UAMS ADMINISTRATIVE GUIDE

NUMBER: 11.1.10
DATE: 5/22/02
REVISION:

SECTION: CAMPUS OPERATION
AREA: GENERAL
SUBJECT: VEHICLE DRIVER SAFETY PROGRAM

PURPOSE

The University of Arkansas for Medical Sciences (UAMS) vehicle driver safety program is intended to ensure maximum safety for all drivers and passengers of UAMS vehicles by minimizing accidents and injuries resulting from vehicle incidents; eliminating the operation of unsafe vehicles; providing adequate training to all UAMS drivers; and defining clear lines of responsibility for vehicle safety.   The program is administered jointly by the Physical Plant and Occupational Health & Safety (OH&S) Departments of the Campus Operations Division.

The purpose of this policy is to inform departments within the UAMS system of the uniform procedures and guidelines to be followed for operation of UAMS owned vehicles, vehicles rented or leased for use on official UAMS business, or private motor vehicles used in the conduct of official UAMS business.

POLICY

UAMS Motor Pool Use

The campus owns and maintains a pool of vehicles to provide transportation for UAMS employees in the performance of their duties in the most effective, efficient, and safest way possible.  The vehicles are to be used when cost savings can be realized.  A UAMS vehicle is defined as a vehicle which is self-propelled and is owned, leased, or rented by the University.

Driver's (Traffic Violation) Record Report

UAMS policy requires that driver record background checks be reviewed and verified as acceptable as defined in the procedure section below, for all UAMS employees who have a permanently assigned UAMS vehicle or who drive a UAMS owned, rented or leased  vehicle or a private vehicle as a condition of employment.  Condition of employment will be defined as "an employee who would be unable to fulfill the job duties of his/her position if they were unable to drive".

Authorization to Operate UAMS and Private Vehicles on UAMS Business

A.             All UAMS drivers, as defined above, must maintain a valid driver’s license appropriate for the vehicle to be driven, in accordance with the requirements of all applicable Arkansas State Laws.  UAMS Divisions and or Department Heads should contact the State CDL-Coordinator, Donna Morgan at DFA-Revenue Division-Office of Driver Services, phone number (501)-682-1434, to determine the specific driver’s license that is required for the operation of each type motor vehicle and the license requirements for non-resident drivers.

B.              All drivers will be provided with copies of the UAMS Vehicle Safety Program Driving Safety Tips (Attachment 3).  Drivers must review the Driving Safety Tips and complete, sign and return an Authorization to Operate UAMS Vehicles and Private Vehicles on UAMS Business (Attachment 2) to OH&S at Slot 617.

C.              Access to driving records for resident drivers will be provided through the SVS System (State of Arkansas Website) through Information Network of Arkansas.   Driving records for non-resident drivers will be obtained by sending the signed Authorization forms to the Department of Finance and Administration, Office of Drivers Services.

PROCEDURES

Administrative action is required as follows (See the “Assessment of Points” section for the point values assigned for each moving violation):

1.  Drivers who have accumulated 10 through 12 Points on their current Traffic Violation Report

Authorization to drive on UAMS business will be suspended.  The driver is required to complete a UAMS defensive driving course prior to being reinstated to drive.   The employee (driver) must provide documentation of satisfactory completion to OH&S at Mail Slot #617.

2.  Drivers who have accumulated 13 through 15 Points on their current Traffic Violation Report

Authorization to drive on UAMS business will be suspended.  Authorization will be reinstated only after completion of a commercially available defensive driving course approved by UAMS or the National Safety Council at the employee’s expense.   The employee (driver) must provide documentation of satisfactory completion to OH&S at Mail Slot #617.

3.  Drivers who have accumulated over 16 Points on their current Traffic Violation Report

Authorization to drive on UAMS business will be suspended.  Authorization will be reinstated only after points on the current Traffic Violation Report drop to 15 or below.

4.  Drivers whose driving privileges have been suspended or revoked

In accordance with this policy drivers with suspended or revoked driving privileges will not be permitted to drive on UAMS business for the duration of the suspension.  Drivers who have had driving privileges restricted by the office of Driver Services may be authorized to drive on UAMS business as allowed by the restricted permit.

International Car Rentals

When traveling for business internationally, a UAMS traveler should accept the loss damage waiver (LDW) and liability coverage. The UAMS will reimburse the traveler for these charges when traveling on UAMS business.

Personal Automobiles

UAMS employees or students using their own automobiles to travel on official UAMS business must maintain adequate insurance for their protection and for the protection of any passengers.

UAMS will not reimburse employees for any vehicle repair costs or the deductible portion of their collision coverage.  If driving your own vehicle, your policy must cover vehicle damage and is primary for liability.

Reporting Accidents and Traffic Violations

Drivers must report accident and traffic violations to the Physical Plant Vehicle Control Officer as follows:

When operating a UAMS vehicle—within 24-hours of the occurrence or by the following business day.  When operating a private vehicle on UAMS business—within 7-days of the occurrence.

Backing of Vehicles

Whenever possible, the driver will position his vehicle so as to avoid the necessity of backing later.  Before entering the vehicle, the driver will check the rear clearance of the vehicle.  The driver will not back the vehicle unless such movement can be made with reasonable safety and without interfering with other traffic.

The driver of a large vehicle with an obstructed view to the rear will not back such vehicle unless a spotter signals that it is safe to do so.

Before and during backing movements, the driver will: (1) check blind zones for objects not visible in rear view mirrors; (2) watch both sides for proper clearance; and (3) back very slowly.

Misuse of UAMS Vehicles

The following conditions are considered to be a misuse of UAMS vehicles:

Motor Pool Vehicle Checkout Procedures

UAMS vehicles can be checked out of the Motor Pool by completing the form at “Attachment 1” and following the procedures outlined in Campus Policy Number 11.1.06 (Campus Motor Pool Vehicle Checkout) located in the UAMS Administrative Guide.

ASSESSMENT OF POINTS

The following Point values are determined by the State Office of Driver Services for Convictions of Moving Traffic Violations.

Violation Points Violation Points
Accident
Careless/negligent driver
Child restraint
CMV DUI control substance
CMV leaving scene
CMV refuse test
Defective brakes
Defective equipment
Defective lights
Negligent Homicide (1Yr rev of DL)
Driving left of center
Driving w/o lights
Driving while revoked DL
Driving while suspended
DUI .02 or more
DWI .04 or more
DWI .10 or more
DWI
Evading arrest with a motor vehicle
Failure to dim lights
Failure to keep a proper look out
Failure to maintain control  
Failure to obey traffic signal
Failure to report traffic accident
Failure to signal
Failure to yield  
Failure to stop and render aid
Following too close
Following too close CMV
Going wrong way		 3
3
0
14
6
14
0
0
0
0
3
3
3
3
14
14 
14
14
8
3
3
3
3
3
3
3
3
3
3
3		 Hazardous Driving
Impeding traffic
Improper backing
Improper lane change CMV
Improper entrance /exit
Improper towing
Improper turn
Inattention
Leave the scene of an accident
Defective tires
No liability insurance 
Other violations
Passing on wrong side
Passing stopped school bus
Prohibited pass
Racing 
Ran off the road  
Reckless driving CMV
Refuse intox test
Seatbelt not used
Speeding 0-10   
Speeding 11-14
Speeding 15-20
Speeding 21-30
Speeding 31 or more 
Speeding 0-14 CMV
Speeding 15 or more CMV
Unattended vehicle motor running
Unsafe driving		 3
3
3
3
3
3
3
3
8
0
0
3
3
8
3
8
3
8
14
0
3
4
4
5
8
3
6
0
3

  Attachment 1

CAMPUS MOTOR POOL VEHICLE CHECKOUT

UAMS VEHICLE REQUEST FORM

TO:  PHYSICAL PLANT

NOTE:  A COPY OF AN APPROVED TRAVEL AUTHORIZATION FORM FOR THIS TRIP MUST BE ATTACHED TO THIS VEHICLE REQUEST FORM.

Please reserve ________ University vehicle(s) for the following trip:

______ Mini-Bus (24-Passenger) ______ Mini-Van (7-Passenger) ______ Pickup______ Mid-Bus (28-Passenger)

______ Van (15 passenger) ______ Flatbed Truck______ Bus (49-Passenger) ______ Station Wagon

Destination(s):______________________________________________________________________________

(Include all travel destinations on this trip.)

Purpose of the Trip: ______________________________________________________________________________________

______________________________________________________________________________________

Account(s) to be charged:_________________________________________________________________

Date and Time to Pick Up Vehicle:_____________________________________________________________________

Date and Time to Return Vehicle:______________________________________________________________________

*Driver(s) of Vehicle(s):

Name___________________________________________Driver's License#_________________D.O.B.____________

Name___________________________________________Driver's License#_________________D.O.B.____________

Name___________________________________________Driver's License#_________________D.O.B.____________

Name___________________________________________Driver's License#_________________D.O.B.____________

*All drivers listed above must:  1) have a valid Driver’s or Chauffeur's License,  2) be employed by UAMS, and  3) be approved to drive by the UAMS's insurance carrier.

(Note: The faculty or staff driver responsible for the trip must pick up the reserved UAMS vehicle.)

"I certify that the above trip is for official State business only."

______________________________________________________________________________________

(Signature of Department Head & Date)

 

APPROVED:

 

 (Signature Vehicle Control Officer/Supervisor & Date)

 

Attachment 2

UAMS VEHICLE SAFETY PROGRAM
AUTHORIZATION TO OPERATE

UAMS VEHICLES AND PRIVATE VEHICLES ON UAMS BUSINESS

 

THE FOLLOWING MUST BE COMPLETED AND SIGNED BEFORE AUTHORIZATION TO DRIVE ON UAMS BUSINESS WILL BE GIVEN

 

Agency Code__150_           Department____________________________________Slot____________

 

Driver’s Name__________________________________Supervisor____________________________

Date Of Birth______/_______/__________

 

Drivers License Number___________________________ State Issued__________

 

Category Vehicle Use (mark all that apply, use “1” for primary use, “2” for secondary use, “NA” to those that do not apply.):

 

__           Permanent car assigned (01)

__           Employee drives departmental vehicle (02)

__           Employee drives motor pool vehicles (03)

__           Employee drives private car on UAMS business (04)

__            Employee drives rental vehicle on UAMS business (05)

__            Student driving any vehicle on UAMS business (06).

Initial Each of The Following:

____       I understand that as permitted by Arkansas Code Ann. §27-50-906 (6)(A), the Office of Driver Services will notify my employer each time a new violation is added to my driving record. I also understand that my employer has access to my driving record through the SVS System (State of Arkansas Website) through Information Network of Arkansas.

____       I understand that because of my driving record I may not be permitted to   drive on State business.

____       I will participate in all required Defensive Driving Classes.

____       I will report all accidents that occur on state business to my employer 1)within 24 Hours of the occurrence or by the next working day if the accident occurs in a State vehicle and 2)within 7 working days if the accident occurs in a private vehicle.

____       I have read the Driving Safety Tips provided by my employer.

____       I understand that I must maintain liability coverage, as required by State Law, on my personal vehicles that I drive on State business.

_____________________________________________________________
                   Employee Signature

______/_______/_________
Date

Attachment 3

 

UAMS VEHICLE SAFETY PROGRAM
DRIVING SAFETY TIPS