Author: dlc02004

Policy Relating to Low Speed Vehicles

Title: Policy Relating to Low Speed Vehicles
Policy Owner: Logistics Administration
Applies to: Faculty, Staff, Students
Campus Applicability:
Effective Date: February 1, 2013
For More Information, Contact Logistics Administration
Contact Information: (860) 486-3029
Official Website: http://tlp.uconn.edu/

Policy Relating to Low Speed Vehicles
This policy supersedes Utility Cart Policy 4/11/2008

1. Introduction

This policy establishes requirements for the procurement, maintenance and operation of golf carts and other low speed vehicles (hereinafter “LSVs”) (i.e., “Club Cars,” “Golf Carts,” “Cushman Carts,” and comparable utility vehicles) on the grounds of the University of Connecticut.

The Connecticut Department of Motor Vehicles does not register LSVs. Effective with the enactment of Section 14-300g of the Connecticut General Statutes, the traffic authority of a city, town, or borough may decide to allow the operation of LSVs on roadways within its jurisdiction that have speed limits of twenty-five (25) mph or below. Pursuant to Section 10a-139 of the Connecticut General Statutes, the University of Connecticut constitutes a traffic authority which can establish policy for the use, purchase, and maintenance of LSVs on its grounds.

2. Purpose and Applicability

The purpose of this policy is to regulate the procurement and use of LSVs and enhance the safety of our faculty, staff employees, students, visitors, and University property. All members of the University of Connecticut community are subject to this policy including students, staff, and faculty. Employees of University contractors who utilize LSVs owned or leased by the University shall be subject to this policy as well. The policy:

  • Discusses the appropriate use of LSVs;
  • Establishes requirements pertaining to the operation of LSVs;
  • Establishes requirements for maintenance and repair of LSVs;
  • Establishes requirements for LSV identification; and
  • Establishes operator and supervisor responsibility.

3. Definition

Low Speed Vehicle: A four-wheeled motor vehicle that has a gross vehicle weight rating (“GVWR”) of less than 3000 pounds and whose speed attainable in one (1) mile is more than twenty (20) miles per hour and not more than twenty-five (25) miles per hour on a paved level surface.

4. Use of Low Speed Vehicles

LSVs may be used at the University for a variety of purposes for which larger vehicles may be less well-suited, including, but not limited to:

  • Transportation of persons with physical disabilities;
  • Transportation of items long distances that are too large/bulky to be carried by hand;
  • Transportation of University guests or VIPs;
  • Emergency response;
  • Access to areas where a licensed vehicle may have difficulty navigating;
  • Avoidance of damage to sidewalks, landscaping or other property that may occur with traditional licensed road-use vehicles; and
  • Landscape, maintenance and agricultural use.

5. Operator Requirements

All operators of LSVs shall meet the following requirements before operating an LSV on the grounds of the University of Connecticut:

  • Operators must possess a valid U.S. driver’s license and be at least eighteen (18) years of age. Approved operators shall immediately notify their supervisor if and when their driver’s license is suspended or revoked. Operators who are contractor employees shall immediately notify their supervisor if their driver’s license is suspended or revoked.
  • Operators shall have knowledge of and comply with the state of Connecticut motor vehicle laws;
  • Employees of University contractors may not operate University-owned or leased LSVs unless the contractor, in an existing agreement with the University, is contractually obligated to indemnify the University against all suits, actions, claims, demands and liabilities arising out of or in connection with the operation of the LSVs or has signed a separate indemnification agreement obligating it to do so.
  • Contractors/vendors may not operate University-owned or leased LSVs unless and until they have signed a copy of the “Low Speed Vehicle Operator Acknowledgment” form, available on the web at http://transpo.uconn.edu/pdf/lowspeedvehicle.pdf.
  • undergraduate students may operate LSVs with the following additional restrictions:

° Undergraduate students assigned to operate LSVs must be employed by the University through the Office of Student Employment.

° Undergraduate students operating LSVs will be subject to all the requirements of the LSV Policy applicable to University employees.

° In addition, students will be subject to the University Student Code of Conduct. Any violations will be reported to the Office of Community Standards.

Volunteers, visitors, and all other individuals shall not be permitted to operate LSVs on University grounds.

6. Safety Devices

Each LSV shall be equipped with:

  • a horn and an automatic audible back up warning device;
  • a flag that is positioned to assist operators of motor vehicles in observing the location and operation of such LSV;
  • a side and rear view mirror;
  • a flashing yellow hazard light on the top of those LSVs equipped with cabs;
  • electric wipers on LSVs equipped with windshields;
  • a window defroster/defogger on LSVs equipped with windshields; and
  • a three point seat belt or a lap belt.

LSVs shall not be modified in any manner that affects the manufacturer’s recommended mode of operation, speed or safety of the vehicle without the manufacturer’s prior written approval.

Any person who operates an LSV in violation of these requirements, in violation of any insurance requirement, or in violation of any other condition or limitation established by the local traffic authority shall have committed an infraction.

7. Vehicle Operating Standards

The following standards shall apply to the operation of LSVs on University property:

  • The operator of any LSV shall carry his or her valid Connecticut motor vehicle operator’s license while operating such LSV.
  • Operation of LSVs shall be limited to daylight hours.
  • No LSV shall be operated on any street or highway where the posted speed limit is more than twenty-five (25) miles per hour.
  • The speed limit for LSVs operating on pedestrian ways and bike ways shall be five (5) MPH. LSVs shall be operated at speeds not greater than fifteen (15) MPH on roadways, and shall be operated at lesser speeds as conditions dictate.
  • Operators shall consider the terrain, weather conditions, visibility, and existing pedestrian and other vehicular traffic which may affect the safe operation of the vehicle.
  • Although LSVs may be operated off-road when being used for official business, they should be operated on roadways or walkways whenever possible. When operated off- road, LSVs shall be operated at low speeds (not exceeding five (5) MPH) that allow stopping time in the event of unexpected pedestrians or other obstacles.
  • Operators shall stop at all blind intersections. They will also stop when rounding the corners of buildings when the LSV is being operated off-road or on walkways.
  • Pedestrians shall be given the right-of-way at all times. LSVs shall be operated with the utmost courtesy, care, and consideration for the safety of pedestrians.
  • LSV operators shall be diligent and pay particular attentions to the needs of disabled persons, as limitations in vision, hearing and/or mobility may impair the ability of such persons to see, hear, or move out of the way of vehicles.
  • Operators shall be responsible for the security of the ignition key while an LSV is assigned to them. Anytime an LSV is unattended, the key shall be removed from the ignition and kept in the possession of the authorized operator.
  • LSV operators shall not be permitted to drive while wearing devices that impede hearing, such as stereo headsets or earplugs. LSV operators shall not talk on the phone or text while driving.
  • LSV operators may cross roadways only at intersections or at pedestrian crosswalks by slowly driving alongside the pedestrian crosswalk. LSVs shall only cross roadways in areas that are clearly visible from all directions. During low light conditions, LSVs shall cross only in well-lighted areas.
  • LSV operators shall come to a complete stop before crossing a roadway or proceeding through intersecting sidewalks or other areas that may have blind spots.
  • All passengers shall be seated in seats designed for such use. No passenger shall be allowed to be transported on the bed, back or side of the LSV except for medical emergency transportation.
  • LSVs shall never carry more passengers than the number of seat belts in the vehicle, except for medical emergency transportation.
  • LSVs shall not be parked:
    ° in handicap accessible or otherwise reserved spaces;
    ° on any walkway that constitutes a pedestrian travel route except when temporarily parked on walkways while the operator is performing work-related duties inside the building; or
    ° in such a way that blocks any building entrance or exit.

8. Department Administrative Responsibilities

Department supervisors shall:

  • Advise each employee under his or her supervision who operates an LSV of this policy.
  • Arrange for all operators to review the pertinent LSV owner’s manual and receive appropriate hands-on training prior to operating an LSV.
  • Obtain from each operator a fully-executed copy of the “Low Speed Vehicle Operator Acknowledgment” form http://transpo.uconn.edu/pdf/lowspeedvehicle.pdf and a copy of the driver’s license for each person operating an LSV on University property; and
  • Send a copy of the fully-executed “Low Speed Vehicle Operator Acknowledgment Form” to University Transportation Services, attention Erin Lirot (or her successor in office), at 3 N. Hillside Road, U-6199, Storrs, CT 06269-6199.

9. Procurement

University Departments seeking information about purchasing an LSV shall be directed to the Supervisor at the Motor Pool at (860) 486-3029.

LSVs are considered part of the University fleet and in general fall under Motor Pool policies. Accordingly,

  • If the LSV ordered is replacing another within the same department, the Department Head is responsible for coordinating with the Manager of Motor Pool and the Purchasing Department to obtain the proper identification markings and logo.
  • A new purchase which will replace an existing LSV should so state on the purchase order.
  • Additions to the fleet shall be approved by the Director of Logistic Administration and reviewed by the Supervisor of the Motor Pool.
  • All LSVs shall be ordered with four (4) keys. The Motor Pool shall retain a key to each University vehicle.
  • All new LSVs shall be delivered to the Motor Pool.
  • The Motor Pool shall get the ‘Receiving’ copy of the purchase order (which should include a complete list of all options and specifications).
  • Trade-in LSVs shall be so identified on the purchase order, which shall also include: the UConn ID number, year, make and model, trade-in allowance, and Vehicle Identification Number (VIN).

10. Signage on Low Speed Vehicles

It shall be the responsibility of the Motor Pool to install the standard Oak Leaf –UCONN Logo on the doors of all new vehicles that come through Motor Pool.

11. Maintenance Responsibilities

  • Each LSV operator shall be responsible for providing timely notification of any safety and/or maintenance concern to his or her supervisor.
  • Supervisors shall be responsible for arranging for the timely repair of the LSV when problems are reported. If timely repairs cannot be made, the LSV shall be taken out of service until the repairs are completed. All maintenance and repairs to University-owned LSVs shall be administered by the University of Connecticut Motor Pool, located at 9 N. Hillside Road, Unit 3016 Storrs, Connecticut (phone: 860-486-3029).
  • Individuals operating LSVs shall be responsible for thecleaning and non-mechanical maintenance of the vehicles.

The department to which the LSV is assigned shall be responsible for maintenance of the LSV and the cost of such maintenance. (See above maintenance and repair information.)

12. Accident Reporting

Any accident involving an LSV shall be reported to the operator’s supervisor, or, if the operator is a contractor employee, to their supervisor and the University’s Project Manager. The supervisor or the University’s Project Manager, shall contact Transportation Services at (860) 486-6092 within forty-eight (48) hours of the accident, regardless of fault, and whether or not the accident has resulted in damage or personal injury. The supervisor or the University’s Project Manager shall also complete an accident report at www.transpo.uconn.edu.

Low Speed Vehicle Operator Acknowledgment Form can be accessed at: http://transpo.uconn.edu/pdf/lowspeedvehicle.pdf

Working Alone Policy

Title: Working Alone Policy
Policy Owner: Division of Environmental Health and Safety
Applies to: University Students
Campus Applicability: Storrs, Regionals, Law School
Effective Date: January 2013
For More Information, Contact Environmental Health and Safety
Contact Information: (860) 486-3613
Official Website: http://www.ehs.uconn.edu/

POLICY STATEMENT

No student is permitted to Work Alone in an Immediately Hazardous Environment.

REASON FOR POLICY

This policy has been developed to minimize the risk of serious injury while Working Alone with materials, equipment or in areas that could result in serious injury or an immediate life-threatening hazard.

APPLIES TO

This policy applies to undergraduate, graduate, and post-doctoral students performing academic or research related work at the University of Connecticut Storrs, regional campuses and the Law School.

DEFINITIONS

Working Alone means an isolated student working with an immediately hazardous material, equipment or in an area that, if safety procedures fail, could reasonably result in incapacitation and serious life threatening injury for which immediate first aide assistance is not available.

Immediately Hazardous Environment describes any material, activity or circumstance that could cause instantaneous incapacitation rendering an individual unable to seek assistance.  Examples include but are not limited to: potential exposure to poisonous chemicals and gases at a level approaching the IDLH (Immediately Dangerous to Life & Health); work with pyrophoric and explosive chemicals; work with pressurized chemical systems; entering confined spaces; work near high voltage equipment; work with power equipment that could pinch or grab body parts and/or clothing; etc.

Unit Managers are managers, supervisors, principle investigators, faculty, Department Heads and others who are responsible for assigning work to students that involve potential exposure to immediately hazardous environments.

Safety Content Expert is a safety professional from the UConn Department of Environmental Health and Safety (EHS).  EHS provides guidance to Unit Managers and their designees regarding the proper classification of campus activities as Immediately Hazardous or not; and provides safety information regarding proper procedures and personal protective equipment needed.

Direct Observation means the assigned second person is in line of sight or close hearing range with the individual working in an Immediately Hazardous Environment.

ENFORCEMENT

Violations of this policy may result in appropriate disciplinary measures in accordance with University Laws and Bylaws, General Rules of Conduct for All University Employees, applicable collective bargaining agreements and the University of Connecticut Student Conduct Code.

RESPONSIBILITIES

Unit Managers are responsible for identifying the risks and conditions that may place a student in an Immediately Hazardous Environment.  If unsure about a specific task or location, Unit Managers are advised to contact EHS to assist in recognizing/evaluating risks, and to help in developing appropriate hazard controls. The Unit Manager is also responsible to see that personnel are properly trained, proper procedures are in place, and that proper personal protective equipment is readily available and use is mandatory. This is documented by means of the Workplace Hazard Assessment form.

If the task/area is deemed a Working Alone situation, the Unit Manager must either:

a) Assign a second person for the duration of the immediately hazardous task or for work in immediately hazardous locations (confined spaces, elevated work area, etc.); or

b) Reschedule the work to a time when others are available to help monitor the welfare of the assigned student.

All personnel are responsible for notifying the Unit Managers of situations that present the possibility of a student Working Alone in an immediately hazardous environment.

Personnel assigned to keep watch must provide Direct Observation at all times while students are in an Immediately Hazardous Environment to prevent a Working Alone situation.

Students are directly responsible for adhering to all safety procedures, wearing appropriate personal protective equipment and to be current in training requirements.  Students shall not Work Alone in an area or on tasks that have been recognized as an Immediately Hazardous Environment.

Environmental Health & Safety (EHS) personnel shall, upon request, assist in identifying Immediately Hazardous Environments and Working Alone situations.  EHS shall assist in the anticipation, recognition and evaluation of hazards and provide expertise in developing controls to prevent injuries to personnel.  EHS will verify submitted area Workplace Hazard Assessment during routine inspections.

Recommended Safety Information Resources

Refer to the EH&S website for additional workplace safety requirements:

Policies, programs and procedures

Training

Forms

Accounts Payable Policies and Procedures Manual

Title: Accounts Payable Policies and Procedures Manual
Policy Owner: Accounts Payable
Applies to: Faculty, Staff, Students
Campus Applicability: All University departments at all campuses except UConn Health
Effective Date: March 28, 2012
For More Information, Contact Accounts Payable
Contact Information: (860) 486-4137
Official Website:  http://accountspayable.uconn.edu/

 

EXECUTIVE SUMMARY

The following Policies and Procedures insure that the University pays claims in a timely and accurate manner, while safeguarding the University by adhering to Federal and State regulations. Moreover, these Policies and Procedures provide efficient, effective and professional service to our students, faculty, staff, and vendors.

APPLIES TO

These policies and procedures apply to faculty, staff, and students on all University of Connecticut campuses.

POLICIES AND PROCEDURES

  • Payment of Personal Services

For services costing less than $2,000, please visit: http://accountspayable.uconn.edu/payment-for-personal-services/ .

  • Payment of Meals

For meal expenses incurred while attending meetings held in connection with University Business, please visit: http://accountspayable.uconn.edu/payment-for-meals/. (for Travel meal expense policies, please visit: http://travel.uconn.edu/wp-content/uploads/sites/481/2014/01/Travel-Policy-web-version.pdf)

  • Direct Payment Stamp

The Direct Payment Stamp expedites invoice processing. Please visit: http://accountspayable.uconn.edu/direct-payment-stamp/ .

  • Out of Pocket Purchases

University employees may make small out-of-pocket purchases of emergency allowable goods and services for official University use. There is a limit of $499.99 per item. Please visit: http://accountspayable.uconn.edu/out-of-pocket-purchases/ .

  • Negative Receiving

For information on negative receiving, please visit:

http://accountspayable.uconn.edu/negative-receiving-procedure-auto-pay/

  • UConn Co-Op Purchases

Please use the BO-46 Form or the University procard for purchases at the University Co-Op. Please visit: http://accountspayable.uconn.edu/uconn-co-op-purchases/.

  • Accreditation Expenses

Payment of the services of a team or an individual for the purpose of gaining or maintaining accreditation requires a Personal Services Agreement (Form 802-A) when the cost is $2,000 or more.

Please visit: http://accountspayable.uconn.edu/accreditatation-expenses/.

  • Memberships

Professional organization memberships may be processed using the Co-17UC, the departmental purchasing card, or direct pay stamp. Please visit: http://accountspayable.uconn.edu/membership-in-professional-organizations/

  • Recruitment Expenses

Any department performing a national search, may, with the approval of their Dean or Director, pay either full or partial travel expenses of candidates for the position. Please visit: http://accountspayable.uconn.edu/recruitment-expenses/ .

  • Subscriptions

Subscriptions to magazines, newspapers or periodicals may be processed using the Co-17UC, the departmental purchasing card, or direct pay stamp. Please visit: http://accountspayable.uconn.edu/subscriptions-to-magazines-newspapers-or-periodicals/ .

  • Transfer Invoice

The Transfer Invoice Form (CO-608 – Intra-Department Transfer Invoice) is available on the Accounting Office’s Website. Please visit: http://accountspayable.uconn.edu/transfer-invoice/.

  • Debtor & Transfer Invoice-Creditor

The Transfer Invoice Form (CO-608 – Intra-Department Transfer Invoice) is available on the Accounting Office’s Website, and the form is prepared by the Creditor (the University department rendering the service or furnishing the supplies). Please visit: http://accountspayable.uconn.edu/transfer-invoice/.

  • Check Pickup in the Accounts Payable Office

The Accounts Payable Office is located on the second floor of the Central Warehouse Building, Room 225. Please visit:

http://accountspayable.uconn.edu/check-pick-up/

.

FORMS

TAX INFORMATION

Capital Improvement Plan (CIP) Policy

Title: Capital Improvement Plan (CIP) Policy
Policy Owner: Office of the Executive Vice President for Administration & Chief Financial Officer
Applies to: Faculty, Staff
Campus Applicability: Storrs, Regionals, and School of Law
Effective Date: May 11, 2012
For More Information, Contact Finance/Planning
Contact Information: (860) 486-2434
Official Website: http://finance.uconn.edu/

Capital Improvement Plan (CIP) Policy

REASON FOR POLICY

The University of Connecticut By-Laws indicate that the Executive Vice President for Administration and Chief Financial Officer (EVP Admin &CFO) is responsible for overseeing long-range financial planning and management of the operating and capital budgets for all units of the University.  Working closely with the Provost and the other Vice Presidents, the EVP Admin & CFO oversees capital and operating budget development, monitoring and reporting; and coordinates operating and capital budgets in conformity with policies set forth by the Board of Trustees.  The CIP policy ensures that these responsibilities may be accomplished.

APPLIES TO

The CIP policy applies to all faculty and staff at the Storrs, Law School and Regional Campuses.

POLICY STATEMENT

The CIP and budget for the Storrs, Law School and Regional Campuses must be developed annually.  It will identify the physical improvements necessary to maintain and upgrade the campuses, prioritize these investments, and provide a timeline for implementation.  The CIP will be managed jointly by the Executive Vice President for Administration and Chief Financial Officer and the Executive Vice President and Provost.

PROCEDURES/FORMS

Procedures and forms may be found at: http://finance.uconn.edu/wp-content/uploads/sites/1118/2015/08/CIP.pdf