TEXAS STATE TECHNICAL COLLEGE STATEWIDE OPERATING STANDARD

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1 TEXAS STATE TECHNICAL COLLEGE STATEWIDE OPERATING STANDARD No. GA Page 1 of 8 Effective Date: 06/09/15 DIVISION: SUBJECT: AUTHORITY: Fiscal Affairs Driver Safety SORM Program Risk Management Review Recommendation # Driving Policy/Traffic Safety Program PROPOSED BY: TITLE: Original Signed by Tom Hooker Director, Governance, Risk, and Compliance Date: 06/09/15 RECOMMENDED BY: TITLE: Original Signed by Jonathan Hoekstra Vice Chancellor/Chief Financial Officer Date: 06/09/15 APPROVED BY: Original Signed by Michael Reeser TITLE: Chancellor Date: 06/09/15 STATUS: Approved by EMC 06/09/15 HISTORICAL STATUS: Proposed 04/2015 EXECUTIVE ORDER Texas State Technical College (TSTC) supports and encourages good driving habits among all of our employees for the safety and security of the employee, passengers, the general public and the assets of the State. All employees are expected to be familiar and comply with all relevant federal, state and local laws that pertain to operating a motor vehicle. Violation of this program, including improper use of a motor vehicle or failing to maintain a satisfactory driving record as determined by TSTC, may subject the employee to disciplinary action, which may include termination. DEFINITIONS Authorized business: means activities directly connected with TSTC business, which may also include the use of the vehicle for reasonable personal activities while an employee is in a travel status.

2 Page 2 Motor vehicle: means any motor vehicle (i.e. automobiles, trucks, and other vehicles that are licensed for use on public roads) driven by a TSTC employee while conducting authorized business. This does not include motorcycles, which are prohibited for authorized business. Satisfactory Driving Record: means employee is licensed with a state DPS and respective driving record is free of any warrants for arrest or any open or non-resolved traffic citations or violations. Driver Authorization List: official roster comprised of TSTC employees who are authorized to operate a motor vehicle (TSTC-owned, rented, or personal-owned) in the conduct of authorized business. At-fault Accident: means an employee is found to be at-fault or responsible for causing a motor vehicle accident while in the conduct of authorized business. Traffic Citation: means an employee receives a traffic citation for a moving violation including speeding, failure to control speed, failure to obey traffic light or signs, driving without a valid license, or driving without adequate auto insurance; does not include parking tickets. PERTINENT INFORMATION The State Office of Risk Management (SORM) conducted a comprehensive review of the TSTC risk management program in July of 2011 and subsequently in August of 2014, and upon conclusion of each, recommended that the College adopt a comprehensive Traffic Safety policy that includes, but not limited to: driving record checks of all employees who drive as a part of their job or who drive TSTC vehicles, consequences of a bad driving record, reporting traffic accidents or incidents, use of personal vehicles for TSTC business, and defensive driving training. DELEGATION OF AUTHORITY Responsibility for the overall administration of the TSTC Driver Safety Program has been delegated by the Chancellor to the TSTC Risk Manager and Campus Safety Coordinators; however, successful implementation of the program is dependent upon direct support from department directors, supervisors, and employees themselves. Campus Safety Coordinator The Campus Safety Coordinator is responsible for and accountable to: *** Become familiar with this Driver Safety Program and assist department heads in implementing the program within their departments. *** Coordinate the accident reporting and investigation procedure on all automobile accidents that involve employees in the conduct of authorized business, to include notifying TSTC Human Resources and the TSTC Risk Manager.

3 Page 3 *** Coordinate driver safety training requests and ensure training records of employees are recorded and submitted to the Professional Development Officer (PDO). Department Directors and Supervisors Department Directors and Supervisors are responsible for and accountable to: *** Ensure all employees under their direct supervision have been made aware of this Driver Safety Program. *** Ensure that the appropriate reporting and investigation forms are completed upon notification that an automobile accident occurred involving an employee under their immediate supervision while in the conduct of authorized business; once the forms are completed, ensure that they re forwarded immediately to the Campus Safety Coordinator. *** Ensure that the campus Human Resource representative is notified if the employee is found at fault for an automotive accident or received a moving violation citation while conducting authorized business so that the employee s TSTC driving record can be updated and driving privilege with TSTC be suspended accordingly. *** Ensure that only those employees on the Driver Authorization List drive a motor vehicle on authorized business; and conversely, that an employee whose driving privilege is suspended is not authorized to drive in the conduct of authorized business until the employee takes the appropriate corrective actions to be reinstated by TSTC. Human Resources TSTC HR is responsible for and accountable to: *** Process TSTC Driver Authorization Forms for all new hires as part of TSTC onboarding process. *** Conduct annual Department of Motor Vehicle (DMV) background checks on all TSTC employees. *** Maintain the TSTC Driver Authorization List. *** Receive and process notifications from department directors, supervisors, or employees in regards to updating an employee s TSTC driver s record. *** Notify department directors and supervisors of any change to an employee s TSTC driver authorization status.

4 Page 4 Employees *** Schedule a drug test for any employee who is involved in a motor vehicle accident and deemed as at fault within 24 hours of notification and coordinate receipt of results. All employees are responsible for and accountable to: *** Read and comply with the rules and standards of this driver safety program and policy. *** Notify their supervisor or department director, as soon as practical but not later than 24 hours after the accident, when involved in an automotive accident while conducting authorized business for TSTC. *** Notify their supervisor and campus HR rep, within one business day, if/when there is a change in their driving status (ie suspended drivers license) with their respective license-issuing DMV. *** Complete appropriate corrective training in order to have TSTC driving privileges reinstated if suspended for being at fault for an automotive accident while conducting authorized business. OPERATING REQUIREMENTS DRIVER AUTHORIZATION LIST TSTC employees who operate motor vehicles in the performance of authorized business must be on the TSTC Driver Authorization List. Placement on the list is contingent upon: 1. Employee possesses a valid driver s license; 2. Employee maintains a satisfactory driving record with the respective DMV for which the employee s driver s license is issued; 3. Employee possesses a current (within 24 months of hire or last update) TSTC Driver Authorization Form on file with the TSTC Human Resource department. Removal from the TSTC Driver Authorization List 1. Employee elects to be removed from the list on the TSTC Driver Authorization Form; 2. Employee s driver s license is suspended or revoked by employee s issuing DMV;

5 Page 5 3. Employee s driving record is deemed unsatisfactory by the respective DMV that issued the employee s drivers license; 4. Employee is identified as at fault for a motor vehicle accident while conducting authorized business; 5. Employee s supervisor formally notifies the TSTC HR department (in writing) to remove the employee from the list as a result of a disciplinary action. Re-instatement to the TSTC Driver Authorization List 1. An employee who originally elected to be removed from the list via the TSTC Driver Authorization Form may change his/her mind and elect to be added back to the list as long as there are no other disqualifying factors as listed above. 2. An employee who is removed from the list for a suspended/revoked driver s license or for an unsatisfactory driving record can be re-instated once the TSTC HR department is able to confirm with the issuing DMV that the employee s license was re-instated or driving record was re-instated as satisfactory; 3. An employee who is removed as a result of an at fault motor vehicle accident may be re-instated once the employee completes a Texas Department of Transportation (TXDOT) certified defensive driving course and provides the certification of completion to the TSTC HR department. 4. An employee who is removed from the list by a supervisor for a disciplinary action (not involving the status of drivers license, driving record, or motor vehicle accident) can be re-instated once the supervisor formally notifies the TSTC HR department in writing. VEHICLE OPERATION REQUIREMENTS Employees of TSTC shall exercise normally prudent care in operating a motor vehicle while performing authorized business. In addition to complying with all relevant federal, state and local laws relating to vehicle operation, employees shall also comply with the following: 1. STC-owned or rented motor vehicles (to include small utility vehicles & golf carts) are to be used for authorized business only. 2. No employee shall operate a motor vehicle if his or her ability is impaired. 3. No texting or cell phone use while driving. 4. No smoking in TSTC-owned or rented motor vehicles, (to include small utility vehicles & golf carts).

6 Page 6 5. Control vehicle speed in accordance with road conditions, particularly adverse road conditions caused by weather or limited visibility. 6. Limit or delay unnecessary authorized business travel in the event of adverse road conditions. 7. Authorized business travel should not exceed more than 8 hours of driving per business day; an overnight stay at the destination of the authorized business trip should be strongly considered for those trips that exceed the 8 hours of driving per day. 8. Inspect the outside of the vehicle for visible hazards or deficiencies prior to initiating authorized business travel; hazards and defects should be repaired prior to using the vehicle for authorized business travel. ACTIONS IN THE EVENT OF A MOTOR VEHICLE ACCIDENT DURING AUTHORIZED BUSINESS Employee s Responsibilities at the Scene 1. Comply with all federal, state and local laws in the event of an accident. 2. Render aid and assistance to any injured persons as training and conditions allow. 3. Notify the proper law enforcement agency having jurisdiction at the place of the accident. 4. Cooperate with law enforcement in its investigation, but make no statements concerning fault or responsibility for the accident. Do not sign any waiver concerning the accident. 5. Engage in no arguments and refer all complaints to your supervisor or TSTC auto liability insurance claims representative. 6. Complete the Vehicle Accident Report Form that is provided with the TSTCowned motor vehicle and provide to the TSTC auto liability insurance claims representative. If the Form isn t available, then obtain the names, telephone numbers, and addresses of the drivers of all other vehicles involved in the accident. Also obtain the names of their insurance carriers, policy numbers, and carriers claim telephone numbers. 7. Obtain the names, addresses, and telephone numbers of witnesses, if possible. 8. If a camera is available, obtain photographs of all vehicles, showing the condition and damage of each vehicle.

7 Page 7 9. If not injured, remain at the scene until the investigation is completed or until released by law enforcement personnel at the scene. 10. Notify your supervisor as soon as practical after the accident but not later than 24 hours after the accident. In the event you are unable to contact your supervisor, you should contact the TSTC auto liability insurance claims representative (as listed on the Vehicle Accident Report Form) or campus safety coordinator for notification. Section Manager s Responsibilities Upon notification that an employee is involved in an accident: TRAINING 1. Notify and forward a copy of the completed Vehicle Accident Report Form to the TSTC auto liability insurance claims representative, HR representative, and campus safety coordinator of the accident for record keeping purposes. 2. Ensure that a complete investigation of the accident has been made and ensure that the employee meets all of his/her responsibilities regarding the accident and post-accident requirements. 3. Take all necessary action to protect the health and welfare of the TSTC personnel involved in the accident. 4. Take necessary steps to protect TSTC property involved in the accident. TSTC Campuses, under the direction of the campus safety coordinator, will conduct at least one annual safety meeting that will concentrate on defensive driving or driving safety. All employees on the TSTC Driver Authorization List are expected to attend unless they receive written permission from their supervisor or department head to be absent. TSTC employees who are suspended from the Driver Authorization List due to being at fault for a motor vehicle accident while in the conduct of authorized business must successfully complete a TXDOT certified Defensive Driving Course and provide the certificate of completion to the campus HR representative in order to be considered for re-instatement back onto the Driver Authorization List. The Texas State Office of Risk Management (SORM) offers defensive driving courses that can be provided on campus; interested campuses are encouraged to coordinate these courses for TSTC employees who require extensive driving as a part of their job description.

8 Page 8 PERFORMANCE STANDARDS 1. TSTC implements a Driver Safety program/policy to support and encourage good driving habits for the safety and security of TSTC employees, passengers, the general public and the assets of the State. 2. The Driver Safety program/policy is disseminated to and adhered to by all TSTC employees. 3. The Driver Safety program/policy is reviewed and updated annually by the TSTC Risk Manager and Safety Committee.

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