School of Design and Production Student Handbook Section 400: MOTOR VEHICLES
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1 D&P MOTOR VEHICLE RULES The School of Design and Production maintains a motor vehicle fleet which includes a variety of vehicles from passenger vans and pick up trucks to large transport trucks. Depending on the vehicle needed, a driver certification may or may not be required. This is important! See below for details. Use of Design and Production motor vehicles is limited to those students who have a current valid driver's license and are a current state employee. If you are not a state employee through the federal work study program or a graduate assistantship, you may be granted permission to become a state employee for driving purposes only. The employment contracts are valid for the current school year; therefore, new contracts must be signed each school year. Be advised: To be properly covered by UNCSA motor vehicle insurance you must be an employee of the University of North Carolina, School of the Arts. Failure to turn in monthly timesheets could ultimately invalidate your employment status and put you as a driver at personal financial liability. Vehicles are to be used for school business only. USE OF SCHOOL VEHICLES FOR PERSONAL PURPOSES IS A VIOLATION OF NORTH CAROLINA STATE LAW AND IS PUNISHABLE AS SUCH. Infractions of either departmental or state driving rules will result in the loss of driving privileges. Despite sporting State license plates, STATE VEHICLES ARE NOT EXEMPT FROM CITY AND STATE TRAFFIC LAWS. YOU ARE RESPONSIBLE FOR ANY VIOLATIONS OF THESE LAWS WHEN OPERATING THE SCHOOL'S VEHICLES. Drivers who wish to operate the Forklifts, Casper, Millie, Vanilly, 12-6 must first pass a road test administered by Zak Stevenson. Drivers who wish to operate Thor must first pass a road test administered by Jack Miller. Valdeez requires a CDL class A certification issued by the DMV. Except under special circumstances, the vehicles are designated for use as follows: ANSEL (Ford Ranger small pick-up truck): for local shopping and transporting small loads. Primarily for Scene Shop use. CASPER (GMC Topkick - automatic 14 flat/stake/dump bed truck): for transporting scenery, lighting equipment, and building materials. Like Twelve-Six, Casper is not to be used for transporting crews or for casual shopping. DRIVERS MUST ALWAYS BE ACCOMPANIED BY A PASSENGER. MILLIE (International diesel 26 Box truck): for transporting scenery, costumes, lighting equipment, and building materials, especially when protection from the weather is important. It requires 13 feet 6 inches of clearance under overhead objects such as gasoline station canopies and underpasses. Under no circumstances should this vehicle be used for casual shopping or to transport crews - it is not a passenger vehicle. Due to the restricted visibility and difficult maneuverability of this vehicle, DRIVERS MUST ALWAYS BE ACCOMPANIED BY A PASSENGER OBXpress (semi trailer): Used primarily for trips to Manteo and Raleigh with Valdeez (tractor) or using other transport companies. To reserve and use this trailer you must see the Scene Shop Foreman. University of North Carolina School of the Arts 401
2 GEMINI (Ford person crew cab pickup truck): for transporting scenery and towing searchlights, transport of personnel. Mr. TOAD (cargo van): Primarily for Prop Shop use, for transporting props and costumes. The key is only available from the Director of Stage Properties. Obtain specific use guidelines from the Prop Shop Rules. THOR (GMC T diesel 22 stake bed truck): for transporting scenery and building materials. Like Twelve-Six, Millie, Vanilly and Casper, Thor is not to be used for transporting crews or for casual shopping. DRIVERS MUST ALWAYS BE ACCOMPANIED BY A PASSENGER TWELVE-SIX (Ford F boxed cargo truck): for transporting scenery, costumes, lighting equipment, and building materials, especially when protection from the weather is important. This vehicle is so-named because it requires 12 feet 6 inches of clearance under overhead objects such as gasoline station canopies and underpasses. Under no circumstances should this vehicle be used for casual shopping or to transport crews - it is not a passenger vehicle. Due to the restricted visibility and difficult maneuverability of this vehicle, DRIVERS MUST ALWAYS BE ACCOMPANIED BY A PASSENGER. VALDEEZ (diesel semi tractor): for delivery of trailer (OBXpress). To reserve and use this truck you must see the Scene Shop Foreman. DRIVERS MUST POSSESS A COMMERCIAL DRIVER S LICENSE (CDL Class A) TO OPERATE THIS VEHICLE. VANGO (Ford person van): for transporting personnel to performance venues and departmental field trips. Vango is not for transporting scenery, props, sound, lighting, or costumes. VANILLY (Ford box Van): for transporting scenery, costumes, lighting equipment, and building materials, especially when protection from the weather is important. It requires 11 feet 6 inches of clearance under overhead objects such as gasoline station canopies and underpasses. Under no circumstances should this vehicle be used for casual shopping or to transport crews - it is not a passenger vehicle. Due to the restricted visibility and difficult maneuverability of this vehicle, DRIVERS MUST ALWAYS BE ACCOMPANIED BY A PASSENGER FORK LIFTS: for limited transportation of large loads. Not a "people lift," and NO RIDERS are allowed. OSHA OPERATOR CERTIFICATION IS REQUIRED. University of North Carolina School of the Arts 402
3 IN THE EVENT THAT A VEHICLE NEEDS TO BE TOWED: The School has contracts with the following 24hour towing services: Venable Wrecker Services (especially large trucks& buses) Falls Automotive Before having a vehicle towed, contact the Scene Shop Foreman ( ext.128) or the faculty supervisor for your show or project. If it is deemed necessary to move the disabled vehicle, have it towed to the D&P parking lot (preferably its assigned sparking space). DO NOT PARK IT IN THE DOCK!!! Leave the Scene Shop Foreman a voic , or written note with details (YOUR NAME& PHONE NUMBERS where you can be reached, etc.) about the incident. Remember: When you are driving our State-owned vehicles you are readily identified as a representative of the State, UNCSA, and the School of Design & Production. Your behavior as a motorist should reflect this association. University of North Carolina School of the Arts 403
4 VEHICLE USE PROCEDURES AND RULES To use D&P vehicles, you must adhere to the following procedures: 1. Reserve the vehicle you need at least 24 hours in advance by signing the vehicle's reservation book in the main office. (Director of Stage Properties keeps the Reservation Book for Mr. Toad; the Scene Shop Foreman keeps the Reservation Book for Valdeez, and OBXpress.) You must include the anticipated hours of use and your name must be clearly legible. Be certain to verify that no one has already reserved the vehicle for your time slot. 2. When the time comes to use the vehicle, sign it out LEGIBLY on the appropriate clipboard in the main office, record the current mileage and obtain the key. (The Director of Stage Properties keeps the mileage log, Information Book, and key for Mr. Toad; the Scene Shop Foreman keeps the keys for Valdeez, and OBXpress.) DO NOT TAKE THE KEY BEFORE YOUR RESERVATION TIME. Keys to vehicles must remain in the main office so others can use them. If you need the keys on the weekend, obtain them on Friday afternoon before the main office closes. 3. When you are done using the vehicle, return the key IMMEDIATELY to the main office and record the mileage. (Return Mr. Toad s key and related books to the Director of Stage Properties; Valdeez, and OBXpress keys to the Scene Shop Foreman.) On weekends or after hours when the office is closed, return the keys to the After Hours box in the Scene Shop and record the mileage on the key FOB. YOU MAY ONLY KEEP THE VEHICLE FOR THE TIME YOU RESERVED IT. Other people use it too and may be waiting for the key. 4. DO NOT PASS THE KEY ALONG TO THE NEXT DRIVER. It is your responsibility to return the key in accordance with the rules stated above. It is the next driver's responsibility to make the necessary arrangements to obtain the key when he/she needs it. 5. If you reserve a vehicle but do not use it within fifteen minutes of your reservation time, it will become available to anyone else who needs to use it. 6. Reservation requests must be reasonable. You may not reserve a vehicle for days or weeks at a time. Remember that others need the vehicles and have the same rights to their use as you do. Vehicle reservations are monitored. No production will be allowed to reserve all of the vehicles, or even a majority of the vehicles at one time, except by permission. Plan your transportation needs accordingly. 7. All vehicles must be returned to the parking lot behind the scene shop when no longer in use. Please back them into their spaces. 8. NEVER RETURN VEHICLES WITH LESS THAN A QUARTER OF A TANK OF GAS. Leave the Scene Shop Foreman a message on voic (x128) or drop a note w/keys indicating low gas level. 9. It is likely that the production faculty will suspend the use of the vehicles when the roads are deemed hazardous due to the weather. 10. In the event that a vehicle is in need of repair, leave the Scene Shop Foreman a message on voic (x128) or drop a note w/keys so the necessary repairs can be made and the vehicles can be kept running. 11. In order to keep the vehicles as clean as possible, eating, smoking, and drinking are prohibited when operating a D&P vehicle. University of North Carolina School of the Arts 404
5 12. D&P Vehicles may not be driven outside a 25-mile radius of Winston-Salem without special permission from Dennis. Depending on circumstances, Production budgets may be charged mileage expenses even if permission is given. MOTOR VEHICLE ACCIDENT PROCEDURES (4/01/08) Please note this is NOT for vehicles reserved by Krista Johnson In case of an accident, please follow these procedures: 1. Contact the local police or campus police, depending on the location of the accident. Do not leave the scene of accident until the police have arrived and completed the appropriate paperwork. 3. Contact your dean or the person in your department who handles vehicles. 4. Contact the Purchasing Office at and report the accident immediately. You will be required to complete an accident report for insurance purposes as well as a written statement about the accident.. 5. All non-injury accidents may wait until the next business day to contact the Purchasing Office if it is during non-business hours, weekends, or holidays. The Purchasing Office will then report the accident to the insurance company. 6. If there are injures in the accident and it is during non-business hours, weekends, or holidays, call , to report the claim to our insurance carrier, Travelers Insurance Company. Before calling, be prepared with the following information: 1. School code number: UNCSA Policy for Auto Liability TRJ-CAP-104T UNCSA Policy Number for PHYSICAL DAMAGE ONLY P810826F UNCSA Policy Number for other damages or claims P810826F2840TIL02 5. Your name, title, and employer. 6. Location and description of accident. 7. Description of school vehicle and driver's name. 8. Description of other vehicles involved in accident, their drivers' names, addresses, phone numbers and insurance information. 9. Name(s) of person(s) injured in the accident. 10. Name of investigating police officer, his ID number and the ID number of the Accident Report. 11. Names, addresses and phone numbers of any known witnesses. All accidents, no matter how minor, are to be reported to the appropriate Dean, Director or Supervisor IMMEDIATELY, and in turn contact the Purchasing Office and/or our insurance company as the seriousness of the accident warrants. University of North Carolina School of the Arts 405
6 Please note! All First Year Students must sign the Declaration List in the D&P office before the last class of the rotation: Electrics/Design/Sound at the end of the term. Students will not be awarded a grade in DEP Intro to Theatrical Production until this document has been signed. All Returning D&P Students must sign the Declaration List in the D&P Office by the deadline established at the beginning of Fall Semester. The deadline date is published in the D&P Office. Students will not be awarded a grade in Production until this document has been signed, signifying that they have read and understand the current year s handbook. University of North Carolina School of the Arts 406
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