Driving a university vehicle is a serious responsibility reserved for university employees and select others. Units assist the university to control risks by making sure that drivers demonstrate responsibility through satisfactory driving records and performance, completing driver training, and signing a VUA stating they will operate vehicles safely. If unsafe practices are observed, please report them to Risk.
ASUI Student Drivers. Students may be authorized to drive ASUI vehicles by procedures approved by the ASUI. Names of students authorized to drive ASUI vehicles must be filed in writing, in advance, with Risk. Student drivers must meet the UI driver qualifications.
Non-Employee Drivers. The president, or designee, provost, a vice president, dean or director may authorize a non employee to drive a university vehicle, excluding 8-12 passenger vans, if the purpose is for official university business and the individual holds a valid driver’s license. All such authorizations must be approved in writing in advance and signed by one of the above officials. A UI Authorization of Approved Driver of University-Owned Vehicle(s) form must be completed. Examples of situations that may be approved under this section include use of university vehicles by members of boards or councils performing services for the university. Persons authorized to drive vehicles under this section are considered to be authorized volunteers for purposes of financial responsibility and for purposes of the Idaho Tort Claims Act, Idaho Code §§6-901 through 6-929.
Qualifications for Driving University-Owned Vehicles. A driver must meet the following qualifications before being permitted to drive a university vehicle on official university business or officially sanctioned student activity: satisfactory driving performance, a signed VUA, and proof that he/she has taken the UI driver’s training course.
Driver’s Record Check. Employee drivers must provide proof of a satisfactory driver’s record check and must maintain satisfactory driving related conduct. A driver’s privileges may be revoked at the discretion of the Risk Management Officer based on reports of unsatisfactory driving related conduct. Employee drivers are responsible for providing a three year driver’s record when first hired or before the employee’s initial use of a university vehicle. The record check must be repeated at least every three years. Drivers licensed in the State of Idaho may have the check made by designated unit personnel using the Idaho Department of Transportation’s website at no charge to the unit.
The driver must fill out a Driver Record Request form for Idaho licensed drivers. The driver needs to print his or her name, write the state that the license was issued in, and include the driver’s license number on the form. The driver then must sign and date the form. Submit the driver record request form to Risk by emailing email@example.com or if a staff member from the requesting unit has access to check a driver’s record from the Idaho Department of Transportation, then the driver can submit the form to the appropriate unit member. Staff members who have access to check driver records is a list the driver can refer to for assistance in obtaining their records. The drivers record uses abbreviations for many areas in the form. Understanding the Drivers Records is a legend to the abbreviations.
Out of state or international license holders are responsible for
providing a current copy of their three year driver’s record and any
legend, key or other documentation necessary to interpret the record.
To authorize a driver with a license issued outside of Idaho to drive university vehicles, the driver needs to contact a DMV in the state that the license was issued, request a 3-year driver record, and present it to the unit for review. Along with the record, the driver needs to include a guide to the codes used by the DMV of the state that issued the license.
The department head, dean, or supervisor will then review the record, write on the request form the date of verification of the record and the number of points that the driver has accrued, then sign and date the form. The driver’s record and request form should be kept on file with the unit.
Disqualification. Any of the following conditions listed on a driver’s record or disclosed by the driver will disqualify an employee from driving a university vehicle, including rental vehicles:
Accumulated on the employee's license record of nine or more points within the past 36 months [see IDPA §39.02.71]; or
Accumulation on the employee’s out-of-state or international driver’s license record of one-half the point total that would trigger suspension or revocation of the driver’s license; or
Suspension or revocation of the employee’s driver’s license within the past 3 years for any driving-related conduct whether or not involving a University Vehicle; or
A conviction, plea of guilty, withheld judgment, or other determination of fault for an alcohol or drug-related offense while driving whether or not involving a University Vehicle. A second offense will result in permanent prohibition from driving university vehicles.
Driver Responsibility for Reporting Accidents. To retain university driving privileges, all employees must to maintain a satisfactory driver’s record throughout their employment, and have satisfactory driving-related conduct.
(i) Employee drivers are expected to self-report driving occurrences that may cause disqualification under I-3.a.i., and to comply with all university driving policies. Employee drivers who become disqualified a second time will be subject to disciplinary action, up to and including dismissal. Supervisors are expected to report second disqualifications to Risk within 24 hours.
(ii) Employee drivers must: report all accidents to their supervisor and to the unit to which the vehicle is permanently assigned; obtain a police report, as necessary; file an accident report with Risk; and when appropriate, assist Risk in any accident investigation or information gathering activity. The driver must also make required reports to law enforcement agencies.
(iii) At the discretion of Risk, or if any university employee is found at fault for an accident while driving a university vehicle, the employee’s unit will be required to provide Risk with a copy of the driver’s record and VUA, and proof of driver’s training. At-fault drivers may be required to repeat driver training.
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Drivers Training Course.
All employees and authorized volunteers who wish to drive a university vehicle (owned or rented) must successfully complete an approved defensive driving course upon initial employment, unless they already possess a valid Commercial Drivers License (CDL). Defensive driving courses are offered and/or approved by the Environmental Health and Safety Office (EHS). Unit supervisors must ensure that employees have completed required training before they are allowed to drive a university vehicle.
Units must ensure that their employees, authorized volunteers, or approved ASUI student drivers complete the appropriate training before driving a university vehicle for official university business or officially sanctioned student activity. The supervisor or gatekeeper will need to set up the employee for the training. Contact Environmental Health and Safety Office at 885-6524 or firstname.lastname@example.org for questions regarding supervisor or gatekeepers. The employee will take the training through Net Learning
Vehicle Use Agreement and Safety Requirements.
The driver will need to agree to the terms in the Vehicle Use Agreement
by supplying the completed and signed document to their unit. Responsibilities and/or driver restrictions:
1. Drivers of university vehicles must be at least 18 years old. Drivers of vehicles that carry 8 or more passengers must be at least 21 years old.
2. Drivers must have and maintain satisfactory driving performance
3. As required, drivers must have successfully completed the appropriate driver training, or have a valid CDL.
4. A VUA must be signed and approved. Drivers must adhere to all conditions listed in the VUA which can be obtained from Risk.
5. State and local traffic laws, and university regulations must be obeyed at all times. A UI employee or authorized volunteer who violates such laws or regulations may, under certain circumstances, be personally responsible for any consequent damages or fines and may be subject to disciplinary action.
6. Driving time per driver is limited to a maximum total of 8 hours per day. It is recommended that uninterrupted driving times not exceed 2 hours, separated by a minimum 15 minute break.
7. Drivers are not to use cell phones, text or use other electronic devices while operating vehicle.
8. Smoking is not permitted in a university vehicle.
9. Open containers of alcohol are not permitted in a university vehicle, nor will the driver drive under the influence of drugs or alcohol. Medications that do not impair the driver’s ability or cause drowsiness are permitted.
10. Drivers and passengers must wear seat belts and/or shoulder belts at all times while driving or riding in all vehicles.
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. Medical-payments coverage is not carried on university vehicles. Only the following persons may ride in university vehicles: UI employees, persons cooperating in UI projects or programs, and students participating in authorized travel. In the event persons other than those listed above are to be carried in a rental vehicle for official university business, consultation with Risk is required before the trip. Purchase rental car agency insurance for liability and physical damage if any passenger is uninsured by student insurance or by worker’s compensation insurance. Non-employees in university vehicles used for official university business need to have a signed waiver that is specific to the activity.
Passengers in a privately owned vehicle may be covered through the insurance of that vehicle, if available. There is no coverage through State RMP for passengers.
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Contact the Risk Management Office at (208) 885-7177 or email@example.com.