EWU driver safety program requirements apply to all drivers authorized by EWU to operate a state vehicle or a privately owned vehicle (POV) for use on official state business, regardless of frequency of driving.
The EWU driver safety program includes separate training and certification modules for state-owned/leased vehicles and for POVs driven for official state business. Both of these training and certification modules implement standardized processes designed to:
- Ensure EWU meets DES standards for authorization of state drivers
- Provide a process to formally authorize EWU persons to drive state vehicles or POVs used on official state business
- Inform drivers of state driver responsibilities and standards as detailed in the Enterprise Wide Transportation Policy
- Inform drivers how to access the EWU Transportation and Driver Safety Standards, the Enterprise-Wide Transportation Policy, and other resources pertaining to the authorized, safe, and efficient operation of vehicles used on official state business
- Obtain acknowledgement that an employee has read and will follow applicable policies (via online certification through the university’s Single Sign-On (SSO) authentication system)
- Obtain verification from the driver that he/she has at least two years of driving experience
- Informs state drivers of the requirement to report to their manager/supervisor anytime their driver’s license is invalid (expired/revoked/etc.)
- Document training and certification completion (maintained by the University Director of Risk Management)
Additional Content for Driving State-owned/leased Vehicles
EWU Drivers of State-Owned/Leased Vehicles must complete the EWU Driver Training and Certification Program at the initial driving assignment and annually thereafter, regardless of frequency of driving.
In addition to the content described above for all drivers, the EWU Driver Training and Certification Program for state-owned/leased vehicles also:
- Incorporates a process for supervisors to visually check that state drivers have in their possession a license valid under Washington State law. The visual check is to verify that the driver’s license (1) has not expired (2) photo matches employee/operator and name matches agency records (3) birth date indicates driver is at least 18 years of age.
- Provides for training and certification of full size van drivers per the requirements in Enterprise Services Procedure No. BR.01.01.P3, Van Management.
- Vehicle inspection and maintenance requirements for drivers
Additional Content for Drivers of Privately-Owned Vehicles
EWU Drivers of Privately-Owned Vehicles used on official state business MUST complete the EWU Privately-Owned Vehicle Driver Training and Certification Program at the initial driving assignment and annually thereafter. In addition to the content described above for all drivers, this program:
- Incorporates a process for drivers to attest that they have in their possession a current driver’s license valid under Washington State law
Informs drivers of the specific insurance requirements and rules related to driving a POV on official state business
EWU provides an informational training module for passengers in vehicles being driven on official state business. This training module:
- Is optional, but may be required by certain university departments or activities (e.g. EPIC Adventures)
- Describes passenger expectations and responsibilities
- Informs passengers of the insurance coverage that applies to their travel in a state-owned/leased vehicle versus in a privately owned vehicle
Citizen Complaints & Traffic Infractions
When EWU receives a citizen complaint or is notified of a traffic infraction by an EWU Driver, the university will:
- Promptly review the complaint/infraction
- Contact the driver and driver’s supervisor to investigate the complaint/infraction
- Take appropriate action
Repeated Alleged State Driver Accidents
When an EWU Driver is involved one or more accidents, as detailed below, the university risk manager and the driver’s supervisor will review the driver safety standards and procedures with the driver.
The state driver is involved in either, or both, of the following alleged state driver error outcomes, regardless of miles traveled or law enforcement action taken.
- Two alleged state driver error accidents involving state or third party vehicle/property damage (other than damaged windshields) within a 24-month period.
- One or more alleged state driver error accidents resulting in injuries to the state driver, passenger(s), or third party within a 24-month period.
Violations and Disciplinary Actions
- When unauthorized use of a state motor vehicle by an EWU employee is discovered, EWU shall follow the requirements of RCW 43.19.635(1);
- When deliberate violation of state transportation laws and regulations by an EWU employee or student is discovered, EWU shall follow the requirements of RCW 43.19.635(2);
When casual or inadvertent violation of state transportation laws and regulations by an EWU employee or student is discovered, EWU shall follow the requirements of RCW 43.19.635(3).
EWU Departments must ensure that items listed below are available in every state-owned or leased motor vehicle. These items are available from the risk management website or from the university motor pool.
- Information regarding state repair and servicing facilities of state owned or leased motor vehicles, including contact information for reporting any collision/accident incident involving damage to a state vehicle to the appropriate entities.
- Statement of operator’s responsibilities.
- Collison/Accident and insurance report forms with instructions as to their preparation and disposition.
- Instructions for use of agency credit or fleet card.
- A copy of the state of Washington “Proof of Liability Insurance Washington State Agency Vehicle” card. This card provides a brief review of liability coverage provisions for state vehicles and is available online.
All documents for passenger vans as outlined in the Van Management Procedure.
The EWU motor pool is the primary contact for maintenance and repair of university-owned vehicles, including vehicles leased from DES Fleet Operations.
- Whenever possible, departments shall use the university motor pool for all maintenance and repair of state-owned or leased motor vehicles.
- When repairs are required that are beyond the capabilities of the motor pool, departments shall consult with the motor pool to arrange for repairs at a local contract facility.
- Completing open vehicle recalls is crucial to driver safety and may have cost implications. The EWU motor pool shall prioritize all open vehicle recalls which require their action to complete and close.
- EWU shall adopt DES maintenance schedules if no agency requirements are in place. Vehicles leased to EWU from the Department of Enterprise Services (DES) Fleet Operations must follow the DES maintenance schedules.
The EWU motor pool shall ensure that state vehicles are marked in accordance with Washington State law.
Eastern Washington University shall manage the use of state owned vehicles in a manner that promotes the most effective and efficient use of vehicles.
The university is financially responsible for all costs resulting from the authorization and use of state-owned or leased motor vehicles, including costs for damage to state-owned vehicles and property, and costs charged through the Washington State Agency Self-Insurance Liability Program (SLIP) for third-party injuries and vehicle damage.
Departments are responsible for ensuring that they abide by all applicable vehicle lease agreements and operating manuals.
Vehicle Demand and Acquisition
EWU Departments shall determine the number and nature of vehicles needed by the department. Departments are responsible for the management of motor vehicles including acquisition, disposal, maintenance and insurance needs.
Electric Vehicle Charging Stations
Employees, students and visitors may use the electric vehicle charging stations on campus per the rules contained in WAC 172-100-150.
Commute Trip Reduction (CTR) Program and Energy Conservation
EWU maintains an active Commute Trip Reduction (CTR) Program and encourages campus employees and students to participate. Details on CTR at EWU may be found on the CTR webpage at https://staging-inside.ewu.edu/parking/commute-trip-reduction-ctr/.
EWU encourages maximum energy conservation practices when using vehicles to conduct official state business. Such practices include considering alternatives to driving, keeping vehicles maintained, and using more efficient driving practices.
