DMV Procedures

OVERVIEW

Describes the process for evaluating employee driving records in order to clear employees to drive on District related business.

FORMS USED

Driver Data Form

CODES, REGULATIONS, AND DISTRICT POLICIES RELATED TO THIS PROCEDURE

Governing Board Policy #213, Job Related Expenses

PRIMARY STAKEHOLDER:  Risk Management, Public Safety

COMMENTS

All employees, both full time and part time, who intend to drive for any purpose related to District job requirements, must submit a Driver Data form. Employees may not drive for the District until Public Safety has run a DMV check and Risk Management has cleared the employee to (1) drive District owned or rented vehicles, and/or (2) run District errands or conduct District business in a personal vehicle.

All drivers must possess insurance and a valid California Driver's License before driving any vehicle on District related business.

Whenever the vehicle of an approved employee driver traveling on approved District business is damaged as a result of a collision or accident, the District will pay the costs of repairing the damages, up to a maximum of $500. In the case where the employee is covered under collision insurance, the District will pay only those costs not reimbursed by the insurance carrier, up to $500.

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GUIDELINES AND DEFINITIONS

Points

The California Department of Motor Vehicles places "points" against the driver's license file as follows:

• One point if involved in a traffic accident,

• One point when a traffic conviction shows that a person drives a motor vehicle unsafely on a highway, or

• Two points when convicted of:

  • Reckless Driving

  • Hitting an unattended vehicle without notifying the owner

  • Causing property damage, injury, or death by hit-and-run driving

  • Manslaughter involving a vehicle

  • Causing injury or death with a vehicle while evading a peace officer

  • Driving on the wrong side of a divided highway

  • Speed contest or exhibition of speed

  • Illegal transport of explosives

  • Driving under the influence of liquor and/or any drug

District Vehicles

A District Vehicle is defined as a motor vehicle owned by the District that is used for the purpose of moving or propelling any person or property upon a highway.

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VALIDATION OF NEW DRIVERS:

Step 1

Supervisors - Monitor Driver Assignments
Do not allow employees to drive for District related purposes (other than to and from work) until Driver data forms have been submitted and processed. Forms may be obtained from Public Safety, Risk Management, or the site Business Offices.

Step 2

Drivers - Fill Out and Submit Driver Data Form
Submit form to the departmental supervisor. Attach a copy of the Proof of Insurance.

Do not drive for any District related purpose until informed in writing by Risk Management that you are cleared to do so.

Step 3

Supervisors - Review Form and Submit to Public Safety
If approved, sign the Driver Data Form and forward to Public Safety for processing.

Step 4

Public Safety - Run DMV Check
Forward results to Risk Management.

Step 5

Risk Management - Evaluate DMV Check and Advise Originating Department
Evaluate the DMV run. Refuse authorization to drive for the District if the individual's DMV report shows:

• failure to maintain a valid California Class A, B, or C license

• 2 points in a 12 month period

• 3 points in a 24 month period

• 4 points in a 36 month period

Advise both the supervisor and the employee in writing of the results.

Retain a copy of the Driver Data Form in the Risk Management files.

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ANNUAL VALIDATION OF APPROVED DRIVERS:

Step 1

Risk Management - Maintain List of Approved Employees
Maintain a list of approved employees who are authorized to drive on District business.

Step 2

Risk Management - Conduct Periodic Insurance Validation
Randomly select a subset of all currently approved drivers on a periodic basis. Validate that the employee carries adequate automobile insurance.

Step 3

Risk Management - Request Periodic Driver Inspection
Randomly select a subset of all currently approved drivers on a periodic basis. Forward the selections to Public Safety requesting a review of each individual's driving history for the past twelve months.

Step 4

Department of Public Safety - Run Periodic Employee Driver Inspections
Conduct employee driver history inspections for those employees picked in the random selection through the DMV. If a previously approved driver is found to no longer meet District standards, notify the Director of Risk Management. Employees do not meet standards if the driving record report shows:

• failure to maintain a valid California Class A, B, or C license

• 2 points in a 12 month period

• 3 points in a 24 month period

• 4 points in a 36 month period

Step 5

Risk Management - Evaluate DMV Check and Advise Originating Department
Evaluate the DMV run. If it is determined that the employee does not meet District standards, advise both the supervisor and the employee in writing that authorization to drive for the District has been revoked.

Retain a copy of the DMV report in the Risk Management files.

Step 6

Employees - Reapply for Driver Authorization
Employees may reapply for authorization to drive for the District upon reducing points below the allowable limit.

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EMPLOYEE APPEALS

Step 1

Employee - Submit Appeal to Risk Management
Submit a written appeal if the total point count exceeds the allowable limit due to an accident found not to be the employee's fault. Attach copies of the traffic accident report or insurance company report.

Step 2

Director of Risk Management - Evaluate Appeal
Return written determination to the employee and supervisor.

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