UMM Home >
Plant Services >
Fleet Services >
Loss Control Program
Vehicle Loss Control Program
Revised by Fleet Service - August 1997
The purpose of the Vehicle Loss Control Program is to provide for the safe and legal operation of University owned, leased or rented vehicles and covered equipment used for University business as follows:
- Vehicles or covered equipment (hereinafter: "vehicles") which are owned, rented or leased from University Fleet Services operations are to fully comply with all aspects of this Program. Covered equipment is defined as licensed and unlicensed equipment which may be driven on public roads to/from work sites.
- Vehicles rented or leased from private companies are to be insured by those private companies. Losses sustained, if any, are to be reported to the Fleet Services Office per section VII for monitoring.
- Private vehicles used on a "reimbursement" basis have to be authorized by a Responsible Authority. As the primary accountability rests with the vehicle owner, vehicle owners/drivers are not mandated tocomply with any aspect of this Program except to report accidents incurred while on official University business where there is a loss projected to be in excess of their limits of liability, exclusive of their own vehicle's sustained physical damage, for which the vehicle owner is fully responsible. Mileage reimbursement for the use of private vehicles for official University business provides for all operating expenses of the private vehicle, including insurance. Voluntary compliance with the Program is urged and drivers may avail themselves of driver training programs and other appropriate resources of the Program.
Deans, Directors, Department Heads, Project Leaders, Managers, Administrators, Supervisors or other appropriate employees, as the designated Responsible Authority, are responsible for directing the provision of this Vehicle Loss Control Program for vehicle usage under their direct control and authority, and which vehicle usage is within the scope of this Program.
- Each person with direct accountability for supervising the usage of departmental leased, rented or owned vehicles is required to participate in the Program and is to be so designated as the Responsible Authority.
- The usage of all University-owned, rented or leased vehicles is to be under the daily control of the operating unit's Responsible Authority and subject to University travel policies and this Program. Usage of private vehicles on a mileage reimbursement basis is to be allowed by authorization only.
- Cooperation is to be extended to the Vehicle Loss Control Board, the Vehicle Loss Control Manager and his/her representatives in the performance of their responsibilities.
- The Responsible Authority is to make every reasonable effort to support and facilitate safe driving training, assist in the dissemination of safe driving material, foster safe driving practices, and hold departmental vehicle users accountable for safe driving practices. It is vital to the success of the Program that accountability be decentralized, driving skills developed and good driving attitudes fostered.
It is the policy of the University that authorized drivers and their Responsible Authorities are to ensure that vehicles are driven in a safe, legal and considerate manner. To that end, the following General Policies are to be followed:
- Authorized drivers are limited to employees of the University of Minnesota and sponsored drivers on official University business. Drivers must be at least 19 years of age, whether a University employee or not. Visiting faculty or staff under the supervision or direction of a University Responsible Authority (or department head when applicable) are to be considered sponsored drivers.
- Authorized drivers must possess a valid, proper license issued by a U.S. state or Canadian province.
- Drivers are to comply with all state laws and Federal regulations concerning driving practices and the legal and permissible uses and operation of vehicles.
- Rental vehicles are to be driven only by the authorized driver(s) under the direct sponsorship of a Responsible Authority.
- Driving of University owned, leased or rented vehicles is to be considered a privilege and not a right. Efforts will be made to improve driver skills as required, but disciplinary action may be utilized to modify improper driving behavior should training prove unsuccessful.
- Drivers and passengers are required to wear seat belts.
- Drivers are not to carry passengers who are not part of official or authorized University business.
- The use of University owned, rented or leased vehicles for personal purposes is not permitted.
- All traffic offense fines, payments or penalties are the personal obligation of the driver and it is not permissible to use University funds to make payment.
- Driving privilege revocation
- Driving privilege revocation - offenses
Subject to 10. b., driving privileges may be revoked and the employee temporarily suspended, temporarily or permanently reassigned or terminated when it has been determined that the driver has:
- Violated any one or more elements 1-9 of this Section.
- Knowingly been involved in the manufacture, transportation, possession, sale or use of amphetamines or narcotic drugs.
- Operated a University vehicle under the influence of alcohol, amphetamines or a narcotic drug.
- Left the scene of an accident, if the accident resulted in a personal injury or death.
- Lost his/her driver's license because of suspension, revocation or withdrawal, or denial of a driver's license.
- Indicated gross negligence or incompetence in causing a serious accident involving bodily injury or death. Indicated negligent or incompetent driving due to the accumulation of three or more preventable accidents in the previous three fiscal years plus the current fiscal year.
- Driving privilege revocation - procedure
The consideration of revocation of University vehicle driving privileges and/or other appropriate disciplinary actions based upon violation(s) of the policies or standards of the Program will be undertaken by the Vehicle Loss Control Board with the employee's supervisor and/or other appropriate University personnel present. There shall be a fact finding phase, consideration of the severity of the nature of the violation(s), consideration of the employee's past driving record and any other relevant and/or pertinent facts. Appeal of Board actions may be taken to the employee's appropriate grievance appeal process or procedure.
- For the purpose of this program, drivers are classified as:
- Primary - Those drivers who spend at least 20% of their work time driving a University vehicle or whose job title is that of a driver.
- Occasional - Those drivers who spend at least 1% but less than 20% of their work time driving a University vehicle. All Academic Class position titles, including Academic Administrative, Faculty, Student/Professional Training, Agricultural Extension Service, and Professional are considered Occasional drivers unless they drive less than 1% of their work time.
- Irregular - Those drivers who spend less than 1% of their work time driving a University vehicle.
Applicants must possess a valid Minnesota driver license of the proper class. Minimum driving record standards may be promulgated and administrative procedures established for their enforcement as part of this program.
The University is committed to a program of driver skills training and the development of responsible drivers. To this end, the following elements are incorporated into this program:
- Primary drivers are required to attend the eight-hour National Safety Council course every two years or as required by the Vehicle Loss Control Board. The course shall be offered by the Department of Emergency Management , at no charge, as often as prudent and necessary, to enable Primary driver classified employees to meet this requirement.
- Occasional and Irregular drivers are urged to attend the program for occasional drivers at least once every two years. It is suggested that Irregular drivers attend the training as is prudent and advisable for the nature and frequency of their vehicle usage practices. Training shall be provided by the Department of Emergency Management at no charge.
- Records of training attendance for Primary and Occasional drivers shall be maintained by the Director, Emergency Management.
- Responsible Authorities are required to disseminate provided materials on safe driving topics, to emphasize safe driving practices to the unit's drivers and to schedule driver training within the workday.
University owned vehicles are required to be inspected at least every twelve months for safety deficiencies. The completion of a Fleet Vehicle Condition Report (BA Form 844, Appendix A) is required.
- Coordinate campus and station vehicles are to be inspected by a qualified mechanic, (BA Form 844, Appendix A) completed and attested by the mechanic for review by staff of the Department of Environmental Health and Safety .
- Twin Cities campus vehicles are to be inspected by the Vehicle Maintenance Department, (BA Form 844, Appendix A) completed and attested for review by the Department of Environmental Health and Safety .
- Employees are to report known equipment or vehicle safety defects to their departmental Responsible Authority and/or supervisor who is to have the defect investigated and corrected.
University drivers are required to report all accidents involving University owned and insured vehicles.
- Accidents in which there is a personal injury or death are to be investigated by the local police and sheriff's department or highway patrol and the official state accident report submitted per no. 3 of this section. Accidents in which there is property loss of $500 or more require an official state accident report.
- Accidents not involving personal injury may be investigated by the local police or sheriff's department and the official state accident report submitted per no. 3 of this section.
- In addition to any official required or optional report, drivers are required to complete and remit a University Vehicle Accident Report, BA Form 156 Rev. 2/86 (Appendix B) to the Fleet Services Office, 901-29th Ave S.E., Minneapolis, MN 55414 within two working days. Care and diligence is to be exercised to obtain accurate information on driver, passenger and witness names, facts, and circumstances of the accident.
- The Fleet Services Office shall process the University Vehicle Accident Report within five working days, to include review of the report's known accuracy and completeness, and assignment of vehicle accident classification based upon a thorough accident analysis.
- The Fleet Services Office shall maintain records of accident losses by driver and department for a period of five fiscal years after the year of occurrence, and listings of Primary drivers and the Responsible Authority for each operating unit.
The Board will serve to review certain accidents involving University vehicles, including assessment of preventability, to mandate training, to make safety awards, to propose Program changes, and to mandate disciplinary action in conference, as appropriate, with the driver's supervisor and representatives of the Personnel Department or other personnel or employment systems.
The Director, Fleet Services, is responsible for the efficient and effective administration of the Program, in cooperation with the appropriate staff or line employees. In such capacity, his/her title is that of Vehicle Loss Control Manager.