Purpose  Scope Policy Appendix A:  Types of Violations Form: Vehicle Safety Policy Review Checklist Form Instructions "Quick Print" Form     (Print a blank form ready to use in a typewriter or to fill out by hand.)

Effective May 1999, the Vehicle Safety Policy Review Checklist is available in "Quick Print" format.

To promote motor vehicle safety by establishing driver qualification criteria and by ensuring that all university employees operating state-owned vehicles are trained in all aspects of motor vehicle safety. This training is required by the state's insurance carrier.

Applies to all faculty, staff, and students who operate state-owned vehicles including motor fleet vehicles for lease.

1.     Driver Definitions.
 The following are the two categories of drivers that may operate state vehicles:
- Occasional Drivers are defined as faculty, staff, or student employees requesting
   temporary use of a state vehicle in the course of their employment.
- Primary Drivers are defined as those faculty, staff, or student employees that drive
   a state vehicle as a routine part of the job duties.


2.    Driver Qualification Guidelines.
Eligibility to operate a state vehicle is governed by the following requirements: (a) current operator's license,  (b) Motor Vehicle Record Review, and  (c) completion of required training.
 

a.    Operator's License.   All persons operating a state motor vehicle are required to possess a current operator's license with the appropriate endorsement for the vehicle being driven. Employees may operate a UNCW vehicle for a period not to exceed 30 days if they possess a valid driver's license from another state. New employees, holding out-of-state licenses, have 30 days from date of hire to obtain a North Carolina license. Student employees are exempt from the North Carolina license requirement, but they must have a valid driver's license.

b.   Motor Vehicle Record Review.  A Motor Vehicle Record (MVR) review is required prior to allowing an individual to operate a state vehicle. See policy statements 3. and 4. for further information regarding specific guidelines for primary and occasional drivers.

c. Training Requirements

(1)    Occasional drivers with unsatisfactory driving records (a statutory or major violation within the past three years) will be required to complete the Safe Driver Training Course prior to using a state vehicle.

(2)    All primary drivers will be required to complete the Safe Driver Training course by December 31, 1993, (or within 90 days of employment date).


3.    Additional Safety Guidelines Governing Operation of State Vehicles by Occasional Drivers.
 

a.     A copy of the employee's current operator's license must be presented to Motor Fleet management when requesting use of a Motor Fleet vehicle. If requesting temporary use of a departmental vehicle, the department head is responsible for ensuring license requirements in policy statement 2 are met.

b.    A Motor Vehicle Record (MVR) review will be performed by Motor Fleet at the time of a request to use a Motor Fleet vehicle. The employee will receive approval by Motor Fleet to operate a university vehicle provided his/her driving record is satisfactory as defined in Appendix A (no statutory or major violations within the past three years).


4.    Additional Safety Guidelines Governing Operation of State Vehicles by Primary Drivers.
The following guidelines govern a primary driver's eligibility to be on the department's authorized list of drivers:

 
a.    A copy of the employee's current operator's license as required by policy statement 2 and a Vehicle Safety Policy Review Checklist (see preparation instructions) must be on file in the employee's department.

b.    The employee's department shall request from the University Police Department a Motor Vehicle Record (MVR) check for all authorized persons driving for the department. This MVR shall be reviewed and documented by departmental management on a semi-annual basis.

c.    Primary drivers must maintain a satisfactory driving record as a condition of continuing employment. Employees found to have a major or statutory violation (see Appendix A) within the past three years may be removed from the department's authorized list of drivers.

d.    Employees who operate a university vehicle as part of their job are required to notify management within 24 hours when they receive a motor vehicle violation. (See Appendix A for definition.)


5.    Hiring Guidelines.

 
a.    The hiring department will identify all employees whose job description requires driving as part of the job and will notify Human Resources of these individuals and positions.

b.    Hiring procedures for a primary driver will include a Motor Vehicle Record (MVR) review prior to hiring. The hiring department will request a Motor Vehicle Record review from the University Police Department.

c.    The University Police Department, by law, may give only a verbal indication of a satisfactory or unsatisfactory driving record based on the criteria listed in Appendix A. If the hiring department wants a specific list of infractions in writing, they must complete Form DL-49 (which can be obtained from University Police) and send the form and a $5.00 processing fee to the address indicated on the form.


6.    Safe Driver Training Course.
Safe Driver Training Courses will be provided by the University Police Department and will be scheduled every 90 days (January, April, July, and October).

7.    Accident Investigations.
All accidents involving state motor vehicles shall be investigated by the University Safety Department, whether the university operator was cited as being at fault or not. An effort shall be made to determine preventability through safe and cautious operation an/or the application of defensive driving techniques. The findings of accident investigations shall be discussed in a conference between the Safety Officer, the operator, and the operator's immediate supervisor and will be used to provide additional training or retraining to the operators involved.

8.    Departmental Responsibilities.

 
a.    Each supervisor must review the Vehicle Safety Policy with each new employee before authorizing the employee to operate a UNCW vehicle. Supervisors are required to complete the Vehicle Safety Policy Review Checklist for each primary driver.
b.    Department heads are responsible for ensuring that all vehicle operators receive adequate training in the safe operation of vehicles and, therefore, will:
• Require all employees and student employees who routinely operate UNCW vehicles to attend the Safe Driver Training Course within 90 days of their employment date.
• Offer additional training required to ensure the safe operation of specially equipped vehicles.
• Require current vehicle operators to attend one of the vehicle safety refresher classes every three years as scheduled by the University Police Department to reinforce previous training and receive updates and additional information.
c.    Departments are required to maintain driver qualification files for persons authorized to drive for the university. These files should include:
• An employment application
• MVR reference check
• Copy of operator's license
• Vehicle Safety Policy Review Checklist
• Documentation of all vehicle training
• List of vehicle types authorized to operate
• A driving history (for each employee involved in an accident or incident)


d.    Departments shall conduct a semi-annual driver's license inspection to determine that each motor vehicle operator holds a valid license and is complying with all restrictions.
e.    Departments are required to notify the Risk Management Office (in the VCBA office) if a vehicle operator's driver's license is suspended or revoked.

Appendix A:    Types of Violations

1.    Operating an unregistered vehicle.
2.    Using a false registration or license.
3.    Driving while license is under suspension.

1.    Repeated speeding (an accumulation of 8 points during a three year period).
       Repeated traffic control violations.

2.    Driving while intoxicated.

3.    Reckless driving resulting in bodily injury or property damage.

4.    Hit and run.

5.    Negligent homicide.


NOTE: For purposes of this policy, an employee having no statutory or major violations within the past three years is considered to have a satisfactory driving record.

A.    Purpose.

This form is used as a checklist to certify that all aspects of the Vehicle Safety Policy have been reviewed with any new employee whose job requires driving a state vehicle as a routine job function. This form must be completed prior to allowing any primary driver to operate a state vehicle.

Click here to print a blank "Quick Print" form ready to fill out by hand or use in a typewriter.

When completed, the original of this form should be placed in the employee's driver qualification file maintained by the employee's department. Forward a photocopy of the completed form to the Risk Management Office (VCBA Office).