Environmental Health & Safety Manual (EHS)

Effective: 8/5/2008

Revised: 5/10/2010

EHS 119: Motor Fleet Safety

Purpose

To reduce the potential for property damage and injuries to occupants of university-owned and nonuniversity-owned, leased, rented, or personal vehicles used for university business

To reduce property damage resulting from motor vehicle-related accidents

To comply with ADOA regulations

Source

Arizona Administrative Code R2–10–207.12

Applicability

All ASU facilities and operations and all ASU employees and volunteers who operate university-owned and nonuniversity-owned, leased, or rented vehicles used for university business; or where the authorized mileage allowance is paid for the use of a personal vehicle on university business.

Note:

This policy does not apply to driving golf carts or Gem Carts on designated routes, as identified in “Driving on the Mall Safety Training, ” available at Human Resources Professional Development.

Background

Motor vehicle accidents are among the leading causes of death on the job within the United States. Substantial losses can be sustained from injury, medical costs, property damage, and lost productivity. By completing defensive driver training, an individual can improve driving skills and thus possibly reduce the occurrence of motor vehicle accidents. By maintaining vehicles, as described in FAC 204: “Fleet Service/University Vehicle Policy,” and conducting regular vehicle inspections, vehicles will remain in safe operating condition.

Policy

Each department is responsible for ensuring that each operator of a university-owned and nonuniversity-owned, leased, or rented vehicle has a valid Arizona driver’s license of the appropriate class and for maintaining and conducting regular inspections, as identified in FAC 204: “Fleet Service/University Vehicle Policy,” of university-owned and nonuniversity-owned, leased, or rented vehicles assigned to the department.

Individuals who operate a state-owned or university-owned vehicle, or a nonuniversity-owned leased, or rented vehicle, or a personal vehicle where mileage allowance is paid while on state business must attend a defensive driver training program approved by Environmental Health & Safety (EH&S) as identified in this policy and wear seat belts in all vehicles that make them available.

Procedure

Each chair, dean, or director is responsible for ensuring that university-owned and non university-owned, leased, or rented vehicles assigned to his or her organization are maintained and inspected as identified in FAC 204: “Fleet Service/University Vehicle Policy.”

Each department supervisor is to identify employees under his or her supervision who will operate a university-owned and nonuniversity-owned, leased, or rented vehicle, or personal vehicle where mileage allowance is paid for university business purposes, and ensure that each identified employee has a valid State of Arizona driver’s license of the appropriate class, submits a Driver Authorization form, and attends defensive driver training within three months of assignment.

Each department supervisor is to ensure that each employee notified about refresher training requirements completes this training within 30 days of notification.

Each employee operating a university-owned vehicle, or nonuniversity-owned, leased, or rented vehicle, or personal vehicle where mileage allowance is paid for university business is responsible for the following:

1. having a valid State of Arizona driver’s license of the appropriate class(es)
2. provide Human Resources with a Driver Authorization form
3. using seat belts in all vehicles that provide them
4. completing training requirements
5. conducting pre-trip inspections as identified in defensive driving training

   and

6. reporting to his or her supervisor any change in the status of his or her State of Arizona driver’s license.

EH&S is responsible for the following:

1. developing and offering defensive driver training that meets the requirements of ADOA R2–10–207.12
2. maintaining records of training
3. notifying employees of refresher training requirements as required by ADOA R2–10–207.12
4. coordinating the Vehicle Accident Review Committee meetings
5. notifying any employee (and his or her supervisor) who has acquired six points in the most recent 39-month period of the requirement to attend refresher training

   and

6. conducting periodic inspections and reviews to determine compliance with this policy.

The Vehicle Accident Review Committee is responsible for the following:

1. reviewing each ASU vehicle accident report on a quarterly basis
2. determining any additional or refresher training requirements for operators of vehicles involved in accidents

   and

3. monitoring trends and making recommendations to the EH&S Operations Committee related to policy or program changes required to address any trends.

Human Resources is responsible for conducting an annual driving record review for each authorized driver through the Motor Vehicle Division of the Arizona Department of Transportation as described in ADOA R2–10–207.12 (h) and notifying the university risk manager of any employee (and his or her supervisor) who has acquired six points in the most recent 39-month period of the requirement to attend refresher training.

To schedule a defensive driver training for individual departments and units, contact EH&S at 480/965–1823. To register for training courses, please go to the Environmental Health & Safety Training Schedules and select the appropriate campus for class dates and times. If you encounter difficulties with the registration process, contact LPS@asu.edu.

Special training requirements for operators of high-occupancy vehicles used for university business can be found at EHS 108–03, “Training for Operators of High-Occupancy Vehicles.”

Cross-References

For more information, see:

1. the Department of Facilities Management Policies and Procedures Manual—FAC 204, “Fleet Service/University Vehicle Policy”


2. EHS 108–03, “Training for Operators of High-Occupancy Vehicles”


3. EHS 705–02, “Vehicle Loss Insurance Recovery”


4. EHS 705–08, “University Volunteer Insurance Coverage”


5. the Police Department Policies and Procedures Manual—PDP 207–02, “Vehicles and Carts on Malls or Sidewalks”


6. the Staff Personnel Policies and Procedures Manual:
   1. SPP 319, “Driver’s License Monitoring”

      and

   2. SPP 801, “Employee Conduct and Work Rules.”



and

7. the Academic Affairs Policies and Procedures Manual—ACD 126, “Reference Check and Background Verification”

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