BUS 46 Update: UC Vehicle Use and Driver Selection Policy

1. BUS 46 Update:UC Vehicle Use and Driver Selection Policy Erike Young, ERM Deputy & Director of EH&S, UCOP Dean Malilay, Director Insurance & Risk Management, UCLA

2. Ten cords of wood stacked 4 feet wide by 4 feet high by 80 feet long have the same heating potential as 1,400 gallons of oil. There are 293 ways to make change for a dollar. A "jiffy" is an actual unit of time for 1/100th of a second. Twinkies have a shelf life of 100 years. 315 entries in Webster's 1996 Dictionary were misspelled. As of 2006, 200 million blogs were left without updates. Data is only useful if it leads to results A nanosecond is one billionth of a second and is a common measurement of read or write access time to random access memory. If you add up the numbers 1-100 consecutively the total is 5050. A quarter has 119 grooves on its circumference. A dime has one less.

4. 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 claims

5. UC at a GlanceFleet • 5,897 fleet vehicles • UC Davis, Unitrans Largest student run transit operation 50 buses and 20,000 riders/day • Average Auto/PD cost $1,135/vehicle • Over 100,000 drivers using privately owned vehicles for official business • Annual Auto Liability/Physical Damage Program - $11 million • SIR - $5 million

6. Components of a Fleet Safety Program Drivers Vehicles Policies Selection Placement Training Accountability Monitoring

7. Training http://www.ucop.edu/risk-services/_files/coreplus_drvr_trng.pdf

8. 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).

9. Two Point Violations

10. 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.

11. 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

12. 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.

13. 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.

14. Vehicle Collision Review Committee (VCRC) 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.

15. 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.

16. Vehicle Collision Review Committee Each campus/medical center forms a committee. 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. Preventability is linked to accountability.

17. VCRC Enforcement Criteria

18. Example

19. 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

20. External Forces for ChangeEmail from DMVDecember 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.

26. UC Driver Selection ProgramImplementation • 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

27. Discussion