DISTRIBUTION:
A, K (Parking, Planning, Security)REVIEW DATE: April, 1996
POSITION RESPONSIBLE FOR REVIEW: Deputy to the AVP
PURPOSE: To establish a policy and procedures for operating and parking FMS vehicles and other vehicles, for visitor parking, for parking service vehicles of vendors and contractors doing business with or for FMS, and for carrying out construction projects or meeting other needs that involve vehicles on campus.
BACKGROUND: The parking office issues and administers policies and procedures for assigning permits for the parking areas that it manages to members of the campus community. This responsibility includes issuing permits for visitors to park by reservation in visitor parking, or on a space-available basis at campus parking meters or in permit parking lots; it also includes coordinating parking arrangements for vendors or contractors, and for coordinating the access to or use of campus parking areas for construction projects or for other special needs, all subject to, and within the limits of, its commitments to parking permit holders.
The security department enforces violations of parking regulations, including both permit and meter and handicapped parking violations and violations involving parking in fire lanes, or parking or operating vehicles in pedestrian areas, on elsewhere on the grounds of the campus, without appropriate authorization.
The security department and the parking office have joint authority to approve and coordinate in advance any uses of campus parking areas, roadways or walkways for storage, staging or disposal of materials, for construction projects, or for parking by vendors or contractors doing business on campus.
Campus Police Officers and Traffic Monitors who enforce parking regulations are generally knowledgeable of the need for FMS and contractor vehicles, both highway-licensed and otherwise, to operate in or on, and to park on or at, campus roadways, driveways, walkways, parking areas, loading docks and grounds. They are authorized to designate or confirm parking areas that are suitable for daily short-term needs during working hours, and they are familiar with the customs that apply to these arrangements.
POLICY: FMS policy is to abide all regulations of the parking office, to respect all its commitments to serve parking permit holders, and to respect all the commitments of the security department to maintain unobstructed security and emergency access by vehicle and on foot to all parts of the campus at all times, and to prevent unauthorized vehicle trespass on campus grounds, walkways, driveways, and loading docks.
PROCEDURES: FMS staff members carry out the policy of this directive by use of the following procedures:
1. Highway-Licensed Vehicles FMS and its contractors have vehicles with on-campus operating and parking needs during working hours and also overnight and on weekends.
1.1. Operating Uses FMS seeks the following authorizations as far as possible in advance of the actual need, to allow time for all necessary reviews, and to plan for alternatives during disruptions of access routes and services:
1.1.1. For highway-licensed FMS or contractor vehicles involved with operating, maintenance or construction projects and using campus sidewalks or grounds for access to project sites, building exteriors or entrances that are not served by campus driveways or roadways, FMS seeks authorization from security and, as necessary, from the planning office.
1.1.2. For similar access to, or use of, permit parking areas, FMS seeks such authorization from the parking office and, as necessary, from the planning office.
1.2. Parking During Normal Working Hours The general procedures for operating and parking FMS vehicles while they are in service on campus during working hours (i.e., 8:30 a.m. to 5 p.m. Monday through Friday) are these:
1.2.1. FMS vehicles use spaces at various campus locations that are designated for service vehicle parking.
1.2.2. Staff members who are responsible for FMS vehicles communicate their locations, either by voice (e.g., radio or telephone) or in writing (e.g., by a note on the dashboard, visible through the windshield) when not in attendance at the vehicles themselves, if the vehicles are not in service vehicle parking spaces.
1.2.3. Staff members contact the security department or the parking office to authorize a particular parking option, or to arrange another, if there is any reason to doubt the suitability of a parking site for an FMS vehicle during working hours (e.g., an unusual length of time for an FMS vehicle to be parked, or any difficulty with its location).
1.3. Parking After Hours; Weekends At the end of each shift, FMS vehicles are parked in an orderly way so as not to obstruct access that can reasonably be anticipated during the next shift in the vicinity of the PPB building loading dock, along the driveway leading to the holding area for grounds materials and to the shop cages, and in the vicinity of the vehicle mechanic shop.
2. Unlicensed Vehicles FMS and its contractors have vehicles that are not licensed for highway use, which also have on-campus operating and parking needs during working hours, overnight, and on weekends.
2.1. General Authorization Because unlicensed vehicles, by their nature, work on campus grounds and walkways as well as on campus roadways and driveways and in campus parking lots, their operation and parking while in use on campus grounds and walkways does not require specific prior authorization by security or parking.
2.2. Requirement for Specific Approvals Despite the general authorization, operators of unlicensed vehicles must nevertheless gain approval, as necessary, for any obstruction of normal vehicle or pedestrian access routes or services caused by operating or parking an unlicensed vehicle.
3. Extra Responsibility for Safe Operation FMS makes operators of vehicles on campus walkways and grounds responsible for taking extra care for the safety of other vehicles including bicycles, and of pedestrians, any of whom may not anticipate or react appropriately to the presence of the equipment they are using on campus grounds or walkways.
4. Tickets and Fines FMS pays fines for tickets under two circumstances.
4.1. For FMS vehicles, FMS charges the operating center for the group that employs the staff member who was responsible for the vehicle when the ticket was issued. Subsequently, the director or a designee reviews the circumstances of the ticket, and determines whether or not to collect the amount of the fine from the staff member.
4.2. For non-FMS vehicles, including personal vehicles belonging to staff members, and vehicles belonging to visitors or contractors, in use on campus or on business related to FMS, the vehicle owners or operators pay their own fines. Subsequently, the owner or operator may seek reimbursement for fines from FMS, and the director who is primarily associated with the individual or service involved reviews the circumstances of the ticket to determine whether to reimburse the fine from his or her operating center.
5. FMS Visitor Parking In general, visitors use metered parking spaces, but not permit parking spaces, and not service vehicle spaces or loading docks, during their campus visits. For extended visits, the parking office issues permits for visitors to use at campus parking meters, and charges a fee for each day for each permit it issues. FMS assists with parking for visits to the campus by calling the parking office to obtain the necessary permit, (and the caller provides a center number to pay the permit fee); then either by mailing the permit to the visitor in time to bring it along on the trip, or holding it for the visitor's arrival, and putting the permit in the vehicle once the visitor has arrived and parked; and when appropriate to do so, based on the nature of the visit, FMS collects the amount of the permit fee from the visitor.
6. FMS Service Vendor and Contractor Parking For ongoing parking needs that extend over a prolonged time period, FMS obtains coordination assistance from other campus organizations.
6.1. Vendors who require parking during service calls to a variety of campus locations may, in addition to their use of service vehicle parking spaces, apply to the parking office for permits and gate cards that give them access to all campus lots, for their use during the time they are in nearby buildings that they service. Vendors who hold such permits and gate cards pay the parking office directly for the full cost of these permits. Vendors must use good judgment in their exercise of this parking privilege, avoiding parking that obstructs access in and out of other spaces in these lots, or in and out of adjoining buildings, or of the lots themselves.
6.2. For construction contractors whose employees and project vehicles and equipment are on campus and who require parking assistance, FMS submits these needs to Parking and Security, and coordinates as needed with the planning office, using any forms and other means of communication agreed upon for this purpose, to identify possible solutions to these and other project-related campus logistics requirements. FMS communicates university parking policies to contractors. (E.g., the policy requires contractors and their employees to obtain visitor passes or temporary permits to park their personal vehicles on campus; the policy also requires FMS to submit special permit applications for contractors to park their marked vehicles on campus.)
7. Personal Vehicles FMS staff members observe the following procedures for the use and parking of their personal vehicles on campus:
7.1. Approval Staff members obtain approval from their supervisors for their use of personal vehicles on university business. This approval is in writing; it is specific to the purpose for which the staff member seeks approval (which may, itself, be broad enough to avoid repeated requests to approve the same type of usage).
7.2. Parking Policy FMS staff members who have their own vehicles on campus are subject to the university's vehicle operating and parking policies.
7.3. University Business FMS staff members who use their own vehicles on university business are also subject to two further sets of procedures:
7.3.1. They follow procedures that apply to operating and parking by staff members using FMS vehicles in permit or metered parking areas including use of so-called U-Cards for access to gate-controlled permit parking lots, in service vehicle parking, at loading docks, and on campus walkways, driveways, roadways and grounds.
7.3.2. They follow university procedures for documenting and receiving mileage and related cost reimbursements from the university for their use of personal vehicles.
RESPONSIBILITIES:
1. Staff members who use FMS vehicles are responsible for operating and parking them appropriately, and with specified authorizations when required, both during working hours and after hours and on weekends.
2. Staff members who supervise operating, maintenance or construction work are responsible for providing suitable notification or for obtaining any required approvals, for vehicle use or parking that is contrary to generally allowable vehicle use or parking practices, including operating on campus walkways or grounds, or obstructing normal vehicle or pedestrian access routes or services.
3. Staff members who receive visitors are responsible for assisting with any parking needs that may arise, for consulting with their supervisors to determine the nature of the visit with regard to collecting fees for visitor parking permits, and for collecting those fees and remitting them to the parking office when the staff member and the supervisor determine that the visitor will pay the permit fee.
4. Staff members who administer contracts with vendors who require ongoing parking arrangements are responsible for assisting the vendors to apply for permits from the parking office.
5. Construction supervisors who handle campus construction contracts involving the need for parking are responsible for coordinating with the parking office, the security department and the planning office for all necessary arrangements.
6. Staff members who use personal vehicles on campus are responsible for parking and operating in compliance with university and FMS procedures for campus parking and for use of personal vehicles on university business.
7. Staff members who receive tickets for their operating or parking of FMS vehicles are responsible for submitting those tickets to their supervisors for payment, and for reimbursements to FMS, depending on the circumstances of the tickets. Staff members are responsible for requesting reimbursement for fines for tickets received for their operating or parking of personal vehicles on FMS business.
8. Owners or operators are responsible for requesting reimbursement for fines for tickets received for their operating or parking of other vehicles on FMS business.
9. Directors are responsible for reviewing the nature of visits to the campus involving parking fees, and the circumstances of fines for tickets issued to vehicles being operated or parked on FMS business, to determine whether to collect for, or to reimburse, the amounts involved on a case by case basis.
REFERENCES:
1. Parking Policies and Regulations 1995-96, effective July 1, 1995
2. FMS Directive No. 281, Personal Use of Facilities, Services, Equipment, and Materials
3. FMS Directive No. 722, Personal Use of Operations Tools and Equipment
CANCELLATIONS: None
SIGNATURE:
Oscar H. Mayer
Deputy to the AVP
ATTACHMENT(S): None