Administrative Divisions

Motor Pool - Vans and Buses

Scope

All faculty and administrative employees

Policy

Albion College owns 12 & 15-passenger vans that may be used for College related business. Preference in scheduling 5 of the vans is given to Athletics, all other vehicles are reserved on a first-come, first-served basis.

Drivers of motor pool vehicles must have the appropriate driver's license. Albion College staff and student driver names must appear on the "Approved Driver List" maintained by Campus Safety. An annual review of driving records will be conducted and kept on file. Drivers are responsible for the safe operation of the vehicles and are required to comply with all applicable laws. Seat belt use is required.

Vehicles are to be returned in a clean condition and any problems reported to the Campus Services supervisor.

Smoking and the use of other tobacco products is prohibited in College-owned or leased vehicles.

Drivers of College-owned or leased automobiles are to be drug and alcohol free. They are not to possess or use or have detectible levels of drugs (controlled substances) or alcohol in their systems while on duty for the college. Passengers are not permitted to possess or use any drugs (controlled substances) or alcohol while in transit.

Procedure

To become an approved driver complete the College Vehicle Driver Registration form.

To schedule use of a motor pool vehicle refer to the Campus Service Motor Pool procedures

A completed departmental charge form must be sent to Campus Services at least 10 days in advance of the scheduled departure. The form must include the destination, departure date, return date and designated driver and be signed by either the department director or department chairperson.

The department using the vehicles will be charged mileage (rates are determined by the Vice President for Finance and Management.)

Revised 6/2015

Motor Pool - Automotive

Scope

All faculty and administrative employees

Policy

College-owned or leased automobiles are available for reservation on a first-come, first served basis for College-related business.

All drivers of College-owned vehicles must have the appropriate driver's license. Albion College staff and student driver names must appear on the "Approved Driver List" maintained by Campus Safety.   An annual review of driving records will be conducted and kept on file. Drivers are responsible for the safe operation of the vehicles and are responsible to comply with all applicable laws. Seat belt use is required.

Departments will be charged, on a monthly basis, for gasoline expenses incurred while using a College-owned vehicle. Vehicles are to be maintained in a clean condition. Departments or individuals to whom vehicles are assigned are responsible for routine service and repairs.

All vehicles leased or owned by the college are to be used exclusively for College business.

Smoking and the use of other tobacco products is prohibited in College-owned or leased vehicles.

Drivers of College-owned or leased automobiles are to be drug and alcohol free. They are not to possess or use or have detectible levels of drugs (controlled substances) or alcohol in their systems while on duty for the College. Passengers are not permitted to possess or use any drugs (controlled substances) or alcohol while in transit.

Procedure

Vehicles are assigned to the using department or individual by the Vice President for Finance and Management.

Some routine maintenance services are available through Facilities Operations-Grounds.

Employees needing to use a vehicle should contact the appropriate cabinet officer.

To become an approved driver complete the College Vehicle Driver Registration form.

To schedule use of a motor pool vehicle refer to the Campus Service Motor Pool procedures.

Revised 6/2015

Mobile Phone Usage Policy

Purpose and Scope

  • Albion College provides cellular telephones to designated employees in support of the operational and educational mission of the college.  Employees may use these cell phones to conduct Albion College business in accordance with Albion College Policies. The college has chosen a campus-wide cell phone service plan to reduce monthly costs and provide enhanced services.
  • Division Vice Presidents must make a determination of the need for cell phones for their departments. Vice Presidents or their designees are responsible for educating their staff about appropriate cellular telephone procedures, monitoring their usage and conducting an annual review of cellular telephone use. In emergency situations, Vice Presidents may grant exceptions to the cell phone usage policies as necessary.

Eligibility and Approval

  • Cell phone assignments should be considered for employees who require business-related telephone communication outside of the office or outside regular hours and/or, moderate to frequent travel. Assignments can be made to individuals or departments for phones to be shared collectively.
  • All costs associated with mobile telephones will be the responsibility of the division making the request. Requests for cell phones should be submitted by the appropriate Vice President to the Director of Facilities Operations and to the Accounting Manager and should include the staff member name, department and Banner account number to be charged.
  • The college contract provides a standardized service plan, cell phone and telephone accessories that will serve the needs of most employees.  An employee wishing to have features other than those offered in the available program should direct their request to their Department Supervisor. All requests must be approved by the appropriate Vice President and forwarded to the Director of Facilities Operations for processing. Approved additional features or accessories with added cost will be charged to the appropriate departmental Banner account. Non-approved items may still be available at cost to the staff member.

Personal Use

  • Use of a college-owned mobile telephone is intended for official college business when a local or campus phone is not available. The college recognizes, however, that personal calls are occasionally necessary. Employees must realize that although personal calls made within the calling area and under the usage limits provided by the employee’s plan do not result in additional charges, they do count toward the overall time limits established under the service agreement.
  • Staff members should track all personal calls and are responsible for reimbursing the college when personal calls cause the plan threshold to be exceeded. Monthly cell phone bills exceeding the calling plan will be sent to each employee by Accounts Payable for justification or personal payment of non-Albion College business related calls. Personal calls must be reimbursed in the amount over the threshold.

Damage, Loss or Abuse

  • The cell phone provided is college property and it is the responsibility of the staff member to keep it in working condition. If a phone becomes damaged, it should be brought to Facilities Operations who will contact the vendor for replacement or repair.  Lost or stolen cell phone should be immediately reported to the employee’s supervisor, to Campus Safety and to Facilities Operations so that the phone service can be cancelled.  All business-related costs incurred for replacement or repair will be the responsibility of the employee’s department, however, staff members are responsible for repair costs due to abuse or neglect as determined by their supervisor.
  • Violations of this campus cell phone policy may result in the revoking of phone and disciplinary action. The College reserves the right to limit or terminate cell phone privileges in the best interest of the college with the approval of the appropriate Vice President.

Employee Separation

  • The Vice President or their designee is responsible for notifying the Director of Facilities and Operations upon receiving notice that a staff member with a college-owned cell phone service will be leaving the College. On the last day of work, the college-owned cell phone and accessories will be collected and either returned to the Facilities Operations for future distribution to new/replacement staff members, or retained for reallocation within the department. Updated information regarding staff assignments must be provided to the Director of Facilities Operations and the Accounting Manager.

Vehicle Use

  • Check the laws and regulations on the use of wireless telephones and their accessories in the areas where you drive. Always obey them. The use of these devises may be prohibited or restricted in certain areas of the United States. It is the policy of the College that wireless telephones used by faculty, staff and students be used in the safest possible way when operating a vehicle.

Albion College reserves the right to amend or otherwise revise this document as necessary. Staff members are responsible for reviewing this Policy periodically to ensure continued compliance.

Administrative Council Approved 09/2003

Life Insurance

Salaried Employees: You will receive a life insurance policy valued at two times your annual salary, at no cost to you unless the volume exceeds $50,000, then the IRS will tax you on the excess premiums, monthly via payroll deduction. You may cap your benefit at $50,000, if applicable. Accidental Death & Dismemberment doubles the life insurance benefit to your beneficiary if you die by accident (e.g. if you have a $60,000 life insurance policy and die by accident, your beneficiary(s) will received $60,000/Life + $60,000/AD&D for a total of $120,000).

Union Employees: Please refer to the collective bargainin agreement for details on your life insurance benefit.

Please contact Human Resources (517-629-0205 or ) to update your beneficiary(s).

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