All accidents, regardless of how minor, involving University owned/leased vehicles are to be reported. Accidents must be promptly reported by the driver to UTAPD, EH&S, and to their supervisor. The driver shall promptly complete and submit an Application for Copy of Driver Record form requesting a current copy of their Motor Vehicle Report (MVR) showing a history going back at least 36 months that lists all convictions for traffic violations. The results of the Motor Vehicle Report will be reviewed by UTAPD and the ARB if appropriate
The ARB will conduct a review of all vehicle accidents that involve injuries requiring medical treatment, or property damage of $1000 or greater. The ARB shall make a preventability determination utilizing the "Vehicle Accident Classifications" criterion. The Board will consider only the facts and circumstances of each individual case in determining preventability. A driver's past driving history will have no bearing on this determination.
Additionally, the ARB will conduct a review of accidents, regardless of property damage amount, when a driver is involved in two or more accidents within any twelve-month period. The ARB will determine the appropriate recommendations for corrective actions, if any, at that time.
Accident Review Board Procedures
The chair shall set meeting dates and times. The chair shall provide all members of the board with a copy of the "Vehicle Accident Classifications" criterion to assist in determining preventable and non-preventable incident classifications.
The chair shall provide all members with a copy of the documents that will be reviewed during the board meeting. The driver's name and/or vehicle number should be "blacked out" from all reports before making copies for the board members' review. The chair shall ensure that no ARB member reviews their own incident.
The chair will present the facts about each accident under review. Accidents are referred to by the incident report number or date only. The driver's name should never be mentioned, nor should the driver appear in person before the board. The driver is represented by data on the accident report and other factual information.
When applicable, the accident facts are presented through the following information:
- Police Department reports
- Environmental Health & Safety reports
- Witness statements
- Written statement from driver
- Written statement from driver's supervisor
- Diagrams, photographs, and other evidence
The voting board members will then make a determination as to whether or not the accident was "preventable" or "non-preventable". The "Vehicle Accident Classifications" criterion will be used to make this determination. The guide is based on National Safety Council Rules.
The board will complete the "Vehicle Accident Review" form, which includes any recommendations for corrective actions, and forward the form to the Vice President for Administration and Campus Operations for review. These recommendations may include number of points to be assessed to the driver, recommendation to suspend driving privileges, and/or recommended changes to University vehicle driving policies and procedures. After review and approval by the Vice President for Administration and Campus Operations, EH&S will coordinate the implementation of the board's recommendations with the department administrators concerned.
Appeal of the Board Decision
The driver may appeal a decision within ten (10) days of receipt of the board's written notice by contacting the Vice President for Administration and Campus Operations in writing. The Vice President for Administration and Campus Operations will review the original decision and respond to the driver in writing within ten (10) days, advising them of the decision. The original ARB decision will stand unless there is a compelling reason to overrule. No additional appeals may be made, the decision of the Vice President for Administration and Campus Operations is final.
Ramifications of Preventable Accidents
When an accident requiring medical treatment or involving damage of $1000 or greater is determined to have been "Preventable", the ARB will apply points to the driver as described below. The accumulation of four (4) or more points from the ARB within any thirty-six (36) month period will result in the automatic revocation of University vehicle driving privileges. The points applied by the ARB are separate and are not added to the points determined from a driver's MVR check, as described in Section II, Requirements for the Authorization of Drivers.
Preventable Accidents Requiring Medical Treatment and/or Involving Damage of $1000 or Greater
- The first determination of a "Preventable" accident will result in a face-to-face meeting with the driver's supervisor. Consistent with the goals of the University, it is hoped that this meeting will raise the "awareness" of the driver, and ultimately result in safer driving habits. The driver will be required to complete the University's Defensive Driving Awareness Course. The driver will be assessed one (1) point if the accident involved a fixed object or two (2) points if the accident involved another moving vehicle or pedestrian.
- The second determination of a "Preventable" accident within a thirty-six (36) month period will result in a meeting with the supervisor and required completion of the University's Defensive Driving Awareness Course. The driver will be assessed one (1) point if the accident involved a fixed object or two (2) points if the accident involved another moving vehicle or pedestrian. Additionally, the driver will be suspended from driving a University vehicle for a period of ten (10) working days.
- The third determination of a "Preventable" accident within a thirty-six (36) month period will result in a meeting with the supervisor and required completion of the University's Defensive Driving Awareness Course. The driver will be assessed one (1) point if the accident involved a fixed object or two (2) points if the accident involved another moving vehicle or pedestrian. Additionally, the driver will be suspended from driving a University vehicle for a period of one (1) month.
- Below is a summary of consequences when the ARB determines an accident to be "Preventable".
Second Determination within 36 months
Third Determination within 36 months
Defensive Driver Training
Accident Involved Fixed Object
1 point accessed
1 point accessed
1 point accessed
Accident Involved Moving Vehicle or Pedestrian
2 points accessed
2 points accessed
2 points accessed
Driving Privileges Suspended
10 working days
Revocation of Driving Privileges
No - Less than four (4) points accumulated
Yes - Four (4) or more points accumulated
- Records will be maintained by EH&S. Copies will be forwarded for the employee's departmental file and the employee's Human Resources file.
Suspension of Driving Privileges
- If any single "Preventable" accident involves any one of the following, it will be recommended to the Vice President for Administration and Campus Operations that the driver be suspended from driving University vehicles. The Board will recommend the duration of the suspension depending on the circumstances.
- A conviction of legal intoxication or drug involvement while operating a University vehicle.
- A determination that the driver did not have a valid driver's license at the time of the accident.
- If the ARB determines that it is in the best interest of the University, it may recommend to the Vice President for Administration and Campus Operations that a driver be suspended from driving University vehicles, until such time as the outcome of a particular incident can be determined.
NOTE: Any employee who cannot perform the essential functions of his/her job because of suspension or revocation of University vehicle driving privileges may be subject to administrative/disciplinary action such as reassignment, suspension without pay, demotion, or termination of employment. For additional information regarding discipline and discharge refer to Discipline and Discharge Policy (Procedure 3-27).