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Use of University Vehicles and Parking procedure

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Section 1 - Preamble

(1) This Procedure is effective from 1 October 2014.

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Section 2 - Purpose

(2) This Procedure sets out the processes required for the use of University vehicles.

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Section 3 - Scope

(3) This Procedure applies to University staff.

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Section 4 - Policy

(4) This Procedure is pursuant to Regulation 6.1(6) - Use of Vehicles and Parking .

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Section 5 - Procedure


(5) Parking restrictions at each of the University campuses apply as specified on the Parking website. Accessible parking is available as specified on the Campus access and parking website.

Use of University vehicles

(6) The University will provide staff members and students with access to University vehicles for use for University or private business in accordance with the Guidelines for Use of Vehicles for University Business.

(7) Only authorised drivers may drive University vehicles in accordance with the Guidelines for Use of Vehicles for University Business.

(8) Staff, except those who have authorised private use of an assigned vehicle, must not use University vehicles for private business without the approval of the Chief Operating Officer. Students are not authorised to use University vehicles for private business.

(9) Staff and students who use University vehicles in an unauthorised manner may face disciplinary action in accordance with the Staff Discipline policy.

(10) Staff and students must obtain approval to use a University vehicle from a staff member with appropriate financial delegation authority, and complete a vehicle booking in accordance with the Guidelines for Use of Vehicles for University Business.

(11) Where there are no University vehicles available for use:

  1. staff members may obtain permission from their manager to use their own private vehicles, for which they may claim reimbursement but it should be noted that private vehicles will not be insured by the University for use on University business
  2. organisational units may hire a car through one of the University's contracted external rental companies. In these cases the organisational unit is responsible for all costs.

(12) In the event of an accident involving a University vehicle, the authorised driver must follow the instructions specified in the Guidelines for Use of Vehicles for University Business.

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Section 6 - Definitions

(13) For the purpose of this Procedure:

  1. authorised driver: a staff member, a student, or a nominated additional driver of a University Vehicle.
  2. University vehicle: a vehicle owned by and registered in the name of the University that will either be assigned to a staff member, allocated at a departmental level or be part of a central pool.