Revised 9/17/08

U of O Campus Recycling Program

The following constitutes the U of O Campus Recycling Program's vehicle operation manual. This document is neither exclusive nor exhaustive, but it represents the minimum operating standards and driving behaviors required of Student Recyclers operating program vehicles.

It is divided into five sections and two addenda, as follows:

Manual
I. Policies and Expectations
II. Parking
III. Safe Driving
IV. Accidents
V. Diesel Step Van Operations

Addenda
1. Backing/Spotting Signals
2. Driving through the Heart of Campus

I - POLICIES AND EXPECTATIONS
Campus Recycling Program Employees are deemed qualified to drive only after:

• Issuance of a U of O Driver Certification Card
• Successful completion of the van training program
• At the continued discretion of Program staff

Their on-going driving status is further contingent upon demonstrated safe driving habits. Employees deemed unqualified to drive based solely upon a lack of skill or experience are categorized as such with no detriment to their employment status or pay rate.

When driving for Campus Recycling, you are driving a state vehicle (designated by the "E" prefix on the license plate) and are being paid to drive as part of your job. Personal driving habits which may be in conflict with program regulations, traffic laws, safety regulations, good public relations, or acceptable driving habits are not acceptable.

Failure to follow policy is grounds for revocation of driving privileges, or termination. The driving status may be revoked at any time at the discretion of the Operations Supervisor. In the event any driving practice constitutes a willful violation of a Program employment or driving policy, termination may result.

Any citations received for traffic infractions (moving violations) while driving for the Program are the sole responsibility of the driver. All financial and/or traffic court matters must be handled solely by the driver. They will be reflected on the driver’s personal driving record with his/her state of licensure, and they may be made available to the driver’s personal auto insurance company through his/her state of licensure. Any parking citations received while driving for the Program are similarly the sole responsibility of the driver.

The avoidance of at-fault vehicle accidents is of paramount concern to the Program. Consequently, the following policy applies to all student drivers:

Any employee responsible for two at-fault accidents during his/her employment with the Program may have his/her driving privileges revoked indefinitely. Should any accident be the result of a willful violation of a driving or employment policy, termination for cause may result.

1. Operator Requirements
   • All persons operating Program Vehicles are required to be licensed drivers in their home states and are required to have in their possession when operating program vehicles their: a.) driver licenses, and b.) U of O Driver Certification cards.
   • Any changes in driving status or driver license validity must be reported to the Program.
   • All moving violation citations received must be reported to the Program immediately -- regardless of whether these citations are received on state driving time or personal driving time. Parking citations must be reported to the Program only if received while using a state vehicle on work time.
   • No employee is to operate a program vehicle without having been trained and authorized to do so by Program staff.
   • If, at any time after having completed van training, an employee feels uncomfortable driving Program vans, s/he should discuss this matter with a supervisor immediately. Those doing so will be offered additional training or will be excused from driving for the program at no detriment to their continued employment with the Program.
2. Van Use
   Program vehicles are State of Oregon vehicles for Program use only. With the exceptions of official business, mechanical failure, or emergencies, they are to be parked/stopped in University areas only. When embarking on an off-campus route, plan to use restrooms and other facilities on campus before leaving or at the off-campus location. Vehicles are never to be taken to or parked at non-University off-campus locations for breaks or lunches, nor is it permissible to stop at an employee’s residence or to use the vehicles for any personal use or errand. Lastly, vans are not to be taken off-route for the sole purpose of driving to a desirable break area -- including on-campus areas such as the EMU.
   
   
3. Backing/Spotting Policy
   Student Recyclers are never to back any Program vehicle any distance without a spotter. Drivers are also expected to use a spotter when pulling forward in tight spaces. Both drivers and spotters are expected to work together to achieve a successful maneuver, However, drivers necessarily bear full responsibility for the actions of both themselves and their spotters; and should take the lead in ensuring that spotting is performed effectively.
4. Successful backing and spotting involves:
   • Visual contact between the driver and spotter at all times
   • Effective visual hand signals
   • No movement of the vehicle if and when visual contact is lost – even momentarily
     
     As distinct from “backing,” successful “spotting” involves using good judgment in using a spotter even when not backing, including:
     • When lateral or overhead clearances present problems
     • During lane changes
     • In congested areas, especially when in heavy pedestrian traffic
     • When looking for parking areas
       
5. Seat Belts
   All vehicles occupants (drivers and passengers) are required by state law to wear seat belts when driving. Drivers are expected to enforce this for both themselves and their partners.
6. Cell Phones and Head Phones
   Drivers are prohibited from using cell phones, wearing headphones, or using iPod’s while driving.

II - PARKING
Program vehicles must observe both campus and public parking regulations. Failure to do so can result in a parking ticket, which will be the personal responsibility of the driver.

Since parking can be a confusing and/or frustrating endeavor – and since parking in and near campus is at a premium -- check with your Coordinator before heading out on route if you have questions or need suggestions about parking in a particular area.

Vehicles can be parked in any of the following areas:
On Campus
In any space marked "(State) Service Vehicles Only."

• In any metered space for free for the duration of the meter limit only.
• Against the curb in the closed section of East 13th Avenue.
• At any loading dock or in any loading zone.

Off Campus Parking

• In "Commercial Vehicle" spaces for the duration of the space time limit only.
• In metered spaces for free for the duration of the meter limit only.
  

Vehicles must never be parked in any of the following areas:

• Spaces marked "Reserved"
• "Disabled" parking spaces.
• The additional, striped area next to a “Disabled” space
• In or across driveways, sidewalks, or the curb "cut-outs" used for disabled access to and from sidewalks.
• Across pedestrian crossings.
• In any way such that another vehicle is blocked or prevented from moving.

Also note that Kincaid Street is not University property, but rather a City of Eugene thoroughfare. Exceeding the time limit in metered spaces or “Commercial Vehicles” spaces may result in a ticket from the City.

III - SAFE DRIVING
Note the following safe driving and operational rules, observations, and suggestions. Incorporate these into your driving behaviors.

1. Vehicles

• Size - Program step vans are heavier, taller, wider, and longer than cars. Drive with this difference in mind by allowing:
  • Slower speeds
  • More stopping time/distance.
  • Wider turning radii
  • Spotting to gauge overhead clearances
• Parking Brakes - Always set parking/emergency brakes when leaving a vehicle for any length of time.
• Visibility - Step vans offer limited visibility and have large blind spots, especially to the rear and sides. Learn to use side mirrors and have the passenger visually assist during lane changes and other maneuvers.
• Pre-operation Inspections - Conduct a complete daily inspection using program inspection checklists before the first vehicle use of the day.
• Doors - Keep all doors closed when driving: driver, passenger, and back overhead doors.
• Tailgates - Close the tailgate before moving the vehicle any distance, anywhere
• Occupancy – All program vehicles have a 2-person maximum. Under no circumstances should anyone other than the driver and passenger be in a moving vehicle.
• Cleanliness – Remove all personal items and debris at the end of each shift.
  

2. Driving

• Check both mirrors frequently -- every 5 seconds is recommended.
• Plan your trip. Know your route, the best way to get there, and parking options.
• Use the 3-second rule to ensure a safe following distance.
• Don't drive if taking medications which could impair your ability to do so.
• Obey all posted speed limits, stop signs and lights, and other traffic controls.
• Drive defensively. Slow down and take your time at all times.
• Be courteous, professional and patient. Yield to other vehicles and pedestrians.
• Don't engage in vengeful or angry behavior (driving, verbal, gestural, or otherwise) when encountering a discourteous or aggressive driver.
• Exercise patience when encountering student or other pedestrian traffic on or near campus, especially during class changes. Don't hesitate to simply wait out the congestion.
• Be alert to bicycles at all times, especially on streets with a right-hand bike lane. \
• Use turn signals at all times and well ahead of intended maneuvers and turns.
• Do not eat or drink while driving.

3. Weather, Darkness and Inclement Conditions

• Slow down and increase following distances anytime rain, snow, ice or other hazardous road conditions present themselves.
• Use headlights whenever weather conditions or darkness require their use. If in doubt, turn them on. They may not help you see better, but will help other drivers to see you.

IV - ACCIDENTS
The program defines an accident as any event involving a program vehicle which causes damage to a program vehicle, another vehicle, or any stationary object; which involves an impact between any of these; or which entails injury to any person.

All accidents must be reported to program staff as soon as possible following the guidelines noted below. Failure to do so is considered grounds for dismissal.

Drivers who are in an at-fault accident will have their accident reviewed by the University’s Accident Review Committee. The Committee may require that the driver attend both a refresher Van Training course and a Defensive Driving course. Drivers must attend both of these courses or risk losing their University driving privileges and possibly their positions with Campus Recycling. Drivers will be paid for attending these classes. More information about both of these courses is available from the Operations Supervisor.

When an accident occurs:

• Attend to any injured persons. If on campus, call the DPS emergency number at 346-6666. If off campus, call 911.
• If possible and if deemed necessary, move vehicles out of traffic.
• Once injured persons have been attended to and the accident scene has been rendered safe, get hold of one of the staff members – via pager or cell phone, if necessary.
• Proceed based upon the instructions given by the staff member. Either start completing the "Accident Report Package" found in the van: or await the arrival of a staff member.
• Make no admissions of blame or other statements about the cause of the accident except to a police officer or program employee.

Any citation received as the result of an accident will be recorded on the driver’s personal driving record with their state of licensure.

Accidents may also require the filing of a State of Oregon Traffic Accident and Insurance Report which will be reflected on the driver’s personal driving record with their state of licensure. This can apply following even a minor accident involving no other vehicles and no citations. Program staff will alert you to this requirement and help you with the forms.

V – DIESEL STEP VAN OPERATIONS
The following applies to the operation of the Program’s five diesel step vans. These instructions are crucial to the safe operation and long-term maintenance of these valuable vans.

1. Starting and Pre-Operation Procedures

1. Open Hood

• Disengage the hood hold-down straps
• Lift hood completely
• Lower hood until the hood support cylinder engages

2. Check fluids

• Engine oil via dipstick
• Transmission oil via dipstick
• Engine coolant via reservoir (visual)
• Brake master cylinder fluid via reservoir (visual)

3. Lower hood

• Raise hood slightly
• Manually disengage the hold-open cylinder pin
• Lower hood completely
• Re-attached hood hold-down straps

4. Start Van

• Turn ignition key one “click”
• Allow all warning lights and gauges to cycle through
• Allow amber “Wait” light to extinguish
• Check that all lights are extinguished except the brake light and the seat belt light.
• Start engine without using accelerator

5. Warm up Van

• Allow engine to run for at least 5 minutes
• Perform remainder of inspection while van warms up

6. Perform Exterior Visual Check

• Damage
• Windows
• Tires
• Leaks
• Mirrors

7. Perform remainder of pre-op checklist

• All lights
• Turn Signals
• Remaining items as per checklist

8. Controls and Accessories

• Take the time to familiarize yourself with all vehicle accessory controls in addition to those include in the pre-operation checklist. These are all fairly standardized, and easy to find and operate. They include:
• Lights & signals
• Washer/wiper
• Heating/air/venting/mounted fan

9. Driving

• Release the parking brake
• Place the transmission in “Drive”
• Drive
  

2. Starting the Van Mid-Route
The above warm-up period will always apply when starting a van for the first time each day, after lunch, and whenever the engine has been off for 30 minutes or longer.

For those instances when the engine is off for a short period of time (15-30 minutes or so), a warm up may not be required when re-starting. That determination must be made while starting the van.

Follow the above procedure for starting – allowing all lights and gauges to cycle through. Start the van. While starting, check to see if the engine temperature gauge needle moves (even slightly) above “C.” If so, no warm up is needed. If not, warm the van for 5 minutes or until you see the temperature gauge rise above “C.”

3. Shutdown Procedures

1. Park/stop vehicle and place transmission in “Park.”
2. Set the parking brake. An audible warning signal will sound when the engine is shut off if the parking brake has not been set. Setting the brake will turn off the signal.
3. Allow vehicle to idle for at least 3 minutes to cool down, if required (see below)
4. Shut off vehicle

Cool-Down
The diesel vans are equipped with turbochargers which should be allowed to cool down anytime they have engaged while driving. They will engage during a hard acceleration.

For shorter drives and/or low-speed movements around campus, a cool-down period will not be required. In these situations, take care to not engage in unnecessary hard accelerations. When the van is stopped/parked, it can be shut off without a cool-down period.

Whenever you have accelerated hard enough or driven fast enough to have engaged the turbocharger (or whenever in doubt), allow the van to idle and cool down for 3 minutes before shutting it off.

The 3-minute idle requirement does not require that the vehicle be stationary – just idling or travelling slowly. Backing, parking, or otherwise moving the vehicle at a low speed allows for this maneuver time to count towards the 3-minute cool-down period. Whenever possible, use this approach to cut down on the time required to keep the engine running after parking before shutting off the engine.

Several areas of campus have posted restrictions on leaving vehicles running due to the proximity of building air intakes. This is true of several docks. It also applies to vehicles which have backed into the Quonset doorway. In these situations, try to position the van a distance from the area, and let it idle for a couple of minutes away from the area, dock, Quonset doorway, etc.. Then, idle it into position, the doorway, the dock, etc., and turn off the van once maneuvering is completed.

4. Tailgate

Opening

• Remove the safety chain hook
• Electrically raise the gate slightly to clear the notch in the gate rest – about 1/2”
• Lift/raise the safety latch
• Manually lower the gate from the vertical position to the horizontal position
• Electrically lower the gate

Closing

• Electrically raise or lower the gate to roughly half way between the ground and the truck bed
• Manually raise the gate from horizontal position to the vertical position
• Electrically raise the gate the remainder of the way to the locked position. The gate assembly will ensure that the gate opens and closes the safety latch, and slides into the gate rest area without manual involvement.
• Electrically lower the gate until it sits on the gate rest.
• Hook the safety chain into the hole provided.

5. Van Dimensions
Be aware of the dimensions of the vans – particularly the height – when accessing areas with restricted/limited clearance. If necessary, get out and visually check for clearance(s).

Dimensions
Height – 116 inches or 9’ ”
Width – 90 inches or 7’ ”
Length – 252 inches or 21’ ”

6. Fueling
You will be shown how to use the vehicle fueling system (gas pumps) during training. Keep in mind the following:
• The step vans all take diesel fuel from Pump #1
• The cargo van takes regular fuel from Pump #2

7. Locking and Unlocking
To unlock a cab door, insert the key, turn it, and allow the lock cylinder to pop out. The door is now unlocked.

To lock a cab door, simply push in the lock cylinder from the exterior. The door is now locked.

Locks are also provided for the back overhead doors, which require the same key to lock and unlock them.

NOTE - The cab doors should only be locked from the exterior, as just described. Although an interior locking mechanism is provided, this mechanism -- once activated -- cannot be unlocked using the key from the exterior. Should you forget and lock this mechanism, and then shut the door, you’ll need to access the cab by unlocking the back door and walking through into the cab. The cab-to-box safety door can be opened from either side, allowing you to access the cab from the box even if the door is latched. Always keep the safety door closed and latched for safety.

Addendum 1
Backing/Spotting signals

Most Recycling Program accidents occur at a very low speed in tight areas, and are the result of a failure to successfully maneuver around, between, or near fixed objects. All of these accidents can be avoided with successful spotting.

The following backing/spotting signals are required of all spotters to guide their driving partners successfully without incident/accident.

Addendum 2
Driving through the Heart of Campus

The following policies and regulations apply when driving through the Heart of Campus – the area in the immediate vicinity of the EMU at the 13th and University intersection

Some “Do Not Enter” signs apply to us – and some don’t. All of that is noted below.

Taking into account the whole area of 13th, the closed portion of 13th, University, Johnson Lane, the Friendly/Allen parking lot, and the EMU -- the following apply:

1. When driving west on 13th to the turnaround by the EMU Post Office, you can proceed west through the turnaround to:
   • a.) use the Service Vehicle parking spaces by Columbia;
   • b.) enter the Friendly/Allen parking lot;
   • c.) enter the closed portion of 13th; or
   • d.) turn left/south at University. The “Do Not Enter” signs at the turnaround and at the entrance to the closed portion of 13th do not apply to us. You can also use the turnaround to turn around and head back east on 13th.
2. You can enter the closed portion of 13th heading eastbound from Kincaid – the “Do Not Enter” sign on Kincaid does not apply to us.
3. When driving east on the closed portion of 13th from Kincaid to University, you can only turn right/south onto University when you exit the closed portion of 13th. You cannot go straight/east onto 13th, and you cannot turn left/north into the Friendly/Allen parking lot.
4. When leaving the EMU Post Office lot, you can turn either left/west or right/east onto 13th.
5. When leaving the Friendly/Allen parking lot, you can only go straight/south onto University. You cannot turn left/east onto 13th, and you cannot turn right/west into the closed portion of 13th.
6. When driving north on University St. and approaching Johnson Lane and the barricade near the EMU Fishbowl, you can only turn left/west onto Johnson Lane or right/east into the EMU back parking lot. You cannot go straight/north through the barricade. Similarly, when leaving Johnson lane, you can only turn right/south onto University or jog into the EMU back parking lot. You cannot turn left/north through the barricade. This is the one “Do Not Enter” sign which does apply to us.

And here are two more prohibitions:

1. Do not use the closed portion of 13th as a “shortcut” between Kincaid and University. Use it only to travel and park on to service buildings in that part of campus – not solely for the purpose of getting from Kincaid to University, or from University to Kincaid.
2. Do not use the “shortcut” alley between Johnson and Chapman which goes from the Johnson/Chapman parking lot to the closed portion of 13th.

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