Statement:

West Liberty University is committed to instituting and maintaining a Fleet Safety Program.  The goal of the Fleet Safety Program is to take the proper steps to prevent loss of life, injury, or property damage to all faculty, staff, students, and administration,  as well as members  of the general public.   West Liberty University recognizes the responsibilities for safety and loss prevention must be shared by everyone.  The University has established guidelines for acquisition, use, maintenance, record-keeping, and disposition of all motor vehicles acquired or maintained by College funds.  Management of the motor vehicle fleet is the responsibility of the Office of Health and Safety.

Provisions:

All vehicles owned and/or leased by West Liberty University shall be used by the faculty, staff, students, and administration only under the following conditions:

A.      State related business travel
B.      Athletic events for team travel.
C.      Class field trips
D.      Department travel
E.      Other travel approved in advance by the President or his/her designee.

Persons found using University vehicles for their personal errands may be subject to disciplinary action by the University.

Insurance Coverage:

Liability insurance is provided for all University-owned or leased vehicles by BRIM.  The coverage is extended for the protection of the institution while an authorized operator is using a vehicle within the confines of this policy and all applicable laws, ordinances, or rules.

Operation Requirement and Responsibilities:

The University has instituted a Defensive Driving Program responsible for the training of all individuals driving University vehicles.

Scope:

This program will help reduce the number and the seriousness of occupational motor vehicle accidents. Employee driver safety awareness and driver training are a major part of this program.

Procedure:

University procedure is to provide all faculty, staff, students, and administration with safe and reliable transportation for all University-related functions.   All vehicles used on university business shall be maintained in good mechanical condition and serviced at least according to the manufacturer’s recommended frequency.

Employees must drive in a safe, legal manner and are personally responsible for checking the safe operating condition of a vehicle prior to its use. Operation of a University owned/leased vehicle at any time, or operation of a motor vehicle on University business by an employee whose mental judgment and/or physical ability is impaired by use of alcohol, drugs, or similar substances will not be tolerated and will be grounds for discharge.

Legally transportable hazardous materials including gasoline, flammable, reactive, or toxic chemicals shall not be carried in vehicles driven by employees on University business unless properly packaged, marked and labeled.

Hitchhikers shall not be permitted in any University vehicle.

All university motor vehicle operators must possess a valid and unrestricted driver’s license and have completed the University defensive driving program.  All persons must have their operator’s license in their possession when operating a vehicle on the job.    No one under the age of eighteen (18) years shall be permitted to operate a motor vehicle during the scope of employment.

If an employee is not legally capable of driving in any way (illness, loss of license, criminal offense, etc.), the employee shall immediately inform the West Liberty University Office of Safety and Health and shall no longer drive any vehicle on university business.

Alcohol/ Drug Use:

Employees will not operate any vehicle on university business after using alcohol or drugs.  Any employee who violates this rule will be subject to the following disciplinary actions:

First offense of driving after using alcohol or drugs is a violation of personnel practices and based on circumstances, may result in immediate termination.  In all instances where employment is continued, the person will be referred for mandatory assessment and appropriate recommendations.

Second offense after using alcohol and drugs will automatically result in termination.  If there are mitigating circumstances, they will be taken into account in the final decision.

Required Safety Belt Use:

All vehicles owned, leased, rented or personal used on University business must have seat belts for each occupant.     All employees must wear safety belts at all times when in a moving motor vehicle while on-the-job.  Each driver shall check the vehicle before each use to ensure that safety belts are in good working order. If they are not, operation of the vehicle is prohibited. Regular checks or surveys shall be conducted for safety belt compliance and safe driving practices.  They will include checks of safety belt use and unannounced vehicle checks.

The use or nonuse of safety belts observed through these checks and surveys will be entered in the employee’s performance record, and the employee will be rewarded or disciplined accordingly.

Driver Selection:

As part of the hiring process and the implementation of this Program, every new employee who will be operating a university vehicle will be required to complete a Driving Record form.  It must be verified by obtaining a driving record from the appropriate Motor Vehicle Department prior to employment.

Employee or applicant for employment will be required to sign an authorization so that the University may obtain their driving record annually.

Driver Training and Education:

Training in safe vehicle use is required for each employee who routinely might be expected to use a particular class of motor vehicles as part of that employee’s official work assignments.  All levels of management will be involved in the training program.

Employees whose job includes routine use of any particular class of motor vehicles will not be permitted to operate a University vehicle until they have been provided with the safety awareness training required.

No employee or student will be permitted to drive a University owned/leased vehicle with six (6) or more points and/or a DUI charge against them.

A record will be maintained by our Office of Health and Safety certifying that each routine and non-routine employee has received the training or briefing required in this program.

Driver Responsibility in Accident Reporting:

Certain driver responsibility must be carried out at the scene of an accident.

Two main concerns at the scene of an accident are to deal with immediate problems and to gather and report pertinent accident information promptly.  These two items can be broken down into a 6-step accident procedure for drivers to follow.

Step 1:  Stop, stay calm

Step 2: Turn on your emergency flashers as an immediate warning signal.  Do a quick evaluation of accident victims, if any, and provide assistance.  Next, set out emergency warning devices on the roadway.

Step 3:  Either contact local law enforcement personnel and Campus Police yourself or arrange to have someone do it for you.  Be courteous and cooperative when providing information to authorities.  Never admit guilt or liability at the scene of an accident. Never leave the scene of an accident.

Step 4:  Write down names, license numbers, and other information regarding the accident and those people involved in it.  Draw a simple diagram of the accident scene.   The more detail you can provide, the better it will be for insurance and/or legal purposes later.  If you have a camera for use at the accident scene, document the situation with photographs from various angles.

Step 5:  After the vehicle has been secured, warning devices put in place, assistance rendered to injured person(s) (if any), and law enforcement personnel contacted, you (the driver) should communicate the accident to Campus Police.

Step 6:  Complete the Vehicle Accident Report Form at the scene of the accident.  The Vehicle Accident Report Form is located in the glove compartment of the vehicle.  If the police report is not readily available then you are to obtain the accident report number and the agency involved in taking the report.  Copies of all reports are to be submitted to the Office of Health and Safety.

Accident reports will be used to record accident history, injury, damage, and costs. They will be reviewed in order to determine the cause of each accident and to take action to prevent recurrence. The reports will also form the foundation for a database of information that can be used to identify recurring causes of accidents and future corrective actions.

Additional accident prevention and reporting details will be implemented by the Office of Health and Safety as needed, in order to adhere to University policies and ensure that the objectives of this program will be accomplished. (The Health and Safety Department will meet with the driver involved in the accident and review the incident and go over all possible scenarios and retrain if needed.)

Purchasing and Leasing of Motor Vehicles:

The University follows the proper purchasing methods set forth by the State of West Virginia.  The University will develop specifications for each type of vehicle which must include in the bidding process.  Competitive bidding or purchase from the state contract will be used to acquire all vehicles.

Ownership, Titling and Licensing of Vehicles:

All vehicles owned by the University are property of the State of West Virginia and are considered State-owned vehicles.  Therefore, these vehicles are titled, licensed, and provided with insurance coverage.  State license plates will be issued by the Division of Motor Vehicles for all University vehicles (WV Code 17A-3-23).

Maintenance and Service:

The University Motor Pool shall insure that all vehicles receive proper and required maintenance and service in order to provide safe and functional vehicles for University users.  All University vehicles will have an annual safety inspection.  All gasoline credit cards issued by the University will be used only for the purchase of fuel, oil, or necessary repairs while away from the institution. The University will maintain a comprehensive vehicle maintenance and inspection program, involving the driver and the mechanic as well as management.

Drivers should treat their vehicle as a part of themselves, keeping it ready for an emergency.   Drivers are required to conduct a three- or four-minute inspection of their assigned vehicle before each scheduled use.  The inspection will include testing turn signals, windshield wipers, horn, and lights, from both inside and out of the vehicle.

Driver Responsibilities when a breakdown happens include:

·         Safely stopping and securing the vehicle
·         Safely placing the warning devices on
·         Diagnosing and calling in the breakdown to the University Motor Pool.

Upon completion of use of the University vehicle, drivers must provide a CAR CONDITION REPORT describing any mechanical problems they noticed during the trip or potential problems such as engine knocks, frequent stalls, and strange noises.  They will also log how many miles the vehicle traveled during their use.  The report will then be given to the mechanic who will fix the problems so that the vehicle is ready for the next scheduled trip.

The following must be completed before driving any University vehicle:

  1. Please review the Defensive Driving Video
  2. Complete the Defensive Driving Quiz

These resources are available on the State Fleet Defensive Driving Training page.

After completing all (2) steps, please send the following to Anthony Salatino, College Union Box 184:

  •  Copy of your Defensive Driving Training Completion Email.
  •  Copy of Driver’s License.

15-Passenger Van Training must be completed by anyone wishing to use a 15-Passenger van.

Click here for Fleet Accident Incident Form

FMO Polices and Procedures (Edition 7)