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Call: 206-281-2911

 
MOTOR POOL POLICIES & PROCEDURES TABLE OF CONTENTS
 
Authorized Vehicle Use
Age Requirement
License Required
Driving Record Review
Driver Training
Motor Pool Training Checklist
Vehicle Reservation Procedures
Vehicle Costs
Minimum Number of Drivers
Travel Boundary Limitation
Safe Driving Practices
Accident kits
Emergency Equipment
What To Do In Case Of An Automobile Accident

Authorized Vehicle Use

The University provides a limited number of University-owned vehicles for staff and faculty who are conducting official University business, on a first-come, first-serve basis. Personal use of Motor Pool vehicles is expressly prohibited, unless approved by the President, or his (her) designate. Drivers may be held financially responsible for abusive or improper use of Motor Pool vehicles. This includes paying up to the deductible insurance limits for vehicle accidents resulting from improper use.

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Age Requirement

No person under 18 years of age may operate a vehicle on behalf of the University.

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License Required

All driver candidates must present a valid driver's license to the Office of Safety and Security. The license will be photocopied and must be updated when it expires.

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Driving Record Review

Each person, who is seeking to operate a vehicle on behalf of the University, will sign a release to aid in the review of their driving record. Drivers with poor driving records may not be allowed to drive University vehicles. This decision will be made, based on the number of accidents or infractions occurred, as well as the type of driving which is to be done. Driving records will be obtained through a firm that conducts a nationwide search for information.

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Driver Training

All persons, who operate University owned Motor Pool vehicles, shall complete defensive driver training, prior to driving a University vehicle. This training will vary based on the type of vehicle to be driven. Operators of cars, light trucks, and the minivan with no passengers shall complete a multimedia course available through Blackboard. Due to their special responsibility for passenger safety, operators of vans shall complete a course of instruction that combines a course on Blackboard with "hands on" driving instruction by a certified instructor.

The Blackboard course shall cover the "Safe Driving Practices" listed in the Policy and Procedures section of this Driving Safety Program, and shall be composed of three modules: "Safe Operation of Corporate Vehicles", "You Only Live Once, Pre-Trip Vehicle Inspection", "Proper Driver Attitude", and reading of the Seattle Pacific Driving Safety Program.

The three modules are 15 minute video tapes by Advanced Driver Training Services, Inc., which provide instruction on defensive driver skills. Each video module includes a written description of training objectives and a pre-test. Post-test materials have been incorporated into the quiz, which covers the SPU Driving Safety program, as well as the video training modules.

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Motor Pool Training Checklist

This checklist provides you with the steps required to complete the necessary training for driving University owned vehicles. If you will be driving a car, light truck, or minivan with no passengers, you will need to complete the multimedia course in the Library, as well as pass a quiz in the Office of Safety and Security. Driving the University vans and transporting passengers requires a course of instruction that combines classroom training with "hands on" training by a certified instructor

Requirements for driving University owned vehicles:

  • Must be 18 years of age.
  • Must have a valid driver's license.
  • Must sign a release allowing SPU to complete a driving record check.

What steps must be taken to complete the required training for cars, light trucks and the minivan with no passengers?
 

  • Employee must email the Motor Pool Coordinator requesting training for themselves their student.
  • Complete online Blackboard training.
  • Take the quiz on Blackboard and pass with at least 80%.
  • A passing score is required to complete the training. IF you do not pass the quiz, you may take it again after two days. It is encouraged that you review the training materials.
  • A copy of your driver's license will be made upon the passing of the quiz, and will be kept on file in the Office of Safety and Security.

For those who need to be qualified for van driving:
 

  • The above steps for the Blackboard course are to be followed, and each person will receive "hands on" driver instruction. There needs to be a minimum of 3 people interested in the training, before a class can be scheduled
  • Note the minimum requirements for the people involved in training can be shared among departments. Notify the Office of Safety and Security of your interest in the training and you will be contacted as training dates are scheduled.

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Vehicle Reservation Procedures

Motor Pool vehicles may be reserved through the Office of Safety and Security via the online reservation form at least 24 hours in advance of the anticipated use. Emergency reservations may be made with less notice if the arrangements are made during regular business hours. Since vehicles are available on a first come, first served basis, reservations are encouraged to be made as early as possible In the event that the vehicles have been previously reserved, the Office of Safety and Security should be contacted regarding vehicle rental arrangements.

Previously reserved Motor Pool vehicles may be picked up and returned through the Office of Safety and Security, 24 hours daily Motor Pool vehicles are parked in the University parking lot located at the southeast corner of 3rd and Bertona. When picking up vehicles, a check-out form must be signed, which includes a short safety and operational checklist that each driver must complete prior to starting their trip. Failure to complete this safety checklist will result in a $15.00 fine charged to the department. The sheet also includes spaces for recording beginning and ending mileage for the trip, which must be turned in when the vehicle is returned along with the gas card and key. The driver check should be repeated at each refueling stop. Items critical to the vehicle operation (such as low oil) should be corrected, if found to be deficient, prior to resuming the trip. Gas credit cards, which are checked out through the Office of Safety and Security with the vehicle, may be used for refueling and emergency repairs. The vehicle license number should be recorded for each charge made.

If the reservation is cancelled less than 48 hours before use, there is a fee of one day's use for each day failed to be cancelled.

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Vehicle Costs

The costs for the Motor Pool vehicles are as follows:

The Suburbans and the 12-passenger vans are $78/day and $.44/mile.

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Minimum Number of Drivers

To avoid excessive driver fatigue, a minimum number of drivers has been established for long trips involving the vans. Any trip exceeding 200 miles requires two qualified drivers, who must trade driving responsibilities every two hours. On trips exceeding 300 miles, drivers shall be limited to 6 hours driving time, per day, to prevent excessive fatigue.

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Travel Boundary Limitation

To extend vehicle life and insure that emergency road service may be obtained in a cost effective manner, a travel boundary limitation has been set for Motor Pool vehicles that includes all of Washington State and parts of Oregon, Idaho, and British Columbia. A map illustrating these travel boundaries can be obtained in the Office of Safety and Security.

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Safe Driving Practices

A key feature of any motor vehicle safety program is the recognition of safe driving practices that have been shown to reduce accidents. For the SPU driving safety program, these following practices are emphasized:
 

  • Observation Skills: Drivers should develop skills, which enable them to detect or anticipate hazards to be avoided.
  • Maintaining an Escape Route: Drivers should always position their vehicle in traffic to provide routes of escape in emergencies.
  • The Three Second Rule: Drivers should maintain the proper distance behind the vehicle in front of them. Under ordinary driving conditions, this distance is three seconds at any speed.
  • Safe Parking Practices: Parking lots contain special hazards, such as a lack of traffic controls, visual obstructions, and limited maneuvering room. Drivers must develop parking habits to mitigate these hazards.
  • Foul Weather Precautions: Foul weather creates many hazards such as reduced traction and vision, which require modified driving practices.
  • Traffic Management: Urban areas contain congested traffic, complex intersections, and limited access road ways that increase the danger of driving. Drivers should learn traffic management skills, which would increase their safety in these situations.
  • Emergency Reaction: Regardless of the caution followed by drivers, unexpected actions by other drivers and other unpredictable hazards can require drivers to use emergency reaction skills to avoid accidents.
  • Vehicle Maintenance and Inspection: Proper vehicle maintenance is essential to safe driving. Drivers should learn to complete a vehicle safety check as listed on the Vehicle Release Order and Mileage Report form.
  • Driver Attitude: Lack of proper driver attitude often causes drivers to make mistakes due to excessive haste and lack of caution. Planning ahead allows drivers to engage their responsibilities without urge to forego safe driving precautions.
  • Accident safety: Drivers are expected to know and follow procedures for reporting accidents and safeguarding University Motor Pool vehicles.
  • Seat Belts: In accordance with Washington State Law, as well as good safety practice, all drivers and passengers using University vehicles are required to use seat belts whenever the vehicle is in use. Drivers are responsible to check and make sure that every passenger has his/her seat belt secured prior to departure on each segment.
  • Transportation of Children: Transportation of children in Motor Pool vehicles is not permitted without advanced approval from the Office of Safety and Security. When approved, safety restraints must be provided in accordance with state law.
  • Transportation of Animals: Transportation of animals in Motor Pool vehicles is not allowed since animals can be thrown around the vehicle in an accident. Appropriate animal restraints are not available at this time. Exceptions for academic purposes may be made with approval of safety arrangements from the Office of Safety and Security
  • Crossing Sidewalks: Whenever crossing sidewalks to leave alleys or parking lots, drivers should bring vehicles to a complete stop to be sure the walkway is free of pedestrians.
  • Backing Large Vehicles: Whenever two or more persons are present in a van or large truck, one of them should assist the driver, as a spotter, for backing the vehicle.

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Accident Kits

Each Motor Pool vehicle shall contain an accident kit, which is kept in the glove box. This kit includes: proof of insurance, an accident report card, a witness card, and a pencil for recording information, as well as a disposable camera.

The law requires that drivers be able to produce proof of insurance any time a vehicle is operated on public roads. Drivers may be required to produce proof of insurance by law enforcement officers at any time. It is usually requested at accidents and during the insurance of traffic citations.

The accident report card allows drivers to record essential information about the drivers, owners, and other vehicles involved in a collision. The card contains instructions to be followed in the event of an accident. Accidents should be reported to the Office of safety and Security, which is open 24 hours daily by dialing (206)281-2922. The call may be collect. They will take preliminary information over the phone and help with procedures to follow if the Motor Pool vehicle is disabled.

The witness card may be handed to a witness who saw the accident so that they can record their name, address, and phone number for later investigation.

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Emergencies

In the event that there are injuries involved in the accident, make sure that the local emergency services are notified. In most localities, this can be done by dialing 911, although, in some rural areas, it may be necessary to dial the operator and state that you have an emergency to report to the police.

All Motor Pool vehicles are equipped with first aid kits, fire extinguishers and reflective warning triangles for your safety. The reflective warning triangles are to be set up 100 feet or more behind the vehicle, in the event of an accident or mechanical failure. They provide a hazard warning to oncoming motorist so that they can see and avoid collision.

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What to do in Case of An Automobile Accident

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    If necessary, to prevent further damage or hazards, move vehicle onto the shoulder or side of the roadway if possible. Place warning signals (reflective triangles) promptly.

  • Ask someone to summon the Police and medical assistance if anyone is injured. Repeat request after five minutes.
  • Keep calm. Be courteous. Make no statement concerning the accident to anyone except a Police Officer. Get his/her name and badge number.
  • Secure and solicit the aid of witnesses or persons at the scene. Ask for completion of Witness Cards or names of witnesses, who will be of value to the adjuster in claims and settlement.
  • Obtain names and addresses of injured and license numbers, names and addresses of drivers and occupants of all car involved.
  • Report the accident to Safety and Security immediately. They will take an accident report and start the insurance claim process. Call (206) 281-2922, 24 hours daily. Collect calls will be accepted.
  • Report accident at once to the State Police or other authority, as required by law.
  • Before leaving the scene of the accident, check to determine if all factual information has been recorded.
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