Chapter 3337-47 Policies on University Vehicles, Food Service and Air Transportation

3337-47-01 Safety, procurement, operation, maintenance, and disposition of university vehicles.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-001.html

(A) Purchase of vehicles

The university will select specific vehicles and equipment and its method of procurement and ownership appropriate for the identified need. To ensure safe vehicle operations and minimize the risk to Ohio university and to its employees, the university may deny access to any vehicle at any time if safe and legal operation is in doubt.

(B) Responsibility for vehicles

It is the responsibility of the department to which a vehicle is assigned to coordinate with the university departments identified in this policy for the vehicle's proper acquisition, use, care, safe operation, and disposition.

(1) Transportation and parking services is responsible for acquisition of vehicles via procurement services, securing titles and licensing, performing pre-purchase inspections and annual safety inspections, receiving vehicle mishap reports, and disposition of all vehicles.

(2) Environmental health and safety is responsible for oversight of all vehicle safety programs, the mishap and crash review board, and the fifteen-passenger van training program.

(3) The Ohio university police department (OUPD) is responsible for documentation of vehicle mishaps and violations occurring within their jurisdiction.

(4) The office of risk management is responsible for ensuring appropriate insurance coverage and for processing claims.

(C) Appropriate and legal use

The planning unit head, to which the vehicle is assigned, or his or her designee, has the responsibility for ensuring that the vehicle is used for official university business. The planning unit head, or designee, must establish a system that verifies that all drivers possess a valid US driver's license and that their driving history reflects safe behavior behind the wheel. Approved drivers and passengers in university vehicles are limited to employees, students, or guests of the university who are on official business. The university is not financially responsible for traffic or parking violations incurred by persons using its vehicles and the responsibility for all penalties for said violations is assumed by the vehicle operator. The assigned department is responsible for establishing a system for knowing and documenting the driver of any particular assigned vehicle at any particular time.

(D) Vehicle mishaps and crashes

Drivers of vehicles are responsible for the proper care of the vehicle while in their possession. An automobile insurance packet, containing an insurance card and a copy of the "Ohio University Vehicle Crash Report Form" (OUVCRF) shall be in each vehicle.

In the event of a mishap or crash the driver will check to see if there are injuries, leave the vehicle in place unless doing so presents a risk of further damage or injury, and notify the appropriate law enforcement authority and emergency medical personnel. The driver shall complete the OUVCRF before leaving the crash scene and return it to the transportation and parking services garage immediately upon return to campus. Failure to immediately return the OUVCRF may result in the department or organization being held responsible for all related expenses. OUPD is responsible for documentation of vehicle mishaps and violations occurring within their jurisdiction.

(E) Driver training, selection, and evaluation

The employing department shall check the driving history of all persons who will be operating university vehicles, going back five years prior to initial operation of a university vehicle and annually thereafter. The employing department is responsible for all aspects of these checks. If a driving record reflects repeated unsafe behavior, the employing department should not allow the driver in question to operate university vehicles. The employing department will make this determination. The crash review board is charged to reduce the incidence of vehicle collisions and abuse. All departments shall participate in this activity according to established procedures. All university vans shall have a copy of the "van driver check sheet" for review prior to operating. All operators of fifteen-passenger vans must receive van training conducted by the environmental health and safety department prior to operating a fifteen-passenger van. Effective July 1, 2012, fifteen-passenger vans are prohibited from being owned, leased, rented, or in any manner used by the university. Drivers of university vehicles shall review the "Vehicle Pre-Trip Inspection Form" before operating the vehicle. The university provides the initial training for holders of commercial drivers licenses (CDL) and the testing is provided by the state of Ohio. For other specialized-use vehicles, the university provides any specific training needed.

(F) Vehicle repairs, inspections, and service

Servicing of vehicles is provided by transportation and parking services. Annual safety inspections shall be performed on all vehicles. The transportation and parking services garage will perform the inspection and is authorized to charge departments a fee. If a vehicle is found to be unsafe and the repairs are not authorized, the manager of transportation services shall hold the vehicle and notify the department head that the vehicle is not to be operated until the vehicle is certified safe. In the event of vehicle damage, the department must turn the vehicle in to transportation and parking services so that it can be repaired or replaced.

All vehicles are also scheduled for routine maintenance once a year. Transportation and parking services will notify each department when a specific vehicle requires servicing. The cost related to servicing of vehicles will be charged to the owning department. Transportation and parking services may remove from use any vehicle requiring maintenance or safety inspections until the department is able to pay for the work. Regional campuses may utilize local maintenance and inspection services with the approval of transportation and parking services.

(G) Acquisition of vehicles

Acquisition of any new, used, donated, or leased motor vehicle, regardless of the method obtained or source of funding or intended use, requires approval of the authorizing department's vice president or dean (in conjunction with the provost) and the director of transportation and parking services. Departments shall not commit to buying a vehicle before all established approvals are in place and a purchase order has been issued. The "Vehicle Acquisition Form" must be used for all vehicle acquisition activities.

(H) Receipt, acceptance, and registration of vehicles

Transportation and parking services is the point of contact for all university vehicle transactions. They maintain all legal documents pertaining to all vehicles. The procurement services department authorizes titling of vehicles and coordinates registration and licensing with the lessor and transportation and parking services. All vehicles owned or leased by the university must display a state license plate as assigned by transportation and parking services. The requesting department is responsible for all "costs of ownership" associated with procurement, maintenance, and insurance of a vehicle. All vehicles will be entered into the transportation and parking services database to ensure timely required safety inspections and planned preventative maintenance. Any transfer of vehicles must utilize the "State Vehicle Reassignment Form."

(I) Return or disposal of vehicles

Transportation and parking services and the moving and surplus department will facilitate the disposal or the transfer of vehicles and cancel the registration and insurance, as appropriate. Vehicles returned at the termination of leases or donation periods must be processed through transportation and parking services. The "Vehicle Disposition Form" shall be used for all vehicle disposal activities.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-001.html

Effective: 7/1/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-47-02 Rental of motor pool vehicles.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-002.html

(A) Overview

This policy provides for the rental of vehicles, including buses, from transportation services' motor pool.

All university vehicles are to be used for official university business only, and must be operated in accordance with the provisions of policy 47.001.

(B) Motor pool vehicle rentals

The motor pool has passenger cars, vans, a station wagon, and a pick up truck available for renting to departments for official university business.

(1) Reservations

To reserve a vehicle, use the "Online Motor Pool Requests" form (or contact transportation services at 593-1611), and provide the following information:

(a) Type of vehicle desired

(b) Intended use and destination

(c) Date and time of departure

(d) Date and time of return

(e) Department name

(f) Department account number

(g) Name of licensed driver who will be responsible for vehicle

University vehicles are not normally available to be driven to the Columbus or Parkersburg airports and left there during the week, but that may be possible during weekends (Friday through Monday), if enough vehicles are available.

(2) Rates

The rental rates are subject to change depending upon gasoline costs, purchase costs of vehicles, etc. Current rate information is automatically displayed within the "Online Motor Pool Requests" form (or contact transportation services at 593-1611).

The daily rental rate will be assessed if a vehicle is reserved but not used, and the individual or department reserving the vehicle fails to cancel the reservation at least twenty-four hours prior to the stated time of departure. Transportation services may impose a longer lead-time for cancellations at times of peak demand, such as reservations for use during spring break week.

(3) Pick up and return of vehicles

The university garage (motor pool) is open from 7:00 a.m. to 4:30 p.m., Monday through Friday. Vehicles not being used for out-of-town trips must be returned to the university garage each night; however, vehicles returning from out-of-town after 5:00 p.m. may be parked overnight at the driver's residence and returned before 7:00 a.m. the next morning. Vehicles to be used for out-of-town travel for which departure is scheduled before 7:00 a.m. may be picked up before 4:30 p.m. the prior day, and parked overnight at the driver's residence.

Failure to pick up the vehicle before 4:30 p.m. means that the vehicle will not be available until 7:00 a.m. on the next scheduled work day.

(a) When a vehicle is picked up, information regarding keys, gasoline credit cards and trip tickets will be given to the driver who is responsible for the security of the car, keys, and credit card. The driver is also responsible for the completion and return of all trip tickets.

(b) When the vehicle is picked up, the driver will also be given instructions to follow in case of an accident or mechanical failure. The driver of the university vehicle is responsible for the proper care of the vehicle while it is in his or her custody. Damages to or loss of the vehicle resulting from accidents or other causes will be assessed for actual costs up to one thousand dollars to the using department, unless there is clear evidence of the responsibility by an identified third party from which recovery is available. Accidents should be reported in accordance with policy 47.001. To the extent damages to the vehicle are recovered from a third party, a proportionate percentage of the net proceeds will be credited against the renting department's assessed cost.

(C) Bus reservations

The university has three buses for official university business that may be chartered by a university department. The buses carry up to fifty-five passengers. All buses are driven by university bus drivers on both short and long trips.

(1) Reservations

Information regarding bus reservations can be obtained online fromhttps://www.ohio.edu/transportation/charter-bus.cfm(or contact transportation services at 593-1611).

(a) The person making the request will be asked to provide information regarding destination, time of departure, time of return, number of passengers, sponsoring department, purpose of trip, account number, and responsible official.

(b) Upon receipt of the bus reservation form, an estimate of expenses will be provided, if requested; and the bus will be reserved for the dates indicated, if available.

(2) Rates

Current rate information, including penalties for late cancellation, is available from transportation services at 593-1611.

(3) Additional bus use provisions

(a) The department that has reserved the bus must specify a person to be responsible for the passengers while they are on the bus.

(b) Horseplay, smoking, and alcoholic beverages are not permitted on the bus; the individual identified by the sponsoring department is responsible for ensuring compliance with these requirements, because the driver must concentrate on driving.

(c) The sponsoring department is responsible for all damages that may be caused by passengers during the trip.

(d) Occasionally, weather conditions or other factors may cause the driver of the bus to determine that the safety of the passengers or the bus may be jeopardized by continued travel. If this determination is made by the driver, the bus trip shall not continue until the driver determines that the conditions are sufficiently improved.

(e) Due to federal DOT regulations, a driver must have a thirty-minute break for every eight hours behind the wheel and is not permitted to drive longer than ten hours in a day. Please be aware of these rules when planning your trip itinerary. Should your itinerary require travel that will exceed these limits, arrangements must be made in advance for transportation services to supply additional drivers. Additional charges may result. Transportation services will be happy to assist the department with advance trip planning to identify and address such issues.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-002.html

Effective: 8/4/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-47-10 On-campus temporary food service practices.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-010.html

(A) Overview

This policy ensures that basic food sanitation requirements and practices are incorporated into temporary food service locations on campus, whether the food be for sale or gratis.

When foods are to be prepared or served by organized university groups for special meals or events of a temporary nature the department of environmental health and safety should be notified at least forty-eight hours in advance. Notification should include a statement in writing of what foods are to be prepared, where they are to be prepared, who is to prepare them, where they are to be served, and where they are to be refrigerated, if necessary, or otherwise protected against contamination or spoilage between the time of preparation and serving. A method must be provided for patron and worker hand-washing.

A completed "Permit to Sell/Serve Food on Campus" shall be sufficient for the above required written notification. The approved permit must be displayed at the sale or serving site.

Informal, small-group, "pot-luck" events in which no money changes hands (neither as "donation" nor as "price") are not subject to the requirements of this policy, but the participants are encouraged to notify environmental health and safety of the planned activity, and to follow safe food-handling practices.

Policy 47.015 may also apply.

(B) Process

It is necessary that all food products be prepared, held, and handled in as safe and sanitary a manner as possible. The food should be prepared in an approved food preparation area such as a university kitchen, a residence hall kitchen, or in some licensed food establishment other than at the university. This forbids the preparation of the food in the homes of individuals (with the possible exception of baked goods and potlucks as exempted above).

Acceptable places where food may be prepared for sale or gratis distribution on campus are:

(1) Any licensed location such as a university kitchen, church kitchen, commercial kitchen, fraternity or sorority, etc.

(2) The small university student kitchens located at Nelson, Bryan, Brough, Hoover, and Voigt halls.

(3) The kitchens in resident directors' apartments.

Foods such as hotdogs, hamburgers, steaks, etc., may, of course, be cooked outside at the location where they are to be sold or served, if the location and handling procedures are satisfactory, and refrigeration is available in an acceptable form, and an onsite hand-washing facility is provided.

An exception to the above may be made for products that are not of a potentially hazardous nature, such as baked goods (cookies, brownies, etc.), at the discretion of environmental health and safety. If in doubt about the need for a permit, contact the department of environmental health and safety for guidance, or visit their web site,https://www.ohio.edu/riskandsafety/ehs/.

The above criteria shall not apply to licensed food service operations, which in the course of routine business operations provide delivery services of their products to residence halls, etc. However these businesses shall complete and submit for approval the "Permit to Sell/Serve Food on Campus" for various special events such as festivals, etc., of a temporary nature.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-010.html

Effective: 8/1/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-47-15 Catering.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-015.html

(A) Overview

This policy establishes controls for the production, serving, and sale of food on the Ohio university Athens campus, and at events associated with Ohio university on public property in Athens county. This policy will ensure the protection of the institution's image, limit legal and financial liability and risk, and allow proper management of catering and dining through high-quality products and services.

This policy does not apply to situations covered by policy 41.121.

This policy applies without regard to the source of the funds used to pay for the catering services, except as explicitly noted.

This policy applies to all events in dining halls, and to those events in Baker university center and in other locations, for which the cost of catering services exceeds two hundred fifty dollars. This limit applies to the complete food service needs of an event; neither pyramiding (i.e., dividing one purchase into two or more from the same vendor) nor subdividing between vendors may be used to stay within this limit. (For example, to be exempt, a multi-day, multi-venue conference's total catering budget must fall below the limit, not just the services provided at each particular location and time; regularly scheduled, recurring events, such as weekly colloquia, are each to be treated as a separate event.) Catering services will be the initial contact point for those organizing events. Although events in dining halls will be staffed by dining services, this policy will refer uniformly to "catering services," for simplicity.

Specifically, this policy provides for:

(1) Food service safety at university events. Food and beverages prepared and served by Ohio university catering services meet or exceed industry standards in shipping, receiving, storage, preparation, and holding, thus limiting the university's liability.

(2) Internal management that assures proper sanitation and controls through appropriate food handler permits. It also offers internal collaboration of one-stop service to the campus community.

(3) Care and control of university property. Ohio university catering services have the personnel, experience, knowledge, and equipment to offer professional assistance in planning events so as to minimize the cost of the event.

(4) The monitoring of state requirements for temporary food permits for resale of food items and appropriate liquor controls in compliance with state laws.

(5) The appropriate use of dining facilities in compliance with the american federation of state, county, and municipal employees ("AFSCME" Local 1699) bargaining agreement.

(B) General guidelines

All food and beverages served on the Ohio university campus or at university-sponsored events will be provided by Ohio university catering services, unless an exemption has been granted as described in this policy. Catering services has the management responsibility to uphold the quality standards for events associated with Ohio university and to limit the risk associated with all food services provided to the Ohio university community and its guests.

The person responsible for any event that will involve catering should contact the catering office in Baker university center. Staff from that office will assist with the menu planning and will make every attempt to adhere to budgetary constraints. If catering staff are unable to accommodate the client's needs, he or she will be given a list of approved outside caterers and informed of the procedure for requesting a catering exemption. Permission to use an outside caterer will be granted only under limited and specific circumstances; see part (D) ("Requesting a Catering Exemption") of this policy.

(C) Planning a catered event

(1) Schedule meeting location

Individuals and organizations must request permission to use public areas on the Ohio university campus from the appropriate department. Any fees for use of such space will be coordinated with the responsible department. Fees may be assessed for audio or video, set up, clean up, rental equipment, food service needs, facility use, and staffing; see policy 01.025.

(2) Plan food service, menu, and alcoholic beverages

After the space has been reserved, the event planner should meet with the catering staff to discuss the specifics of the event. All alcoholic beverages served, sold, or consumed on campus must be approved by the director of Baker university center. All necessary licenses and permits must be applied for and approved before alcoholic beverages will be permitted. During or following the meeting, the catering staff will provide the appropriate forms, based on the planned activities. Alcoholic beverages sold on campus must be ordered through and served by Ohio university catering services, except for contracted service agreements, in order to comply with all applicable state laws. See also policy 24.001.

Dining hall kitchens are intended for the exclusive use of Ohio university dining and catering services. Use by other groups may be granted in extraordinary circumstances. Such requests should be submitted as part of the Catering Exemption Request; see part (D) ("Requesting a Catering Exemption") of this policy. The group using the dining hall kitchen will be required to pay for one or more dining services staff members to be available to supervise the food preparation, equipment use, and clean-up process.

(3) Finalize participant counts and billing

The event planner should provide a preliminary estimate of the expected attendance during the first meeting with the catering staff. A guarantee must be provided a minimum of three working days in advance of the event. Clients will be billed for the guaranteed number or the actual number of participants attending the event, whichever is greater. Normally food will be prepared to serve last minute arrivals, but no more than five per cent above the guarantee. If the guaranteed number is increased within the seventy-two-hour period, there will be a twenty-five per cent surcharge added to the cost of the additional meals.

(D) Requesting a catering exemption

Exemptions from using Ohio university catering services for campus events will be granted only if catering services is unable to fulfill the event planner's needs. The process for requesting an exemption follows:

(1) Meet with Ohio university catering services

At least thirty days prior to the planned function, the event planner should meet with a staff member from Ohio university catering services. If the catering staff person determines that catering services is unable to accommodate the catering request, she or he will provide the event planner with the "Catering Exemption Request" form and will provide further assistance as possible.

(2) Submit the completed catering exemption request

The event planner must submit the completed "Catering Exemption Request" form to catering services by fax (593-0135) or through campus mail, to "Facilities Management 136," or online, linked throughhttp://www.ohio.edu/catering/, at least twenty-one days before the planned event. Exemptions typically will be approved or denied within three business days.

(3) Catering services informs the organizer

Catering services will inform the organizer of the decision as promptly as possible. If the decision is not to grant the exemption as requested, catering services may inform the organizer of alternatives that would be approved, and shall inform the organizer of the opportunity to appeal the decision as described in part (D)(8) of this policy.

(4) Select an approved and eligible caterer

If an exemption is granted, the caterer must file a food license and provide proof of a one million dollar liability insurance policy at least fourteen days prior to the event. If food is to be prepared by an individual or group of individuals, it must be prepared in a licensed kitchen that has been inspected by the Ohio department of health, has been issued a food license, and that is managed by an individual with certification in food safety (e.g., "ServSafe").

(5) Complete a permit to sell and serve food on campus

The event planner must also complete the "Permit to Sell/Serve Food on Campus" and receive approval from environmental health and safety, "142 University Service Center, 49 Factory Street," at least seven days before the event. Permits must be displayed during the entire event.

(6) Routine exemptions

Situations that are routinely granted an exemption to the policy as a result of the first three stages of this process, as described in parts (D)(1) to (D)(3) of this policy, include the following:

(a) Events for which catering services is unable to provide a service due to the unique needs of the group (i.e. cultural, ethnic, or religious programming).

(b) Food that is donated by a caterer with a current food license. The caterer must submit, with the "Catering Exemption Request" and the "Permit to Sell/Serve Food on Campus," documentation (e.g., on company letterhead) specifying the food to be donated and identifying the applicable food license.

(7) Automatic exemptions

Situations that are eligible for an automatic exemption to the policy without going through the first three stages of this process, as described in parts (D)(1) to (D)(3) of this policy, include the following:

(a) Events excluded from this policy under the cost limit specification (two hundred fifty dollars) in part (A) of this policy.

(b) Educational or instructional activities that are part of a course curriculum in a classroom setting.

(c) Food and beverages purchased or prepared by individuals for personal consumption not open to the public and not for re-sale. Such activities should not be paid for with university funds.

A completed "Permit to Sell/Serve Food on Campus" must be submitted for all university sponsored events that have automatic exemptions under either of the first two grounds listed above.

(8) Appeals

If the organizer of the proposed event cannot reach an agreement with catering services, then he or she may appeal to the vice president for finance and administration, whose decision will be final. The appeal request must be forwarded in writing. All original documentation will be provided by catering services to the vice president for finance and administration for final consideration.

(E) Guidelines for outside caterers

(1) Food prepared by an outside approved caterer must be consumed within two or fewer hours of being prepared or delivered. The caterer must provide all necessary equipment and supplies. The approved caterer must also practice safety measures with all preparation, handling, and service of food items, including proper cleaning of the facility at the conclusion of the event.

(2) All food must be prepared in the licensed kitchen specified by the caterer's license (sometimes called a "Level 4 Food Handler's Permit") from the state, meeting all food handler permit requirements.

(3) Food must not be prepared without the supervision of a trained food service professional. A trained food service professional is one who has obtained a "ServSafe" certificate within the last five years or an individual who has completed a food safety training program.

(4) Outside caterers and event sponsors will be held responsible for facility set-up and clean-up charges under policy 01.025.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-015.html

Effective: 7/31/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-47-20 Chartered aircraft.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-020.html

(A) Overview

This policy establishes the process for using aircraft operated by the air transportation service department ("ATS") of Ohio university airport operations.

This policy is intended to ensure:

(1) Air travel safety during university business.

(2) The use of university owned aircraft when available and cost effective.

(3) All university travel needs are accomplished efficiently and in a timely manner.

(4) Conformance to all applicable federal aviation regulations.

University personnel are encouraged to consider university owned and operated aircraft for business travel. The air transportation service department has several tools available to efficiently plan your air travel needs. In many cases flying on university aircraft is more cost effective and greatly reduces time away from home when compared to other modes of transportation. Travel on university owned aircraft also supports the university's academic mission by using student co-pilot interns. Students in the department of aviation's flight training program are provided an opportunity to receive training and build valuable flight time and experience in the university's advanced aircraft.

If ATS cannot accommodate your air travel needs, please see policy 47.020 for further information.

ATS will maintain detailed information on aircraft, services, and contact information online, linked throughhttps://www.ohio.edu/airport/.

(B) Rates for use

Air travel fees are calculated using an hourly rate times the number of flight hours (from the time of takeoff to the time of landing). Traffic delays, routing changes due to weather, and diversions may increase the travel time and associated costs above the initial estimates.

ATS will be reimbursed for providing transportation from a valid account within the university accounting system. The responsibility for verifying that a flight has been scheduled for the purpose of conducting official university business shall rest with the administrative budget head to whose account the expense for the flight has been charged.

Please contact airport operations at 597-2600 for travel cost estimates.

(C) Additional fees

If ground wait time at destination is in excess of eight hours, hotel room(s) could be charged to the customer to ensure that the crew is adequately rested for the return trip. See also part (E) ("Longer Duration Trips") of this policy.

On an overnight stay, the customer will be charged for hotel rooms, meals, and ground transportation for the crew.

The customer will be charged for all destination airport and fixed base operator ("FBO") fees. These fees may include landing, ramp, hanger, and servicing. Several of these fees can be avoided or reduced by flying to smaller airports. ATS staff can help to determine which airport best fits your needs.

(D) Schedule and reservations

In order to learn whether aircraft and crews are available for planned trips, and, if they are, to make a reservation:

(1) Call airport operations at 597-2600 or 2602

(2) State the purpose of the flight and give the required itinerary.

(3) Give the names of the passengers who will be making the flight.

(4) Give the university account number(s) to which expenses for the flight will be charged and the name of the administrative budget head who has authorized the flight. Expenses may be shared by providing the account numbers of those departments participating and the percentage that should be charged to each.

(E) Longer duration trips

Trips that require over a fourteen-hour duty day for the pilots will require at least one of the following for safety:

(1) Eight hour rest time and possible hotel charge

(2) Overnight stay

(3) Airport director or chief pilot approval Decisions regarding crew duty times will be in accordance with the air transportation service department's operating manual and FAA regulations.

ATS staff will estimate the total cost and flight time required and will confirm the flight if an aircraft is available. An e-mail reminder will be sent to the person reserving the aircraft on the day before the trip occurs.

ATS has several resources to help accommodate ground transportation, catering, meeting rooms, and hotels at your destination. A physical address of the meeting location will also help us to recommend the most economical and accessible airport for landing.

(F) Priority rights

Aircraft are scheduled on a first-come, first-served basis, except that the president has priority rights. The president may grant priority rights categorically to other departments, or may approve priority rights on a case-by-case basis. A trip with priority rights status will take precedence over a previously scheduled trip.

In cases where priority rights have been exercised, ATS will consider several options to fulfill its obligation to the original customer. This could include repositioning the aircraft, exploring alternate departure times, or utilizing the services of an outside charter company.

(G) Holds

A customer may place a hold on an aircraft for a specific date and time if a trip is expected, but cannot yet be confirmed. A hold will grant that customer first-right-of-refusal if another customer or department wishes to reserve the aircraft. In such cases, the department requesting the hold will be given twenty-four hours from the time of notice to either confirm their trip or release the aircraft for another customer's use. The air transportation service department will exhaust all means to resolve these multiple service requests and can usually find a solution to accommodate both parties wishing to travel by air.

(H) Cancellations

If a customer reserves or holds a plane, and then cancels six days or less prior to the date of the trip, a five hundred dollar cancellation fee will be assessed.

If a customer reserves or holds a plane, and then cancels seven to fourteen days prior to the date of the trip, a two hundred fifty dollar cancellation fee will be assessed.

(I) Pertinent trip information

Destinations should be selected with airports having adequate approach facilities, assuring the maximum probability of completing the trip as planned. ATS staff will gladly make recommendations in regard to appropriate facilities.

When unable to land at Ohio university airport (UNI) upon return from a trip, an alternate airport will be selected by the pilot after consultation with the passengers. Usually, the crew will rent a vehicle and bring the passengers to Athens if the alternate is nearby, such as Columbus or Parkersburg. There will be no charge to the passengers or department for the vehicle; however, the original charge for the trip will be assessed to the department.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-020.html

Effective: 7/30/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15

3337-47-30 University air transportation.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-030.html

(A) Overview

This policy establishes the process for using aircraft operated by the air transportation service department ("ATS") of Ohio university airport operations.

This policy is intended to ensure:

(1) Air travel safety during university business.

(2) The use of university owned aircraft when available and cost effective.

(3) All university travel needs are accomplished efficiently and in a timely manner.

(4) Conformance to all applicable federal aviation regulations.

University personnel are encouraged to consider university owned and operated aircraft for business travel. The air transportation service department has several tools available to efficiently plan your air travel needs. In many cases flying on university aircraft is more cost effective and greatly reduces time away from home when compared to other modes of transportation. Travel on university owned aircraft also supports the university's academic mission by using student co-pilot interns. Students in the department of aviation's flight training program are provided an opportunity to receive training and build valuable flight time and experience in the university's advanced aircraft.

If ATS cannot accommodate your air travel needs, please see policy 47.020 for further information.

ATS will maintain detailed information on aircraft, services, and contact information online, linked throughhttps://www.ohio.edu/airport/.

(B) Rates for use

Air travel fees are calculated using an hourly rate times the number of flight hours (from the time of takeoff to the time of landing). Traffic delays, routing changes due to weather, and diversions may increase the travel time and associated costs above the initial estimates.

ATS will be reimbursed for providing transportation from a valid account within the university accounting system. The responsibility for verifying that a flight has been scheduled for the purpose of conducting official university business shall rest with the administrative budget head to whose account the expense for the flight has been charged.

Please contact airport operations at 597-2600 for travel cost estimates.

(C) Additional fees

If ground wait time at destination is in excess of eight hours, hotel room(s) could be charged to the customer to ensure that the crew is adequately rested for the return trip. See also part (E) ("Longer Duration Trips") of this policy.

On an overnight stay, the customer will be charged for hotel rooms, meals, and ground transportation for the crew.

The customer will be charged for all destination airport and fixed base operator ("FBO") fees. These fees may include landing, ramp, hanger, and servicing. Several of these fees can be avoided or reduced by flying to smaller airports. ATS staff can help to determine which airport best fits your needs.

(D) Schedule and reservations In order to learn whether aircraft and crews are available for planned trips, and, if they are, to make a reservation:

(1) Call airport operations at 597-2600 or 2602

(2) State the purpose of the flight and give the required itinerary.

(3) Give the names of the passengers who will be making the flight.

(4) Give the university account number(s) to which expenses for the flight will be charged and the name of the administrative budget head who has authorized the flight. Expenses may be shared by providing the account numbers of those departments participating and the percentage that should be charged to each.

(E) Longer duration trips

Trips that require over a fourteen-hour duty day for the pilots will require at least one of the following for safety:

(1) Eight hour rest time and possible hotel charge

(2) Overnight stay

(3) Airport director or chief pilot approval

Decisions regarding crew duty times will be in accordance with the air transportation service department's operating manual and FAA regulations.

ATS staff will estimate the total cost and flight time required and will confirm the flight if an aircraft is available. An e-mail reminder will be sent to the person reserving the aircraft on the day before the trip occurs.

ATS has several resources to help accommodate ground transportation, catering, meeting rooms, and hotels at your destination. A physical address of the meeting location will also help us to recommend the most economical and accessible airport for landing.

(F) Priority rights

Aircraft are scheduled on a first-come, first-served basis, except that the president has priority rights. The president may grant priority rights categorically to other departments, or may approve priority rights on a case-by-case basis. A trip with priority rights status will take precedence over a previously scheduled trip.

In cases where priority rights have been exercised, ATS will consider several options to fulfill its obligation to the original customer. This could include repositioning the aircraft, exploring alternate departure times, or utilizing the services of an outside charter company.

(G) Holds

A customer may place a hold on an aircraft for a specific date and time if a trip is expected, but cannot yet be confirmed. A hold will grant that customer first-right-of-refusal if another customer or department wishes to reserve the aircraft. In such cases, the department requesting the hold will be given twenty-four hours from the time of notice to either confirm their trip or release the aircraft for another customer's use. The air transportation service department will exhaust all means to resolve these multiple service requests and can usually find a solution to accommodate both parties wishing to travel by air.

(H) Cancellations

If a customer reserves or holds a plane, and then cancels six days or less prior to the date of the trip, a five hundred dollar cancellation fee will be assessed.

If a customer reserves or holds a plane, and then cancels seven to fourteen days prior to the date of the trip, a two hundred fifty dollar cancellation fee will be assessed.

(I) Pertinent trip information

Destinations should be selected with airports having adequate approach facilities, assuring the maximum probability of completing the trip as planned. ATS staff will gladly make recommendations in regard to appropriate facilities.

When unable to land at Ohio university airport (UNI) upon return from a trip, an alternate airport will be selected by the pilot after consultation with the passengers. Usually, the crew will rent a vehicle and bring the passengers to Athens if the alternate is nearby, such as Columbus or Parkersburg. There will be no charge to the passengers or department for the vehicle; however, the original charge for the trip will be assessed to the department.

The version of this rule that includes live links to associated resources is online athttps://www.ohio.edu/policy/47-030.html

Effective: 7/30/2016
Promulgated Under: 111.15
Statutory Authority: 111.15
Rule Amplifies: 111.15