Tulane University Uptown Golf Cart Policy

rev. February 22, 2011

I. AUTHORITY

This Policy has been approved by the President’s Cabinet.

II. APPLICABILITY

This Policy applies to any use of golf carts and other 3 or 4-wheeled cart-type vehicles that are powered by electric or internal combustion engines (hereinafter referred to as “Golf Cart” or “Golf Carts”) by Tulane University employees, students, and University-approved contractors on the Tulane University Uptown Campus. Any use other than official University business is expressly prohibited. This Policy does not apply to tractors or other machinery.

III. PURPOSE

This Policy provides guidance regarding the acquisition and permissible use of Golf Carts on the Tulane University Uptown campus. It establishes a method for the University to track the registration of Golf Carts, specifies the permissible use of Golf Carts, and addresses some of the associated risk management issues pertaining to Golf Cart use.

IV. AUTHORIZED USE

The use of Golf Carts at Tulane University is limited to Tulane departments/schools/operating units (hereinafter “Department” or “Departments”) upon demonstration of Valid Business Use. Valid Business Use is defined as “transporting personnel/equipment/supplies for the University or transporting employees/students with temporary or permanent disability needs”. With assistance from Facilities Services, the Office of Insurance & Risk Management shall maintain a master list of all Tulane Departments approved to operate Golf Carts, along with the following additional information: i) the number of Golf Carts operated by the Department, ii) the corresponding registration number assigned for each Golf Cart by Tulane University Police Department (TUPD), iii) the Valid Business Use of each Golf Cart, and iv) the approved operators of the Department Golf Cart(s) (“Master List”).

Exception: A University-approved contractor may be approved to use University-owned or contractor-owned Golf Carts if there is a Valid Business Use and the contractor agrees to follow the Tulane University Golf Cart Policy regarding safety, routing, parking, marking and audible warning devices for the carts. A Department seeking approval for contractor use of a Golf Cart must complete the Request for Contractor Use of a Golf Cart Form (See Exhibit A) which can be obtained through the Office of Insurance & Risk Management, x 5653. The request must be reviewed and approved by the Office of Insurance & Risk Management and the Vice President for Facilities Management and Campus Development.

Use of Golf Carts for personal convenience or personal errands, other than for disability-related needs, is strictly prohibited.

Each Department authorized to operate a Golf Cart will be assessed an annual fee of $400.00 per Golf Cart by Facilities Services each fiscal year (this fee will be prorated for Golf Carts that are purchased after the start of the fiscal year). These fees will be placed in a fund to be used to defray the costs associated with grounds maintenance and repair due to the damage caused by the use of Golf Carts. Failure to pay the annual fee by the date specified by Facilities Services will result in loss of privileges to operate the Golf Cart.

V. AUTHORIZED/PROHIBITED OPERATORS

Only authorized employees, contractors and students may operate a University-owned Golf Cart, provided the proposed operator possesses a valid drivers’ license. Any Department registering a Golf Cart in accordance with this Policy or requesting approval for contractor use of a Golf Cart is responsible for assuring that operators possess a valid driver’s license and have received a copy of this Policy (Documentation will be maintained in each Department or the sponsoring Department for University-approved contractors).

Golf Carts are not to be operated for any reason by a) dependents of authorized operators, b) any persons not affiliated with the University (other than University-approved contractors), or c) anyone not possessing a valid driver’s license.

VI. APPROVED AND PROHIBITED AREAS OF USE/PARKING

Approved Areas on Campus: The use of Golf Carts is restricted to designated routes on the Tulane University Uptown Campus (See Exhibit B, showing the authorized routes). A copy of the map, broken down into front, middle and back of Uptown Campus, will be provided by the Office of Insurance and Risk Management. A laminated copy of each map section must be carried in the Golf Cart at all times.

At no time shall Golf Carts be operated on public streets or city sidewalks, except as may otherwise be permitted on the attached map to access certain University property that is not adjacent to other University property or that is not easily accessible.

As necessary, revised routes and/or maps will be sent out via email to the contact person for each Department with a Golf Cart in order to advise of temporary route changes due to construction or other projects or events. It will be the responsibility of the contact person to distribute this information to all Golf Cart operators within their applicable Department.

Parking: Parking is allowed only on hard, paved surfaces (e.g. asphalt, concrete, brick) or on packed gravel surfaces, all of which are designated on the attached map. Parking in any non-designated area, including but not limited to the following, is strictly prohibited and will result in the issuance of a citation:

• Parking on soft surfaces such as landscaping, unpaved surfaces (except for packed gravel surfaces designated as permitted parking areas on the attached map), and natural covered areas such as those areas covered by mulch, pine bark or straw.
  
  
• Parking in front of entrances to buildings, stairways, handicap ramps, or main thoroughfares.
  
  
• Parking on sidewalks.

Exception: If a Golf Cart is delivering equipment/materials to a building that does not have a parking space near the building entrance, the Golf Cart may be temporarily parked in front of the building to allow the equipment to be delivered; however, no more than ten (10) minutes shall be allowed for such equipment delivery.

VII. ACQUISITION/DISPOSITION

Procurement of Golf Carts shall meet the following requirements:

• A Department seeking to purchase a Golf Cart must complete the Request for Purchase of a Golf Cart Form (See Exhibit C) which can be obtained through the Office of Insurance & Risk Management, x 5653. The request must be reviewed and approved by the Office of Insurance & Risk Management and the Senior Vice President of Operations & CFO prior to the purchase. Once reviewed, the application will be returned to the requesting Department with all appropriate signatures indicating approval or denial.
  
  
• Golf Carts must be acquired though the Purchasing Department. Any purchase request must have the signed approval from the Office of Insurance & Risk Management and the Senior Vice President of Operations & CFO attached. Purchasing will not place any orders without the approval documents. Facilities Services shall be notified by the Purchasing Department when approval for a purchase has been granted.
  
  
•  Whenever feasible, electric-powered vehicles instead of internal combustion engine vehicles should be purchased.

When a Department disposes of any Golf Cart that has been authorized to operate under this Policy, TUPD should be notified by the Department. TUPD shall then notify the Office of Insurance & Risk Management so that the Golf Cart may be removed from the Master List.

VIII. REGISTRATION/IDENTIFICATION

The first step in the registration process requires that all Golf Carts be delivered to Tulane Facilities Services to be equipped with following:

• An audible warning device
  
• A strobe light
  
• A sticker bearing phone number for reports of policy violations (865-5653)

Contact the Facilities Services Project Coordinator at 314-2455 to make arrangements for this. As part of the registration process, Facilities Services shall provide a laminated copy of the map referenced in Section VI above, and shall also schedule a training program for each proposed operator of the Golf Cart. Training for Golf Cart operators shall be conducted as often as deemed necessary by Facilities Services and the Office of Insurance & Risk Management, but no more than once annually.

The next step of the registration process requires that the following information be provided to TUPD:

• Name of Department or contractor
  
• Name, number and email address for responsible person from
  
• Department Description of Golf Cart, including serial number and University asset number

TUPD shall verify that the Golf Cart is in compliance with the requirements of this Policy, including that all University-owned Golf Carts have an official University logo bearing the Department’s name displayed clearly and visibly, and that all contractor-owned Golf Carts have the contractor’s name displayed clearly and visibly. TUPD shall thereafter issue a permit number for the Golf Cart that will be used to identify the Department or contractor that owns the Golf Cart. TUPD shall mark each Golf Cart with the permit number, which shall be eight (8) inches high and displayed on all the front and back of the Golf Cart.

Any Golf Cart without the proper markings and identification as noted above will be cited and/or impounded.

IX. SAFETY

1. General: Golf Carts shall not be operated in a manner that may endanger passengers, other individuals or damage Tulane University property. All Golf Carts must travel in the direction of the flow of traffic (when traveling on streets) and must obey all campus traffic regulations and signs. Pedestrians and cyclists have the right of way at all times and under all circumstances. Golf Carts shall maintain a distance of at least ten (10) feet behind any pedestrian or cyclist.
   
   
2. Speed Limits: On campus streets, operators shall not exceed posted speed limits for motorized vehicles. On campus sidewalks, operators shall not exceed the speed of pedestrian traffic present.Operators shall not attempt to pass pedestrians or cyclists at any time. If an operator of a Golf Cart encounters a pedestrian or cyclist traveling in the opposite direction of the Golf Cart, the operator shall come to a complete stop until the pedestrian or cyclist has passed.
   
   
3. Passenger Limit and Load Capacity: Occupancy shall not exceed the passenger limit and load capacity designated by the Golf Cart’s manufacturer.
   
   
4. Passenger Safety: Passengers must keep their heads, legs and arms within the cab of the Golf Cart. Under no circumstances is anyone to ride standing in or on the back of a Golf Cart.
   
   
5. Modifications: Golf Carts may not be modified without the approval of Facilities Services. Any modifications to Golf Carts must be performed by Facilities Services.
   
   
6. Cell Phones: No cell phone use by the operator is allowed while a Golf Cart is in motion. Additionally, the operator is prohibited from writing, reading or sending text-based communications while operating a Golf Cart.
   
   
7. Audible Warning Device and Strobe Light: All Golf Carts must be equipped with an audible warning device that will sound at all times while the cart is in motion, as well as a strobe light.
   
   
8. Headlights: All Golf Carts must utilize headlights for operation after dark. Golf Carts that are not equipped with headlights may not be operated after dark.

X. ENFORCEMENT

TUPD will enforce this Policy for the appropriate and safe operation, registration and parking of all Golf Carts, and will issue citations as indicated. For speeding and other operational citations, the operator will receive the citation. For parking violations, TUPD will make every effort to identify the operator of the Golf Cart and issue the citation directly to the operator. If the operator is unable to be identified, the citation will be issued to the responsible Department or contractor and the Department or contractor will be charged.

Any individual receiving two (2) citations for violations of this Policy within a twelve (12) month period will forfeit the privilege of operating a Golf Cart for one (1) year. However, if bodily injury or significant property damage (as determined by the Senior Vice President for Operations & CFO) arises as a result of the unsafe operation of a Golf Cart, an individual will forfeit the privilege of operating a Golf Cart for at least one (1) year, or longer if deemed appropriate by the Senior Vice President for Operations & CFO, regardless of the number of citations received by such individual. In addition, violation of this Policy by an employee may result in disciplinary action up to and including termination. If an employee is required to drive a Golf Cart as part of his/her official job description and is suspended from operating a Golf Cart, that employee may face termination if, in the University’s sole discretion, alternative job duties for which the employee is qualified are not available.

Copies of citations for Golf Cart Policy violations will be sent to the applicable Department Head, the Office of Insurance and Risk Management, and the Senior Vice President for Operations & CFO. The Office of Insurance & Risk Management will track the individual and departmental citations issued.

If a contractor receives a citation as a result of a violation of this Policy, the Department responsible for hiring the contractor shall be responsible for any fines that are not timely paid by such contractor.

XI. MAINTAINING/SECURING GOLF CARTS

Each Department that operates a Golf Cart shall ensure that each such Golf Cart is routinely inspected and maintained as recommended by the manufacturer, but in no case less than annually. All maintenance of Golf Carts will be performed by, and the maintenance records maintained by, Facilities Services. Facilities Services shall charge a fee for its maintenance services as it deems appropriate.

Each Department shall also ensure that its Golf Carts are properly secured after hours and/or when not in use. Failure to properly secure a Golf Cart may result in damage assessments as per Section XIII below.

XII. ACCIDENT REPORTING

All accidents and injuries must be reported immediately to TUPD and the Office of Insurance and Risk Management.

XIII. ASSESSMENT FOR DAMAGE

Each Department will be held liable for at least the first $2,500.00 of any property damage or bodily injury (or more, as deemed appropriate by and at the discretion of the Senior Vice President for Operations & CFO ) resulting from negligent operation of or failure to properly secure any Golf Cart owned or operated by such Department.