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REGULATIONS AND PROCEDURES
FOR MOTOR VEHICLE INSPECTION

In order to comply with the California Vehicle Code (CVC) and State University Administrative Manual (SUAM) Section, the following program of inspection and documentation must be observed for each vehicle owned by the California State University San Bernardino.

UNIVERSITY MOTOR VEHICLE INSPECTION

1. The University Motor Vehicle Inspection as designated by the President is currently the responsibility of Facilities Services. Accordingly, the Facilities Services Director or designee has overall responsibility to ensure that the requirements of Facilities Services liable codes relevant to motor vehicle operation are followed for the San Bernardino campus.
2. Facilities Services may remove any vehicle from service at any time if deemed liable to experience a safety related failure, a costly failure, or if an individual or department fails to comply with the various CVC/SUAM requirements as set forth in this Driver and Motor Vehicle Program.
3. It shall be the responsibility of each department manager, operating unit supervisor, individual vehicle operator, as indicated hereafter, to see that the CVC/SUAM requirements are met.
4. To ensure compliance, Facilities Services has made inspection forms available on their campus web page that can be downloaded and copied to be completed by the individual departments with the following schedule:
   1. DAILY (Facilities Services Appendix A-1)
      1. Each vehicle operator is accountable to insure that he/she completes a "Trip/Daily Operator Checklist" prior to operating any vehicle/equipment, signs it and forwards to Facilities Services.
      2. Facilities Services will maintain a file, by vehicle, of the completed forms for ninety (90) days following the date of inspection.

         If the operator discovers a safety defect during normal work hours, the operator will notify Facilities Services Automotive Maintenance at extension 5181 immediately, and will not operate the vehicle until the unsafe condition is corrected. Facilities Services Automotive Maintenance will generate a work order to complete the necessary repair. If the unsafe condition is discovered outside normal work hours, the vehicle will be parked until it is repaired. Any vehicle, which is removed from service as a result of an operator inspection, may not be returned to service without the permission of Facilities Services Automotive Maintenance.

   2. WEEKLY (Facilities Services Appendix A-2)

      Although weekly inspections are not required, Facilities Services strongly recommends that weekly inspections occur on a voluntary basis and are especially critical for electric vehicles. It is essential that the water in the batteries be kept full at all times in the electric vehicles to ensure the life and performance of the vehicle. Failure to maintain adequate water levels in the electric vehicle batteries may result in costly repairs that can otherwise be prevented.

   3. MONTHLY (Facilities Services Appendix A-3)
      1. Each vehicle will inspected monthly by the responsible campus department, who will forward a Monthly Inspection Checklist to Facilities Services Automotive Maintenance on the last Monday of each month.
      2. Monthly Inspection Checklists will be maintained on file by Facilities Services Automotive Maintenance for 90 days.
   4. PERIODIC SAFETY INSPECTION & PREVENTATIVE MAINTENANCE: 4,000 Mile or Semi-Annual Inspection & 12,000 Mile or Annual Inspection (Facilities Services Appendix A-4)

      In order to guarantee the maximum useful life of State-owned vehicles, a maintenance service is required every 4,000 miles or six months, whichever comes first, and also at 12,000 miles or annually, whichever comes first. This maintenance services may be done by Facilities Services or an outside vendor at the department's discretion. In either case, the maintenance service must be documented on the "Periodic Safety Inspection and Preventive Maintenance and Lubrication Service" form and filed with the Facilities Services Campus Vehicle Inspector. Facilities Services, for an annual fee, is available to perform the required service. The maintenance services include:

      Vehicles
      • Change oil and oil filter
      • Check air cleaner
      • Lubricate chassis
      • Check differential fluid
      • Check battery
      • Inspect for hydraulic leaks
      • Tire pressure and condition
      Carts
      • Chassis lube
      • Check differential fluid
      • Check batteries
      • Check steering gear
      • Check master cylinder
      • Check air cleaner
      • Tire pressure and condition

      In addition to above, the 12,000 mile check also includes:

      Vehicles
      • Check electrical/charging system
      • Complete brake inspection
      • Inspect wheel bearings
      • Check tension belts
      • Inspect Exhaust system
      • Inspect fuel system/replace fuel filter
      • Inspect suspension
      • Perform an engine tune-up
      • Check cooling system
      • Inspect body condition and report
      Carts
      • Check electrical/charging system
      • Complete brake inspection
      • Inspect wheel bearings
      • Inspect axle seals
      • Check tension of belts
      • Inspect suspension
      • Change oil & filter (if equipped)
      • Change air cleaner
      • Check cooling system (if equipped)
      • Inspect body condition and report

      Written estimates of additional repair work noted during the vehicle maintenance inspection will be provided before any repair work is performed.

   5. PRE-DELIVERY (Facilities Services Appendix A-5)
      1. Prior to the addition of any vehicle to the California State University San Bernardino Motor Vehicle fleet, a pre-delivery inspection will be performed by, the Facilities Services Automotive Fleet Inspector who will complete a pre-delivery form. This form will be retained by Facilities Services as long as the vehicle is a part of the fleet.
      2. The Facilities Services Director may refuse to accept delivery of any vehicle, which is not, in his opinion, in the best interest of the university to add to the fleet.
   6. PRE AND POST REPAIR INSPECTIONS (Facilities Services Appendix A-6)

      If a campus department elects to use an outside vendor, a written estimate by the outside vendor must be provided to the Campus Vehicle Inspector for review before any repair work is performed. Additionally, documentation of required services performed must be provided along with an original copy of the vendor invoice to the Campus Vehicle Inspector upon completion of repair by the outside vendor. Procedures call for a complete inspection of vehicles by the Campus Vehicle Inspector upon completion of work conducted by an outside vendor. This includes inspection of new vehicles purchased. Purchasing and repair assistance and information are available to campus departments through Facilities Services Automotive Maintenance and the University Purchasing department to assure the most competitive price and quality of service are obtained

   7. EMISSION CONTROL INSPECTIONS
      1. Emission inspections shall be performed on all licensed vehicles biannually, as required by the State of California Department of Consumer Affairs, Bureau of Automotive Repair. Vehicles with vehicle identification numbers (VIN) ending with an even number will be inspected on even numbered years, vehicles with VIN ending with an odd number will be inspected on odd numbered years.
      2. Facilities Services will identify the vehicles for a given year and generate the necessary paperwork to request purchase orders. Facilities Services will also generate any follow-up purchase requests or addenda to complete repairs when a vehicle 'fails' the emission inspection.
      3. All records for vehicles which 'pass' the emission inspections will be kept on file with Facilities Services indefinitely. Vehicles which 'fail' the inspection will be repaired as required for them to 'pass' the inspection, or will be removed from the fleet. No vehicle shall be operated without a valid Emission Inspection Certificate on file.
      4. Licensed vehicles, and vehicles which are not subject to Bureau of Automotive Repair Emission Inspection requirements (electric and gasoline carts, mowers and farm implements, etc.) must comply with South Coast Air Quality Management District requirements which forbid excessive smoking or other visible emissions. Any vehicle emitting visible smoke will be removed from service and not returned to service until repaired.
   8. SUPPORT

      Pursuant to Executive Order No. 691, The Office of the Chancellor, through Financing and Risk Management, will assist in obtaining competent advice on related vehicle matters, and is available to assist university management in meeting their responsibilities to control the risks associated with vehicle operations. Additionally, information is routinely disseminated to the CSU from the State Department of General Services (DGS), Office of Fleet Administration or may be obtained by contacting DGS or accessing the DGS web site.

   9. VEHICLE INSPECTION AND SURVEY (Facilities Services Appendix A-8)
      1. It is the policy of the CSU that a vehicle may be disposed of or replaced whenever it has been determined that it would be economical to do so, regardless of age or mileage, or at such time as a vehicle has been determined to be unsafe for continued use, or when it no longer serves the purpose for which it was acquired.
      2. Facilities Services will make an evaluation at the time of periodic inspection or when repairs are necessary to determine whether a vehicle should be disposed of or can be economically continued in service.
      3. Facilities Services shall complete a vehicle/equipment inspection form so that a decision can be made to retain or replace a vehicle. This form shall consider the following factors:
         1. Age of vehicle
         2. Total mileage
         3. Current mechanical condition
         4. Previous maintenance and repair record
         5. Extent of needed repairs, availability of parts, and life expectancy of vehicle after repair
         6. Current sale value of vehicle
         7. Cost of replacement unit and accessories/parts
      4. If Facilities Services Automotive Maintenance determines that a vehicle should be replaced, the written report will be maintained in the vehicle file indefinitely and recommendations forwarded to Purchasing/Property Management for implementation to survey the vehicle or equipment.