19.5 Fleet Safety Program

(Amended 9/98; 9/00; 11/02; 5/03; 3/04; 12/05; 2/11; 10/15)
  1. General standard. University faculty and staff may be authorized to operate University of Iowa vehicles for the purpose of conducting University business, provided the employee-driver is at least 18 years old, has an appropriate and valid U.S. driver's license for the vehicle being driven, has reasonable experience driving the type of vehicle being used, could reasonably be expected to operate the vehicle in a safe and prudent manner, and meets the University Fleet Safety Program requirements as set forth below.

    Compliance with Iowa law and the University of Iowa Fleet Safety Program is required for any eligible driver to be authorized to use a University vehicle and for any driver of a non-owned, borrowed, or rental vehicle being used on University business when authorized passengers will be transported. Fleet Services is authorized to deny a vehicle to anyone if, in the sole opinion of Fleet Services, there is any reason the Fleet Service vehicle may not be operated safely. Individual departments may impose additional standards, restrictions, or driver education or training requirements. This Fleet Safety Program is in addition to any requirements, standards, operating restrictions, or suspensions imposed by law.
  2. Driving record reviews. The University's Department of Risk Management, Insurance, and Loss Prevention will review semi-annually the past driving record of current and prospective University employees, volunteers, or agents who use the University's vehicles or other vehicles to conduct University business.
    1. Out-of-state licenses. The University contracts with a private company to conduct out-of-state driver record reviews and will require the individual who holds an out-of-state license to provide a signed disclosure and release for the purpose of complying with this program. The costs for out-of-state driver license reviews vary, and are charged back to the individual's department. Alternatively, departments may require drivers to be licensed in Iowa or require the employee to provide the Department of Risk Management with a certified copy of his or her past-three-year driving record.
    2. Temporary driving permits. The installation of any ignition interlock device on University or other state-owned vehicles is prohibited. University departments may NOT approve temporary driving permits for any employee whose driving privileges are restricted by a temporary driving permit that requires the installation of an ignition interlock device on a state vehicle.
    3. Record review. If any one of the following apply, the driver's past-three-year driving record will be reviewed to determine compliance:
      1. Driver is job applicant, or an employee where driving is a condition of employment; or
      2. Driver is requisitioning a University Fleet Service vehicle, or will be carrying passengers, or has had an "at fault" accident in the last year; or
      3. Driver has been convicted of a moving traffic violation or driving under the influence of alcohol or drugs, or license has been revoked, barred, denied, or suspended, while driver was conducting University business; or
      4. Driver has routine access to vehicles for conducting University business.
    4. The University reserves the right to review the driving record of any driver to determine driver eligibility related to any vehicle (owned, non-owned, rented, borrowed, leased, or any other vehicle) for which the University or the State of Iowa may be held legally liable.
    5. Driving records will be reviewed as required by this policy, or on a case-by-case basis when requested by departments. The driving-record reviews will be conducted as permitted by the provisions of the Federal Driver's Privacy Protection Act and Iowa Code Chapter 321.11, which regulates the use and disclosure of personal information from driver records. Access to the driving record is restricted to assigned staff in the Departments of Risk Management, Insurance, and Loss Prevention; Public Safety; Parking; and Fleet Services; and members of the Vehicle Appeal Board.
    6. An employee who holds a position in which driving is a condition of employment may be terminated if the driving record does not comply with the requirements of the Fleet Safety Program.
    7. Driving standards. Driving privileges will be denied if the driver's past-three-year driving record indicates any of the following:
      1. Three or more "at fault" accidents, or three or more moving violations, or a combination of three or more accidents and violations; or
      2. Conviction of reckless driving, conviction of driving with a suspended, denied, revoked, or barred license, conviction of hit and run, or conviction of leaving the scene; or
      3. License suspension, or license denial, or license revocation, or license bar; or
      4. Conviction of driving while under the influence of alcohol or drugs, or conviction of vehicular homicide, or conviction of any driving offense punishable as a felony.
    8. For purposes of reviewing driver records for eligibility or corrective action, moving violations shall not include violations for:
      1. Failure to use safety belts;
      2. Parking violations;
      3. Past convictions, suspensions, or revocations related to civil or criminal actions unrelated to driving or vehicle operation; or
      4. Speeding violations of 10 miles per hour or less over the legal speed limit only in speed zones where the legal speed limit is between 34 miles per hour and 56 miles per hour.
  3. Authorized Drivers. Authorized drivers are University employees, and those officially authorized volunteers and agents. Volunteers or agents may be considered employees for vehicle liability coverage, provided the vehicle use is solely for the benefit of the University or to conduct University business, and the volunteer or agent is officially authorized to drive by the head of the department or by the Department of Risk Management. Contractors are NOT eligible and may not use University vehicles without written authorization from the Department of Risk Management. Refer questions regarding eligibility or use by volunteers or agents to the Department of Risk Management or Fleet Services.

    Authorized drivers are NOT consultants or vendors, students or faculty/staff visiting from other colleges, visiting artists or speakers, members of special event groups, government representatives, members of visiting athletic teams, members of visiting student groups, or members of visiting community organizations.
  4. Vehicle pickup at Fleet Services — display of license, authorized drivers only. A Fleet Service vehicle will not be released to any person other than an authorized, approved driver of the requisitioning department. A Fleet Service vehicle will not be released to any person unless the person presents an unexpired (no grace period) U.S. driver's license that reasonably identifies that person. International driver's licenses will not be accepted.
    1. UI employees with out-of-state driver's licenses — A vehicle will be released if an out-of-state driving record review has been performed and the driver has been found in compliance with UI Fleet Safety Program driving standards, or if a Disclosure and Release of Consumer Report information form is completed prior to vehicle pickup and departure.
    2. Student organization drivers (non-employed students) — UI vehicles will be released only if an out-of-state driving record review has been performed in the last six months and the student is in compliance with UI Fleet Safety Program driving standards.
  5. Driver record review process.
    1. Departments are required to submit a list of drivers with license information to the Department of Risk Management annually for those drivers who will have routine access to departmental vehicles. The driving records will be reviewed to determine compliance with the Fleet Safety Program driving standards, and the department head will be provided with a list of approved drivers. To add employees to their approved driver list, departments should submit new names and driver license information to the Department of Risk Management for review and approval, prior to allowing new employees to drive departmental vehicles.
    2. Fleet Service rentals. Fleet Services will review the driving record of individuals listed on the requisition as drivers or alternate drivers prior to release of the vehicle. Drivers may be required to sign a statement certifying compliance with the University Fleet Safety Program requirements regarding licensing, convictions, moving violations, or accidents.
    3. Vehicle operators — employed to drive. Where driving is a condition of, or a substantial part of, employment duties (Cambus drivers, parking enforcement staff, security patrol, bus drivers, delivery, valets, couriers, motor vehicle operators I and II, patient transport operators, or 50 percent of time is spent driving), the employee's past-three-year driving record will be reviewed for compliance with these driving standards semi-annually.
    4. Job applicants. Job applicants must comply with the Fleet Safety Program standards prior to employment. Individual departments should forward driver-record information with a request for review to the Department of Risk Management. The individual department may require more frequent record review and may impose more restrictive standards, or require other education or training requirements, other than those provided under this Fleet Safety Program, as a condition of employment.
  6. Authorized passengers. Authorized passengers include those in official University-sponsored or -authorized transportation programs (Cambus, patient transportation van, employee vanpool, student field trips, etc.) and University employees, agents, or volunteers while on authorized University business.
    1. Authorized passengers may also include persons who are on campus at the University's request, for example, for potential employment at the University, to provide contracted services, or for participation in a University event or program. Other examples of authorized passengers include visiting faculty/staff, visiting artists or speakers, government representatives, members of visiting athletic teams, or community organizations. All other passengers are prohibited from traveling in University vehicles.
    2. Examples of unauthorized passengers are employee's spouse, children, or other family members, students, friends, or neighbors of a University employee driver, or members of the general public.
  7. Approved uses. University vehicles may be used solely for the purpose of conducting University business. Examples of approved uses include conducting departmental business; business errands; educational field trips when supervised and accompanied by faculty or a University employee on site; University-related, -sponsored, or -approved conferences, meetings, or events; conducting research under the supervision of a University employee; and use by volunteers in programs sponsored by, directed by, or for the sole benefit of the University.
  8. Travel to Canada or Mexico. University vehicles may not be taken into Mexico or Canada without the prior written consent of Risk Management, Insurance, and Loss Prevention, 430 Plaza Centre One,  https://uiowa.edu/riskmanagement/.
  9. Departmental programs and student drivers. Departments may authorize student drivers of University or departmental vehicles for transporting students to conferences, meetings, or other programs when ALL of the following criteria are met:
    1. The event or program is directly related to the academic program in the department and the student travelers are currently registered students in that academic program.
    2. The students' attendance at the event or program is at the request of the department head, and the trip is financially supported by the department.
    3. An authorized Primary Driver shall be designated and hired by the department to be responsible for providing information to drivers and passengers regarding vehicle-use policies, securing the vehicle during the trip, performing head counts, assigning drivers, and determining rest stops.
    4. The vehicle shall be used only for normal transportation to and from the event or program, not for personal purposes or unauthorized side trips.
    5. Written departmental authorization must be provided to the Department of Risk Management or Fleet Services for prior review and approval (contact Risk Management for forms).
    6. All student-drivers must meet Fleet Safety Program requirements, including successful completion of the online defensive driver training courses offered through Fleet Services.
  10. Personal liability. In compliance with Iowa law and University policy, the Fleet Safety Program strictly prohibits the use of University vehicles for personal purposes, vacations, or trips, or to conduct personal business, or for transportation of non-University passengers (except as authorized) or use by family members. Any employee, student, or other person who uses University vehicles for personal transportation or other personal purposes is personally liable for any accident that occurs during such personal use.
  11. Student government and student organizations — restricted use.
    1. University student government representatives may use University vehicles only for transportation to national conferences and meetings or to meetings of the Board of Regents, State of Iowa. Other officially recognized University student organizations may use University vehicles for transportation to their organization's national or regional conference or official sports club competition.
    2. Authorized drivers may only be student-members of University-recognized student organizations and government, University faculty or staff officially associated with the organization, or pre-approved alternate drivers.
    3. Student-members and alternate drivers must complete the University's defensive driving course offered through Fleet Services prior to obtaining a Fleet Service vehicle. Contact Fleet Services for information and to arrange for the defensive driving course. Passengers may be only authorized drivers, alternates, official members of the student organization or student government, and any University faculty and staff directly associated with the organization. The University's liability coverage does not extend to unauthorized drivers, vehicles, or non-approved uses.
    4. The student organization must designate a Primary Driver for the trip who will be responsible for providing information to drivers and passengers regarding vehicle-use policies, securing the vehicle during the trip, performing head counts, assigning drivers, and determining rest stops.
    5. In the event vehicles are not available from Fleet Services for the above purposes, student government representatives and student organizations may allow use of privately owned or rental vehicles for the above purposes with prior written authorization (the University may require proof of insurance). Rental fees, mileage, or other expenses incurred by individuals or organizations in violation of this policy are not an allowable University travel expense and will not be reimbursed.
    6. Prior written approval of all vehicle requests is by the Dean of Students (through the Center for Student Involvement and Leadership, and through Recreation Services for sports clubs) and Fleet Services. Vehicle request forms shall include information on proposed use, driver information, and passenger list.
    Violation of this policy may result in sanctions against an individual driver, student, University department, or student organization. Refer to the Center for Student Involvement and Leadership for vehicle request forms and information regarding approved uses, conduct, and other University policies, rules, regulations, or restrictions that may apply. Student groups or clubs that are not officially recognized by the University as a University student organization are prohibited from using any University vehicle.
  12. Accidents — corrective action, penalties, and restrictions. An "at fault" accident is an accident which results in bodily injury or in property damage of more than $1,000 (all parties combined) in which the employee driver was more than 50 percent responsible, as determined by the Department of Risk Management. In making the determination of fault, all relevant information including information provided by the adjusting agency, the University driver, others involved in the accident, information provided by witnesses to the accident, and information contained in any investigating officer's reports will be considered.
    1. After any "at fault" accident involving a University vehicle, the driver's record will be reviewed for compliance with the Driving Standards. A driver must complete the University's defensive driver course within three months of an "at fault" accident involving a University vehicle, and/or prior to reinstatement of vehicle privileges previously suspended by the University.
    2. Second "at fault" accident. Drivers who have a second "at fault" accident in a University vehicle in a two-year period are prohibited from driving University vehicles for three months following the accident.
    3. Third "at fault" accident. Drivers who have three "at fault" accidents in a University vehicle in a three-year period are prohibited from driving University vehicles for one year following the accident.
    4. Fourth "at fault" accident. Drivers who have four or more "at fault" accidents while using a University vehicle in a five-year period will be permanently restricted from driving University vehicles.
  13. Suspension of privilege to drive.
    1. In the event of an "at fault" accident where there is substantial property damage ($2,000 or more) or injury, or serious criminal violation, driving privileges may be immediately suspended for the use of University vehicles. The employee and his or her department shall be notified of the dates and terms of suspension.
    2. Driving privileges shall be suspended pending the outcome of a serious criminal charge involving a vehicle, a charge for driving under the influence of alcohol or drugs, charge of vehicular homicide, or any charge punishable as a felony. Other restrictions may be applied, up to and including prohibition from transporting passengers or using any vehicle (private, rented, or state-owned) on University business, if there is clear evidence of unsafe driving behavior, such as extreme violations of motor vehicle laws, that would affect the safety, health, and welfare of the driver, passengers, or the general public.
  14. Fleet Safety Vehicle Appeal Board. The Fleet Safety Vehicle Appeal Board will review appeals from drivers or departments who have been adversely affected by enforcement of the Fleet Safety Program. The Vehicle Appeal Board members include representatives from the Department of Risk Management (chair), the Office of the Executive Vice President and Provost, Human Resources, Parking, Fleet Services, Student Life, and General Counsel. The Vehicle Appeal Board may implement internal administrative procedures or policies to facilitate the review of appeals and may make recommendations for change to the Fleet Safety Program.
  15. Appeals. Employees or departments may appeal vehicle-use restrictions to the Vehicle Appeal Board. A written request for appeal should include information on any special circumstances that should be considered. The request should be forwarded to the Department of Risk Management, Insurance, and Loss Prevention, https://uiowa.edu/riskmanagement/. The Vehicle Appeal Board may reinstate driving privileges or vehicle use, with or without contingent conditions, if it is determined that safe and prudent operating standards will be met.
  16. Probation and reinstatement. Employees who would otherwise lose their driving privileges due to non-compliance may be approved for probationary reinstatement of driving privileges by the Vehicle Appeal Board. Probationary reinstatement will require successful completion of remedial driver training and satisfaction of a clean probationary period (60 days to one year) during which the employee may not have any "at fault" accident or conviction of a driving violation covered by this program. If the conditions set by the Vehicle Appeal Board are not met, the probationary reinstatement status will be revoked and the original penalty, restriction, or corrective action will resume.
  17. Defensive driver course. Drivers who are required to complete remedial driver training must complete a Defensive Driver Course or training, as required by the University Fleet Safety Program or as required by the Vehicle Appeal Board. Contact Fleet Services for information and to arrange for the training.
  18. Passenger van driver training and experience requirements. Before driving a University 15-passenger van, a driver will be required to complete van driver training provided through Parking and Transportation, if the driver has had no previous experience in the operation of 12- to 15-passenger vans. Contact Fleet Services for additional information on training and experience requirements and to arrange for the training.
  19. Rented, borrowed, or private vehicles — reimbursement of mileage. The University reserves the right to deny personal mileage reimbursement to any employee or driver who does not meet the criteria required under the Fleet Safety Program.
  20. Required reporting of accidents/violations.
    1. A University driver must promptly report to his or her department supervisor all accidents, moving violations, or other vehicle citations that occur while the employee is conducting University business. The driver's supervisor must immediately forward the information to Fleet Services. Failure to report accidents, convictions, and violations as required may result in the loss of privilege to use University vehicles and in disciplinary action.
    2. Hit and run and vandalism are criminal incidents and must be reported to the police or the Department of Public Safety.
    3. University drivers must report any accident or incident of damage or personal injury involving University vehicles within 48 hours (two working days). An injury or accident should be reported immediately. Accidents involving Fleet Service-based vehicles must be reported to Fleet Services. Accidents involving Cambus vehicles, private or rental vehicles, parking valets, and patient transportation and emergency medical vehicles should be reported directly to the Department of Risk Management.
    4. Failure to report an accident or incident of damage as required will be considered in assessing fault to a driver and may result in loss of vehicle, restricted use, or assessment of repair costs or insurance deductibles to the department, up to $1,000.
  21. Misuse of vehicles.
    1. All drivers and departments are expected to properly safeguard the University's vehicles and use them in accordance with University policy. If it is determined that a vehicle is being misused or is at substantially higher risk of theft or damage due to a lack of reasonable precautions by the driver or department, Fleet Services or the Department of Risk Management shall notify the department. If corrective action is not taken, the department may be required to forfeit use of the vehicle and return it to Fleet Services.
    2. In the event any University vehicle is stolen or damaged from misuse or failing to take reasonable safety precautions, is subjected to intentional damage, or is allowed to be used in violation of University policy, the driver and/or the department may be prohibited from further use of University vehicles and the department will be assessed for actual damage and any associated administrative and remedial costs of up to $1,000.
  22. Inspection, service, and maintenance policy.
    1. University vehicles licensed for operation on public roads are required to be serviced and maintained in accordance with Fleet Services guidelines. Every vehicle must undergo an annual inspection by Fleet Services. If authorized by Fleet Services, University departments with dedicated, full-service vehicle maintenance facilities (Cambus) with trained staff may provide services, maintenance, and inspections in compliance with this policy.
    2. The annual vehicle inspection shall focus on areas of the vehicle that directly affect its safe operation, including steering, tires, brakes, glass, lights, emissions system, and horn. The inspector will provide a written, signed report of the areas, equipment, or items inspected, including the date, name of facility and inspector, vehicle make/model and identification number, mileage, and notations of operating deficiencies. Provided the vehicle has no operating deficiencies, it shall be deemed to have passed the inspection and may be returned to normal usage. Correction of any operating deficiency must be completed within seven calendar days of the inspection. Repairs are to be performed at the Fleet Services maintenance facility or as otherwise approved in this policy. After correction of deficiencies, the vehicle must pass reinspection.
    3. Fleet Services guidelines for vehicle service and maintenance include complying with manufacturer's service recommendations; using recommended types of gasoline; maintaining proper fluid levels (oil, antifreeze coolant, brake and transmission, etc.) and ensuring proper tire pressure; working signals, lights (headlamps, turn-signal lights, taillights, brake lights, etc.), brakes, and other vehicle safety items.
    4. Failure to comply with the service, maintenance, and inspection requirements of this program may result in suspension of driving privileges, increased insurance charges, and/or loss of the vehicle.
  23. Miscellaneous policies.
    1. Seatbelt use. All occupants of University vehicles are required to comply with applicable State of Iowa motor vehicle laws, including laws that require occupants of a vehicle's front seat(s) to use seatbelts. In addition, University policy requires mandatory use of seatbelts by all occupants of University 12- and 15-passenger vans.
    2. Cell phone use. Some states prohibit or restrict cell phone use while driving. Although recognizing that circumstances will not always permit strict adherence, it is recommended that the University driver safely stop and park the vehicle to use a cell phone.
    3. Towing policy. Due to special equipment and skill required, towing of a trailer or other equipment with a University daily rental vehicle is strictly prohibited unless prior written permission is granted by and obtained from Fleet Services.
    4. Long-distance driving guidelines. The University Fleet Safety Program guidelines for groups for long-distance driving are as follows:
      1. In those instances when only one authorized driver is driving long-distance (four or more hours of total driving time), the driver is required to take a 30-minute break every four hours. The driver is not to drive for more than a total of 10 hours during a 24-hour period.
      2. In those instances where a group is driving long-distance (e.g., more than one employee traveling together to a business meeting, or members of a University-recognized student organization traveling to an approved conference), at least two individuals are required to be designated drivers. Drivers are required to rotate driving duties at least once every two-hour period, and take a minimum one-hour break every six hours for all drivers and occupants of the entire vehicle. Any one driver is not to drive for more than a total of 10 hours during a 24-hour period.
      3. The above guidelines assume good driving conditions regarding road, weather, visibility, and other factors. In the event of adverse weather or other factors that may affect the ability to drive safely, first determine if the planned travel route may be driven safely (call the Highway Patrol). If it is determined to be safe to drive with appropriate precautions, the above driving limitations should be modified accordingly to account for the increased driving times.

(IC 321.11; see also V- 22.1e(2)(g) Car Rental Insurance.)