BUSINESS SERVICES POLICIES AND PROCEDURES

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1 BUSINESS SERVICES POLICIES AND PROCEDURES DEPARTMENT: Risk Management BSL 025 Fleet Safety/Vehicle Management Policy PURPOSE... 2 SCOPE... 2 POLICY... 2 DEFINITIONS... 2 RESPONSIBILITIES... 3 Employee Drivers... 3 Student Drivers... 4 Risk Management Duties... 4 Departmental Duties... 5 SPECIAL PROCEDURES... 5 Commercial Driver s License (CDL)... 5 Rental Cars/Vehicles... 5 Use of Golf Carts... 6 Use of Bucket Trucks... 6 AUTOMOBILE LIABILITY INSURANCE AND COVERAGES... 6 Who is insured?... 6 Insurance Requirements - Short-Term Rentals... 7 Insurance Requirements - Long Term Rentals and Leased Vehicles... 7 SUSPENSIONS/PENALTIES... 7 Employee Drivers... 7 At Fault Accidents... 8 Student Drivers... 8 ACCIDENT REPORTING... 8 Page 1 of 8

2 PURPOSE To provide the reader with a general understanding of the University's Fleet Safety Program, automobile insurance coverage and to help minimize injuries and losses associated with motor vehicle accidents. SCOPE This policy applies to all individuals authorized by the Department of Risk Management to operate motor vehicles owned, leased or scheduled by the University of Miami. POLICY 1. Annual review by the Department of Motor Vehicles (DMV) driving records for all employees who operate University-affiliated vehicles. 2. Those drivers having unsatisfactory records (as determined solely by the Department of Risk Management) will have their privileges for driving Universityaffiliated vehicles suspended. 3. The availability of training for employees who operate University-affiliated vehicles. 4. Procedures for reporting and investigating accidents involving University-affiliated 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-affiliated 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 will not be added to the 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 UNIVERSITY-AFFILIATED VEHICLE the term which describes vehicles that are either owned or leased by the University of Miami. AT-FAULT ACCIDENT those accidents in which the driver is the primary cause of the infraction. AUTHORIZED DRIVER the person identified by the Department of Risk Management as the operator of a University-affiliated vehicle by the University of Miami. Page 2 of 8

3 Employee Driver any full time or part time employee operating a Universityaffiliated vehicle for business purposes. This includes, but is not limited to, 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 Director of the Department of Risk Management) operating a University-affiliated vehicle. DMV stands for the State of Florida Department of Motor Vehicles. LEASED VEHICLES vehicles leased from an approved rental agency for a period of one year to three years. These vehicles are subject to special requirements found in the Rental Vehicles section of this document. LONG-TERM RENTAL VEHICLES vehicles secured from an approved dealership or car rental agency for a period of two weeks to one year. These vehicles are subject to special requirements found in the Rental Vehicles section of this document MULTI-PASSENGER VEHICLES 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 RENTAL VEHICLES vehicles secured from an approved dealership or car rental agency for less than a two week time period. These vehicles are subject to special requirements found in the Rental Vehicles 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; DWI/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. UNIVERSITY-OWNED VEHICLES vehicles for which the University possesses the title of ownership. RESPONSIBILITIES Employee Drivers 1. Notify the Department of Risk Management with the name, date of birth and driver s license number. 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 (MVR) throughout the terms of their employment at any time as determined by the Director of the Department of Risk Management. Page 3 of 8

4 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. 6. In the event of an accident, contact the Department of Risk Management immediately. 7. Any employee driver receiving a traffic citation while operating any University affiliated vehicle must report the incident to the Department of Risk Management within 24 hours of occurrence. 8. 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 affiliated vehicles is prohibited and may lead to employment termination. 9. All Authorized Drivers must wear seat belts and ensure that passenger seat belts are properly used when operating a University affiliated vehicle. STUDENT DRIVERS The following requirements apply to all student drivers in addition to the other items included in this document: 1. Must be a currently enrolled University of Miami student. 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 3 points on driving record at time of screening and throughout authorization/eligibility period. 5. Must have no at-fault accidents while operating a University affiliated vehicle. Circumstances and situations which develop outside the scope of these requirements are subject to approval by the Executive Director of the Department of Risk Management. APPROVAL PROCESS The Department of Risk Management Responsibilities 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 updated continuously. 2. Obtain and review Department of Motor Vehicle (DMV) Driving Records for each driver identified. Provide authorization for approved drivers. 3. Suspend driving privileges for any driver 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 Policy. Page 4 of 8

5 Departmental Responsibilities 1. Submit to the Department of Risk Management a roster of all potential drivers to complete the authorization process. This list must be updated continuously by the responsible Department providing changes in driver status, including additions or deletions as necessary. 2. Enforce suspension of driving privileges as required by the Department of Risk Management. 3. For those vehicles identified by the Department of 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) greater than 26,000 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 the Department 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 ). Rental Vehicles Drivers renting vehicles for use on University business must comply with Travel Management Policies and Procedures (www.miami.edu/travel) as well as the following guidelines: 1. The UM Travel website lists the vendors who provides University corporate rates. Please see the Insurance Requirements-Rental Vehicles section of this document or Call Travel for help 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 Department of Risk Management ( ). The accident must be reported regardless of who is at fault. 3. Practice defensive driving to help protect themselves, other employees, and the public from accident/injury. Page 5 of 8

6 4. 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-affiliated vehicles will be basis for disciplinary action which may include termination. 5. Must wear seat belts and ensure that passenger seat belts are properly used. 6. Rental, Lease or Purchase of 15 passenger vans for University activities is not allowed. Use of Energy Efficient Vehicles (evehicles) The following information provides guidelines for the use of electric or gas powered golf carts and/or similar utility type of energy efficient vehicles throughout the University. All evehicle operators must be approved as Authorized Drivers as defined in this document. 1. University owned or leased evehicles must be used for University business only. 2. evehicle operators are not to block pedestrian paths or walkways. 3. These vehicles are not to be overloaded, i.e. carrying more passengers than seating provided or overloading the vehicle s recommended carrying or load capacity. 4. All evehicles (including Golf Carts) are required to carry current automobile insurance. Call the Department of Risk Management 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 on the proper use of the vehicle. 2. Training can be done through the Department of Risk Management or by a competent trainer. 3. Training verification must be sent to the Department of Risk Management prior to the operation of the vehicle. AUTOMOBILE INSURANCE COVERAGES The following information summarizes details found in the Department of Risk Management Automobile Insurance Policy (BSL 020). Please refer to that policy for more specific information regarding automobile insurance coverage. Who Is Insured? Authorized drivers of University-affiliated vehicles. Any employee directed to drive a University-affiliated vehicle. Page 6 of 8

7 Insurance Requirements Rental Vehicles The University of Miami maintains corporate agreements with key major car rental agencies to provide the UM community access to discounted rates for travel on UM business. These discounts include Collision Damage Waiver coverage at no additional charge. The UM Travel Management website lists the vendors who provide these corporate rates. Contact UM Travel at for additional information or go to: 1. Short Term Rentals only major firms providing liability coverage for the renters can be used. Departments renting vehicles from other rental companies will be required to purchase the collision insurance offered by the rental company. 2. Long Term Rentals When a Department rents a vehicle for more than two weeks but less than one year, the renting Department will not purchase the insurance offered by the rental agency, but will provide all information concerning the rented vehicle to the Department of Risk Management, so the vehicle can be covered as a part of the University s Auto Fleet Insurance Program. The Departments will be responsible for collision damage to the rented vehicle. Insurance Requirements Leased Vehicles All leased vehicles are required to be reported to the Department of Risk Management. These vehicles will be listed on the University s Auto Fleet schedule and subject to auto liability and auto physical damage insurance coverage through University s Auto Fleet Insurance Program. The fees for this insurance will be paid by the Department responsible for the lease. 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 to 8 points requires attendance at University sponsored safe driver awareness classes prior to operation of any University vehicle 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 the Department of Risk Management and completion of University sponsored Safe Driver Awareness Classes. Also any driver with a DWI/DUI on his record will not be authorized to drive unless given permission by the Executive Director of the Department of Risk Management. Page 7 of 8

8 At Fault Accidents Regardless of the status of an Authorized Driver s points, the accumulation of two or more at fault accidents can result in immediate revocation of University driving privileges. This determination will be made at the discretion of the Director of the Department of Risk Management. Student Drivers Student drivers will not be permitted to operate University-affiliated 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 one at fault accident. 2. Driving privileges will be revoked after involvement in one or more at fault accidents. 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 lifethreatening injuries. For information regarding workman s compensation issues and accidents please visit this website 1. The driver must collect all necessary information and report to the Department of 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 the Department of 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 the Department of Risk Management within 24 hours. 4. Injured drivers should contact the Department of Risk Management for approved medical facilities. Life threatening injuries should seek immediate attention. Special note: The Police should always be contacted in the case of all automotive accidents. All inquiries by outside agencies (attorneys, insurance companies, etc.) must be referred to the Department of Risk Management. Page 8 of 8

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