BUSINESS SERVICES - POLICIES AND PROCEDURES
DEPARTMENT: RISK MANAGEMENT
BSL – 025 – FLEET SAFETY POLICY
Purpose 2
Scope 2
Policy 2
Definitions 2
Responsibilities 3
Employee Drivers 3
Student Drivers 4
Approval Process 4
Risk Management Duties 4
Departmental Duties 4
Special Procedures 5
Commercial Driver’s License (CDL) 5
Rental Cars/Vehicles 5
Use of Golf Carts 6
Use of Bucket Trucks 6
Suspensions/Penalties 6
Employee Drivers 6
Student Drivers 7
Accident Reporting 7
Form #1: Authorized Driver Application 8
Purpose
To help minimize injuries and losses associated with motor vehicle accidents.
Scope
This policy applies to all employees and students who are authorized to operate motor vehicles owned or leased by the University of Miami.
Policy
1. Annual review by the Department of Motor Vehicles (DMV) driving records for all employees who operate University vehicles.
2. Those drivers having unsatisfactory records (as determined solely by Risk Management) will have their privileges for driving University vehicles suspended.
3. Annual training offered for employees who operate University vehicles.
4. Procedures for reporting and investigating accidents involving University vehicles.
5. Require Commercial Driver’s License for operators of vehicles exceeding 26,000 lbs, or carrying more than 15 people (including the driver).
6. Hazardous materials shall not be transported in University vehicles not approved for such transport.
7. Damaged, lost, or stolen personal property is not covered by any University of Miami insurance policy.
8. As of January 1, 2003, new or used 15 passenger vans cannot be added to the existing University auto fleet. Those vans in use before this date will continue in service until such time as they are retired or replaced. Replacements can only be done with 10 or 12 passenger vehicles.
Definitions
At-fault accident—those accidents in which the driver is the primary cause of the infraction as determined by the police report.
Authorized driver—the person identified by the Risk Management Department as responsible for an owned or long-term leased vehicle by the University of Miami.
Employee Driver—any full time employee operating a University owned or leased vehicle for business purposes. This includes administrative staff, faculty, temporary pool workers and researchers.
Student Driver--any full or part-time student at least 21 years of age (unless otherwise approved by the University’s Director of Risk Management) operating a University owned or leased vehicle. This includes A04 employees and college work-study students.
DMV—stands for the State of Florida Department of Motor Vehicles.
Long-term lease—any vehicle secured for University use from a dealership or car rental agency for a two-week period or longer.
Motor Vehicle Repair Shop—a business engaged in motor vehicle repair which is currently registered with the State of Florida (F.S. 559.904).
Multi-passenger vehicle—those vehicles designed to carry 10 or more passengers.
MVR—stands for motor vehicle report of record. This document is produced by the Department of Motor Vehicles.
Short-term lease/car rental—vehicles secured for use from a dealership or car rental agency for less than a two week time period. These vehicles are subject to special requirements found in the “Car Rental” section of this document.
Unsatisfactory record—personal driving record of employee which reflects 9 or more points assessed by the Department of Motor Vehicles. Also includes active license suspensions or revocations; DUI conviction within the last 5 years; More than 3 at fault accidents within 1 year. Driving record requirements for students are different from this and explained in the “Student Driver” section of this document.
Responsibilities
Employee Drivers
1. Completion of the Authorized Driver Application form with their supervisor (Form#1).
2. Each employee operating a University vehicle must have a current Florida driver’s license. This includes a Commercial Driver’s License (CDL) if required. New employees transferring from other states must obtain a Florida Driver’s License within 90 days of employment to be eligible as an Employee Driver.
3. All drivers will be subject to review of their motor vehicle record throughout the terms of their employment at any time as determined by the Director of Risk Management.
4. Practice defensive driving to help protect themselves, other employees, and the public from accident/injury.
5. All authorized drivers must report unsafe vehicle conditions immediately to their supervisor. Vehicles with steering or braking defects shall not be driven and will be towed to an authorized motor vehicle repair shop.
6. In the event of an accident, follow the procedures outlined in the “Accident Reporting” section of this manual.
7. Never operate a vehicle while under the influence of prescription or “over the counter” drugs that may impair driving skills. Use of alcohol and/or illegal drugs while operating University vehicles will be basis for disciplinary action which may include termination.
8. All authorized drivers must wear seat belts and ensure that passenger seat belts are properly used when operating a University owned or leased vehicle.
Student Drivers
The following guidelines apply to all student drivers in addition to the other items included in this document:
1. Completion of the Authorized Driver Application form with their supervisor (Form#1).
2. Must attend University of Miami driver safety classes before driving a vehicle.
3. Have no at-fault accidents listed on the Motor Vehicle Report (MVR) within the last three years.
4. Have no more than 6 points on driving record at time of screening and throughout authorization/eligibility period.
5. Must have no “at-fault” accidents while operating a University owned or leased vehicle.
Approval Process
Risk Management Duties
1. Require that each department operating University owned or leased vehicles; submit a comprehensive list of all employees and their driver’s license numbers who will operate these vehicles. This roster must be revised annually by June 1 of each year.
2. Obtain and review Department of Motor Vehicle (DMV) Driving Records for each driver identified. Provide authorization for approved drivers based on this report.
3. Suspend driving privileges for any driver not having a valid driver’s license or not qualified as an authorized driver.
4. Review classifications to identify those vehicles requiring that the operator have a valid commercial driving license (CDL) and notify the responsible department of this requirement. The requirements for a CDL are summarized in the “Special Procedures” section of this document.
5. Verify that each individual holding a CDL has only one such license and that no state has suspended, revoked, or canceled a CDL for that individual.
Departmental Duties
1. Submit to Risk Management a roster of all potential drivers to complete the authorization process by June 1 of each year or if new driver prior to operation of vehicle. Provide any changes in driver status, including additions or deletions as necessary.
2. Enforce suspension of driving privileges required by Risk Management.
3. For those vehicles identified by Risk Management to require a Commercial Driver’s License (CDL), ensure that all operators possess a valid CDL.
Special Procedures
Commercial Driver’s License (CDL)
1. All drivers operating any combination of motor vehicles described below, must have a CDL:
a. Combination Vehicle: Any combination of vehicles with a Gross Combination Weight Rating (GCWR) of 26,001 or more pounds, providing the GCWR of the vehicle being towed is excess of 10,000 pounds.
b. Any vehicle, regardless of size, designed to transport 16 or more people, including the driver.
c. Any vehicle used in the transportation of hazardous materials as defined in 49 CFR 172, Subpart F (Transportation of said materials in a University of Miami Vehicle is forbidden unless specifically authorized by the Director of Risk Management).
2. All drivers operating under CDL’s must comply with all the requirements of 49 CFR Part 383, Commercial Driver’s License Standards, Requirements, and Penalties (Attachment I).
3. All drivers operating under CDL’s must have one and only one current (not suspended or revoked) Commercial Motor Vehicle License (49 CFR 383.37).
Rental Cars/Vehicles
Drivers renting vehicles for use on University business must comply with the Travel and Business Expense Policy (http://www6.miami.edu/UMH/CDA/UMH_Main/1,1770,99999999-1;11270-3,00.html) as well as the following guidelines:
1. Risk Management recommends “shopping/comparing” car rental rates, which will provide the best results due to the extremely dynamic marketplace which can be affected by location, day, demand and time of year of the rental. It is recommended to use the University contracted car rental rates acquired by Travel management as a “benchmark” when comparing with other advertised rates In particular, the Avis Florida rates are very competitive since the University piggybacks on the State of Florida rates for UM business travel.
2. Car rentals should be chosen based upon the best value. The UM Travel website lists the vendors who provides University corporate rates. see http://www6.miami.edu/UMH/CDA/UMH_Main/0,1770,29105-1;12595-2,00.html or Call Travel for help 305-284-1087
3. The University Avis state contract is inclusive of CDW/SL insurance; however car rental insurance is not required when renting a car for University business.
4. Any employee involved in an accident while using a rental vehicle for University business must immediately report the accident to the rental agency as well as the University of Miami Risk Management department (305-284-3163). The accident must be reported regardless of who is at fault.
5. Practice defensive driving to help protect themselves, other employees, and the public from accident/injury.
6. Never operate a vehicle while under the influence of prescription or “over the counter” drugs that may impair driving skills. Use of alcohol and/or illegal drugs while operating University vehicles will be basis for disciplinary action which may include termination.
7. Must wear seat belts and ensure that passenger seat belts are properly used.
8. Rental, Lease or Purchase of 15 passenger vans for University activities is not allowed.
Use of Golf Carts
The following information provides guidelines for the use of electric or gas powered golf carts and/or similar utility type vehicles throughout the University. All golf cart operators must be approved as authorized drivers as defined in this document before they are allowed to drive this vehicle.
1. University owned or leased golf carts must be used for University business only.
2. Cart operators are not to block pedestrian paths or walkways.
3. Carts are not to be overloaded, i.e. carrying more passengers than seating provided or overloading the cart’s recommended carrying or load capacity.
4. All golf carts and electric cars are required to carry current auto liability insurance. Call the Risk Manager for specific quotes.
Use of Bucket Trucks
Bucket trucks can only be operated by authorized bucket truck operators. Authorized bucket truck operators must comply with requirements of this policy for authorized drivers. The following additional requirements must also be followed:
1. All bucket truck operators must be trained by the manufacturer of the vehicle.
2. Training verification must be sent to Risk Management prior to the operation of the vehicle.
Suspensions/Penalties
Employee Drivers
Every authorized driver will have his or her driving record reviewed periodically. Action will be taken based on the following State of Florida driver’s point schedule:
1. 0 to 5 points will result in no action.
2. 6 to 8 points requires attendance at University sponsored safe driver awareness classes prior to operation of any University vehicle.
3. 9 or more points will result in a suspension of driving privileges for any University owned or leased vehicles.
In addition, no driver carrying 9 or more points will have University driving privileges reinstated until such time as the MVR shows less than 9 points and only after specific reinstatement authorized by the Director of Risk Management and completion of University sponsored safe driver awareness classes. Also any driver with a DUI or DWI on his record will not be authorized to driver unless given permission by Risk Management.
Any violation of the policies contained herein may result in disciplinary action including but not limited to termination.
Student Drivers
Student drivers will not be permitted to operate University vehicles if 6 or more points are accrued on their MVR. Students are also subject to the following restrictions regarding accidents:
1. Driving privileges will be suspended for a period of six calendar months after involvement in 1 “at fault” accident.
2. Driving privileges will be revoked after involvement in 2 or more “at fault” accidents.
Any violation of the policies contained herein may result in disciplinary action as determined by the Dean of Students.
Accident Reporting
The following procedures must be completed in the event of an automotive accident. Employees are reminded they should seek immediate medical attention for life-threatening injuries. For information regarding workman’s compensation issues and accidents please visit this website www.miami.edu/risk-management/.
1. The driver must collect all necessary information and report to Risk Management. Obtain the names, addresses, and phone numbers for all witnesses.
2. Regardless of the amount of damages or injury, the driver must report the accident to the supervisor immediately. The police report or any paper work given by the attending police officer must be forwarded to Risk Management within 24 hours of the accident.
3. If the driver is injured, then the supervisor must ensure that the required information in the above sections is collected and forwarded to Risk Management within 24 hours.
4. Injured drivers should contact Risk Management for approved medical facilities. Life threatening injuries should seek immediate attention.
5. If the vehicle is not drivable, have the vehicle towed and contact Risk Management within 24 hours. Storage fees not approved by Risk Management may become the responsibility of the involved department.
Special note: The police should always be contacted in the case of all automotive accidents. All inquires by outside agencies (attorneys, insurance companies, etc) must be referred to Risk Management.
UM - Business Services – Risk Management Policy BSL-025 – Reviewed 3/07 - Page 8 of 9
Form #1: Authorized Driver Application
The following application must be completed by both the supervisor and the authorized driver applicant. Please complete the form and submit to Risk Management for final approval. Contact the Loss Control Manager at Risk Management (305-284-3163) for help.
Employee Name: ______Dept: ______