Authorized Drivers and Accident Procedures
Please note: all of our in-person trainings require a two-week advance notice to schedule.
All drivers must be pre-authorized in order to operate University vehicles. Before operating a vehicle on University business, you must first provide evidence of and certify and maintain the following:
- Be a current С»ÆÊé employee or affiliate (entered into HCM and have an employee ID - as an employee or a POI)
- Possess and maintain a valid and appropriate state drivers license (foreign licenses are not permitted for CMV and CDL vehicles).
- Have no more than two moving violations and/or accidents in the past year on your motor vehicle record (MVR).
- Have and maintain a good driving record. С»ÆÊé Transportation Services is authorized to review authorized drivers records annually or as needed for safety and compliance reasons.
- Complete the (DDC). Online training is available. Log into Percipio and search "С»ÆÊé: Defensive Driving." Defensive Driver Training is valid for four years and must be repeated thereafter.
- Complete the (Golf Cart Safety training), if applicable. Online training is available. Log into Percipio and search "С»ÆÊé: Motorized Off-road Vehicles."
- Complete the , if applicable. Online training is available. Log into Percipio and search "С»ÆÊé: Safety Techniques for Driving a 15-Passenger Van." A hands-on training is also required following the successful completion of online training.
- Must be 18 or older. Drivers under 18 may not drive on university business.
- A Departmental Authorization Form for University Operators with driver's information must be submitted by the department and signed by the department head a minimum of two weeks before the scheduled driving event.
- Ask each driver to download and save their DDC certificate after taking the online course, as you will need a copy of one for each authorized driver.
- The employee ID for each driver is required when submitting the form (get this information from your HR manager or out of the HCM system).
- This form authorizes С»ÆÊé Transportation Services to obtain MVR record checks for the obligation of maintaining a safe driving record.
- Fill out and submit the (be sure you have a DDC certificate from each driver)Ìý
Information for Supervisors and Employees
As a supervisor you are responsible for providing a safe environment for all employees, ensuring the safe and compliant operation of the fleet vehicles and exploring any reasonable suspicion of unsafe activities.Ìý FulfillingÌýthese responsibilities means that you are required to take action when necessary.
Vehicle Idling Guidelines
Vehicle idling guidelines apply to all university owned or leased motor vehicles and equipment. They also extend to university contractors, subcontractors, and vendors doing business with the university. The idling of gasoline and diesel vehicles and equipment wastes fuel, contributes to air pollution and greenhouse gas emissions, and causes premature engine wear. It is every university employee's responsibility to minimize fleet operating costs while reducing harmful effects to the environment.
Inspections
Drivers will need to do systematic pre and post-trip inspections on vehicles.Ìý
Reasonable Suspicion - CDL only
YouÌýhave the responsibility as a professional withÌýregards to prescription medications, vitamins and herbal remedies. If supervisors have reasonable suspicion that an employee may be under the influence of drugs or alcohol, there are certain steps to take:
When a supervisor suspects that an employee is under the influence, they must have reasonable cause.
- Email the Transportation Services Department or call 303-492-7152 to sign-up for a FMCSR Reasonable Suspicion class.
- All supervisors who have direct report of regulated drivers must complete this class to evaluate or send a driver for testing.
- Supervisor must contact Transportation Services to obtain the proper form before driving their employee to the testing facility.
- To complete after hours testing, call 877-826-4628. (This is a mobile testing vendor.)
Post-Accident Testing
- Testing paperwork must be picked up from Transportation Services. Call 303-492-7152 and the paperwork will be completed and ready for pick-up. During business hours, proceed to Concentra in Boulder for testing. They will provide proper paperwork. Ask for a FMCSR/Post Accident/Drug and Alcohol test.
- All results must be emailed to the Transportation Services Department immediately.
- If the alcohol BAT test results are at or above .020 the employee must not be allowed to operate a University owned vehicle until the results are reviewed by С»ÆÊé's Transportation Services Department. Contact Transportation Services for further guidance.
- If the driver is not immediately issued a ticket, the driver must abstain from alcohol for eight (8) hours. In the event a ticket is issued afterward, the driver will have to immediately report for testing.
- To complete after hours testing, call 877-826-4628. (This is a mobile testing vendor.)
Proper Procedure
- Determine if the accident qualifies for the Post Accident testing process:
- Was there a fatality? Yes, the test must be administered.
- Was there a ticket issued and any of the following: If yes, the test must be administered.
- The injuries sustained in the accident required the individuals to be transportedÌýfor immediate medical care.
- Any vehicle had to be towed from the immediate accident location due to the extent of the damage sustained in the accident.
- Take the employee to Concentra Urgent Care, 3300 28th Street, Boulder, CO 80301.
Frequently Asked Questions (FAQs)
Drivers who are required to comply with Part 382 may not refuse to take a DOT drug or alcohol test. Refusals are reported to the US Department of Transportation Clearinghouse by either the motor carrier or the medical review officer (MRO) and include all of the following:
- Failing to appear or showing up late for the test (not including pre-employment tests).
- Refusing to provide a breath or urine specimen.
- Failing to stay at the testing site until the testing process is done (except in the case of a pre-employment test where the driver leaves the testing site before the testing process commences).
- Failing to submit enough saliva or breath if a physician determines that there is no medical explanation for a driver's failure to provide enough breath or urine.
- Failing to cooperate with any part of the testing process.
- Failing to allow observation or monitoring of a urine collection, when required.
- Failing or declining to take an additional drug test as directed by the employer or collector.
- Admitting to adulterating or substituting the urine specimen.
A refusal to test carries the same consequences as a failed drug or alcohol test: removal from safety-sensitive functions and completion of the SAP evaluation and return-to-duty process and follow-up testing. ÌýThere may be disciplinary action up to and including termination.Ìý
Accident Reporting Procedures
Accident – any time a vehicle comes in contact with a pedestrian, micromobility device, another vehicle or a stationary object or property, whether there is damage or not.
1. Call police immediately to file a police report
- С»ÆÊé Police Dept. 24-hour telephone number is Boulder - (303)492-6666 Denver-(303) 724-2000
- If your accident does not occur on С»ÆÊé property, you will need to call the police department responsible for jurisdiction where the accident occurs.
- If you are uncertain as to which police department to call, then call the С»ÆÊé Police Dept.’s 24-hour telephone number (listed above)
- Contact your Supervisor
2. Have the University of Colorado insurance card and vehicle registration (found inside the vehicle packet) ready to show police.
3. Fill out the accident report form (located in the vehicle packet or online)
- Accident Report must be filled out completely, including:
- Police Report number
- Other driver’s information
- Witnesses’ contact information
4. Accident report must be provided to transportation services within 24 hours of the accident
- For after-hour emergencies requiring immediate vehicle attention/repair, please call emergency number 303-710-3560
- The form can be hand delivered or scanned and sent as a PDF
- The vehicle must be brought to Transportation Services for pictures and to assess the damage. ÌýIf the vehicle is out of state, or a Denver or Anschutz vehicle, please send pictures with the report for assessment.
5. DOT Reportable Accident (Crash) -occurrence involving a commercial motor vehicle in interstate or intrastate commerce in which:
- A vehicle was towed from the scene:
- A fatality occurred: or
- A person was injured and required immediate medical treatment away from the crash scene.
- Failure to report an accident will result in suspension from safety-sensitive functions and launch an investigation
6. CDL Guidelines:Ìý
- If the accident involves a CDCL driver operating a CDL-required vehicle, then you must call the Transportation Services Compliance Manager 303-492-5533and email transportationsafety@colorado.edu immediately. ÌýThere may be additional steps depending on the situation.
Ìý
Compliance Table
| Ìý | С»ÆÊé Car Authorization (e.g. SUVs, sedans, hatchbacks, Ford F150 etc.) | 15-Passenger Van CertificationÌý single or combination of vehicles with weight under 10,001 lbsÌý (e.g. Ford Transit Van, Mercedes Sprinter Van, etc.) | Commercial Motor Vehicle (CMV) Certification single or combination of vehicles with weight of 10,001-26,000 lbs Ìý Ìý Ìý (e.g. Ford F250, light-duty box trucks,ÌýRVs, truck/15-passenger van towing a trailer, etc.) | Commecial Driver License (CDL) CertificationÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý single or combination of vehicles with weight over 26,000 lbsÌý (e.g. dump trucks, buses, semi-trucks, RV towing a trailer)Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý | Golf Cart - limited to private roads, max speed 20mph Low Speed Vehicle (LSV) - designed for roads with posted limit under 35mph,Ìýhave safety features such as seatbelts, turn signals, mirrors, VIN, max speed 25mph |
|---|---|---|---|---|---|
| Must be a current С»ÆÊé employee or student | Yes | Yes | Yes | Yes | Yes |
| Age | 18+ | 18+ | 18+ | 19+ for intrastate (within Colorado) with "K" restriction on CDL;Ìý21+ for interstate (across state lines) | 18+ |
| LicenseÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý ÌýÌý(must be valid and current) | US or International Driver's License | US or International Driver's License | Colorado Driver's License (other state's licenses must be transferred to Colorado within 30 days) | Colorado Commercial Driver's License (other state's licenses must be transferred to Colorado within 30 days) | US or International Driver's License |
| Department Authorization Form (online form driver's supervisor must fill out) | Yes | Yes | Yes | Yes | Golf Carts (max 20 mph) - No;Ìý Ìý Ìý ÌýÌý LSVs and GEMs (max 25 mph) - Yes |
| DOT Medical Exam (must be renewed before expiration, typically every 24 months) | No | No | Yes (by С»ÆÊé authorized clinics - Concentra Urgent Care or Dr. Robert Hochfelder DOT Exam Center) | YesÌý(by С»ÆÊé authorized clinics - Concentra Urgent Care or Dr. Robert Hochfelder DOT Exam Center) | No |
| С»ÆÊé Defensive Driving Online Course (Percipio) | Yes | Yes | Yes | Yes | Yes |
| С»ÆÊé Motorized Off-road Vehicles Online Course (Percipio) | No | No | No | No | Yes |
| CMV J.J.Keller Online CoursesÌý Ìý Ìý Ìý Ìý Ìý | No | No | Yes | Yes | No |
| In-Person Road Certification | No | Yes | Yes | Yes | No |
| Driver Qualification Files (DQFs) | No | No | Yes | Yes | No |
| Motor Vehicle Record Report (MVR) | Transportation Services - No *HR run background report when employee is hired at С»ÆÊé | Transportation Services - No *HR run background report when employee is hired at С»ÆÊé | Yes | Yes | No |
| DOT Drug and Alcohol TestingÌý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý Ìý(Pre-Employment, Random, Post-Accident, Reasonable Suspision) | No | No | No | Yes | No |
| Previous Employment Verification | No | No | Yes | Yes | No |
| TSA Background Check (for Hazmat Endorsement) | No | No | No | Yes (for Hazmat Endorsement) | No |
| FMCSA Drug & Alcohol Clearinghouse | No | No | No | Yes | No |