UIC Safe Driver Program UIC- HSET-3-5-303 Rev 7
UIC Safe Driver ProgramUIC- HSET-3-5-303 Rev 7Document ID Number:Document Title:Company:Department:Author / OriginatorMichelle McCoyExecutive ManagementChristopher MonettaQuality Dept. ManagementMyrna JacksonPresident/Chief Executive OfficerDelbert RexfordDocument Control Issued by:Matthew PhillipsApproval HeaderUIC-HSET-3-5-303UIC Safe Driver ure:Signature:Revision:7Date:Date:Date:Date:Issue Date:STATEMENT OF SUPPORTWe are pleased to provide Auto Policies and Procedures as part of our Risk Management and Health, Safety,Environment and Training (HSET) programs. This Program is to establish safe operating procedures andproper use of our company-owned vehicles.Our vehicles are valuable assets and it is important that they are properly and safely operated. We supporttraining for our Authorized Drivers so that they know how to care for and operate our vehicles.Our shareholders and our insurance company expect us to allow only qualified drivers with acceptabledriving records to operate company-owned vehicles. They also expect us to use our vehicles in a manner thatrespects their intended business use.Piyaqquutailaqta ' "Let Us Go Without Injury" Savaktit Qamutaat -Worker's vehiclePiyaqquutailaqta - Let us go without injuriesThe cost of auto accidents can be great and expose our company to unnecessary liability for damage toproperty or injuries to others. We wish to be responsible in our community and drive with great care so thatwe do not injure our friends and neighbors.Because of these reasons, we have developed a program that helps us address how to operate our vehiclesproperly,where to get trainingfor our drivers, and how drivers may become authorized to use companyvehicles or drive on the company's behalf.Our employees represent this corporation and our reputation. We feel confident that they will operate allvehicles in a courteous, respectful, and lawful manner. All employees of UIC with duties that include drivingon company business are expected to comply with all vehicle-use policies, as well as State and local laws.UIC is committed to safety in all aspects of our business because we value our employees and our reputation.Please read and fully understand all requirements in this manual.Quyanaqpak and Drive Safely!Delbert RexfordPresident/CEO, Ukpeagvik li'iupiat CorporationPrinted documents are for reference onlyPage 1 of 18
UIC Safe Driver ProgramUIC- HSET-3-5-303 Rev 7TABLE OF CONTENTS:1.INTRODUCTION AND GENERAL INFORMATION . 3Program Statement: . 3UIC Safe Driver Program Administration: . 3(Local) Safe Driver Program Manager: . 32.DEFINITIONS . 4Explanation of Terms:. 43.RESPONSIBILITIES AND DUTIES. 5General: . 5Areas of Responsibility: . 5Department Heads, Supervisors, Managers: . 6Authorized Drivers: . 6HSET: . 8Human Resources: . 8Administration: . 8Disciplinary Action:. 94.AUTHORIZED DRIVER VERIFICATION . 9Forms Required, Driving Record Release Form: . 9Valid Driver’s License: . 9SR22:. 10Age Restrictions: . 105.VEHICLE USE . 10Mileage Reimbursement: . 106.UIC BUSINESS AUTO INSURANCE . 10UIC Insurance: . 10What Vehicles are Insured: . 10Who is Covered: . 117.APPROVED USE OF UIC OWNED VEHICLES . 11Official Business Only: . 118.APPROVED USE OF PRIVATELY OWNED VEHICLES . 11Using Privately Owned Vehicles: . 119.APPROVED USE OF RENTAL VEHICLES . 12Using Rented Vehicles:. 1210.SAFETY RULES FOR ALL VEHICLES . 12Applies to all Authorized Drivers: . 13Incidents@uicalaska.com :. 1311.DRIVERS’ TRAINING COURSES . 14UIC Driver Safety Training Program: . 1412.UIC VEHICLE MARKING . 14Identification of UIC Owned or Leased Vehicles: . 14Auto Marking / Logos, Official Use Only, On-Call Autos: . 1513.ACCIDENT/INCIDENCE RESPONSE AND REPORTING . 1524 Hour Reporting Required: . 15At the Scene of the Accident – Single Car / UIC Auto only: . 16At the Scene of the Accident – Multi Car: . 16Printed documents are for reference onlyPage 2 of 18
UIC Safe Driver ProgramUIC- HSET-3-5-303 Rev 714.15.16.17.18.At the Scene of the Accident / Rental Car: . 17Reference Documents . 17Revision History . 17Corrective Action . 18Program Communication . 18Document Access . 181. INTRODUCTION AND GENERAL INFORMATIONProgram Statement:Its purpose is to document minimum requirements for the proper use andoperation of autos used in the course and scope of company business, includingUIC’s owned, leased and rented vehicles. Furthermore, these policies andprocedures include parameters under which employees may become qualified todrive UIC’s business autos, including driver’s training programs, drivers recordchecks, and other risk controls established to limit liability, control loss, andsupport the safe and responsible operation of corporation autos.All UIC Authorized Drivers are expected to follow this program at all times.UIC Safe Driver Program Administration:The Health, Safety, Environmental and Training (HSET) and Risk Managementdepartment is responsible for the content, updates, maintenance anddissemination of the program document, training of certified collectors, trainingof supervisors and other applicable personnel, and program training. Thesedepartments support the various Operations at UIC, as well as all subsidiarycompanies with program interpretation and addressing atypical circumstancesthat may arise. The Human Resources (HR) and HSET departments will shareresponsibility for Substance Abuse testing.Safe Driver Program Administrator:UIC Director of HSET & Risk6700 Arctic Spur Rd.Anchorage, Alaska 99518907-677-5219 / 703-562-0334(Local) Safe Driver Program Manager:Each UIC subsidiary shall establish a Safe Driver Program Manager who may beresponsible for the day-to-day management of the program at their respectivesubsidiary operations, and its application to Authorized Drivers to which thisPrinted documents are for reference onlyPage 3 of 18
UIC Safe Driver ProgramUIC- HSET-3-5-303 Rev 7program applies, and under the procedures that are documented in the pagesfollowing.Local Program Managers may be Health Safety and Environmental (HSE),Safety, Human Resources personnel, or other appropriatemanagerial/supervisory personnel.2. DEFINITIONSExplanation of Terms:Authorized Driver: A UIC volunteer, employee or officer whose official dutiesrequire that they drive an auto for official UIC business, whether that vehicle isowned by UIC or not.2.1.1.1 An Authorized Driver may drive on a regular, frequent, or periodicbasis, regardless of primary job description. All authorized drivers mustcomplete and sign a Motor Vehicle Records Release Form (also known as a“Drivers’ Record Release Form” or “Disclosure and Release for DrivingRecord”).2.1.1.2 All UIC Authorized Drivers shall be over the age of 21; exceptions to thiscriteria may be obtained after review by the HSET department on a case bycase basis. All Authorized Drivers must have a valid Driver’s License asestablished by this Program and shall complete driver’s training as required.Drivers Licenses are required for all personnel to drive, operate equipment, orvehicles which require licensing, training by Federal, State, or local law andregulations while on company business and/or property.Commercial Drivers Licenses are required for all personnel operatingequipment or vehicles as required by Federal, State, or local laws andregulations. All operators will possess CDL’s that meet customer, contract, andthe company specifications as required.Authorized Passenger. A UIC employee, board member, UIC client, vendor, orother person that has official business with UIC and who is not the AuthorizedDriver of that auto.Auto Marking Program. UIC Owned Vehicles may require Logos, decals and/orother signage as required by contract or location. Logos, decals and other signagerequired on all UIC owned vehicles for identification purposes.DUI / DWI. Conviction for Driving Under the Influence or Driving WhileIntoxicated.Motor Vehicle Record Release Form. A form that is signed by the employeeas part of verifying that a valid driver’s license exists. The completed, signedform is provided to the state specific Department of Motor Vehicles throughUIC’s driving and vehicle records provider in order to obtain a report thatlists all citations, violations or convictions related to auto use over a three-yearperiod.Employee. Employment defined in the Employment Classification Policy: UIC HR2-6-032 Rev 1.Printed documents are for reference onlyPage 4 of 18
UIC Safe Driver ProgramUIC- HSET-3-5-303 Rev 7Exception. A waiver based on driving privileges being suspended by thelicensing state based on driver citation(s) and misconduct. Suspended driversgiven partial privileges by the licensing state will be reviewed to operate/driveUIC vehicles on a case by case basis.HSET. Health, Safety, Environmental, and Training Department.Insurer. UIC’s Commercial Automobile Liability insurance company.Mileage Reimbursement Form. This form is used to verify approved use ofpersonal autos and the related expenses where reimbursement is requested. Theper mile reimbursement charge, at rates determined by the Internal RevenueService, is intended to fully reimburse the employee for items that mayinclude, but are not limited to, fuel, wear and tear, and insurance costsrelative to operating their personal auto while on company business.Official Business. Any activity necessary to perform UIC’s business.Risk Management. UIC’s Risk Management section under the HSET Department.SR22. Required state filing of proof of financial responsibility applying topersons who are convicted of or forfeit bail for certain offenses underFederalmotor vehicle laws.Supervisor. An Employee who may have hiring, discipline, and performancereview responsibility over another employee.Timely Reporting. Written notice of an accident or incident within 24-48 hours.UIC. Ukpeagvik Inupiat Corporation, including its subsidiary companies.UIC Vehicle. UIC owned, leased, or rented vehicle that may be operated by a UICAuthorized Driver.Unauthorized Passenger. Any person not engaged in official business with UIC.3. RESPONSIBILITIES AND DUTIESGeneral:UIC Authorized Drivers are responsible for the safe operation of any vehicleused to conduct UIC’s business.Any vehicle used for UIC business and any UIC Authorized Driver performingUIC’s business must comply with the provisions of this Programand allrequirements of applicable Federal, State, or local laws and regulations.Each UIC Authorized Driver will be held accountable for his or her actions andmay be subject to discipline consistent with the personnel rules under whichthey are accountable.Areas of Responsibility:There are several areas of responsibility associated with the successfulimplementation and administration of UIC’s Safe Driver Auto Program &Procedures.Printed documents are for reference onlyPage 5 of 18
UIC Safe Driver ProgramUIC- HSET-3-5-303 Rev 73.2.1.1 Department Heads, Supervisors and Managers3.2.1.2 Authorized Drivers3.2.1.3 HSET3.2.1.4 Human Resources3.2.1.5 AdministrationDepartment Heads, Supervisors, Managers:Assure that Authorized Drivers under their direction attend the approveddrivers’ training and are familiar with this Program.Assure that the employee’s job description accurately reflects the driving dutiesfor the position, as well as the requirement for a valid Driver’s.Verify that the employee has completed the Motor Vehicle Release Form, andthat the employee has a valid driver’s license.Must report any change in the status (revocation, suspension) of theiremployees’ driver’s license to UIC HSET & Risk immediately.Assure timely completion and reporting to UIC HSET & Risk, all accidents andincidents involving the UIC vehicle. Follow UIC’s Drug and Substance AbuseTesting Program relative to testing required post-incident or accident.Manage complaints regarding Authorized Drivers actions or violations of thisProgramin a manner consistent with this Programand the UIC PersonnelRules.Ensure company owned vehicle has the proper identification if required.No unsafe UIC vehicle may be operated. Operators are responsible for monitoringthe vehicle. Operators and supervisors are responsible for scheduling thevehicle for required maintenance.Authorized Drivers:Attend UIC’s Authorized Drivers’ Training Program and any refresher coursesrequired. Participate in any specialized training and safe operating procedures forthe vehicle assigned as part of job duties.Printed documents are for reference onlyPage 6 of 18
UIC Safe Driver ProgramUIC- HSET-3-5-303 Rev 7Review the job description and understand the driving duties that apply to yourjob.Drivers shall be 21 years or older.Employees who operate or drive vehicles or equipment will maintain validlicenses as per Federal, State and local laws and regulations whileoperating/driving on company business.Commercial Drivers Licenses are required for all personnel operatingequipment or vehicles as required by State and Federal guidelines. All operatorswill possess CDL’s that meet customer, contract, and company specifications asrequired.Must report any change in the status of your driver’s license to a supervisorimmediately.Complete and sign a Motor Vehicle Release Form and provide a copy of yourvalid driver’s license to UIC HSET and Risk.Immediately report all accidents and incidents involving the UIC vehicle to yourdepartment head, supervisor or manager. Complete all accident reportingforms. Follow UIC’s Drug and Substance Abuse Testing Program relative totesting required post-incident or accident.Immediately notify the department head, supervisor, or manager of anycircumstances that may affect the driver’s ability to properly and safely operatean auto, including but not limited to: a serious medical condition precluding orlimiting driving, suspension or revocation of operating privileges by Federal,State, or local jurisdictions.Comply with any investigations regarding complaints or violations of thisProgram.Properly and safely operate all motor vehicles assigned. Assure thatpassengers comply with all provisions of this Program, in addition to allFederal, State and local laws and regulations.No unsafe vehicle may be operated. Authorized Drivers are responsible forreporting maintenance or repair needs.Accept personal responsibility for any/all costs associated with
Attend UIC’s Authorized Drivers’ Training Program and any refresher courses required. Participate in any specialized training and safe operating procedures for the vehicle assigned as part of job duties. UIC Safe Driver Program UIC- HSET-3-5-303 Re
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