Driving Records/Training

Responsible Officer: Vice President for Administration and Campus Operations

Sponsoring Department: Environmental Health & Safety

Revision Date: 07 November 2014

Errors or changes to: aim@uta.edu

Procedure Objective

The purpose of this procedure is to outline the responsibilities and procedures covering the authorized use of University-owned and operated vehicles, procedures for updating the inventory of vehicles for insurance purposes, requirements for the use of vehicles, requirements for authorization of drivers, and guidelines for reporting vehicle accidents.

It also serves as a comprehensive guide for University employees regarding the management of risk as well as operational and legal issues associated with the use of motor vehicles on University business.

The Vice President for Administration and Campus Operations is responsible for full implementation of the requirements outlined within this policy.

Scope

This procedure applies to all University employees who are required or allowed to drive University-owned or leased vehicles in the course and scope of their regular job duties for official University business.

Responsibilities

Authorized Drivers: It is the responsibility of the employee to sign and submit the "Application for Copy of Driver Record" to have their driving record reviewed and approved annually, and to complete the required driver training courses every three years to remain a current authorized driver. If an authorized driver is involved in an accident while driving a university vehicle, they must notify the Environmental Health & Safety Office with details as soon as possible.

Supervisors: It is the supervisor's responsibility to ensure that employees in their department who operate university vehicles are current on all requirements and are authorized to drive.

UT Arlington Police (UTAPD): UTAPD submits all employee requests for driving records to the Texas Department of Public Safety and reviews information contained in these records to determine if they are acceptable or not acceptable, then sends copies of individual results to EH&S for filing.

Environmental Health & Safety: The Environmental Health & Safety Office (EH&S) is responsible for administering and maintaining documentation of driving training and approved driving records, and compiling a list of authorized drivers for the University. Also coordinates the reporting of all accident claims to The University of Texas System (UT System).

Procedures


Section I. General Policy

The University recognizes a responsibility for UT Arlington motor vehicles to be operated in a safe manner. Therefore, before employing a person as a driver of a University-owned vehicle for official University business, it is the policy of UT Arlington to request from the Department of Public Safety a Motor Vehicle Report (MVR) showing a history going back at least 36 months that lists all convictions for traffic violations issued to the potential employee and a verification that the person has a valid Texas driver's license.

Incumbent authorized drivers will have their motor vehicle driving records checked as follows:

  • At least every twelve months after initially authorized;
  • Promptly after the employee has been involved in an automobile accident while driving on official University business; and
  • Promptly after the employee receives a moving traffic citation while on official University business.
Section II. Requirements for the Authorization of Drivers

Authorization of drivers for the use of vehicles for official University business shall be limited to employees of the University unless otherwise approved in writing by UT Arlington's Vice President for Administration and Campus Operations, who may use his discretion to approve the limited use of any University-owned, leased, or rented motor vehicles for official University business. This approval authority applies only to:

  1. third-party contractors utilizing University-owned vehicles for the purpose of meeting their responsibilities under a University contract. All contracts that may allow the use of University-owned vehicles by non-employees shall be reviewed by U. T. System Office of Risk Management to ensure that adequate transfer of liability is included in the contract language; and
  2. use of University-owned vehicles by nonstudent volunteers.

UT Arlington's Environmental Health & Safety Office will maintain a list of authorized drivers of University-owned vehicles to include:

  • Driver's name (as it appears on his or her license);
  • Department assigned to;
  • Driver's license number;
  • Date of birth;
  • Driving status (acceptable or not acceptable);
  • Date of last training/counseling; and
  • Notations regarding any misconduct with the vehicle or any reprimands concerning his or her driving.

Authorized drivers and applicants seeking a position that requires authorization to operate a University-owned vehicle will be evaluated on the most recent three-year history reflected on their MVR and points will be assigned accordingly. If the total points equal four or more for the immediate preceding 36 months, the person shall not be authorized to operate a University-owned vehicle. If UT Arlington is unable to obtain a three-year driving record history, then UT Arlington's Vice President for Administration and Campus Operations may use his/her discretion to authorize the employee to operate a University-owned vehicle for official University business.

Type A Violations

Convictions for Type A violations appearing on the MVR count as four (4) points against an authorized driver's or applicant's record. Type A violations include:

  • Criminal negligent homicide - 1st or 2nd degree
  • Driving while intoxicated
  • Driving while under the influence of drugs
  • Drag Racing / Speeding Contest
  • Aggravated Assault with motor vehicle
  • Driving while license suspended
  • Murder - with motor vehicle
  • Reckless driving
  • Fleeing from police officer
  • Felony use of Commercial Motor Vehicle (CMV) - controlled substance
  • Felony use of CMV
  • Driving while license disqualified - CMV

For the purposes of this policy, the definition of a DUI/DWI conviction means: being convicted, receiving a probated sentence, or pleading no contest for driving a commercial or non-commercial vehicle under the influence of alcohol or drugs, or while intoxicated.

Type B Violations

Convictions for Type B violations appearing on the MVR count as one (1) point against an authorized driver's or applicant's record. Type B violations are all moving traffic violations not listed above as a Type A violation. Type B violations do not include non-moving administrative offenses (examples: outdated inspection stickers, no proof of insurance, license plate missing).

At-Fault Accidents

Each at-fault accident appearing on an MVR counts as two (2) points. If a moving traffic violation conviction appears on a driving record along with an accident on the same date, this usually means that person was at-fault in the accident. Accidents shall be reviewed and the insurance company and University business office, or other office designated by the Vice President for Administration and Campus Operations, shall make a determination if there is an at-fault question. Accident reports may be obtained from the Texas Department of Public Safety.

Reporting Responsibilities

An authorized driver of a University-owned vehicle shall immediately report to his or her supervisor a suspension or revocation of his/her driver's license or any Type A violation as defined in this procedure, including the nature of the charge, the pleas entered by the driver, the scheduled court date, and the findings of the court. An employee who fails to provide required notice shall be subject to disciplinary action up to and including dismissal. Additionally, an authorized driver shall promptly report to his or her supervisor if he/she has been involved in a Type B violation as defined by this procedure or an at-fault automobile accident while operating a University-owned vehicle for official University business.

An employee who operates a University-owned, rented, leased, or personal vehicle for official University business at a time when his or her license was suspended or revoked, shall be subject to disciplinary action up to and including dismissal.

Section III. Driver Training

UT Arlington requires driver training for each authorized driver of University-owned vehicles at least every three years. Driver training may include, but is not limited to:

  • Defensive Driving
  • One-day seminars on driving improvement
  • Driver training videos on specific driving skills in which the driver may be deficient; or
  • Hands-on, behind-the-wheel training
Commercial Driver's License (CDL)

A CDL is required of authorized drivers who operate commercial motor vehicles (CMVs) for official University business if one of the following conditions is met:

  • has a gross combination weight rating of 11,794 kilograms or more (26,001 pounds or more) inclusive of a towed unit(s) with a gross vehicle weight rating of more than 4,536 kilograms (10,000 pounds);
  • has a gross vehicle weight rating of 11,794 or more kilograms (26,001 pounds or more);
  • is designed to transport 16 or more passengers, including the driver; or
  • is of any size and is used in the transportation of hazardous materials as defined in 49 U.S.C. 5103 and is required to be placarded under 49 Code of Federal Regulations (CFR), Part 172, Subpart F.

In accordance with the US Department of Transportation's Federal Motor Carrier Safety Regulations, 49 CFR Parts 40 and 382, employers shall test drivers holding a CDL for drugs and alcohol. The regulations call for pre-employment, post-accident, reasonable suspicion, random, return-to-duty, and follow-up drug and alcohol-testing program that meets the regulatory requirements.

Section IV. General Requirements for the Use of Vehicles

Vehicles shall be used legally, courteously and safely. To reduce the risk of accidental loss associated with the use of vehicles by the University, UT Arlington has adopted a comprehensive fleet safety program to include policies and procedures for the following: minimum driver standards, driver's motor vehicle record checks for authorized drivers and potential drivers, post-accident reviews and remedial actions, driver training, drug and alcohol testing for drivers of commercial motor vehicles, and other policies and procedures consistent with the State Vehicle Fleet Management Plan and UT System Administrative Policy UTS157.

Section V. Operation of 12 and 15-Passenger Vans

12 and 15-passenger vans will only be operated by experienced, authorized drivers who understand and are familiar with the handling characteristics of the vans, especially when the van is fully loaded.

  1. Training
    In addition to the above requirements for approval to drive University vehicles, each driver of University-owned, rented, or leased 12 and 15-passenger capacity vans is required to attend specialized driver training at least every three years. The van-specific training consists of an online course plus a behind-the-wheel on-the-road driving test. To access the 12 and 15-passenger van-specific course go to http://www.uta.edu/ra/real/loginscreen. Please visit the EH&S website to obtain the dates and times of upcoming behind-the-wheel training.
  2. Other Requirements:
    1. 12 and 15-passenger vans shall not be used to carry more than nine occupants (including the driver) at any one time, except as provided in the following sentence. At the discretion of the Vice President for Administration and Campus Operations, an institution may use a 12 and 15-passenger van to carry between 10 and a maximum of 15 occupants (including the driver) on inner-campus, nonpublic streets only, provided that: (1) the van does not cross over or travel on public streets; and (2) the van is not driven at a speed in excess of the posted campus speed limit, or in excess of 15 mph if there is no posted campus speed limit.
    2. Seat belt use is required at all times by all occupants of 12 and 15-passenger vans.
    3. Vehicles shall be properly loaded - consult the owner's manual to determine the maximum load for the vehicle and the proper distribution of that load. Passengers shall be seated only in recognized seats and in an arrangement designed to spread out the load. Luggage shall be placed in the rear behind the last seat and shall not be allowed on the roof when the van is being operated.
    4. Tires shall be inspected to assure that they are properly inflated and not worn.
    5. A driver may not operate the vehicle for more than 10 hours in a 24-hour period. Trips requiring more than ten hours driving time to reach a point of destination will require overnight lodging.
    6. Van drivers shall take a mandatory 30-minute rest break every four (4) hours.
    7. For trips scheduled for longer than two (2) hours, assign a navigator to assist each driver. The navigator must stay awake while on duty.
  3. Special 12-Passenger Van Provisions for Newer Vehicles:
    Institutions that purchase or rent a 12-passenger van that meets all of the following criteria may forgo the nine-passenger-only limitation:
    1. 12-passenger vans must not be a converted, modified, or otherwise altered 15-passenger van.
    2. 12-passenger vans must have a wheel base of approximately 135 inches or more.
    3. 12-passenger vans must not have the ability to seat more than 12 passengers including the driver and have assigned seat belts for each seat.
    4. 12-passenger vans must be equipped with an Electronic Stability Control (ESC) or Traction Control System (TCS).
    5. 12-passenger vans should also be equipped with other safety features, such as front and side curtain bags, antilock brakes, and a tire pressure monitoring system.

If you have any questions regarding this subject, please refer to Section 6 of UTS 157, or contact the Environmental Health & Safety Office at 817-272-2185 or ehsafety@uta.edu.

Section VI. Low Speed Vehicles (LSV)

In order to be authorized to drive low speed vehicles, drivers must meet the same requirements they are subject to in order to drive any University vehicle. EH&S has established a prescribed Low Speed Vehicle Travel Route to minimize the risk of injury associated with LSV accidents. Under no circumstances are LSVs allowed to travel on any part of Cooper Street. EH&S also advocates that LSVs limit travel on other major thoroughfares such as Davis Street, Mitchell Street and UTA Boulevard. When moving from one side of campus to the other, it is recommended that LSVs cross Cooper Street on Nedderman Drive.

Section VII. Insurance Coverage
  1. University-Owned Vehicles (including long-term {greater than 6 months} lease vehicles)
    Under the provisions of Texas Civil Practice and Remedies Code Section 101.027 and Texas Government Code Section 612.002, liability insurance has been purchased for officers and employees of the University covering liability arising from the use and operation of University-owned and operated vehicles while on official University business. The Office of Risk Management procures any necessary insurance coverage and issues certificates of insurance.

    Automobile liability coverage is provided for authorized drivers of University-owned vehicles through the System-wide automobile liability policy. Under the terms of the policy, the insurance company will periodically audit the inventory of vehicles covered. To assist in this audit, each institution's fleet contact shall update all vehicle information (additions, deletions and changes) through The University of Texas System Risk Management Information System. When performing updates, the fleet contact shall assign a Vehicle Classification Rating to each vehicle in accordance with the "Motor Vehicle Classification Schedule" found in Appendix A. Fleet contacts shall update their vehicle information as soon as possible after receiving information requiring an update.

    Liability and physical damage insurance is provided by the University for University-owned vehicles. A deductible will be charged to the employee's department or the student organization budget in the event of an accident. The University employee responsible for the vehicle may be personally liable for the entire loss if the University vehicle is used by an unauthorized individual.
  2. Rental (Hired) Vehicles (including short-term {less than 6 months} lease vehicles)
    With limited exceptions, when an employee rents a vehicle from a rental company under contract with The UTS Rental Agreement, liability, comprehensive and collision insurance coverages are automatically provided. The "Hired/Non-Owned" policy provides coverage that is in excess of the insurance secured through the rental agreement. When a provider under the UTS Rental Agreement is not used, employees should purchase the Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW) from the rental company (this is a reimbursable expense).

    When an employee does not purchase the Collision Damage Waiver (CDW) or Loss Damage Waiver (LDW), the Hired/Non-Owned policy will provide liability, comprehensive and collision coverage after applicable deductibles.

    Departments should notify EH&S at least 72 hours prior to the trip if any rental vehicle is to be taken off road, or if a vehicle is being rented or leased for extensive travel (travel outside of the 48 contiguous states, or rented or leased for more than 30 days).

    The following information must be provided with the notification:

    Dates insurance coverage is needed;
    City and state where the vehicle is being rented;
    Name, address and phone number of the rental company;
    Make, model, license number, vehicle identification number and value of vehicle;
    Names of the individuals who will be driving the vehicle; and
    Purpose of the rental.

    If a rental or leasing company requires a copy of the Certificate of Insurance before releasing the vehicle, University departments should contact EH&S to obtain a copy of the UT System Liability Certificate. The same information listed above will be required.

    If a rental vehicle is involved in an accident, both the driver and institution shall follow the post-accident claim instructions in this procedure.
  3. Personal (Non-University Owned) Vehicles
    Employees are strongly discouraged from using personal vehicles for conducting official University business. When the employee utilizes their own vehicle to conduct official University business, their personal auto insurance will be primary at all times. Each employee should be aware of the following:

    1) that they must have a valid driver's license issued by the state where they permanently reside that is not currently suspended or revoked;
    2) that they must carry auto liability insurance that meets the minimum requirements in their state of residence; and
    3) that the U.T. System Hired/Non-Owned policy of insurance is secondary to the employee's personal auto liability insurance in the event of any claim or litigation.

    The Hired/Non-Owned policy provides liability-only coverage for employees using their personal vehicles while conducting official University business. This coverage is secondary to any personal auto insurance the employee has, and is only for property damage or bodily injury to third parties. It does not provide any physical damage coverage for damages sustained to the employee's vehicle.

    If an employee using his or her personal vehicle for official University business is involved in an accident, they should notify EH&S immediately or by the next business day. Employees shall follow the post-accident claim procedures in this document if a personal vehicle is involved in an accident while being used for official University business.
  4. Other Insurance Coverages
    Insurance covering physical damage to a University-owned or leased vehicle is also available to institutions. This coverage is typically purchased for newer vehicles or when lease terms require physical damage insurance. The Office of Risk Management automatically obtains quotes for physical damage on vehicles two years old or newer. The institutions have the option to reject physical damage coverage once it has been quoted by removing those vehicles from the schedule.
  5. Travel Outside of the United States of America
    The Office of Risk Management has purchased a Foreign Package Policy that provides coverage for autos used outside of the United States of America, its territories and possessions, Puerto Rico, and Canada. This policy provides liability and physical damage coverage for both private owned passenger vehicles and hired/non-owned vehicles. Most rental car agencies in foreign countries will require that their insurance be purchased in order to rent their vehicles. The foreign business auto liability insurance would be excess over the coverage that is purchased from the rental agency.

    The Office of Risk Management has also purchased a Mexico Tourist Policy. When traveling into Mexico on official University business, UT System drivers must have in their possession a vehicle specific Mexico auto identification card and a copy of the Mexico Tourist Policy. These documents are required to be carried by Mexico law. The Mexico Tourist Policy provides liability and physical damage coverage for owned private passenger autos and hired vehicles, and liability for non-owned vehicles.

    Each year prior to renewal of the Mexico Tourist Policy, departments must advise EH&S of any University-owned vehicles that will be used for Mexico travel throughout the year. Departments must provide the year, make, model, and vehicle identification number of the vehicles they want listed on the policy. EH&S will give a Mexico auto identification card for these vehicles as well as a copy of the policy. If a University-owned vehicle that was not submitted for renewal is being used, contact EH&S and provide the year, make, model, and vehicle identification number of the vehicle. EH&S will obtain and supply a Mexico auto identification card and a copy of the policy.

    Additionally, the Office of Risk Management has obtained approval from UT System Rental agreement providers allowing the University to use its Mexico Tourist Policy to cover their rented vehicles when traveling into Mexico. Departments who wish to rent a vehicle in Texas for use in Mexico should contact EH&S at 272-2185 for requirements and to obtain quotes for insurance.
Section VIII. Post-Accident Claims Procedure

Reporting procedures shall ensure that authorized drivers understand their claim handling and reporting responsibilities so that the Vice President for Administration and Campus Operations or designee is immediately made aware of any incidents that could lead to a claim under any automobile insurance coverage purchased by or for the benefit of the institution.

  1. Driver Responsibilities

    While at the scene of the accident, authorized drivers shall attempt to obtain as much information as possible, including the license plate number of any vehicles at the scene, names and insurance information from the other parties involved in the accident. As soon as possible, the authorized driver shall provide this information to EH&S.

    Authorized drivers of University-owned vehicles should advise other parties involved in the accident that the accident will be reported to the University's insurance company, who will be in contact with the claimant. Authorized drivers should not make any representations regarding insurance coverage or admit fault to other parties involved in the accident. The insurance company's adjuster will make the determination of coverage available under the insurance policy and assess liability.

    If an authorized driver is involved in a vehicle accident off-campus and the Police Department having jurisdiction does not issue a police report, then the authorized driver should submit a UT Arlington Vehicle Accident Report. This form should be carried in all University vehicles along with the proof of insurance. The authorized driver should submit this form within two (2) business days to EH&S via email to ehsafety@uta.edu, by fax at 817-272-2144, or in campus mail to Box 19257.

  2. Institution Responsibility

    EH&S will coordinate all reporting of accident claims to the UT System Office of Risk Management. The authorized driver involved in the accident shall provide all appropriate information to EH&S as soon as possible.

Section IX. Accident Review Board
  1. Purpose
    The objective of the Accident Review Board (ARB) is to encourage safe driving habits by UT Arlington employees and reduce the occurrence of preventable motor vehicle accidents involving University employees. The ARB will review the causes of vehicle accidents to determine if they may have been preventable in an effort to generate recommendations to drivers, supervisors, and administrators to assist in the prevention of similar accidents.
  2. Board Reporting and Membership
    1. The ARB reports to the Vice President for Administration and Campus Operations. The Board will provide written reports which summarize the review process for each accident investigated. The chair is responsible for submitting reports to the Vice President for Administration and Campus Operations.
    2. The Board will meet on a monthly basis, or at the call of the chair according to need. A minimum of three (3) voting members must be present to constitute a quorum.
    3. The Board shall consist of the following members:
      • Chair - Chief of Police or Appointed Designee (non-voting member)
      • Director of Office of Facilities Management
      • Director of Environmental Health & Safety
      • Vehicle Fleet Manager
      • EH&S Insurance/Risk Management liaison
      • Human Resources representative
Section X. Review of Accidents

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

  1. 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.
  2. 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.
  3. 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.
  4. Below is a summary of consequences when the ARB determines an accident to be "Preventable".

    Preventable Accident

    First Determination

    Second Determination within 36 months

    Third Determination within 36 months

    Meeting w/Supervisor

    Yes

    Yes

    Yes

    Defensive Driver Training

    Yes

    Yes

    Yes

    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

    No

    10 working days

    1 month

    Revocation of Driving Privileges

    No

    No - Less than four (4) points accumulated

    Yes - Four (4) or more points accumulated

  5. 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
  1. 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.

    1. A conviction of legal intoxication or drug involvement while operating a University vehicle.
    2. A determination that the driver did not have a valid driver's license at the time of the accident.
  2. 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).

Definitions

Authorized driver: An employee of The University of Texas System ("University") who is eligible to operate a University-owned vehicle for official University business. To be eligible, an employee must hold a valid Texas driver's license, have an acceptable driving record, and complete the required driver training.

Commercial Motor Vehicle (CMV): The U.S. Department of Transportation - Federal Motor Carrier Safety Administration defines a CMV as any self-propelled or towed motor vehicle used on a highway in interstate commerce to transport passengers or property when the vehicle:

  1. has a gross combination weight rating of 11,794 kilograms or more (26,001 pounds or more) inclusive of a towed unit(s) with a gross vehicle weight rating of more than 4,536 kilograms (10,000 pounds);
  2. has a gross vehicle weight rating of 11,794 or more kilograms (26,001 pounds or more)
  3. is designed to transport 16 or more passengers, including the driver; or
  4. is of any size and is used in the transportation of hazardous materials as defined in 49 U.S.C. 5103 and is required to be placarded under 49 CFR, Part 172, Subpart F.

Employee: a person employed in the service of the University under an appointment or oral or written express contract for hire whose name appears on UT System payroll.

Institution: Institutions include UT Arlington, UT Austin, UT Brownsville, UT Dallas, UT El Paso, UT Pan American; UT Permian Basin, UT San Antonio, UT Tyler, UT Southwestern Medical Center Dallas, UT Medical Branch Galveston, UT Health Science Center Houston, UT Health Science Center San Antonio, UT M.D Anderson Cancer Center, UT Health Center Tyler, and UT System Administration.

Low Speed Vehicle (LSV): A LSV is a vehicle that has a top speed of less than 35 miles per hour. LSVs may include golf carts, golf cart-type LSV, Mules, Bobcat utility carts, gators, ATVs, and mule-type LSV (i.e., designed by the manufacturer primarily for transporting persons with the option of a cargo bed).

Official University business (as it relates to driving): Driving a vehicle during the course and scope of employment for the University regardless of the frequency of driving or operating duties.

University-owned vehicle: A vehicle to which the University holds title or a vehicle leased by the University for more than six months.

Vehicle: Equipment of a motorized, vehicular nature, which requires a state driver's license to operate. This does not include riding lawnmowers or other vehicles that normally operate off public thoroughfares, except for incidental crossing of a public roadway.

Rationale

The University recognizes a responsibility for UT Arlington motor vehicles to be operated in a safe manner. Vehicles shall be used legally, courteously and safely. This policy has been developed to reduce the risk of accidental loss associated with the use of vehicles by the University.

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards
UT System Administration, Policy UTS157Environmental Health & Safety website: Driving UT Arlington Vehicles

Appendices

Contacts

If you have any questions about this procedure, contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in procedureEnvironmental Health & Safety
(817) 272-2185ehsafety@uta.edu
Website accessAdministrative Information Management(817) 272-0222aim@uta.edu
http://www.uta.edu/aim