Fleet Safety

Policy number: 11.5

Policy section: Risk Management

Revised Date: January 2, 2019

1.  Definitions

Definitions of capitalized terms are set forth in Appendix A.

2.  Policy Statement

The University understands the need to use vehicles to further the institution’s academic mission and in support of its business operations. However, the University is also committed to the safety of its employees, students, and others who operate vehicles on its behalf.

3.  Purpose

It is the policy of the University to operate a Fleet Safety Program (the “Program”) that promotes the safety of employees, students, Contractors, and visitors, and reduces and prevents losses resulting from motor vehicle accidents.

4.  Applicability

This policy applies to all employees, students, Contractors, and visitors who operate, or will operate, University Vehicles on the behalf of the University.

5.  Program Procedures

The Office of Risk Management will implement the Program’s operating procedures. Detailed Program procedures are outlined at the Office of Risk Management (“ORM”) website and address the following:

  1. Maintenance of all University Vehicles in a proper and safe operating condition;
  2. Compliance for all University Vehicles under federal, state, and local regulations and operating requirements;
  3. Qualifications for personnel who operate University Vehicles; and
  4. Training and educational programs designed to enhance safe and proper driving skills for those subject to this policy.

6.  University Vehicle Operation Requirements 

In order to drive University Vehicles, employees, students, contractors, and visitors must:

  1. Abide by all Program procedures;
  2. Complete Engaged Driving training offered by the ORM triennially;
  3. Possess and maintain a Valid Driver License; and
  4. Possess and maintain a Clean Motor Vehicle Report.

7.  Notification

An employee, student, contractor, or visitor who operates University Vehicles and who incurs any of the violations set forth in the Valid Driver License and/or Clean Motor Vehicle Report definitions, at any time during the year, must immediately notify his/her supervisor and the ORM.

8.  Risk Management Audit

Risk Management will periodically audit operating units for compliance with the policy and identify areas needing improvement or corrective action.

9.  Consequences

Employees, students, contractors, and visitors failing to abide by this policy and the Program procedures risk sanctions ranging from loss of driving privileges to termination from employment. Sanctions will be imposed by the relevant supervisor, in consultation with the relevant department. Appeal of sanctions and/or termination of employment may be effected through the appropriate policy. Any and all law enforcement tickets incurred by SMU Drivers must be paid for individually by that driver.

Appendix A: Definitions

“Clean Motor Vehicle Report” refers to a driving record that does NOT include the following violations in the most recent three (3)-year period:

  1. more than two (2) Moving Violations of any type;
  2. more than two (2) motor vehicle accidents;
  3. failing to remain at the scene of an accident and/or evading responsibility after an accident;
  4. speeding greater than 20 miles per hour over the posted speed limit; or
  5. driving while impaired by, or under the influence of, alcohol or drugs.

A Clean Motor Vehicle Report also does NOT include the following violations over the history of the report:

  1. any felony, homicide or manslaughter involving the use of motor vehicle; or
  2. reckless, careless, or negligent driving.

“Contractor” refers to a contractor that is working on behalf of the university conducting a major function such as those hired through Facilities.

“Engaged Driving” refers to the training course offered by the Office of Risk Management. This training addresses driving risks, including distracted driving, speeding, hazardous conditions, and aggressive driving; driving physics principles; other program procedures; and accident response and reporting.

“Moving Violation” refers to a breach of traffic laws which occurs while the driver's vehicle is in motion.

“Program” refers to the Fleet Safety Program that is established and maintained by the Office of Risk Management in order to ensure the safety of faculty, staff, students, contractors, and visitors and to reduce and prevent losses resulting from motor vehicle accidents.

“University Vehicle” refers to a vehicle owned by, or leased, rented, or loaned to the University, which is covered by University insurance.

“Valid Driver License” refers to a license issued under governmental authority that permits the holder to operate a motor vehicle. The license must have been issued in the United States, and must not be suspended, revoked, restricted, or expired.

Revised: January 2, 2019

Adopted: February 28, 2000