Environmental Health & Safety Manual (EHS)

Effective: 8/5/2008

Revised: 11/1/2017

EHS 119: Motor Fleet Safety

Purpose

To reduce the potential for injury to occupants of university-owned, leased, or rented vehicles used for official business

To reduce property damage resulting from motor vehicle-related accidents

To comply with Arizona Administrative Code

Sources

Code of Federal Regulations (CFR) Title 48, Section 52.223-18 “Encouraging Contractor Policies to Ban Text Messaging While Driving”

Arizona Administrative Code (ADOA) R2–10–207.12

Applicability

All ASU employees and volunteers who operate university-owned, leased, or rented vehicles used for official business.

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 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: “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, leased, or rented vehicle has a valid United States driver’s license of the appropriate class and for maintaining and conducting regular inspections, as identified in FAC 204: “University Vehicle Policy,” of university-owned, leased, or rented vehicles assigned to the department.

Individuals who operate a university-owned, or leased, or rented vehicle, while on official business, must attend a training program approved by EH&S as identified in this policy and wear seat belts in all vehicles that make them available.

Individuals who operate a university-owned, leased, or rented vehicle, while on official business are responsible for the prompt payment of fines for any traffic citations received while operating a university vehicle. Under no circumstances may citations be paid with university funds.

Contractors and their employees are not allowed to drive university vehicles.

The use of cell phones or other hand-held electronic devices for text messaging, e-mailing, instant messaging, obtaining navigational information, or engaging in any other form of electronic data retrieval or electronic data communication is strictly prohibited, except as otherwise permitted in this policy. This does not include glancing at or listening to a navigational device that is secured in a designed holder affixed to the vehicle provided that the destination and route are programmed into the device before operating the vehicle.

Procedure

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

Each department supervisor is to identify employees under his or her supervision who will operate a university-owned, leased, or rented vehicle, for official business purposes, and ensure that each identified employee has a valid United States driver’s license of the appropriate class and attends training within three months of assignment.

Each employee and volunteer operating a university-owned vehicle, leased, or rented vehicle, for official business, is responsible for the following:

1. having a valid United States driver’s license of the appropriate class(es)
2. completing the Driver Authorization form in the system of record
3. using seat belts in all vehicles that provide them
4. using a cell phone, or other hand-held electronic device, only in case of an emergency or in a hands-free mode
5. completing training requirements
6. conducting pre-trip inspections as identified in training
7. reporting to his or her supervisor any change in the status of his or her driver’s license

   and

8. completing an Incident Report and Vehicle Loss Report in the event of an accident.

EH&S is responsible for the following:

1. developing and offering 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

   and

4. maintaining a Frequently Asked Questions (FAQ) website related to this policy.

Risk & Emergency Management is responsible for the following:

1. coordinating the Vehicle Accident Review Committee meetings

   and

2. notifying any employee (and his or her supervisor) who has acquired six points in the most recent 39-month period of the requirement. The Arizona Administrative Code requires ASU to take certain actions based upon the total accumulated points and/or driver's status reflected on the MVR. Actions may include the requirement to take refresher training. If driving is an integral part of the employee's duties as identified in the employee's job description or similar document, an employee may be subject to disciplinary action up to including termination per SPP 319.

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 Risk Management of any employee (and his or her supervisor) who has acquired six points in the most recent 39-month period of the requirement.

To schedule training for individual departments and units, contact EH&S at 480/965–1823. To register for training courses, please go to the EH&S Training Web site and select the appropriate campus for class dates and times. If you encounter difficulties with the registration process, contact ASKEHS@asu.edu.

Cross-References

For more information, see:

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


2. EHS 115, “Incident Reporting and Investigation”


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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