This is an annex to the Senate decision of our University Senate dated 16.01.2025 and numbered 2025/01.
ISTANBUL SABAHATTIN ZAIM UNIVERSITY
DIRECTIVE ON THE USE OF TRANSPORTATION VEHICLES
PART ONE
Introductory Provisions
Purpose
ARTICLE 1- (1) The purpose of this Directive is to determine, through the unit responsible for the management of vehicles, the procedures and principles for the use of the University's other vehicles apart from those allocated to the services of senior officials and offices, so that services can be provided more rapidly and effectively and resources used as efficiently as possible, and to identify the drivers or assigned staff employed on a permanent basis or under a service procurement contract, as well as other personnel who may drive the vehicles.
Scope
ARTICLE 2 - (1) This Directive covers the provisions relating to the application of the procedures and principles for the use of vehicles owned or leased by Istanbul Sabahattin Zaim University.
Legal Basis
ARTICLE 3- (1) This Directive has been prepared on the basis of Article 14 of Act No. 2547.
Definitions
ARTICLE 4- (1) In this Directive;
a) Vehicle Dispatch Supervisor: The staff member assigned responsibility for the dispatch and management of vehicles and vehicle drivers,
b) Vehicle Driver: Officers of Istanbul Sabahattin Zaim University who are not employed in a driver post but to whom a vehicle has been allocated for service purposes,
c) Vehicle: The transportation vehicles owned or leased by Istanbul Sabahattin Zaim University,
ç) Department: The Department of Administrative Affairs of Istanbul Sabahattin Zaim University,
d) Secretary General: refers to the Secretary General of Istanbul Sabahattin Zaim University,
e) Assigned Officer: Staff of Istanbul Sabahattin Zaim University duly assigned for the performance of official duties,
f) Outside the Province: Provinces and districts outside the administrative boundaries of the province of Istanbul,
g) Within the Province: The centre and districts located within the administrative boundaries of the province of Istanbul,
ğ) Board of Trustees: The Board of Trustees of Istanbul Sabahattin Zaim University,
h) Rector: The Rector of Istanbul Sabahattin Zaim University,
ı) Senate: The Senate of Istanbul Sabahattin Zaim University,
i) Responsible Unit: The Department of Administrative Affairs and the units to which a vehicle has been allocated for the performance of official duties,
j) Driver: Drivers employed at Istanbul Sabahattin Zaim University under a service procurement contract or a fixed-term or open-ended employment contract and tasked with driving University vehicles,
k) UIMS: The Istanbul Sabahattin Zaim University Information Management System,
l) University: Istanbul Sabahattin Zaim University,
shall have the meanings set forth above.
PART TWO
General Principles Concerning the Use of Vehicles
Assignment of Vehicles
ARTICLE 5- (1) Vehicles shall be assigned for the University's official business and transactions as well as for scientific meetings, technical excursions, sports competitions and social and cultural activities.
(2) With the exception of the Rectorate and the Secretariat General, all units shall submit their vehicle requests to the Department.
(3) For assignments within the province, the vehicle may be released once the Vehicle Assignment Order Form has been completed by the Vehicle Dispatch Supervisor. The Vehicle Assignment Order Form for units to which a vehicle has been allocated shall be signed by those units. The completed Vehicle Assignment Order Forms must be submitted to the Department on the first working day of the week.
(4) For assignments outside the province, requests shall be submitted by the relevant unit to the Secretariat General at least three days in advance.
Use of Vehicles
ARTICLE 6- (1) Requests by units for vehicles for travel within and outside the province shall be made using the Vehicle Request Form available in the UIMS.
(2) If the request is approved, a Vehicle Assignment Order Form shall be completed by the Department in the UIMS and delivered to the Vehicle Dispatch Supervisor at least one day in advance.
(3) For assignments within the province, the Vehicle Assignment Order Form shall be signed by the Department.
(4) For assignments outside the province, the Vehicle Assignment Order Form shall be signed by the Secretary General; no vehicle may be released before the form has been completed.
(5) For assignments outside the province, the request must be submitted by the relevant unit at least three days in advance so that vehicle planning can be carried out.
(6) In unforeseeable, urgent cases where delay would be detrimental, such as court, notary or bank transactions, a vehicle may be released with the approval of the Department upon the request of the staff member who will carry out the said business or of the head of the unit to which the staff member is attached.
(7) In cases where the use of a vehicle is essential, a vehicle may be allocated to staff requesting a vehicle without a driver, provided that they hold a valid and appropriate driving licence.
(8) Where use exceeds the route specified in the Vehicle Assignment Order Form, the necessary administrative action shall be taken against those using such vehicles. Disciplinary proceedings shall be initiated against those who act contrary to the rules on the use of vehicles.
(9) The vehicle driver is liable for all damage caused to third parties during the use of the vehicle. The University shall have recourse against the vehicle driver concerned for any damages it is obliged to pay.
(10) Liability arising from acts and conduct prohibited under traffic legislation rests with those driving the vehicle; any traffic fines incurred shall be paid by those driving the vehicle within 15 days at the latest and the receipts delivered to the Department of Financial Affairs.
(11) In the event that a vehicle is involved in an accident, an official report must be drawn up and the Department informed.
(12) Both the driver required to drive the vehicle and the employee driving a vehicle allocated to an administrative unit must comply with the Vehicle Use Directive. Upon taking delivery of the vehicle, the user acknowledges that they declare and undertake to have read the Directive and to accept the duties and responsibilities set out therein.
(13) There must be no third parties in the vehicles other than University members, nor any persons unrelated to the nature of the work being carried out.
(14) Vehicles may not be driven by third parties other than the assigned driver or a University employee.
(15) Vehicles other than those allocated by the University and those assigned for duty must be kept in the University car park at weekends and on public holidays.
Vehicle Maintenance and Repair, Operating Costs, Insurance and Inspection Procedures
ARTICLE 7- (1) The maintenance, repair and operating costs of vehicles at the University Main Campus shall be met from the Department's budget.
(2) Compulsory motor third-party liability insurance and inspection procedures for all University vehicles shall be arranged by the Department.
(3) In accordance with instructions issued to drivers by the Vehicle Dispatch Supervisor, the vehicle shall be checked every day before duty begins, and daily maintenance and other maintenance procedures shall be monitored.
(4) For maintenance and repairs, an official report on the maintenance and repair shall be prepared by the Vehicle Dispatch Supervisor. If approved by the Vehicle Dispatch Supervisor, the report shall be forwarded by covering letter successively to the Department and the Secretariat General, and following approval the maintenance and repair process shall be carried out by the Department.
(5) In order to remedy faults occurring during a journey, the driver shall inform the Vehicle Dispatch Supervisor. The necessary procedures shall be carried out by the Department with the knowledge of the Secretariat General.
(6) Each vehicle, together with its tool kit, shall be assigned to a driver on charge. The driver concerned shall be responsible for the periodic interior and exterior cleaning of these vehicles. Vehicles required to be stationed at a different unit for service reasons may be assigned on charge to the responsible staff member of the relevant unit.
(7) Pursuant to the relevant articles of the Highway Traffic Act No. 2918, no vehicle may under any circumstances be fitted with any plate other than its official plate, or with devices emitting light or sound warning signals, except where permission has been obtained.
PART THREE
Duties and Responsibilities
Duties of the Vehicle Dispatch Supervisor
ARTICLE 8- (1) The duties of the Vehicle Dispatch Supervisor are set out below;
a) To ensure that vehicles are maintained and cleaned,
b) To ensure the dispatch and management of vehicles, to address disruptions, to assign vehicles by means of the Vehicle Assignment Order Form, to collect the Vehicle Assignment Order Form at the end of the assignment and to check these forms, to check vehicles' fuel receipts and to keep records of consumption quantities,
c) To ensure that vehicles are used and operated in accordance with this Directive and the relevant legislation,
ç) To monitor the periodic maintenance, traffic insurance, comprehensive insurance and inspections of vehicles and to inform the Department so that these are carried out on time,
d) To keep the vehicle files,
e) To ensure the dispatch and management of vehicles, to remedy disruptions, to assign vehicles by means of the Vehicle Assignment Order Form, to take delivery of and check the Vehicle Assignment Order Form at the end of the assignment, to check fuel receipts and to keep records of consumption quantities,
f) To monitor Fuel and Vehicle Assignment Request and Order Forms and to submit a weekly report to the Department on this matter,
g) To assess the fault reports submitted by drivers.
Duties of the Driver
ARTICLE 9- (1) The duties of the driver are set out below;
a) To carry out the duties set out in the Vehicle Assignment Order Form,
b) To report faults in the vehicles assigned to them on charge or driven by them to the Vehicle Dispatch Supervisor,
c) To monitor the daily maintenance and cleaning of the vehicles assigned to them on charge or driven by them,
ç) To notify the Vehicle Dispatch Supervisor of the traffic insurance renewal dates and inspection and maintenance periods of the vehicles,
d) To comply with the Highway Traffic Act No. 2918 and the relevant regulations when driving a vehicle,
e) To submit the Vehicle Assignment Order Form to the Department at the end of the assignment,
f) To sign the receipts for the fuel purchased for the vehicle driven and to submit them to the Vehicle Dispatch Officer,
g) To record the information relating to the assignment before and after the duty on the Vehicle Assignment Form and to submit it to the Vehicle Dispatch Officer,
ğ) Not to use vehicles for private purposes other than the tasks specified in the Assignment Order Form,
h) The assigned officer or vehicle driver authorised to drive a vehicle may not take any person or load into the vehicle outside their job description unless there is a written order or instruction,
ı) Vehicle drivers shall exercise the utmost care to observe the rules of courtesy in their interactions with those in the vehicle and shall not make unnecessary statements or enter into discussions on matters that do not directly concern them and that fall outside their authority, unless they have received a written or verbal instruction from the University.
i) Liability arising from matters prohibited by traffic legislation rests with the vehicle drivers, and damages resulting from the fault of officers who act contrary to the provisions of the legislation on the use and allocation of vehicles shall be recovered from them.
j) The periodic maintenance and inspection of University vehicles as well as their insurance procedures shall be monitored by the unit responsible for the vehicle, on the basis of a report drawn up by the vehicle driver to whom the vehicle is assigned on charge.
Duties of the Vehicle Driver
ARTICLE 10- (1) To comply with the Highway Traffic Act No. 2918 and its relevant regulations when driving a vehicle.
(2) To record the information relating to the assignment before and after the duty on the Vehicle Assignment Form and to submit it to the Vehicle Dispatch Officer.
(3) To sign the receipts for fuel purchased through the vehicle identification system and to submit them to the Department.
(4) The vehicle driver may not take any person or load into the vehicle outside their job description unless there is a written order or instruction.
(5) Not to use vehicles for private purposes other than the tasks specified in the Assignment Order Form.
PART FOUR
Miscellaneous and Final Provisions
Cases Not Covered by These Principles
ARTICLE 11- (1) In cases not covered by this Directive, the provisions of other relevant legislation in force and the decisions taken by the competent boards of the University shall apply.
Entry into force
ARTICLE 12- (1) This Directive shall enter into force on the date of its adoption by the Senate.
Execution
ARTICLE 13- (1) The provisions of this Directive shall be executed by the Rector.