Vehicle Safety

 

One of the duties carried out by Environmental Health & Safety (EH&S [Environmental Health and Safety] ) is to ensure that safe vehicle operating procedures are being followed while driving a UT Dallas vehicle. For the safety of our campus, UT Dallas staff, faculty, and students are required to complete any mandatory forms and take the necessary training before they can operate any UT Dallas vehicle (this includes golf carts, cars, pick-up trucks, and high-occupancy vehicles). Please see the sections below for information on Motor Vehicle Records, training requirements, new hire instructions, and auto accident reporting.

If you have any questions, contact EH&S [Environmental Health and Safety] at VehicleSafety@utdallas.edu or 972.883.4111.

Motor Vehicle Record Checks

What is a Motor Vehicle Report?

Motor Vehicle Reports (MVRs [Motor Vehicle Reports] ) show a history going back at least 36 months and lists all convictions for traffic violations issued to the potential employee. The report also verifies that the driver has a valid driver’s license issued by Texas.

Authorized UT Dallas drivers can have their MVR [Motor Vehicle Report] checked in any of the below instances:

  • Every quarter after initially authorized
  • Promptly after the employee has been involved in an automobile accident while driving on official University business
  • Promptly after the employee receives a moving traffic citation while on official University business

Motor Vehicle Report Exhibit A & B

Employees whose duties rely heavily on driving a University vehicle must submit a Motor Vehicle Report (PDF [Portable Document Format File] ) (MVR [Motor Vehicle Report] ) to VehicleSafety@utdallas.edu and complete the necessary training before performing said duties.

MVR History and Points

Appendix B

Appendix B (PDF [Portable Document Format File] )

An employee’s MVR [Motor Vehicle Report] is evaluated on their most recent three-year driving history. Points are assigned to the employee based on any violations found on their driving record. The amount of points assigned to a driver are based on the stipulations providing in Appendix B (PDF [Portable Document Format File] ). If a driver is assigned four or more points due to their violations within a three-year period, they will not be allowed to operation a University-owned vehicle for official University business.

MVR Reporting Responsibilities

Employee

An authorized driver of a University-owned vehicle must report the following to their supervisor and EH&S [Environmental Health and Safety] , including the nature of the charge, the pleas entered by the driver, the scheduled court date, and the findings of the court.

  • A suspension of their driver’s license
  • A revocation of the driver’s license
  • The driver has been involved in a Type A violation

    (see Appendix B (PDF [Portable Document Format File] ))

  • The driver has been involved in a Type B violation
  • The driver has been involved in an at-fault automobile accident while operating a University-owned vehicle

If an employee fails to provide required notice to their supervisor and EH&S [Environmental Health and Safety] , they will be subject to disciplinary action up to and including dismissal. If an employee operates a University-owned, rented, leased, or personal vehicle for official University business while their license is suspended or revoked will be subject to disciplinary action up to an including dismissal.

Supervisor

Supervisors of employees who are required to operate University-owned vehicles are responsible for the following:

  • Ensuring the employee has completed the necessary driver training before operating a University-owned vehicle
  • Verifying that the employee takes necessary driver training every three years
  • Reporting to EH&S [Environmental Health and Safety] if their employee notifies them of a license suspension, license revocation, Type A violation, Type B violation, and/or an at-fault automobile accident

Who is Eligible for Training?

 

  Defensive Driving 12-Passenger Van Golf Cart
Students    
Student Workers    
Faculty / Staff

The above graph depicts who is eligible to take each of the three Vehicle Safety trainings offered by EH&S [Environmental Health and Safety] . Eligible drivers need to take the appropriate training for the type of vehicle they need to operate. A detailed description of each of the three trainings available to eligible drivers can be found in the Training section, below.

Training

Defensive Driver’s Training

Defensive Drivers Training is required under UTS157 for any University of Texas Dallas employee that drives a University automobile. The training is completed online. This training is required once every 3 years for each eligible employee.

To take Defensive Driver’s Training:

  1. Submit a Motor Vehicle Report (PDF [Portable Document Format File] ) (MVR [Motor Vehicle Report] ) to VehicleSafety@utdallas.edu
  2. EH&S [Environmental Health and Safety] will run your MVR [Motor Vehicle Report] and contact you once your record is processed
  3. Follow the steps provided by EH&S [Environmental Health and Safety] to access and take your online training
  4. Email VehicleSafety@utdallas.edu to notify EH&S [Environmental Health and Safety] that you completed the training
  5. You are now able to drive a University vehicle — Remember to renew your training every 3 years

12-Passenger Van Training

12-Passenger Van Training is required under UTS157 for any University of Texas Dallas employee that drives a University 12-passenger van. The training consists of two sections: online and hands-on. This training is required once every 3 years for each eligible employee.

To take 12-Passenger Van Training:

  1. Submit a Motor Vehicle Report (PDF [Portable Document Format File] ) (MVR [Motor Vehicle Report] ) to VehicleSafety@utdallas.edu
  2. EH&S [Environmental Health and Safety] will run your MVR [Motor Vehicle Report] and contact you once your record is processed
  3. Follow the steps provided by EH&S [Environmental Health and Safety] to access and take your online training
  4. Email VehicleSafety@utdallas.edu to notify EH&S [Environmental Health and Safety] that you completed the training and schedule a time to take the hands-on training
  5. Met with EH&S [Environmental Health and Safety] to take the hands-on training
  6. You are now eligible to drive a University 12-passenger van — Remember to renew your training every 3 years

Golf Cart Safety Training

Any employee who utilizes a golf cart or utility vehicle as a part of their job duties or an employee/department that wishes to utilize University owned carts to transport visitors must complete the golf cart operator’s safety training. The training is meant to give basic awareness about the safety involved with golf/utility cart usage. The training consists of two sections: online and hands-on.

To take Golf Cart Training:

  1. Email VehicleSafety@utdallas.edu to sign up for the online training
  2. Follow the steps provided by EH&S [Environmental Health and Safety] to access and take your online training
  3. Email VehicleSafety@utdallas.edu to notify EH&S [Environmental Health and Safety] that you completed the online training
  4. Sign up for the hands-on training on the EH&S Training page
  5. Met with EH&S [Environmental Health and Safety] on the schedule date/time to take the hands-on training
  6. You are now eligible to drive a golf cart — Retain your certificate/proof of training to remain eligible to drive golf carts

New Hires

Employees whose duties rely heavily on driving a University vehicle must submit a Motor Vehicle Report (PDF [Portable Document Format File] ) (MVR [Motor Vehicle Report] ) to VehicleSafety@utdallas.edu and complete the necessary training before performing said duties.

For detailed steps on how to complete a specific training, please see the Training section, above.

Reporting an Auto Accident

Auto Accident Reporting Procedures

If you are involved in an accident involving a UT Dallas vehicle, the below procedures must be followed.

For accidents/occurrences on public streets, roads, or highways:

  • Do not move the vehicle until authorized by the investigating police agency. If the accident occurs in a congested/dangerous area and no one is hurt in any of the vehicles involved in the crash, drive to the side of the road or to the nearest exit.
  • Notify local emergency services.
  • Call local police. Tell the police that a state vehicle has been involved in an accident and a police report is needed.
  • Report facts in detail to the local police only. Do not sign a statement or document concerning the accident, except for a licensed authority, such as the police.
  • Ask the police for a copy of the accident report.
  • Collect the below information:
    • The name(s) of and contact information for the parties involved in the accident
    • The involved parties’ insurance company and policy number
    • The involved parties’ driver license number(s)
    • The color, make, and model of the vehicle(s) involved in the accident
    • The license plate number of the vehicles(s) involved in the accident
  • Immediately notify the Facilities Management Garage at 972.883.2261. The Garage will notify the necessary departments. More information about UT Dallas fleet vehicles can be found on the Facilities Management Vehicles webpage.

For accidents/occurrences on UT Dallas Richardson or UT Callier Center Dallas (CD) properties:

  • Do not move the vehicle until authorized by the investigating police agency.
  • Notify the UT Dallas Police Department at 972.883.2222. The UT Dallas Police Department will call local emergency services if necessary and complete an accident report.
  • Do not sign a statement or document concerning the incident, except for a licensed authority, such as the police.

Driver Responsibilities

UT Dallas drivers who are involved in an accident/occurrence involving a UT Dallas vehicle are responsible for the following:

  • While at the accident/occurrence scene, drivers must attempt to obtain as much information as possible, including the license plate number of any vehicles at the scene, and insurance information from the other parties involved in the accident. The driver must provide this information to the Facilities Management Garage at 972.883.2261 as soon as possible.
  • Drivers should advise other parties involved in the accident that the accident will be reported to the University’s insurance company who will be in contact with them.
  • Drivers should not make any representations regarding insurance coverage to other parties involved in the accident.
  • Driver must notify their supervisor and EH&S [Environmental Health and Safety] at 972.883.4111 of the accident/occurrence as soon as possible.