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Category Property Services
Type Guidelines
Approved by Vice-Chancellor, 27 April 2009
Date Guideline Took Effect 27 April 2009
Last approved revision 10 April 2026
Sponsor Chief Operating Officer
Responsible officer Fleet and Parking Manager

Please note that compliance with University Guidelines is expected in normal circumstances, and any deviation from Guidelines – which should only be in exceptional circumstances – needs to be justifiable.

Purpose

These guidelines are designed to support the University's Vehicle and Safe Driving Policy, by helping to prevent vehicle-related incidents and promote driver and passenger safety. They provide practical guidance on how to comply with the policy’s requirements and are intended to help Designated Drivers, Line Managers, and departments understand their responsibilities and follow safe, legal, and cost-effective practices when using vehicles for University Business.

All drivers must read and understand these guidelines before driving any vehicle on University Business.

Organisational scope

These Guidelines apply to all Ōtākou Whakaihu Waka – University of Otago staff and students who drive University Vehicles, Rental Vehicles or Private Vehicles for University Business, as covered by the Vehicle and Safe Driving Policy.

Definitions

Designated Driver
A person who has completed the Designated Driver agreement, completed a vehicle induction, and been authorised by the University’s Fleet and Parking Manager to drive on the University’s behalf.
Line Manager
The staff member with direct managerial responsibility for the Designated Driver.
Passenger Vehicle
Vehicles being used with the purpose of carrying passengers and are designed to carry more than four passengers.
Private Vehicle
A personally owned motor vehicle that is used, with prior approval from the Line Manager, for University Business.
Rental Vehicle
A vehicle hired from an external provider for the purpose of conducting University Business, including through suppliers contracted by the University.
Telematics
On-board systems and devices installed in vehicles that collect and transmit data for safety, monitoring, location, and fleet management purposes.
University Business
Any activity undertaken by a staff member or student that is directly related to their role, responsibilities, or study at the University.
University Vehicle
A motor vehicle owned or otherwise provided by the University for use in carrying out University Business, including but not limited to cars, trucks, vans, trades services mowers and any other vehicle containing an engine used to move from one location to another.
Vault
The University’s official incident and hazard reporting system used to record incidents, accidents, near misses, and related health and safety information.

Content

  1. Before you drive

    Designated Driver approval

    1. Before driving any University Vehicle, you must be formally authorised. To become a Designated Driver, you must:
      1. Hold a current New Zealand driver licence (or a valid international licence) appropriate for the class of vehicle you intend to drive and in line with the Vehicle and Safe Driving Policy
      2. Read and sign a Designated Driver Agreement
      3. Complete the required driver induction
      4. Be registered on the Designated Driver register maintained by the Fleet and Parking Manager
    2. Authorisation is not automatic and you must not drive a University Vehicle until all steps above are complete and you have been authorised as a Designated Driver. To start this process, you must first complete the Designated Driver Agreement form.

    Licence requirements

    1. Your driver licence must be:
      1. Current and valid (not expired, suspended, or revoked)
      2. Appropriate for the class of vehicle being driven (e.g., Class 2 for heavy vehicles; other endorsements required for certain Passenger or hazardous goods vehicles)
      3. Valid for driving in New Zealand without restrictions, if using an international licence
    2. You must notify your Line Manager and the Fleet and Parking Manager immediately if your licence status changes for any reason, including expiry, suspension, disqualification, or a new traffic conviction.

    Vehicle pre-use checks

    1. Before beginning any trip, conduct a brief walk-around inspection and confirm the following:
      1. WoF/CoF: is the current label on display and not expired
      2. Registration: is current and displayed
      3. Tyres: no visible damage, adequate tread and not flat
      4. Lights: no visible damage and in working condition; indicators and braking
      5. Mirrors: properly adjusted before departure.
      6. Windscreen: no cracks obstructing driver vision.
      7. Fuel / charge level: sufficient for the journey.
      8. Fuel card: is in the glove box.
      9. Charging fob: is on the key rings for electric vehicles.
      10. Emergency equipment: all accounted for including first aid kit, fire extinguisher, torch, and emergency triangle.
      11. Telematics device: intact and not damaged – do not touch or interfere.
    2. If you identify any defects or safety concerns, do not drive the vehicle. Report the issue to the Fleet and Parking Manager and log it in Vault.

  2. Choosing the right vehicle

    1. Always use the most cost-effective and appropriate form of transport available. When deciding between a University Vehicle, Rental Vehicle, Private Vehicle, taxi, or public transport, consider:
      1. The nature and distance of the journey
      2. The number of passengers
      3. Whether equipment or hazardous substances will be carried
      4. The road and weather conditions
      5. The overall cost, including time
    2. Private Vehicles should only be used for University Business in limited circumstances – see clause 3.

  3. Using Private Vehicles

    When a Private Vehicle may be used

    1. A Private Vehicle may only be used for University Business if one or more of the following apply:
      1. Using the Private Vehicle costs no more than a Rental Vehicle, ride-share service, or alternative transport
      2. Rental Vehicles or alternative transport are not suitable or available
      3. Use of a Private Vehicle is necessary on disability or medical grounds
    2. Line Manager approval is required in all cases before using a Private Vehicle for University Business. Managers must consider associated risks and cost-effectiveness before approving.
    3. Staff using Private Vehicles for University Business are expected to ensure that their vehicles meet the same safety, legal, and maintenance standards as those outlined in the Vehicle and Safe Driving Policy for University Vehicles. Staff may be required to confirm, upon request, that these standards have been met prior to, or during use of, a Private Vehicle for University Business.
    4. Private Vehicles used for commuting between home and work are not covered by these guidelines.
      Insurance for Private Vehicles
    5. When a Private Vehicle has been approved for University Business use:
      1. The vehicle and personal effects are covered by the University's insurance while in use for University Business.
      2. In the event of loss of personal effects, you must first claim through your own personal insurance. If declined, you may submit a claim to the University – assessed on a case-by-case basis with no guarantee of coverage.
      3. In the event of an incident or accident, notify your personal insurer first. If your claim is declined, you may then submit to the University for consideration.

    Reimbursement

    1. Approved Private Vehicle use is reimbursed in accordance with the Travel and Travel Related Costs Policy and the Staff and Non-Staff Reimbursement Procedure.
    2. Drivers are responsible for keeping records of distances travelled and obtain Line Manager sign-off before submitting a claim. Failure to do so may see the reimbursement declined.

  4. Safe driving requirements

    Core obligations

    1. Authorised Drivers must at all times:
      1. Comply with all New Zealand road rules and speed limits
      2. Comply with local parking requirements and restrictions
      3. Show courtesy and consideration to other road users
      4. Take regular breaks – a minimum 15-minute rest break for every two hours of driving is recommended
      5. Keep the vehicle locked when parked and unattended
      6. Remove or conceal valuable items when the vehicle is left unattended

    Unacceptable driver behaviours

    1. The following behaviours are strictly prohibited:
      1. Driving while intoxicated or impaired by alcohol, drugs, medication, or any substance that affects driving ability. Where medication includes a warning that it may impair driving or operating machinery, Authorised Drivers must not drive unless they have confirmed it is safe to do so
      2. Driving while fatigued or suffering from a medical condition that inhibits safe driving
      3. Using a mobile phone or hands-free device while driving
      4. Smoking or vaping in University Vehicles
      5. Tampering with or disabling any Telematics device fitted to a University Vehicle

    Managing fatigue

    1. Fatigue is a leading cause of serious road incidents. Do not drive if you:
      1. Have had insufficient sleep (less than six hours is a known risk indicator)
      2. Have been working an extended shift prior to driving
      3. Have driven for more than two hours without a break
      4. Feel drowsy, unwell, or otherwise unfit to drive
    2. If you become tired during a journey, pull over safely and rest. Notify your Line Manager if this affects your schedule or arrival time.
      Telematics
    3. University Vehicles are fitted with Telematics (on-board GPS and monitoring) devices. These are used to assist emergency response, support fleet management, and improve driver safety.
    4. Data collected from Telematics devices is managed in accordance with the Privacy Act 2020, the University’s Privacy Policy, and relevant Privacy Statements.
    5. Telematics devices must not be interfered with or disabled under any circumstances.
    6. You must notify the Fleet and Parking Manager if you notice any Telematics device has been damaged.

  5. Incidents, accidents, and near-misses

    Immediate steps at the scene

    1. If you are involved in an incident, accident, or near miss:
      1. Ensure the safety of all persons — call 111 if there are injuries or immediate danger
      2. Do not move vehicles unless they create a hazard to other road users
      3. Do not admit liability or discuss fault with any other party
      4. If another vehicle is involved, collect:
        • The full name and address of the other driver
        • The other driver’s insurance company and policy details
        • The registration plate, make, model, and colour of the other vehicle
      5. Report to Police within 24 hours if any person is injured
    2. Reporting requirements:
      Vault Report all incidents, accidents, and near misses in Vault as soon as possible after the event.
      University vehicle Report immediately to Custom Fleet (University's contracted fleet management supplier).
      Rental vehicle Report immediately to Custom Fleet. University insurance covers Rental Vehicles used for University Business.
      Private vehicle Notify your personal insurer first. If the claim is declined, you may then submit to the University.
      Police Required within 24 hours if any person sustained an injury in the incident.
      Line manager Notify your Line Manager as soon as practicable after any incident.
      Fleet and Parking Manager Notify the Fleet and Parking Manager as soon as practicable after any incident.
    3. Failing to report an incident is a serious breach of this policy and may affect insurance coverage.

  6. Hazardous substances

    1. If transporting hazardous substances for University Business, you must comply with the Hazardous Substances and New Organisms Act 1996, NZS 5433:2020 Transport of Dangerous Goods on Land, and the University of Otago HSNO-Exempt Laboratory Manual.
    2. You must carry all relevant transport documentation when transporting hazardous substances, and ensure the vehicle is appropriate for the substance type and quantity.
    3. If you are unsure whether a substance is classified as hazardous, contact Health, Safety and Wellbeing before travelling.

  7. Fines and infringement notices

    1. All speeding, parking, and traffic infringement fines are the personal responsibility of the driver. The University will not pay fines on behalf of drivers.
    2. If you receive a conviction or infringement that may affect your right to drive, notify your Line Manager and the Fleet and Parking Manager immediately.

  8. Vehicle maintenance and defects

    1. Drivers are responsible for:
      1. Completing pre-use vehicle checks before each trip (see clause 2(e))
      2. Reporting defects, damage, or maintenance concerns to the Fleet and Parking Manager promptly
      3. Logging all incidents, damage, or defects in Vault
      4. Not driving a vehicle that is known to be defective or unsafe
    2. All University Vehicles must have a current Warrant of Fitness or Certificate of Fitness, and current registration. This includes University-owned vehicles or Private Vehicles that have been approved to be used for University Business.

    Fuel cards

    1. Fuel cards are only to be used for paying for fuel, oil, or car wash.
    2. Drivers are responsible for filling a vehicle once the tank is no less than a quarter full.
    3. When paying for fuel, drivers must enter the fuel card’s pin number and odometer reading into the EFTPOS machine.
    4. Drivers must return the fuel card to the glove box as soon as they have finished paying for fuel, oil, or car wash.
    5. If a fuel card is used for any other vehicle than the vehicle it is registered to, the driver must notify the Fleet and Parking Manager as soon as possible with the details of the card and what the card was used for.
    6. If the odometer reading is not entered at the time of filling a vehicle, drivers must communicate the current odometer reading to the Fleet and Parking Manager as soon as possible.

  9. Training

    1. The University provides appropriate training for staff and students who drive University Vehicles. This may include general driver safety awareness, 4WD operation, van handling, trailer towing, and hazardous goods transport.
    2. Additional training may be required before operating certain vehicle types.
    3. The Fleet and Parking Manager, in consultation with Health, Safety and Wellbeing, determines training requirements for specific roles or vehicle classes.

  10. Consequences of non-compliance

    1. Failure to comply with the Vehicle and Safe Driving Policy or the requirements outlined in the Designated Driver Agreement may result in:
      1. Removal of authorisation to drive for University Business
      2. A requirement to complete additional training before authorisation can be reinstated
      3. Disciplinary action in accordance with university policies
    2. Where a driver's behaviour results in an infringement, accident, or financial loss to the University, the driver may be held personally liable for resulting costs.

  11. Key contacts

    Fleet and Parking Manager Primary contact for all vehicle-related queries, authorisations, purchases, and maintenance.
    Health, Safety and Wellbeing Manager Safety guidance, incident support, and training requirements.
    Custom Fleet University's contracted fleet management supplier – contact for all vehicle incidents and accidents.
    Vault University's incident and hazard reporting system – all vehicle incidents must be logged here.
    Procurement Office Guidance on vehicle purchasing and contracted rental suppliers.

Contact

If you have any queries regarding the content of these guidelines or need further clarification, contact:

The Fleet and Parking Manager
Email fleet@otago.ac.nz

Related policies, procedures and forms

University policy documents

Legislation

Other resources

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