SAFE MOTOR VEHICLE OPERATION Latest Revision: 9/6/07

Transcription

1 Employee Environmental, Health & Safety Manual SAFE MOTOR VEHICLE OPERATION Latest Revision: 9/6/07 Note: Print document as needed for MATC Departmental purposes; it is user responsibility to ensure use of latest revision by checking online at: under procedures and services. TABLE OF CONTENTS PURPOSE... 1 SCOPE & APPLICABILITY... 1 RESPONSIBILITIES... 1 AUTHORIZATION... 3 MAINTENANCE... 3 TRAINING... 4 RESERVATION & USE... 4 APPROVAL PAGE... 7 Attachment A: MATC Driver Authorization Application... 8 Attachment B: Safey Policies Attachment C: YOUR Guide to the MATC Motor Pool PURPOSE It is the philosophy of Madison Area Technical College to provide a safe and healthful environment for both learning and working. In keeping with this goal, the College has adopted this procedure concerning the safe operation of motor vehicles. SCOPE & APPLICABILITY This plan applies to all MATC employees (including full-time, part-time, temporary and student help) who in the course of their expected job assignments will operate motor pool vehicles or personal vehicles for company use. RESPONSIBILITIES Environmental Health and Safety (EH&S) Manager 1. Develop, implement and revise, as needed, the Safe Motor Vehicle Operation procedures. 2. Coordinate training of MATC employees covered under this plan. 3. Maintain (for three years) documentation of training records. 4. Conduct MVR periodically (annually) and documents approval or denial of driving authorization. Page 1 of 13

2 Employee Environmental, Health & Safety Manual SAFE MOTOR VEHICLE OPERATION Latest Revision: 9/6/07 MATC Motor Pool Fleet Manager 1. Ensure Motor Pool vehicles are maintained properly per manufacturer s recommendations regarding service, maintenance and inspections. 2. Coordinate reservation and use activities of motor pool vehicles. 3. Responds to customer complaints/concerns to vehicles operations and cleanliness. 4. Ensure Motor Pool vehicles have a copy of the Accident Report form in the glove compartment. Manager of Department Owned Vehicles 1. Ensure department owned vehicles are maintained properly per manufacturer s recommendations regarding service, maintenance and inspections. 2. Ensure each department owned vehicle has an Auto Accident Kit in the glove compartment (contact the Motor Pool Fleet Manager for replacement kits). 3. Ensure department owned vehicles have a copy of the Accident Report form in the glove compartment. Supervisors/Managers (staff responsible for supervisory roles) 1. Ensure staff under their supervision that operate motor pool vehicles or department owned vehicles have obtained Driver Authorization and completed the appropriate training to drive college vehicles, in accordance with this plan. Driver Responsibilities 1. Comply with this procedure and information provided in training. 2. Does not operate motor pool vehicles unless he/she holds an approved authorization to do so. 3. Operate vehicles in a manner consistent with reasonable practices that avoid abuse, theft, neglect or disrespect of the equipment. 4. Obey all traffic laws. 5. Ensure the use of seat belts and shoulder harness by all passengers and driver. 6. Does not operate vehicles that have any defect that would prevent safe operation. 7. Report the occurrence of any moving violations. 8. Accurate, comprehensive and timely reporting of all accidents by an authorized driver and thefts of a company vehicle to the MATC EH&S Manager via accident report (per Auto Accident Kit contained in each Motor Pool or department owned vehicle). 9. Observe the Driving with Lights On policy, No smoking while in district owned vehicles policy, and No Cell Phone Use While Driving policy (Attachment B). Page 2 of 13

3 Employee Environmental, Health & Safety Manual SAFE MOTOR VEHICLE OPERATION Latest Revision: 9/6/07 AUTHORIZATION Driver Licensing and Qualifications District drivers and anyone authorized to drive District vehicles must have a valid driver s license for the class of the vehicle being operated and must be able to drive a vehicle. Obtaining a driver s license is a personal expense. Driver qualifications are as follows: 1. Authorized employee of company. 2. Must be at least 18 years of age (or obtain permission via MATC EH&S Manager). Note: For Van Authorization, drivers must be at least 25 years of age. 3. Have at least one year of experience in the class of vehicle operated (or obtain permission via MATC EH&S Manager). 4. Must have a valid driver s license. Note: Individuals will not qualify for a company vehicle if, based on a motor vehicle record check, authorization is denied. Review of Motor Vehicle Record State Motor Vehicle Records (MVRs) will be used as the source for verifying driver history. MVRs will be obtained and reviewed periodically (i.e., annually) by the EH&S Office. Driving privileges may be withdrawn or suspended and/or the company vehicles removed for any authorized driver not meeting the above requirements. Review of driving records will be done on a confidential basis by the District s EH&S Office and/or insurance consultant. The results of any such review shall be confidential to the extent provided by law. Authorization Authorization notification will be given to drivers after an MVR check (completion of Attachment A) by the EH&S Office. MAINTENANCE Vehicles should not be operated with any defect that would inhibit safe operation during current and foreseeable weather and lighting conditions. Preventive maintenance such as regular oil changes, lubrication and tire pressure and fluid checks determine to a large extent whether a vehicle will be Page 3 of 13

4 Employee Environmental, Health & Safety Manual SAFE MOTOR VEHICLE OPERATION Latest Revision: 9/6/07 reliable and safe to drive and support work activities. Preventive maintenance should be completed on motor pool vehicles as required in the owner s manual. This service is the responsibility of the Motor Pool Fleet Manager (for Motor Pool Fleet vehicles) or Department Mangers (for department owned vehicles). TRAINING 12-Passenger Vans: All 12-passenger van (or equivalent cargo van) drivers are required to complete the Coaching the Van Driver training, or equivalent. No one will be able to drive a District Van until they have successfully completed this training. Training will be completed via a self pace CD-ROM (Approximately 1-2 hour), or equivalent method. Training will be coordinated through the EH&S Office; contact the EH&S Office at ceghbalnia@matcmadison.edu (or ) to request training information. Once training is completed, the EH&S Office will send notification of completion to the Motor Pool Fleet Manager and employee. NOTE: Operation of 15-passenger vans is not allowed by the District (including rentals) due to safety issues. All other general road vehicles (reserved) RESERVATION & USE Criteria For Use 1. Uses of motor pool vehicles are available only for official business purposes, approved educational functions, official athletic and MATC club functions. 2. A driver first must have an authorization to use a District vehicle; to do so complete a Driver Authorization Form (Attachment A) and turn into the MATC EH&S Office along with a copy of your license. This form will be reviewed by the EH&S Office (i.e., will conduct an MVR Check and overall authorization to drive district vehicles). The EH&S Office will return approval or denial to the applicant. To Reserve a Vehicle 1. Contact the MATC Bookstore staff at to check availabilities and make vehicle reservations. Page 4 of 13

5 Employee Environmental, Health & Safety Manual SAFE MOTOR VEHICLE OPERATION Latest Revision: 9/6/07 2. At the MATC Bookstore, present your valid Wisconsin Driver s License (unless it s on file). You will receive the keys and a copy of the permit. 3. Pick up your vehicle in the following areas: Cars and Minivans Go to the Center Court Parking Lot. Full-size Vans Go to the East Court Parking Lot. NOTE: A Guide to the MATC Motor Pool is provided in Attachment C. Rule of Operations Operators of motor vehicles must: 1. Meet the licensing requirements for the vehicle to be operated. 2. Operate vehicles in a safe and prudent manner. 3. Wear an available safety belt at all times the vehicle is in operation and require each passenger to do the same. (It s the law.) 4. Report vehicles that are in unsafe operating condition to the Motor Pool Fleet Manager (or supervisor, if vehicle is a department owned vehicle.) 5. Report all accidents to EH&S Manager, per Auto Accident Kit instructions. 6. Comply with all applicable Municipal, State, and Federal motor vehicle regulations. 7. Be responsible for paying all traffic violations/fines levied against you. 8. Ensure the vehicle and contents are properly secured when left unattended. Personal Vehicle Use for District Business Personal vehicle may be used on District business ONLY with: 1. Permission of the employee s supervisor, and 2. Proper Driver s Authorization approval may be requested. Employees who drive their personal vehicles on District business are responsible for: 1. Maintaining automobile liability insurance in accordance with Wisconsin State Statutes. 2. Maintaining current state vehicle inspections when required. 3. Maintaining own vehicle in safe operating condition. Page 5 of 13

6 Employee Environmental, Health & Safety Manual SAFE MOTOR VEHICLE OPERATION Latest Revision: 9/6/07 Note: The owner's automobile liability insurance coverage is the primary coverage. There is no physical damage coverage through the District on a personal vehicle. The employee is responsible for the deductible portion of the personal collision coverage. Accidents Involving Company Vehicles Each motor pool vehicle has an Auto Accident Kit in the glove compartment, which contains forms and instructions for reporting any accident. See Motor Pool Fleet Manager for replacement kits. In the event of an accident, the driver must: 1. Report the accident promptly to the local law authority and obtain a copy of the officer s report. 2. Contact your supervisor and fleet manager (if related to a fleet vehicle) as soon as practical and report the accident. 3. Within 24 hours of the accident, submit a completed and signed Accident/Incident Report to the MATC EH&S Manager. 4. In the event of serious bodily injury report immediately: DURING WORK HOURS, CALL (608) & EH&S Office at (608) AFTER HOURS AND ON WEEKENDS, CALL (608) & EH&S Office at (608) NOTE: In the event of an accident: Do not admit negligence or liability. Do not attempt settlement, regardless of how minor. Get name, address and phone number of injured person and witnesses, if possible. Exchange vehicle identification, insurance company name and policy numbers with the other driver. Take a photograph of the scene of accident, if possible (Accident Kit may have a disposable camera for this use). Call the police if injury to others is involved. You may want to call police even if there are no injuries. Complete and submit an accident report. Turn all information over to the MATC EH&S Manager within 24 hours. Page 6 of 13

7 APPROVAL PAGE Prepared by: Cynthia Eghblania, Environmental Health and Safety Manager (initially approved 10/03) Approved: Roger Price Provided 9/6/07 VP of Infrastructure Services Date Approved: Scott Heiman Fleet Administrator Provided 9/6/07 Approved: Steve Hauser Provided 9/6/07 Athletics Director Date Date Latest Revision date: September 9, 2007 Page 7 of 13

8 Attachment A: MATC Driver Authorization Application Page 8 of 13

9 MATC Driver Authorization Application (revised 9/6/07) (Application MUST Be Completed and Approved Prior to Driving ANY Vehicle for Company Business) Instructions: Applicant to complete and turn in to the MATC Environmental Health & Safety (EH&S) Office, ATTN: EH&S Manager Notification of approval/denial will be returned to applicant. This form must be completed by every person who drives a College owned, leased or rented vehicle or drives personal vehicles for college business. THIS FORM MAY BE COMPLETED EVEN IF IT IS ONLY A POSSIBILITY THAT THE AUTHORIZATION MAY BE NEEDED IN THE FUTURE. You will then be assured of your authorization should the need arise for you to drive. Carefully read this form and provide the following information: PRINT: First Name, Middle Initial, Last Name Phone: Date of Birth: Driver License #: State of Issuance: Status: Employee Signature Date Student Contractor Department & Supervisor Name: Number of years driving experience: Please check the type of vehicle you will be operating: Mini Vans/Passenger Cars 12 passenger van (or equivalent Cargo Van) nnote: Uuse of 12 passenger van or equivalent requires training through the EH&S Office Other A PHOTOCOPY OF YOUR DRIVERS LICENSE MUST BE ATTACHED TO THIS FORM Applicant acknowledges the following by signing: I confirm that I maintain personal auto insurance with limits at or above the amounts currently required by the State of Wisconsin, which I acknowledge is required when driving personal vehicles on company business. I acknowledge that I have read and understand the contents of the MATC Safe Motor Vehicle Operation Procedure for drivers of District vehicles. (Online at under Procedures & Services ) I realize that my driving record will be checked for purposes of approval of this driver authorization. I also understand that my driving record may be checked periodically thereafter. I understand that I must be in possession of a valid driver license in order to operate any motor vehicle while on MATC business, as required by Wis. Stats (3)(a). I understand that any negative changes in the status of my driving record or my failure to adhere to driver rules/policies/procedures may result in the revocation of the privilege of driving a College owned, leased or rented vehicle. THIS PART TO BE COMPLETED BY EH&S OFFICE STAFF ONLY Reviewed by: Approved Denied Comments: Page 9 of 13

10 Attachment B: Safey Policies LIGHTS ON POLICY: MATC has established a LIGHTS ON at All Times policy. NO SMOKING POLICY: Smoking is NOT permitted in any district owned vehicle at any time. CELL PHONE USE POLICY: Cellular/ mobile phones should not be used while operating a vehicle. Using a cell phone while driving leads to an increased risk of having an accident through a lack of attention to driving. Inattention is the #1 cause of vehicle accidents in America. Inattention can also involve adjusting the radio, eating, smoking, daydreaming, talking to passengers, things outside the vehicle, and other distractions. Researchers at the University of Toronto found that the risk of having a traffic accident while using a cell phone is the same as that while driving drunk. In eleven countries and several US cities it is illegal to use a cell phone while operating a vehicle. Regulation of the use of phones in vehicles has been the subject of more than one hundred bills in thirty-seven states. Allow voice mail to handle your calls and return them at your safe convenience. If you need to place or receive a call pull off the road to a safe location. Ask a passenger to make or take the call. Inform regular callers your driving schedule, and when you will be avalable to talk. Keep your hands on the wheel and your eyes and mind on the road while driving. Page 10 of 13

11 Attachment C: YOUR Guide to the MATC Motor Pool Page 11 of 13

12 TO RESERVE A VEHICLE Contact the MATC Bookstore staff at to check availabilities and make vehicle reservations. At the MATC Bookstore, present your valid Wisconsin Driver s License (unless it s on file). You will receive the keys and a copy of the permit. Pick up your vehicle in the following areas: Cars and Minivans- Go to the Center Court Parking Lot. Full-size Vans- Go to the East Court Parking Lot. BEFORE YOU LEAVE THE PARKING LOT Record your initial odometer reading on your copy of the permit. Do a quick safety check of your vehicle before driving: Check the vehicle for any dents, scraped paint, or other damage. (Don t pay for someone else s mistakes.) Insure that your tires are properly inflated. Check for any warning lights on the dashboard. See if the previous driver left any personal effects or refuse behind. Make sure your car has the required fire extinguisher and safety triangle kit in the trunk or rear of the vehicle. Never park your own vehicle in the Motor Pool lot unless you request a permit from the Bookstore staff. (Limit: One permit per reservation) Page 12 of 13

13 IN CASE OF EMERGENCY In the event of an accident, the driver must: 1. Report the accident promptly to the local law authority and obtain a copy of the officer s report. 2. Contact your supervisor and fleet manager (at , if related to a fleet vehicle) as soon as practical and report the accident. 3. Within 24 hours of the accident, submit a completed and signed Accident/Incident Report to the MATC EH&S Manager. 4. In the event of serious bodily injury report immediate to the Security Office at (608) and to the EH&S Office at (608) FLUIDS: YOUR RESPONSIBILITY It is your responsibility to check the vehicle s fluids, Keep in mind that the Wright Express Fuel Card can be used to purchase gas only; department Pcards can be used to purchase oil, and can also be used in case of road emergencies. RETURNING YOUR VEHICLE Fill up the gas tank before returning the vehicle to MATC. Return your vehicle to the same parking lot that you picked it up in. If the gate is locked, use the provided Gate Key to access the appropriate parking lot. NEVER PARK THE VEHICLE OUTSIDE THE GATE. Do not block the receiving area when returning the fullsize vans to the East court Parking Lot. Record your final odometer reading on the permit. Always clean out all trash from the vehicle, and remove all personal articles. Drop off the keys and permit either with the Bookstore staff, or in the drop box in the parking lot. Page 13 of 13