate supervisor or dean.

Vehicle keys may be picked up from the Fleet Specialist’s office prior to departure and must be returned immediately upon return to either:

The drop box outside the Facility Services Building, or
The College Police drop box

If a vehicle is needed before 12:30 p.m., after 9:00 p.m. (Monday–Friday), or on a weekend, arrangements must be made in advance for key pickup. Pickup and return times must be followed carefully to ensure availability for the next scheduled user.

Fleet Credit Cards and K-Tags

Fleet credit cards and K-Tags are issued for extended trips conducted on college business. These are distributed by the Business Office and require a completed travel form at the time of checkout with written authorization for travel approved by the employee’s immediate supervisor or dean.

Fleet credit cards are to be used for gasoline only. If repairs or towing services are needed, contact the Fleet Specialist immediately.

All receipts must be submitted to the Business Office. If returning credit cards or K-Tags after normal business hours, they may be placed in the College Police drop box along with receipts

Driver Eligibility

Fleet vehicles may only be operated by authorized personnel who have completed and received approval for a Driver Authorization Form.

The form must be completed at least one week prior to the trip to allow time for approval by College Police. Forms are available on myDotte or at the Fleet Specialist’s office.

Once approved, the driver’s name will be added to the authorized drivers list. Approval may be withdrawn due to accidents or driving convictions occurring after authorization. Authorization must be renewed every two years.

Minimum requirements:

Drivers must be at least 21 years of
Drivers of 11- and 15-passenger vans must also be at least 21 years of
Defensive driving training is required for all drivers of college

Training includes viewing a defensive driving video and passing a 20-question quiz. Training arrangements can be made by contacting the Fleet Specialist.

Students may not operate a fleet vehicle unless accompanied by a faculty or staff sponsor.

Vehicle Maintenance

Vehicle maintenance is performed by certified mechanics or automotive technology students under instructor supervision. The Fleet Specialist oversees preventive maintenance to ensure vehicles remain safe and reliable and to minimize unexpected breakdowns.

Any noticeable vehicle problems must be reported immediately to the Fleet Specialist.

Damage, Theft, Accidents, and Citations

Damage

If damage occurs due to negligence, the College reserves the right to take disciplinary action. All damage must be reported immediately to the Fleet Specialist and College Police.

Traffic Violations

Any citations, fines, or charges issued to a driver while operating a college vehicle are the sole responsibility of the driver, regardless of whether they occur during work hours. The driver is responsible for payment of fines and any associated legal costs.

All tickets must be reported to the Fleet Specialist and College Police.

Accidents

Minor accidents must be reported to:

The driver’s direct supervisor
The Fleet Specialist
College Police

Reports must be made within 24 hours of the incident, even if it occurs outside normal working hours. At the scene of an accident:

Call 911 or the local police department
Serious accidents or incidents involving the public must be reported immediately to College Police and the Fleet Specialist.
If the accident occurs outside normal business hours, the report must be made on the next business day.

Theft and Vandalism

When leaving a vehicle unattended:

Remove the ignition key.
Lock all doors.
Ensure windows, sunroof, hood, trunk, and gas cap are secured.
Park in a well-lit area whenever possible.
Do not leave valuables inside the vehicle. Lock items in the trunk or glove compartment or preferably remove them entirely.

If parked in a public lot, take the parking ticket with you unless it is a pay-and-display lot.

Breakdown Procedures

If the vehicle requires service or repair:

Turn on hazard
Contact College Police or the Fleet Specialist for assistance with repair or towing
Take the vehicle keys with
Stand behind crash barriers if available while waiting for
Do not remain inside the vehicle unless you feel unsafe If inside, keep the doors locked.

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