MOTOR VEHICLE SAFETY
S35.10
Revised 6-08
Public Safety
335-8548
Risk Management
335-6893
Motor Pool
335-9085
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AUTHORIZATION
The department chair, director, or equivalent administrator may grant WSU employees, students, or authorized volunteers associated with the department authorization to drive WSU motor vehicles. The President has delegated this authority to department chairs, directors, or equivalent administrators.
NOTE: Passenger van drivers must meet special requirements, in accordance with S35.14.
The department chair, director, or administrator is responsible for any problems associated with granting any authorization to drive.
Any person driving a WSU motor vehicle must:
- Be on official WSU business.
- Be at least 18 years of age.
- Have at least two years of driving experience.
- Possess a valid driver's license and any insurance as required by appropriate laws, rules, and/or regulations.
The license must be in the operator's possession while he or she is driving a WSU vehicle.
The license must be valid for the type of vehicle driven. Anyone driving one of the following vehicles must have a commercial driver's license:
Passenger van with a seating capacity exceeding fifteen persons,
Vehicle with a gross weight of 26,001 or more,
Vehicle transporting hazardous materials, or
School bus, regardless of size or weight.
Contact the Washington State Department of Licensing for details. (RCW 46.20, RCW 46.25)
- Report any legal prohibition and/or restrictions (other than corrective lenses) against driving to the authorizing department chair or administrator.
Examples include, but are not limited to revoked or suspended license, court imposed restrictions, restriction to drive a particular type of vehicle or equipment, and other Department of Licensing restrictions.
Official University Business
Official University business is defined as activities performed by an official or University employee, authorized volunteer, or student as directed by his or her supervisor to accomplish University programs or as required by the duties of his or her position or office.
Special Drivers
Managers and supervisors are required to notify Risk Management when drivers meet the following criteria:
- High mileage driving: Operates state vehicles 1,000 or more miles per month at least six months out of the year (need not be consecutive), regardless if the mileage is generated by local or long distance driving,
OR
- Frequent alleged state driver error accidents: Is involved in either, or both, of the following alleged state driver error outcomes, regardless of miles traveled or law enforcement actions taken:
Two alleged state driver error accidents involving state or third party vehicle/property damage (other than damaged windshields) within a 24-month period.
One or more alleged state driver error accidents resulting in injuries to the state driver, passenger(s), or third party within a 24-month period.
Student Drivers
In addition to all of the requirements listed above, a student must have prior authorization to drive from the department chair, the head of the employing department, or the faculty advisor, as applicable. See BPPM 95.13.
A student who performs work for compensation by a department and drives in the capacity of his or her employment is considered to be an hourly employee for purposes of this policy.
A student on a paid graduate appointment who drives in the capacity of his or her appointment is considered to be an employee for purposes of this policy.
Student Activities
Use of a University vehicle for student activities is not authorized.
Student activities, including activities of registered student organizations, are defined as activities which are not under the guidance and direct supervision of University employees. These activities are excluded from the state's Self-Insurance Liability Program. Use of University vehicles for these activities is prohibited.
Volunteers
In addition to all of the requirements listed above, the department must submit written authorization to the Motor Pool for a volunteer to drive WSU motor vehicles.
A volunteer is a person, who of his or her own free choice, performs any assigned or authorized duties for the University. A volunteer receives no wages and is registered and accepted as a volunteer in accordance with the policy and procedures in BPPM 60.81. The department must report the volunteer's hours to Human Resource Services and pay a workers' compensation coverage premium.
Passenger Van Drivers
In addition to all of the requirements listed in this section (S35.10), an authorized van driver must follow the requirements and procedures in S35.14.
PASSENGERS
The authorizing person is responsible for adherence to all applicable laws, rules, regulations, and policies. (See SAAM 12.20; RCW 46.52 and 46.61)
The authorizing person must require that all passengers be on official state business and meet the following criteria:
- A WSU driver may transport individuals, e.g., students, volunteers, contractors, clients, and private citizens, traveling on official state of Washington business only.
- Personnel employed by other public entities who are traveling on official public business may accompany a WSU driver if the use is for official WSU purposes.
WSU drivers are not to provide rides for any non-official passengers, including family members, relatives, friends, and pets.
SAFETY POLICIES AND REGULATIONS
WSU drivers are responsible for knowing and following current departmental, WSU, and state of Washington driving regulations and directives. See BPPM Chapter 95, S35.30: Motor Vehicle Accidents, S35.36: Managing Motor Vehicle Losses, and, if applicable, S35.14: Driving University Vans.
Drivers must observe the safety requirements below when driving University-owned, commercially-leased or -rented vehicles.
Alcohol or Intoxicating Substances
The driver must not transport alcohol or intoxicating substances in the passenger compartment of a vehicle unless transporting such substances is within the driver's University duties.
Cellular Telephones / Electronic Devices
As much as possible, drivers are to avoid the use of electronic devices while operating a state vehicle. Electronic devices include but are not limited to cell phones, blackberries, and portable video/music players. (SAAM 12.30.20.c)
Drivers must not use hand-held communication devices while driving. (RCW 46.61.667) Drivers must not send, read, or write text messages while driving. (RCW 46.61.668)
Drivers may use hand-held communication devices in hands-free mode. Hands-free mode is defined as the use of a hand-held communication device with a speaker phone, headset, or earpiece. (RCW 46.61.667)
Exceptions
Drivers may use hand-held communication devices or send, read, or write text messages while driving only:
- If operating an authorized emergency vehicle or tow truck responding to a disabled vehicle;
- To report illegal activity,
- To summon medical or other emergency help, or
- To prevent injury to a person or property.
(RCW 46.61.667, RCW 46.61.668, SAAM 12.30.20.c)
Drivers may use electronic hearing aid devices while driving. (SAAM 12.30.20.c)
Driver's License
The driver must have a valid driver's license in his or her possession while driving a University vehicle.
Driving Under the Influence
A driver must not drive while under the influence of intoxicating beverages or drugs (including prescription drugs) which may affect the driver's ability to operate motorized equipment.
Ear Phone/Buds
Drivers must avoid the use of ear phones/buds to minimize distraction and inability to hear emergency warnings.
Firearms, Weapons, Explosives
Drivers must avoid transportation of firearms, weapons, or explosives (concealed or otherwise), unless the transportation of such devices is in accordance with performance of official University business and applicable law and policy.
Hours of the Day
Drivers should limit driving and travel to the hours between 6:00 a.m. and 12:00 midnight.
Maximum Passenger Capacity
Drivers must not exceed the maximum passenger capacity for which the vehicle was originally manufactured.
Minimize Driver Fatigue
Drivers must minimize driver fatigue on long trips by taking appropriate breaks and/or sharing driving with other authorized drivers.
Overnight or Outside Local Area
Engaging two authorized drivers for overnight trips or trips out of the local area, i.e., the area within a 150 mile radius of the work location is recommended.
Parking
Drivers must select well-lit, safe areas, for parking University vehicles, if possible.
Valuable equipment is to be placed out of view and the vehicle is to be locked when unattended.
Potentially Hazardous Conditions
Drivers must adjust to lower speeds than posted during conditions of rain, snow, fog, or other conditions that affect visibility, stopping distance, or general safe handling of the vehicle.
Radar or Speed-Detecting Devices
Use of devices that detect radar or speed-detection devices is prohibited in University vehicles.
Safety Belts and Restraints
Drivers must properly wear and require each passenger to wear a safety belt at all times when the vehicle is in operation. Also, drivers must ensure that authorized passengers under 16 years of age are properly restrained in safety belts or car seats, as appropriate. (RCW 46.61.687)
Secure Equipment/Supplies
The driver must safely organize and store equipment/supplies in the vehicle so that the items are secure in the event of a sudden stop or rollover.
Smoking
Smoking is prohibited in University vehicles.
Speed Limits
Drivers must adhere to posted speed limits.
Tire Pressure
Drivers should regularly check the pressure in tires to ensure compliance with the manufacturer's recommendations.
Total Driving Time
Total combined driving time for all drivers in a vehicle in a single day must not exceed ten hours.
CITATIONS, TICKETS, OR FINES
The driver is solely obligated and responsible for payment of any citations, tickets, or fines he or she generates. Such charges are not qualified reimbursable obligations of the authorizing department.