Personnel Employment Policies University of Arkansas Vehicle Safety Program Policy Number: C.E.S.P. 1-73 Date Revised: 7-1-2006 Supersedes: 6-2-2005

Purpose

The University of Arkansas vehicle safety program is intended to ensure maximum safety for all drivers and passengers of University of Arkansas vehicles by minimizing accidents and injuries resulting from vehicle incidents, eliminating the operation of unsafe vehicles, providing adequate training to all University of Arkansas drivers, and defining clear lines of responsibility for vehicle safety.

All campuses within the University of Arkansas System Risk Management Program must participate in the Arkansas State Vehicle Safety Program sponsored by the Department of Finance and Administration.  As a result of Extension’s participation in the program, the Human Resources Office will receive driving points reports from the State on employees’ excessive traffic violations.

Procedures

The following uniform procedures and guidelines apply to the operation of University of Arkansas owned vehicles, vehicles rented or leased for use on official University of Arkansas business, or private motor vehicles used to conduct University of Arkansas business.

1.	The UA Cooperative Extension Service will define those positions where employees must drive as a condition of employment or on a frequent basis (once a week or more). Before an applicant can be hired for one of these positions, the hiring supervisor will provide the applicant with E.H.I.R.E.-199, VSP Authorization form and Driving Safety Tips and a  Motor Vehicle Record (MVR) check will be conducted. The MVR of employees filling those positions will be checked on a regular basis.
2.	The Human Resources Office will receive driving records for resident drivers through the SVS System (State of Arkansas Website) through Information Network of Arkansas.  Driving records for non-resident drivers will be obtained by sending the Authorization to Obtain Traffic Violation Record form to the Department of Finance and Administration, Office of Drivers Services.
3.	All drivers must maintain a valid driver’s license appropriate for the vehicle to be driven in accordance with the requirements of all applicable Arkansas State Laws.
4.	Assigned University of Arkansas vehicles should be used primarily for “official business.” Personal use is not allowed.
5.	University of Arkansas vehicles are not to be driven by employees under the age of 18.
6.	Drivers must report accidents and traffic violations in accordance with C.E.S.P. 6-13, Management and Operations Policy on Travel, VII.  Vehicle Accident Reporting Procedures.
7.	Those drivers who accumulate 10 points or more as assigned by the State Office of Driver Services will be subject to appropriate disciplinary action if the accumulation of points has a detrimental effect on their abilities to perform their University duties.  Drivers who accumulate 14 points or more will not be allowed to operate a University of Arkansas vehicle until after a period of driving suspension.
8.	The report of a driver who has accumulated 10  or more points will be sent, confidentially and directly, to the Associate Vice President for Agriculture-Extension, who, in consultation with the appropriate Associate Director, Assistant Director, or District Director, will make the determination regarding the length of driving suspension.  The authorization to drive following suspension will be reinstated only after evaluation and approval by the appropriate Administrator.
9.	A Defensive Driving course may be required for employees who have an accumulation of 14 points or more within a three-year period.  Documentation of Defensive Driving course completion must be submitted to HR within 60 days after the driving suspension began. Enrollment in, attendance at, and payment for Defensive Driving courses are the responsibility of the employee.

Administrative Action

1.

Drivers who have accumulated 10 points or more on their current Traffic Violation Report (which covers a rolling three year period) Authorization to drive on University of Arkansas business will be reviewed by the  Associate Vice President for Agriculture - Extension

2.

Drivers whose driving privileges have been suspended or revoked by the Office of Driver Services Will not be permitted to drive on University of Arkansas business for the duration of the suspension or revocation.  Drivers with restricted permits may be authorized to drive on University of Arkansas business as allowed by the restricted permit if approved by the Associate Vice President for Agriculture - Extension.  Employees whose jobs require them to drive may face termination or other serious disciplinary action as a result of suspended, revoked, or restricted licenses.

Misuse of University of Arkansas Vehicles

The following conditions are considered to be a misuse of University of Arkansas vehicles:

Assessment of Points

The Point values determined by the State Office of Driver Services for Convictions of Moving Traffic Violations are as follows: