POLICY

It is the policy of Western Oregon University to provide state vehicles and 
to provide private vehicle use for official state business for eligible faculty,
staff and students requiring travel to conduct business on and off campus on 
behalf of the university.  All persons who operate motor vehicles on official 
state business must have a valid operator's license or have specific driving 
privileges from the Department of Transportation, Driver and Motor Vehicles 
Services (DMV).  University administration reserves the right to revoke, 
restrict or take disciplinary action for violations to this policy. 

    PURPOSE

The purpose of this policy is to develop a consistent procedure to limit and 
reduce liability exposures and promote safe driving behaviors relating to 
vehicle use on official state business by Western Oregon University employees.

This policy provides oversight for the direction and control of vehicles used in 
conducting state business.  Department of Administrative Services (DAS) Risk 
Management Division mandates comprehensive oversight of vehicle use rules.  This 
policy accomplishes this by establishing:
       : Driver's License History Checks;
       : Adoption of the "Department of Administrative Services Vehicles Rules;"
       : Defensive Driving requirements for employees driving state vehicles in 
         a 25 point "at risk" category;
       : Accident Review Process; and
       : Citizen Complaint Review Process.

    PROCEDURES

Driver's License History Checks - All employees, students or agents of WOU are 
to have an annual driver's license check performed prior to being issued a 
driving permit to operate state owned vehicles.

1. Requests - Departments or employees requesting authorization for employees to 
   operate state vehicles may submit employee information directly to the office 
   of Safety Services.  Safety Services will review information and DMV records 
   within 48 hours of receipt. (A $2.00 charge will be assessed for DMV record 
   processing beginning with the 1997-98 year.)

2. Review - An OUS "at risk" point system (based on the DMV point system) will be 
   attached to each driving record.  In the event the employee, student or agent 
   meets or exceeds 35 points, a recommendation will be made to the Vice 
   President for Administration, Finance, and Human Resources that the person not 
   be authorized to operate a state vehicle. At 29-34 points the employee will 
   be contacted by the Vice President for Administration, Finance, and Human 
   Resources and a warning given regarding their driving record and privileges. 
   When a person has between 30-34 points, the person will be authorized to 
   operate a state vehicle, however a second review will occur six months from 
   the date of the first review. If a person has between 20-29 points, the 
   person will be authorized to operate a state vehicle, however, a second 
   review will occur one year from the date of the first review.  If a driving 
   privilege is denied, the person will be notified in writing with a copy sent 
   to their supervisor.  Persons who have less than 20 points will have an 
   annual license history review.

3. Out of State Licenses - Oregon Revised Statutes require a valid Oregon 
   driver's license for anyone gainfully employed in Oregon. Out of state 
   license holders will have the responsibility of providing a license history.

4. License Expiration - Authorization to drive a state vehicle will expire
   annually from the date of issue for employees, agents and students.

USE OF PERSONAL VEHICLES

When vehicle use is justified, employees on "official" state business may use 
their private vehicle at their discretion.  All employees who desire mileage 
reimbursement must have approval in advance.  Reimbursement for private mileage 
is allowed for official state travel over the most direct and common route.  
Travel between the place of residence and official work station is not 
reimbursable.

Private Vehicle Use Insurance Required.  Personnel authorized to use a privately 
owned vehicle for official state travel are required to carry personal auto 
liability insurance for the use of the vehicle.

Conditions of use of Private Vehicles.  For personnel authorized to use a 
private vehicle on official state business, the following conditions and/or 
state coverage apply:

a. There is no state coverage for (1) uninsured motorists, (2) personal injury 
   protection which includes medical payments, or (3) aircraft passenger medical 
   payments.  This coverage must be provided through the individual's personal 
   policies.

b. Workers' compensation insurance is provided the same as if the individual is 
   using a state owned vehicle on official state business.
 
c. Collision and comprehensive physical damage losses to the private vehicle are 
   not covered by the state.

d. Liability to other persons, including the individual's passengers, must be 
   covered by the individual's personal auto policy.  If losses exceed the 
   individual's policy limits, the state will cover the excess liability under 
   the terms of the State's Liability Policy Manual, which is available in the 
   Risk Management Division, Department of Administrative Services.

e. Volunteers, acting within the scope of their duties, are covered under the 
   Oregon Tort Claims Act (ORS 30.260 through 300) in the same manner and to the 
   same extent that state employees are covered.

OCCUPATIONAL HARDSHIP PERMITS

No university employee may operate a state vehicle or private vehicle for state 
business if they have a "hardship permit" issued by the DMV as a result of 
driving problems.  This includes suspended license, uninsured accidents, 
habitual traffic offenders or other incidents that have resulted in driving 
limitations or restrictions resulting from DMV/Oregon law violations.

Employees with hardship licenses must notify their supervisor and the university 
Risk Management division for authorization and to receive a state approved 
coverage.  Before this happens, the university must:

1. Prepare a written plan with the employee to resolve the problem that caused 
   the loss of driving privileges and to assure public and employee safety.  It 
   should state consequences for plan failure.

2. Send a letter to the Safety Office. Signed by the President; Vice President 
   for Administration, Finance, and Human Resources; or Provost, that briefly 
   outlines the corrective plan and requests approval on a DMV "Certification of 
   Self-Insurance Coverage" form. The Safety Office will arrange.

3. We must notify DMV Accident Unit and State Risk Management when the employee 
   is reinstated with a regular license or when he or she leaves our employment.

DEPARTMENT OF ADMINISTRATIVE SERVICES VEHICLE RULES

It is up to each driver to read and adhere to the Department of Administrative 
Services (DAS) vehicle rules dated January 1996.  Vehicle rule books are located 
in each state vehicle, at Safety Services and WOU's Motor Pool Office.

DEFENSIVE DRIVER TRAINING

The State of Oregon and SAIF Corporation provide a four hour defensive driving 
course designed for state drivers.

All persons who request authorization to operate a state vehicle and have 25 or 
more points against their record on the OUS "at risk" scale are required to 
attend driver training.  Persons who do not participate in this training session 
within 60 days of their license check will not be authorized to drive a state 
vehicle.

ACCIDENTS

1. Reporting - Persons involved in accidents are to notify Safety Services 
   personnel at (503) 838-8381 immediately or as soon as practical and advise
   them of the incident including details, injuries and damage.  The person's   
   immediate supervisor or department chair is to be notified at the earliest 
   convenience.

     ? The person is to complete a state accident report if the estimated 
       damage to either vehicle is $500.00 or more.
     ? A Western Risk Management Accident Report is to be completed on all 
       accidents and turned in to Safety Services within 72 hours of the 
       accident.

2. Accident Review - Oregon Occupational Safety and Health Administration 
   requires a review of all vehicle accidents.  The Campus Safety Committee, 
   comprised of faculty, staff and students, will review all vehicle accidents 
   and recommend remedial action to the Vice President for Administration, 
   Finance, and Human Resources:

     ? Defensive Driving Course;
     ? Driving probation, consultation or reprimand;
     ? Driving Contract;
     ? Revocation of state driving privileges (may impact condition of 
       employment).

CITIZEN COMPLAINTS

1. Reporting - Complaints filed by citizens against Western drivers will be 
   reviewed by the Vice President for Administration, Finance, and Human 
   Resources or Safety Committee, depending on expediency.

2. Complaint Review - The Safety Committee will review all vehicle citizen 
   complaints and recommend remedial action, as noted in Accident Review above, 
   to the Vice President for Administration, Finance, and Human Resources or 
   Provost.

CONDITIONS OF EMPLOYEMENT

Employees who drive specialized vehicles as a condition of employment and have 
been determined to have more than 35 points may not drive a state vehicle or 
will have a driving contract developed by the Safety Committee to reduce the 
risk.  The driving contract will be submitted to the Vice President for 
Administration, Finance, and Human Resources for approval and implementation.  
In the event the employee chooses not to participate in the driving contract, 
the Vice President for Administration, Finance, and Human Resources may revoke 
their state driving privileges.

ADMINISTRATIVE SUPPORT

1. Driver's License History Validation - Departments that wish to have employees 
   drive state vehicles or private vehicles for state business, must submit a 
   completed application form to Safety Services.  Safety Services will review 
   the submitted names and driver's license numbers within 48 hours and send a 
   state driving permit to the department if the person has fewer than 35 
   points.  (All drivers are required to have this review prior to operating a 
   vehicle for state business purposes.)  If a person has over 35 points, the 
   person and supervisor will be notified in writing of the outcome and the date 
   he or she will be eligible to the person to be authorized to operate a state 
   vehicle.

2. Defensive Driving Course will be provided as needed with oversight by Safety 
   Services.  Western's Motor Pool offers the course once per year.  (All 
   employees who drive vehicles for state business will be required to complete 
   the driving course within 60 days of receiving a State Driving Permit if they 
   have 25 or more points assessed on their driver history.  Persons who have 
   fewer than 25 points on their driver history are not required to participate 
   in a defensive driving course.

3. Accident and Incident Review - All driving incidents and accidents must be 
   reviewed by the Safety Committee.  The committee minutes will refer to 
   persons involved as "Person 1, Person 2, etc."  The official record and 
   recommendations will be submitted to the Vice President for Administration, 
   Finance, and Human Resources or Provost accordingly.  Person(s) involved in 
   an incident or accident may appear before the committee to provide 
   information.  Persons involved in accidents may either write a letter or 
   appear before the committee to tell their side.

4. Appeals - Persons may appeal a committee recommendation directly to the Vice 
   President for Administration, Finance, and Human Resources.

LOSS OF DRIVING PRIVILEGE

An employee who is not allowed to operate a state vehicle based on unacceptable 
"at risk" history, incidents or accidents may use his or her own vehicle for 
state business if approved by their department head and they meet the conditions 
under private vehicle use.  The employee's own insurance will be the primary 
coverage with additional insurance provided by the State of Oregon.  The 
employee's department will be required to pay the state rate for mileage 
reimbursement.

Private Vehicle Use - Persons who are qualified to operate a state vehicle and 
use a privately owned vehicle with mileage reimbursement may do so only under 
this policy or as approved by the Vice President for Administration, Finance, 
and Human Resources, Provost or the department head.

    AUTHORITY

DAS Oregon Administrative Rules 125-155-000 through 125-155-900 have been 
adopted and are applicable to Western's vehicle operation.  All state vehicle 
drivers are to receive a copy of the rules at the time a driver's license 
background validation is completed.

    APPROVAL

The Office of Campus Risk Management and Safety is responsible for the 
implementation, monitoring, tracking of and compliance with state statutes/OAR 
as they relate to campus driving privileges and employment.  This responsibility 
is in cooperation with the Motor Pool and the Campus Safety Committee.

The responsibility includes DMV driving checks, license validation, insurance 
verification, OUS "at risk" point factoring and timely filing of safety 
reports with the appropriate state agencies.