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Administration

Operation of Motor Vehicles in Connection with Employment

 

 

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Overview

Vehicle safety is an integral part of the Risk Management Program for the University of Houston-Downtown (UHD). This aspect of risk management addresses safety concerns and risks associated with the operation of motor vehicles. It is necessary for certain employees of UHD to operate motor vehicles in connection with travel on official state business. At-fault automobile accidents resulting in personal injury or damage to property arising out of such travel subjects employees, the agency, and the state to liability.

The safety of drivers, passengers, and the public is of paramount importance, and every attempt should be made to reduce the possibility of an accident occurring. Responsibility for accident prevention includes more than careful observance of traffic rules and regulations. Drivers must drive to prevent accidents, regardless of faulty driving or non-observance of traffic laws on the part of others.

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Policy

No employee, potential employee, student or volunteer is allowed to operate a university- owned or leased vehicle until a Motor Vehicle Report (MVR)  has been completed and authorization has been obtained.

Motor Vehicle Report (MVR) (PDF) checks are 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.

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

The standards for determining whether a person can be granted driving privileges are as follows:

Acceptable Driver

  • Valid Texas Driver’s license;
  • No at-fault accidents within the past three years;
  • Fewer than two (2) moving violation convictions within the past three years;
  • No Driving While Intoxicated (DWI) or Driving Under the Influence (DUI) convictions within the past three years;
  • No driving under revocation;
  • No involuntary manslaughter convictions;
  • No hit-and-run convictions; and
  • No felony with a vehicle conviction.

 

Probationary Driver

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

 

Unacceptable Driver

  • Any conviction for DWI), DUI, driving under revocation, involuntary manslaughter, hit and run, felony with a vehicle, or vehicular homicide;
  • More than three moving violations; or
  • Two or more at fault accidents.

 

Drivers classified as “Probationary” are required to complete a defensive driving course within sixty (60) days of issuance of citation or within period of time required by court.

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

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

The driver must produce proof of successfully completing the defensive driving course; and

MVR’s (PDF) will be done on the Probationary driver every six months for a period of two years.

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Procedures

The employee, potential employee, student or volunteer completes the Security Sen​sitive Position Questionnaire(PDF) at least 48 hours before needing to drive a University owned or leased vehicle.

The Security Sensitive Position Questionnaire is forwarded to Employment Services (ESO) and Operations.

ESO is responsible for processing the background check.

Following the guidelines specified in the previous section entitled “Policy,” ESO will evaluate MVR reports and determine an employee, potential employee, student or volunteer as:

  • Acceptable Driver,
  • Probationary Driver; or
  • Unacceptable Driver.

 

ESO will contact the supervisor with the results of the MVR verification and file the original MVR for one year.

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

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

Current employees transferring to a position that requires operation of a university- owned or leased vehicle are required to complete an MVR.

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

ESO is responsible for requesting MVRs 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.

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References

University of Houston System Administrative Memorandum: 

 

University of Houston-Downtown Policy Statement: 

 

Other helpful links include: 

 

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Environmental Health and Safety
Last updated 7/20/2016 11:16 AM