Presentation PPT

BUS 46 Update:
UC Vehicle Use and
Driver Selection Policy
Erike Young, ERM Deputy & Director of
Dean Malilay, Director Insurance & Risk
Management, UCLA
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Fleet Exposure
• A leading cause of work related injury
• Number ONE cause of occupational fatalities
– 3,000 – 4,000 workers die each year
– 200,000 are disabled
– Costs average 3X other injuries
• One of the most frequent accident causes
• One of the leading causes of third-party liability
UC at a Glance
• 5,897 fleet vehicles
– UC Davis, Unitrans Largest
student run transit operation 50
buses and 20,000 riders/day
• Average Auto/PD cost
• Over 100,000 drivers using
privately owned vehicles for
official business
• Annual Auto Liability/Physical
Damage Program - $11 million
– SIR - $5 million
Components of a Fleet Safety
• Placement
• Training
• Accountability
• Monitoring
California DMV Point System and UC
Current Policy for Excluding Drivers
• Violation points are assigned to Vehicle Code sections and any other code
section, or city or county ordinance, involving the safe operation of a
motor vehicle.
– Any violation occurring as a pedestrian or a bicyclist has no point assigned.
The department may suspend and place on probation, or revoke, the driving
privilege of a negligent operator.
• Per Vehicle Code section 12810.5a, a Class C negligent operator has
– 4 or more points in 12 months,
– 6 in 24 months, or
– 8 in 36 months.
• Class A or B driver without a special certificate may be allowed 2
additional points,
– A violation received in a commercial vehicle carries 1 1/2 times the point
count normally assessed (12810.5b VC).
Two Point Violations
Driver Selection Policy
EXCLUDED EMPLOYEES: Any employee who is deemed ineligible to drive by the UC Location
Vehicle Collision Review Committee (VCRC).
Any or all of the following violations, as defined in Section II DEFINITIONS above, showing on the
employee’s driving record may be cause for revoking an employee’s authorization to drive on behalf
of the University of Californian and will be considered an excluded employee if:
Three or more minor violations within the past three years (using phone while driving or collision will
be considered a moving violation), or
Two or more “at-fault” collisions within the past three years, or
One major violation within the past three years.
Any Authorized Driver who is required to drive as part of their regularly assigned duties will not be
allowed to drive on University of California business if they have an unacceptable Motor Vehicle
Report (MVR) as defined in Section D. above.
Departments who allow continued operation of vehicles on their behalf by drivers who
meet the criteria for an excluded employee, as defined in Section F. above, may be held
financially accountable for incidents involving that driver.
Potential Impact of New Policy
• Selected sample of 5,000 drivers currently
enrolled in EPN
– Approximately 250 drivers would be
excluded using criteria in policy
• Assuming 100,000 drivers using POVs
– 5,000 potentially excluded from driving
UC Driver & Vehicle and Safety Workgroup
• Formed by the Risk Management
Leadership Council (RMLC)
• To mitigate risk, the UC Driver and Safety
Workgroup collaborates on projects to
develop solutions and capitalize on the
collective knowledge of members from
across the UC system.
• Members include Fleet Services, EH&S,
Transportation Services, Risk
Management, Finance and Property.
UC Driver & Vehicle Safety Workgroup Projects
•Developed consistent Driver Training Guidelines
across the UC system known as the CORE PLUS
Driver Safety Training Program.
•Smith System chosen as the most capable to
deliver driver training and monitoring.
•Collaborated with UCOP to bring SAMBA pull
notice system.
•Developed Vehicle Collision Review Committee
(VCRC) concept to promote safety, mitigate risk
and reduce liability for the University.
Vehicle Collision Review Committee
Comprised of representatives from
campus or medical center stakeholders to
review collisions resulting in property
damage or personal injury using
established guidelines. Draft policy was
sent to EH&S Directors, Fleet Managers,
RMLC, STEW, and reviewed by
employment labor counsel. Currently
incorporated into BUS 46.
Vehicle Collision Review Committee
VCRC Mission
The mission of the UC Location Vehicle
Collision Review Committee (VCRC) is to
review all collisions involving drivers
operating any vehicle on University business,
thereby creating a means to monitor
collision frequency and trends and to assist
in the development of programs to promote
safety, mitigate risk and reduce liability for
the University of California.
Vehicle Collision Review Committee
• Each campus/medical center forms a
• Committee members undergo training.
• Committee reviews collisions based on
preventability guidelines from the National
Safety Council.
• Committee implements VCRC process in
reviewing collisions and determines
• Preventability is linked to accountability.
Enforcement Criteria
# of Preventable
Collisions Within 36
Recommended Requirement
Completion Timeline
Classroom refresher training
Within 90 days of VCRC Notice of
Decision date
Refresher training & satisfactory completion of
behind the wheel instruction
Within 90 days of VCRC Notice of
Decision date
Suspend university driving privilege for
minimum 30 days & attend refresher training;
satisfactory completion of behind the wheel
instruction and evaluation
Revoke university driving privilege indefinitely
Immediately upon VCRC Notice of
Immediately upon VCRC Notice of
Policy Challenges
• Labor Relations
– What happens to employee who can’t drive and is part of
essential job function? Termination?
• Senior Leadership
– Does policy apply to senior leadership?
• Implementation/Administration
– Administrative nightmare to implement
– Need technology to implement
– Which comes first – Policy or Technology
• Funding
External Forces for Change
Email from DMV
December 27, 2011
The electronic EPN program will eventually be replacing the manual
processing of the Employee Pull Notice (EPN) by discontinuing the hard
copies sent by mail. This electronic program will provide you and your
business/agency a faster response time and a more efficient way to
conduct business with DMV. There is no additional charge for this
service. You can submit inquiries, add or delete drivers
electronically. Turnaround time to receive driver records for inquiries
and adds is overnight. For more information, see the attached EEPN
Overview. This application will be due Friday January 13th. If you
have any questions or problems please let me know.
UC Driver Selection Program
• Selected SAMBA Fleetwatch
– Enterprise license
– Enrolling 100,000 drivers
– Customized reporting
• Technology First
– Transfer existing EPN Drivers
– Add drivers of fleet vehicles
– Add drivers of POVs
• Policy Implementation
– Adoption Fall 2014
– Effective January 1, 2015
• Not retroactive, unless a new violation occurs

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