MEMORANDUM

To: Vice Presidents, Deans, and Department Heads

From: Rick Schupp, Director

Subject: Driver Safety Recommendations

Date: June 12, 2002

In an effort to provide guidance to departments on who should be permitted to drive vehicles to transport passengers on behalf of the University, we have developed some guidelines for your use. Although there are clear guidelines on who can drive University buses, for instance, there have not been any guidelines to assist department heads on deciding who should be allowed to transport passengers for the University in smaller vehicles.

For example, we often get questions from departments wanting to transport students for one reason or another, and they want to know what to consider before allowing someone to transport students. This is certainly appropriate, since the driver, the department head giving permission, and the University are potentially at risk for any liability that may result from the activity. We hope that by providing you with the attached guidelines, this will give you something to refer to when faced with the decision of who should be permitted to transport passengers on behalf of the University.

As the University strives to fulfill its primary mission of providing excellent instruction, research, and public service, our goal is always to do so while promoting safety to our students, employees, and the general public.

cc: Yoke San Reynolds

For your information and guidance, suggested driver safety recommendations when using vehicles to transport passengers are provided below (note: 15 passenger vans can no longer be used to transport passengers):

1. Drivers of large passenger vehicles or vehicles that hold more than 8 occupants, who will be transporting passengers should have a CDL* or meet the following requirements:

a. Drivers who have not had previous experience with a particular vehicle should spend an adequate amount of time driving that vehicle prior to transporting passengers, preferably in various types of traffic conditions, so that they become thoroughly familiar with the vehicle, and, when possible, accompanied by a driver with experience driving the same type of vehicle.

b. Students who are not employees should not transport passengers in these vehicles.

c. Minimum age of the driver should be 21 unless the driver has a CDL or EVOC Certification. Every driver should of course possess a valid driver's license.

d. Drivers should have a minimum of two years driving experience.

e. It is preferable that a driver's motor vehicle report not show two or more at fault accidents and/or serious moving violations in the past year, nor three or more at fault accidents and/or serious moving violations in the past three years. There should be no violations related to alcohol or drugs in the past five years. If the transcript reveals more than what is suggested above, it is up to the discretion of department heads whether to allow the driver to transport passengers on behalf of the University. Human Resources will perform a driver's transcript check by request on employees. If you have particular situations you would like to discuss, please feel free to contact Risk Management for further guidance.

2. Seat belts should be worn in vehicles equipped with seat belts, and whenever possible the driver should have access to a cell phone for emergency use - drivers should not use cell phones while driving!

3. Drivers of smaller vehicles than those described in #1 above who will be transporting passengers should consider the guidelines in 1 above. However, in lieu of requesting a DMV report, you may ask the driver to show a valid driver's license and to tell you about his/her driving record. If a driver will be transporting students, it is recommended that a DMV report be requested as indicated in 1(e) above. Non-employees under 21 should not be transporting passengers on behalf of the University. Avoid the use of students as drivers who are not employees.

4. Items #1 and #3 are intended to serve as guidelines. If there are unusual circumstances, the department head may exercise judgement on a case-by-case basis.

*CDL is required when driving a vehicle that can transport more than 15 passengers.