Vehicle Safety

Section 12

Vehicle Safety

Introduction

Vehicles are used for many functions on a campus, from the day-to-day activities of the Physical Plant Department in maintaining the campus to the transportation of athletic teams to sporting events and a multiple of uses in between. Vehicle accidents can and do result from a number of causes, with most resulting from improper or unsafe actions by the vehicle operator, such as unsafe turning, unsafe backing, unsafe passing or following or disregard of traffic signs.

The consortium’s experience on vehicle related losses can be viewed in the Risk Management section of EIIA’s website (

Policy

An individual should be assigned the responsibility for the overall administration of the campus vehicle safety effort. This individual should be given the authority to organize a Vehicle Safety Advisory Committee to oversee and implement best practices aimed at reducing vehicle incidents resulting from institution-related vehicle operations.

These best practices should include the following: training all drivers that drive on institution business or operate institution vehicles; maintaining a list of approved drivers for the institution; and developing and enforcing the institution’s vehicle safety policies.

Vehicle Program Organization and Leadership

Membership for the Vehicle Safety Advisory Committee should be comprised of representatives from departments with significant vehicle usage, such as Athletics, Admissions, Administration, Development and Physical Plant. Committee members should be rotating with one-fourth to one-third of the members rotating in and out of the committee each year. The activities of the Advisory Committee should be reported to the Campus Risk Management/Safety Steering Committee.

The forms included in the Appendices to this Section can assist the Advisory Committee in such areas as seat belt use, driver selection and training, vehicle control and maintenance, driver history and motor vehicle record (MVR) checks, vehicle inspections and cellular phone use.

Training

Training is an important component of any institution’s Vehicle Safety Program, especially when the drivers are transporting students on institution-sponsored trips or to athletic events. It is also important that drivers are trained and licensed to operate the vehicle they are using. Defensive driver training should be provided to all drivers of institution vehicles before allowing drivers to drive either institution owned vehicles or drive on institution business. A best practice is that all drivers receive refresher training on an annual basis.

Here are some questions that the institution may want to ask in evaluating its program:

Are the drivers of your student transport cars and vans up to date in their understanding and use of critical defensive driving skills and techniques?

If drivers operate vans, have they been trained specifically to drive a vehicle that is larger, heavier and has more blind spots than a passenger car?

Driver training can be accomplished in many ways on campus, from training provided by qualified in-house personnel or by outside agencies, such as the local police department. Another option is to utilize the web-based AlertDriving.com driver training program provided by EIIA for all Consortium members. We encourage you to mandate that all campus drivers complete at least the following program:

AlertDriving.com Van Driver Training Program – Van Safety 1 and Van Safety 2

The AlertDriving Van Driver Training Program is applicable to all drivers, not only to van drivers. The program offers participants intensive defensive driver training that is challenging, substantive and most importantly builds skills that improve driver performance while reducing an institution’s overall fleet accidents. The van program covers defensive driving techniques, such as:

Defensive backing and parking

Dealing with blind spots

Cornering

Curbing and distractions

Ways to help prevent roll-overs

The Van Driver Training Program consists of two modules – Van Safety 1 and Van Safety 2. Each module has a 4-step design that includes an interactive slide show, statistical summary, an Internet video and a comprehensive quiz. The modules deliver needed skills in 20-minute high interaction sessions. Trainees receive an electronic certificate of completion. Trainees can complete the program from any Internet enabled computer anywhere, anytime. Minimum system requirements include Internet access and a computer.

The program offers participants intensive defensive driver training that is challenging, substantive and most importantly builds skills that improve driver performance while reducing an institution’s overall fleet accidents.

The driver training program is intended for faculty, administrators, staff and students who work or volunteer for the institution and would have occasion(s) to drive for the college’s or university’s business. Each institution should assign at least one (1) administrator to manage its driver training program. To register an administrator(s) for AlertDriving.com and have access to the driver training program, please call 1.800.537.8410, ext. 219. There is no additional charge to Consortium members for this service. The cost of the training services is included in the auto liability insurance program fees.

Vehicle Safety Policies and Procedures

It is suggested that each institution have policies and procedures in place to manage the Vehicle Safety Program on campus. The implementation of these polices/procedures will assist the institution in lowering the frequency of vehicle incidents and prevent injuries to members of the campus community.

A brief description of the areas covered in these policies is provided below with sample policies provided in the subsequent appendices:

Seat Belt Usage

Seat belts are one of the most important pieces of safety equipment installed on a motor vehicle. Each institution should implement a policy stating that seat belt usage is required at all times when traveling in institution vehicles (drivers and passengers). See Appendix 12A for additional information.

Driver Selection

To help select only well-qualified operators, the institution should implement a driver selection process that:

Permits only drivers with a good driving record to operate institution vehicles;

Permits only drivers with valid operator’s licenses;

Evaluates the driver’s ability to operate a specific vehicle; and

Certifies that each specific driver has been approved for driving on institutional business. See Appendices 12-B, 12-C, 12-D and 12-E for additional information.

Driver Evaluation and Training

In order to understand the responsibilities and techniques for driving safely, all drivers must be able to demonstrate their skills in operating their assigned vehicles. If drivers are not able to demonstrate the necessary driving skills, they will be trained in the appropriate techniques. See Appendices 12-B (Sample Fleet Administration Policy) and 12-E (Sample Driving History Motor Vehicle Records Point Valuation Guideline) for additional information.

Vehicle Control and Operations

Some vehicles may be assigned to individuals as part of their job duties, such as the Director of Physical Plant, the Security Director, or the President. These employees should operate and maintain these vehicles as though they were their own. Also, various employees or students, depending on the institution’s need may operate institution vehicles, including pool vehicles. Control of these vehicles will be maintained through Campus Security, the Business Office, or another designated department.

Each institution should have a specific policy regarding the use of institution-owned vehicles by family members of the employee assigned vehicles. If family member use is permitted by the institution, all drivers must meet the institution’s driver selection criteria. EIIA discourages children/relatives from driving institution-owned vehicles.

In addition, each institution should implement a policy regarding vehicle operations that covers some key items that will help prevent driver distractions and minimize inattention to the driving task – an underlying cause of many vehicle accidents. The vehicle operations policy should specify a time at which all vehicles must return to campus. If a return trip cannot be completed by the time specified, hotel accommodations should be arranged. In this case, fatigue is a significant distracting influence (especially at night) to the driving task. For example, a van may be returning from an intense activity at night and all passengers are sleeping. The driver may also be fatigued and there is a possibility that he/she will nod off. In scenarios like this, at least one other approved driver should be available to drive. These two drivers should rotate the driving task, changing every few hours. As appropriate, these two drivers should be allowed to rest prior to starting the return trip.

The policy should also indicate that loose items be secured in the vehicle before driving. Loose items on the dashboard/rear deck, on a seat, or on the floor need to be secured so they don’t become hazardous to the occupants/driver or a distraction to the driver. Further, the policy should state that the driver request a minimum of loud discussion or music inside the vehicle, especially at times when traffic, weather or road conditions demand his/her greatest attention to the driving task.

Entering or Exiting Vehicles Safely

If you park during daylight hours, think about how the location will look if you need to return when it is dark. Look for well-lit areas when you park your car. Do not park next to areas that could conceal a potential criminal, such as shrubbery, buildings, and dumpsters, etc.

Before exiting your car, first look around to see if there are any threats to your safety.

Always have keys to your destination in hand (car, office, home, etc.) so you do not waste precious time fumbling for them. Seconds can make a difference to your personal safety.

As you approach your car, check for potential threats to your safety. Look alongside, around and beneath your car and check the interior of your car before you get in – someone may be hiding from you.

If you observe someone in your car, do not approach. Instead, leave as quickly as you can and call the police.

Always check to make sure you do not have a flat tire or other visible damage to your car that will render it disabled.

If you must give flight, drop any packages or other items you may be carrying. If necessary, you can always come back when it is safe to retrieve them. It is better to give up personal property than to sustain serious injury or death.

Pre/Post Trip Vehicle Inspections (Owned, Leased or Rental)

It is important to ensure that vehicles are maintained in good operating condition. To help achieve compliance, a policy should be implemented to have pre- and post-trip inspections performed on all institution vehicles. Inspection checklists should be used and reviewed. The inspections should identify any needed repairs and corrective action taken. With regard to brakes, unless inspected by a certified mechanic, brakes should not be an item marked as inspected. In the case of rented or leased vehicles, the institution’s employee should have any body damage noted on the rental or lease contract. Refer to Appendix 12-G for sample “Vehicle Pre/Post-Trip Inspection Form”.

Carjacking and Car Theft Prevention

If someone bumps into your car, look around before you get out. If you have a car phone or cell phone, call 911 and notify the police; give them a description of the vehicle that bumped you. Stay in your car if possible and keep the doors locked and windows rolled up. Make sure there are other cars around, check out the car that rear-ended you and who is in it. If the situation makes you uneasy, note the license plate number and description of the car, and ask the driver to follow you. Go to the nearest police station or to a busy well-lit area. If you do get out of your car, take your keys (and purse and wallet) with you and stay alert. If you sense something is wrong, leave or alert other drivers.

Know the area you travel; know alternate routes; note where you frequently stop and wait; know what traffic lane offers you greatest flexibility to react. Know where ‘safe havens’ are located.

Have some plans for reacting to a carjacking – how could you safely get away, how would you react?

At traffic lights and stop signs, be aware of who is around you, particularly to the sides and the rear of your vehicle. Watch for people approaching your vehicle.

When you are stopped at ATMs, malls or other places, be aware of who is around you and be aware of the possibility of being blocked in by another vehicle.

Park in well-lit areas and avoid remote locations, especially in shopping malls.

Before you even enter your car, be alert to any activity near your car. In malls and large parking lots, where potential thieves could be hiding behind nearby cars, pay attention to your surroundings. Look in and around your car. Have your keys in hand before you arrive at your vehicle to avoid fumbling and creating an opportunity for someone to overtake you.

When you get in your car, immediately lock the doors and be sure the windows are up.

Keep your windows and doors locked when you drive.

When you stop at a traffic signal or stop sign, leave some space between you and the vehicle in front of you so you have some room to leave quickly, if you need it. Even if you need to go through a red light (after checking for approaching traffic), do so – if you alert a nearby police officer, all the better.

Be suspicious of strangers asking for directions, change, or handing out flyers. If you feel uncomfortable, pull out carefully and leave the area, even if it means running a red light or stop sign.

If your car becomes disabled, pull to the side of the road and wait for police to arrive, or, if possible, drive slowly to a secure location or a police station. If someone offers to help, ask them to call the police. If you have a car phone, call the police as soon as you run into trouble.

If you suspect you are being followed, never drive home. Change directions, go to a safe area – ideally a police station – or call the police.

Before you exit your vehicle, look around you before turning off the ignition and unlocking the doors. Lock your car when you leave it.

Be especially wary during late night hours; national statistics show most carjackings take place between 10 pm and 2 am.

If you must leave a key with a parking attendant, leave only your vehicle’s ignition key.

Install and use anti-theft devices, whether an alarm or a protective device like a club or a collar. Be sure to activate the device every time you leave your vehicle.

Park only in well-lighted areas near other vehicles.

Keep valuables out of sight, preferably locked away in the trunk.

Don’t hide a spare key in a magnetic key box; thieves know all the hiding places.

At home, if possible, put your car away in a locked garage, or at least parked in the driveway.

If you have two cars and one of them is easy to break into, then park it in the driveway so it’s blocked by the other car. When you park your car, turn the front wheels to the left or right and put the emergency brake on. This locks the wheels, making it difficult for a thief to steal the car.

What if it Happens to Me?

Don’t argue. Give up your car, especially if you are threatened with a gun or other weapon. Your life is worth far more than the car. Remember that your car is not bullet proof; if you feel it is safe to accelerate to get away, then do so, but keep your safety in mind.

Get away from the area as quickly as possible.

If you can safely do so, sound your horn repeatedly. If you have an alarm, press the duress button. This may discourage your attacker.

Try to get a good description of the carjacker. Note sex, race, age, weight, height, hair and eye color, distinguishing features, and clothing.

Report the crime as soon as possible to police.

Accident Reporting and Investigation

Accidents can seriously impact the lives of those involved, both as drivers and as passengers. To minimize the long-term effects of those accidents and to ensure that they do not happen again, an institution policy should be implemented to address the requirements for reporting and investigating the accidents. See Appendix 12-B for additional information and Appendix 3-B for the “Vehicle Accident Investigation and Report Form”.

Cellular Phone Usage and Policy

Each institution should implement a policy regarding cell phone usage while operating institution vehicles. Cell phone usage should be in compliance with this policy. See Appendix 12-I for additional information on a cellular phone usage and sample policy.

Trailer and Towing Safety

Operating a vehicle that is towing a trailer presents a unique set of issues for a driver. Only authorized and experienced drivers should be permitted to operate vehicles towing trailers.