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PS-02.A.16 - Motor Vehicle Record Evaluation Policy

EFFECTIVE DATE: June 14, 2019

ISSUE #: 6

PRESIDENT:  Juan Sánchez Muñoz

PURPOSE

This Policy Statement outlines the guidelines for determining driving privileges and evaluation of motor vehicle records of employees, students, and volunteers who operate university-owned or leased vehicles for university business. 

DEFINITIONS

2.1 At-fault accident: An accident in which an individual is ticketed and is ruled to have been negligent. 

2.2 Motor Vehicle Record (MVR): A record that contains information about a person's driving history, including information about traffic violations, arrests and convictions for driving-related incidents.

POLICY

3.1 No employee, potential employee, student or volunteer is allowed to operate a universityowned or leased vehicle until a Motor Vehicle Record (MVR) has been completed, the results evaluated and authorization has been obtained. 
3.2 Motor Vehicle Record checks shall be conducted annually by Employment Services and Operations (ESO) on those employees whose jobs require driving a university-owned or leased vehicle as an essential part of their job, and on those employees who have used fleet vehicles during the previous year. 

3.2.1 MVR’s may be requested more frequently on employees with accidents or moving violations reported on their MVR. 

3.3 The minimum standards (acceptability criteria) for determining whether a person can be granted driving privileges are as follows: 

3.3.1 Acceptable Driver: 

  • Valid Texas Driver’s license and; 
  • No at-fault accidents within the past three (3) years, and; 
  • ​​Fewer than two (2) moving violation convictions within the past three (3) years.

3.3.2 Probationary Driver: 

  • Valid Texas Driver’s license and; 
  • No more than one (1) at-fault accident within the past three (3) years, and; 
  • No more than two (2) moving violation convictions within the past three (3) years. 

3.3.3 Unacceptable Driver: 

  • Any conviction for driving while intoxicated (DWI), driving under the influence of drugs (DUI), driving under revocation, involuntary manslaughter, hit and run, felony with a vehicle, or vehicular homicide, or; 
  • Three (3) or more moving violations within the past three (3) years, or; 
  • Two (2) or more at fault accidents within the past three (3) years, or; 
  • No valid driver’s license. 

3.4 Drivers classified as “Probationary” are required to complete a defensive driving course within sixty (60) days of receiving notice from ESO of such probationary status, and prior to being authorized to operate a university-owned or leased vehicle. 

3.4.1 The cost of the defensive driving course must be paid by the employee. 

3.4.2 The defensive driving course must be taken on the employee’s own time. 

3.4.3 Employees may not operate a university-owned or leased vehicle until proof of successfully completing a defensive driving course is submitted to ESO. 

3.4.4 MVR’s will be conducted on Probationary drivers every six months for a period of two (2) years. 

3.5 Deviations from Acceptability Criteria 

Department managers of anyone not meeting the above-stated acceptability criteria will receive written notification from Employment Services and Operations, and a copy of the notification will be placed in the employee’s file. Employment-related driving is forbidden at that time. If current duties cannot be performed without driving responsibility, the employee may be reassigned to an available non-driving position for which the employee is qualified. If no such position is available, the employee will be terminated.

If the manager of the individual not meeting the acceptability criteria would like to request an exception from the policy, a memorandum outlining the reason(s) for the exception should be sent to the Vice President for Employment Services and Operations (VPESO) through their respective department head and vice president. A committee consisting of the VPESO and Police Chief will review the request and determine whether the request will be granted, and whether specific conditions and/or restrictions will be assessed.

PROCEDURES

4.1 The employee, potential employee, student or volunteer completes the Motor Vehicle Record Evaluation Request​ form at least 48 hours before needing to drive a universityowned or leased vehicle. 

4.2 The Motor Vehicle Record Evaluation Request form is forwarded to ESO. ESO is responsible for processing the background check. 

4.3 Following the guidelines specified on paragraph 3.3 above, the VPESO and Chief of Police will evaluate MVR reports and determine an employee, potential employee, student or volunteer as: 

a. Acceptable Driver; 

b. Probationary Driver, or; 

c. Unacceptable Driver. 

4.4 ESO contactsthe supervisor with the results of the MVR verification and files the original MVR for one year. 

4.5 ESO is responsible for running MVR’s every six months for a period of two (2) years on those drivers classified as “Probationary”. 

4.6 Supervisors are responsible for assuring that “Probationary” drivers have successfully completed a defensive driving course and forwarding proof to ESO. 

4.7 Current employees transferring to a position which requires operation of a universityowned or leased vehicle are required to complete an MVR. 

4.8 The cost for running an MVR is charged to the department for which the employee, potential employee, student or volunteer will be driving. 

4.9 ESO is responsible for requesting MVR’s every August for those employees whose jobs require driving a university-owned or leased vehicle as an essential part of their job, and on those employees who have used fleet vehicles during the fiscal year.

4.10 ESO is responsible for processing requests from department managers for exceptions to the UHD MVR Evaluation Policy acceptability criteria, and reporting all exceptions granted, along with the rationale for each such granted exception, to the UH System Director of Risk Management on a quarterly basis, in compliance with SAM 01.C.13.

EXHIBITS

There are no exhibits associated with this policy statement.

REVIEW PROCESS

Responsible Party (Reviewer): Vice President for Employment Services and Operations

Review: Every three years on or before July 1st.

Signed original on file in Employment Services and Operations

POLICY HISTORY

Issue #1: 05/16/94

Issue #2: 12/15/03

Issue #3: 07/11/08

Issue #4: 01/29/14

Issue #5: 08/15/16 – Reaffirmed as Issue #6 

REFERENCES

UH System Administrative Memorandum 01.C.13

Last updated 3/2/2022 6:01 PM