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University Vehicle Safe Operator Program

Last Updated: 07/19/2019

The purpose of the Injury Illness Prevention Program (IIPP) is to outline Cal Maritime's environmental health and safety requirements, expectations, and responsibilities in order to achieve effective campus safety performance through Integrated Safety Management (ISM). The University Vehicle Safe Operator Program is a subject specific component the supports the overall University IIPP

CSU policy requires that all employees who drive State, or privately owned vehicles, (including rental vehicles, power carts, tractors, forklifts, 10+ passenger vans and any other powered vehicles), on University (State) business be identified and authorized by the campus Department of Safety and Risk Management (SRM) office.

It is CSU policy that only University employees may drive University vehicles. Employees of non-state entities, or students driving on University business, must be an identified State Volunteer in order to drive on University business. University business is defined as "only when driven in the performance of, or necessary to, or in the course of, the duties of University employment."

The Cal Maritime UVSOP is designed to align with the CSURMA Use of University & Private Vehicle Guidelines.

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CSU policy requires that all employees who drive State, or privately owned vehicles, (including rental vehicles, power carts, tractors, forklifts, 10+ passenger vans and any other powered vehicles), on University (State) business be identified and authorized by the campus Department of Safety and Risk Management (SRM) office.

It is CSU policy that only University employees may drive University vehicles. Employees of non-state entities, or students driving on University business, must be an identified State Volunteer in order to drive on University business. University business is defined as "only when driven in the performance of, or necessary to, or in the course of, the duties of University employment."

Department of Safety and Risk Management is responsible for the development and administrative management of the Vehicle Operator Safety Program. 

  • SRM ensures the validity and status of individual driver's licenses through the use of the California Department of Vehicles (DMV) Pull Program.
  • Coordinates and tracks Defensive Driver Training and issues Defensive Driving waivers when applicable.
  • Coordinates vehicle guidelines, policy, and insurance as well as accident issues. 
  • Provides Forklift and Aerial lift equipment training. See Forklift or Aerial Plans for more details.  
  • Provides small vehicle/utility cart training. See Small Vehicle/Utility Cart Plan

Management will:

  • Coordinate with Procurement to acquire, maintain and repair the necessary vehicle(s) to support departmental operations.
  • Shall ensure the vehicle is maintained, repair and replaced in accordance with manufacturer's recommendations as well as departmental, University or CSU-System wide requirements.
  • As a means of preventative maintenance, all vehicles will have daily pre-use checks.
  • The department manager or designate shall keep current with and derive full benefit from engineering advances, warranty policies, modifications and dealer services.
  • Ensures travel requests are properly completed prior to any travel by a University employee or student.
  • Verifies that the traveler is a "University Employee" as described above.
  • Authorizes travel and determines the Form 261 is current and on file.
  • Will coordinate the acquisition of rental vehicles and issuance/retrieval of vehicle keys and roadside emergency kits. No rental cars may be stored on campus when not actively under a rental agreement.
  • Provide a list of current "Authorized Drivers" to the Department of Safety and Risk Management.
  • Ensure that department assigned vehicles are kept clean and properly functioning, including adhering to maintenance schedule per the manufacturers requirements and recommendation.

Authorized Driver is responsible for:

  • Only University employees age 18 and over (age 21 and over for rental vehicles) with the following criteria:
  • Valid State Driver's License
  • Class B license  with passenger endorsement and Medical Certificate required by the University to drive 15 passenger vans
  • Participant in the California DMV Pull Notice Program
  • Clean DMV: California Vehicle Code 12810.5a and 12810.5b address the DMV's "negligent operator violation points".
  • Have not been issued more than three moving violations or been judged responsible for more than three accidents or any combination of three during the last 12 months.
  • Completed Defensive Driving Training Course
  • Complete University approved Passenger Van Safety Training prior to driving 10+ passenger vans and every 2 years thereafter of employment and assignment.
  • Authorized  in  writing  by  a  Unit  or  Program  Manager  (Dean, Director, etc.) authorized to grant such approval
  • The safe operation of the vehicle and the safety of the passengers.
  • The Driver shall ensure all motor vehicle safe operation laws are followed. 
  • The Driver will perform a pre-use inspection of the vehicle on their assigned vehicles and inform the department management if problems are noted.
  • Operating the equipment in accordance to design and function.
  • Where driving is an essential function of the job, employment offers will be conditional upon verification of the possession of a valid United States state's driver's license and a safe driving record. This verification will be completed as part of a background check conducted by the Office of Human Resources

PROCESS MANAGEMENT UPDATE: University Authorized Driver Enrollment for AY:17-18

  1. 1.  Department management determine who will need to operate a vehicle as defined below.
  2. 2.  Designees will complete the enrollment form.        https://calmaritime.formstack.com/forms/cal_maritime_authorized_driver
  3. 3.  Designees will receive a confirmation email with the link to the Department of General Services (DGS)  Defensive Driver Training program.
  4. 4.      Please submit a copy of your completed certificate to the Department of Safety & Risk Management for tracking and annual reporting purposes.
  5. 1.      Those who have completed defensive driver training  within the past 4-years via Skillport and those who used DGS who do not have a copy of their DGS certificate  will need to update their training before the end of the fall semester.
  6. 2.      Additional forms (i.e. STD 261-Authorization to use privately owned vehicles on state business)  or additional training verification  ( i.e. forklift operator, aerial lift operator) may be required where applicable.
  • In accordance with the California Labor Code, employers must ensure that employees receive general safe and healthy work practices training and specific instructions with respect to workplace hazards associated with their job assignments. Driving a vehicle has its inherent risks; therefore, affected employees must meet the State's DDT requirements.

  • All state employees who frequently drive on state business should successfully complete an approved defensive driver training course at least once every four (4) years, in accordance with the State Administrative Manual (SAM) Section 0751 & 0752. This online DDT fulfills these SAM sections.




Vehicle Operation

Vehicle Accidents

  • Practice safe driving techniques
  • Do not follow too closely
  • Engine power is managed to ensure efficiency of truck movements and to minimize damage to the engine and gears
  • Engine power is coordinated with gear selection ensuring smooth transition and operation within torque range
  • Tip truck is operated to work instructions in accordance with company operating procedures
  • Road/traffic conditions are constantly monitored taking into account of road standards, traffic flow, distance and load, ensuring no injury to people or damage to property, equipment, loads and facilities
  • Vehicle is brought to a halt smoothly, minimizing the wear and tear on vehicle using the engine retarder, gears and brakes

Load, transport and tip materials


  • Vehicle is positioned at load and discharge points with a minimum of maneuver
  • Tip truck movements including the raising and lowering of the tray are smooth and controlled
  • Weight and distribution of load is assessed for type of material and size of vehicle to ensure it is within vehicle capacity
  • Safety and security of load, including load cover requirements, are maintained from loading site to discharge site
  • Load is discharged on slope and/or over face at fill site in accordance with safe operating techniques and company operating procedures
  • Tray is cleared, lowered and secured before resuming travel in accordance with
  • manufacturers' instructions



Particulates (dust)


Insects and animals

Walking surfaces

Fog or other low visibility conditions

  • Employees shall not operate a motor vehicle while under the influence of alcohol and drugs nor while sick or suffering from excessive fatigue or emotional stress.
  • Drivers/Operators. Drivers/operators have the responsibility to:
    • Inform their supervisors of any physical, mental, or emotional condition that might impair their ability to safely drive a motorized vehicle or operate machinery.
    • Know and observe all State and local traffic regulations.
    • Check the windshield, wipers, and wiper fluid level.
    • Adjust mirrors.
    • Drive safely while operating the vehicle within its mechanical limits.
    • Always wear your safety belt(s). The vehicle operator shall ensure passengers also wear safety belts.
    • Monitor vehicle performance when driving.
  • Inspect a vehicle after use. Correct or report problems before a vehicle is used again.
    • Do not compromise your safety, the safety of your passengers, or public safety when driving.
  • Pull off the road for a break or to change drivers if you experience any of these warning signs:
    • Vehicle begins to feel too warm.
    • Drowsiness, especially after meals.
    • Eyestrain.
  • - Inattention, daydreaming.



Work/rest guidelines. Vehicle operators must comply with these work/rest guidelines. Operate a vehicle Only if you have had at least 8 consecutive hours off duty before beginning a shift.



No more than 2 hours without a rest stop.

Equipment. Ensure that Government vehicles are equipped with:

Safety belts for all passengers. Refer to 49 CFR 392.9 for exception of bus passengers.

Warning markers or reflectors and flashlight.

First aid kit. The standard first aid kit in all Government vehicles must contain two packets of the standard protective equipment (rubber gloves, face masks, eye protection, and cardiopulmonary resuscitation (CPR) clear-mouth barrier).

Fire extinguishers

Defensive driving techniques. Drive slowly and use transmission gearing, engine compression, and gravity to slow the vehicle as it travels uphill. Conversely, use engine compression and gearing on downhill grades.

Do not use cell phones while driving. Have a passenger answer the phone for you or pull off to side of the road.

Keep right. Drive as far to the right as possible without driving on the shoulder.

Park vehicle

Struck by oncoming traffic

Hit other vehicle

Vehicle on uneven, soft ground

Vehicle may roll.

  • Drive to area well clear of traffic.
  • Turn on emergency flashers
  • Choose a firm, level area
  • Apply the parking brake; leave transmission in gear (if manual transmission) or in PARK.


Utility Vehicle

Equipment Operator

Sedan /SUV 6

8-12 Passenger Van

Personal Sedan/SUV

Utility Cart, Golf Cart

Lawnmowers, or other riding equipment

Forklift, Aerial Lift, or other heavy equipment

6 Passengers including driver

8-12 passengers including driver

6 passengers including driver

Copy of a valid California driver's license.

Copy of a valid California driver's license.

Copy of a valid California driver's license.

Copy of a valid California driver's license.

Copy of appropriate valid California driver's license.*


Copy of a valid California driver's license.

Specific equipment training certificate

Specific equipment training certificate

Specific equipment training certificate and operator card as applicable

(New employees must also submit a current DMV printout), along with an Employee Pull notice form on file.

(New employees must also submit a current DMV printout), along with an Employee Pull notice form on file.

(New employees must also submit a current DMV printout), along with an Employee Pull notice form on file.

Practical Skills assessment

Practical Skills assessment

Practical Skills assessment

Defensive Driver Training

Defensive Driver Training

Defensive Driver Training




Basic First Aid

Basic First Aid

Authorization to Use Privately Owned Vehicles on District Business form (to be renewed annually).





Large Capacity Van Operator Safety Training



California Vehicle Code Section 15278 requires an endorsement issued by the department to operate any commercial motor vehicle that is any of the following:

(2) A passenger transportation vehicle which includes, but is not limited to, a bus, farm labor vehicle, or general public paratransit vehicle when designed, used, or maintained to carry more than 10 persons including the driver.

California Vehicle Code Section 233: b) A vehicle designed, used, or maintained for carrying more than 10 persons, including the driver, which is used to transport persons for compensation or profit, or is used by any nonprofit organization or group, is also a bus.

Vehicle Code sec. 233(b) does not apply to the State, although it does apply to a CSU auxiliary organization

Who May Use Vehicles for the University?

Only University employees age 18 and over (age 21 and over for rental vehicles) with the following criteria:

  • ·     Valid State Driver's License
  • ·     Clean DMV: California Vehicle Code 12810.5a and 12810.5b address the DMV's "negligent operator violation points".
  • ·     Completed Defensive Driving Course
  • ·     Authorized  in  writing  by  a  Unit  or  Program  Manager  (Dean, Director, etc.) authorized to grant such approval

3.3.2 University employees are those persons who have completed all prerequisites to CSU employment. This includes all faculty, staff, student assistants and those on volunteer status (Job Class Code 0050.) (University employees are issued pay checks from the State of California. If a pay check is issued by another source, these individuals need to be made Volunteer Employees and complete the appropriate form available through Human Resources. This form must also be completed by any Cal Maritime student who is driving and non-employees driving on behalf of a University grant/trust account.)

3.3.3 DMV Pull Notice: Every employee and volunteer is added by Safety and Risk Management to the DMV Pull Program that provides notification of any change in license status or offensesWhen an employee has been involved in accidents or received traffic citations of such numbers or gravity as to be a matter of concern, permission to drive University vehicles or drive on University business may be restricted or declined.

3.3.4 Defensive Driver Training: Drivers must complete the online CSU approved DGS Training located on Skillport for employees and the DGS webpage for students. If the driver has not completed this class, a temporary Defensive Driver Waiver which permits the person to drive a University or privately-owned vehicle may be granted.  This waiver is only valid for a single trip.

The State Office of Risk Management's (DGS) on-line defensive driving training can be accessed at http://www.dgs.ca.gov/orim/Programs/DDTOnlineTraining.aspx

University Vehicles are vehicles designed for land transportation and are owned, leased or rented by the University. University vehicles include all motorized or self-propelled equipment including lawn mowers, golf carts, etc.

  • Motorcycles do not qualify for use as University vehicles, except for motorcycles used by Public Safety for law enforcement purposes and approved by the University President.
  • The University Motor Pool oversees the approval for use, assignment and release of University vehicles.
  • No smoking is allowed in University vehicles
  • No animals, except for those designated as service support, are allowed in University vehicles.
  • Vehicles must be kept clean and free from loose debris that could interfere with the driver or impact the passengers safety
  • Dashboards must be keep clear of all loose debris.
  • The use of large capacity 10-12 passenger vans will require additional Van Safety Training facilitated by the Department of Safety and Risk Management.
    • Passenger vans handle differently than smaller passenger vehicles because they are typically longer, higher, and wider. They require additional reliance on the side mirrors for changing lanes, more space, additional braking distances, and have a higher risk of crashes and rollovers if not properly driven and maintained.
    • A Class B with passenger endorsement license will be require when used by Auxiliary operations that operate under a 501.c3
    • As a means of ensuring knowledge, skills and abilities associated with the operation of large capacity vehicles, Cal Maritime recommends that users maintained Class B Driver's license with a passenger endorsement regardless of business classification within the University.

Only drivers authorized by the University and trained in the safe operations of industrial trucks or industrial tow tractors shall be permitted to operate such vehicles.

  • Stunt driving and horseplay are prohibited.
  • No riders shall be permitted on vehicles unless equipped with manufactures engineered attachment design for personnel lifting. .
  • Employees shall not ride on the forks of lift trucks.
  • Employees shall not place any part of their bodies outside the running lines of an industrial truck or between mast uprights or other parts of the truck where shear or crushing hazards exist.
  • Employees shall not be allowed to stand, pass, or work under the elevated portion of any industrial truck, loaded or empty, unless it is effectively blocked to prevent it from falling.
  • Drivers shall check the vehicle at least once per shift, and if it is found to be unsafe, the matter shall be reported immediately to a supervisor or Transportation Services, and the vehicle shall not be put in service again until it has been made safe. Attention shall be given to the proper functioning of tires, horn, lights, battery, controller, brakes, steering mechanism, cooling system, and the lift system for fork lifts (forks, chains, cable, and limit switches).
  • No truck shall be operated with a leak in the fuel system.
  • Vehicles shall not exceed the authorized or safe speed, always maintaining a safe distance from other vehicles, keeping the truck under positive control at all times and all established traffic regulations shall be observed.
  • For trucks traveling in the same direction:
    • A safe distance shall be considered to be approximately 3 truck lengths or preferably a time lapse of 3 seconds passing the same point.
  • Trucks traveling in the same direction shall not be passed at intersections, blind spots, or dangerous locations.
  • The driver shall slow down and sound the horn at cross aisles and other locations where vision is obstructed. If the load being carried obstructs forward view, the driver shall be required to travel with the load trailing.
  • Operators shall look in the direction of travel and shall not move a vehicle until certain that all persons are in the clear.
  • Trucks shall not be driven up to anyone standing in front of a bench or other fixed object of such size that the person could be caught between the truck and object.
  • Grades shall be ascended or descended slowly.
    • When ascending or descending grades in excess of 10 percent, loaded trucks shall be driven with the load upgrade.
    • On all grades the load and load engaging means shall be tilted back if applicable, and raised only as far as necessary to clear the road surface.
  • Motorized hand and hand/rider trucks shall be operated on all grades with the load engaging means downgrade.
  • The forks shall always be carried as low as possible, consistent with safe operations. When leaving a vehicle unattended, either:
    • The power shall be shut off, brakes set, the mast brought to the vertical position, and forks left in the down position.
    • When left on an incline, the wheels shall be blocked; or
    • The power may remain on provided the brakes are set, the mast is brought to the vertical position, forks are left in the down position, and the wheels shall be blocked, front and rear.
    • Note: When the operator is over 25 feet (7.6 meters) from or out of sight of the industrial truck, the vehicle is considered unattended.
  • When the operator of an industrial truck is dismounted and within 25 feet (7.6meters) of the truck, which remains in the operator's view, the load engaging means shall be fully lowered, controls placed in neutral, and the brakes set to prevent movement.
    • Exception: Forks on fork equipped industrial trucks may be in the raised position for loading and unloading if the forks are raised no more than 42 inches above the level where the operator/loaders are standing and the power is shut off, controls placed in neutral and the brakes set. If on an incline, the wheels shall be blocked.

The operation of small vehicles at Cal Maritime is a privilege. The following operating rules pertain to both electric and gasoline operated small vehicles.

  • Only drivers authorized by the University and who are trained in the safe operation of small vehicles shall be permitted to operate such vehicles.
  • All new vehicle operators must receive training before they are allowed to operate a small vehicle, with records of training provided to the Department of Safety and Risk Management.
  • Stunt driving and horseplay are prohibited.
  • No passengers will be permitted on vehicles unless provided with adequate seating. No one is permitted to ride on the running boards, fenders or any part of the vehicle other than the seats.
  • It shall be unlawful for any driver of a vehicle to fail to obey any sign or signal erected or maintained by the University to regulate the flow of traffic.
  • Operators or passengers shall not jump on or off vehicles in motion.
  • Vehicles must slow down for turns.
  • Vehicles should only be driven on University streets and/or on designated routes. Other routes shall only be used with prior approval from University Police. Failure to follow designated routes is punishable under University Parking and Traffic Ordinances.
  • Vehicles may not be driven outside the campus boundaries.
  • Vehicles should not exceed a speed safe for conditions. In the event a sidewalk must be used, speed should be no faster than the average pedestrian. Otherwise, vehicles shall not exceed 10 mph on all inner campus pathways, and shall not exceed 25 mph on campus perimeter roadway.
  • Operators shall be familiar with and observe all established traffic laws. Citations will be issued for violation of traffic and speed laws.
  • Materials and equipment shall be loaded so they will not cause a hazard by shifting or falling off.
  • Top heavy equipment is especially dangerous and should be secured near the center of the vehicle to avoid tipping. Be extremely careful during turning maneuvers. Vehicles are particularly subject to tipping on uneven athletic fields and curbing.
  • No vehicle and/or trailer shall be operated at night without properly working headlights and taillights.
  • Safety belts must be used when provided.
  • Vehicles can only be driven on the campus main quad (painted compass rose) area when:
    • Access to a particular facility is required by a disabled person or safety escort,
    • Delivery or pickup of setup materials for a special event (i.e. displays, vendors, etc.), OR
    • As necessary for maintenance vehicles.
  • Drivers and riders of all-terrain vehicles on public property must comply with Vehicle Code Section 38505 and wear a safety helmet meeting requirements pursuant to section 27802 for motorcycle and motorize bicycles.
  • All vehicles must be driven in compliance with California Vehicle Code, all University rules and regulations and all other applicable codes.

As governed by Cal-OSHA Article 20 of the General Industry Safety Orders §3563. Power Lawn Mowers:

These regulations apply to power lawn mowers and cover walk-behind reel and rotary power lawn mowers, riding reel and rotary power lawn mowers, lawn riding tractors with mower attachments, and lawn and garden riding tractors with mower attachments. They are intended to provide safety requirements and to help ensure uniform operator environments. These regulations do not apply to sulky-type units, flail mowers, sickle bar mowers, or tractors as defined in Article 25 of these Orders unless the tractor is designed primarily for mowing lawns and manufactured in conformance with the ANSI B71.1 or B71.4 national consensus standards for power lawn mowers.

Prohibited use of Ride-on, Sit-down Lawn Mowers.

  • Ride-on, sit-down lawn mowers shall not be used on slopes that exceed the angle limitation when specified by the manufacturer.
  • When the manufacturer's instructions are not obtainable or do not specify the angle limits for operating ride-on, sit-down lawn mowers on sloped surfaces, a qualified person shall evaluate the terrain and slope conditions to ensure the mower is operated in a safe manner.
  • Ride-on, sit-down lawn mowers shall not be operated in areas where the traction drive wheels, as measured from the outside wheel edge, are within 5 feet of the unprotected edges of retaining walls, embankments, levees, ditches, culverts, excavations or similar locations that present an overturn hazard.
  • When it is necessary to operate a ride-on, sit-down mower near ponds, creeks, reservoirs, canals, sloughs, lakes, golf course water hazards and similar bodies of water, a qualified person shall evaluate the terrain and any slope conditions to ensure the mower is operated at safe speeds and at safe distances from such hazards
  • In order to ensure the safe operation of all vehicles and equipment as well as ensure they are maintained at the highest level a pre-use safety checklist of every vehicle is required for before placing the vehicle in operation for the day. 
  • Vehicles that are utilized by multiple drivers throughout the day or trip are responsible for confirming a vehicle inspection has been performed prior to operate it.
  • Deficiencies are to be noted on the form and immediately communicated to department management upon discovery. Any safety critical systems that are found deficient will deem the unsafe, and thus be placed out of service until repair

Use of Rental Vehicles

  • Each Department is responsible for the facilitation and coordination of rental vehicles to support their own departmental operation.
    • Department leadership will work directly with rental agency and Cal Maritime Procurement.
  • University employees (age 21 and over) may rent a vehicle under the State's care rental agreement negotiated by the State.
  • Rentals must be covered by the insurance policy provided by the car rental agency as a provision of the State contract.
  • Employees who are in an accident while driving a state contract rental car must complete the Standard forms 270 and 274 and submit to the Department of Safety & Risk Management within 24-hours of the accident, so that SRM can review and forward to the State Office of Risk Management within 48-hours of the accident.
  • 15-passenger van prohibition: Vans that carry 15 passengers may not be used, rented, purchased, or leased by the University.

Departmental and Divisional Management have the responsibility for authorizing persons to drive privately owned vehicles to conduct official University or State business. This responsibility may be delegated to the lowest practical supervisory level who can exercise proper control. Before a person may be authorized to use a privately owned vehicle to conduct University or State business, the person must certify in writing that the vehicle used will always be:

  • Covered by liability insurance in at least the following amounts:
    • $15,000 for personal injury to, or death of, one person,
    • $30,000 for personal injury to two or more persons in one accident, and
    • $5,000 for property damage;
  • Adequate for the work to be performed;
  • Equipped with safety belts in operating condition; and
  • In safe mechanical condition as required by law.

This certification will be recorded on Std. Form 261, Authorization to Use Privately Owned Vehicles on University or State business.

The completed authorization form shall be retained by the supervisor empowered to approve the use of privately owned vehicles as well as in the employees employment file located in Human Resources

Authorization forms will be valid for a period not to exceed one year. Once completed, Std. Form 261 may be initialed and dated annually by the employee to certify that it is current.

The supervisor shall verify that there is a fully executed current authorization form on file before signing a Travel Expense Claim, for the claimant. This will help assure that the person is aware that the coverage must be provided by the person's insurance rather than through any State sponsored insurance program. The person's signature on the Travel Expense Claim shall certify that the minimum insurance and safety requirements were in effect and had been properly recorded before the privately owned vehicle was used.

Each person who plans to drive a privately owned vehicle should be aware that the liability coverage maintained by the University/State (ORIM) is only applicable to that liability of the person which is over and above the liability insurance maintained by the person. (Insurance Code 11580.9)

Note: The vehicle owner's liability insurance is primary, the state's insurance is secondary.

Each vehicle is to be equipment with emergency response information. Depending on the type and use of vehicle additional emergency support supplies may be required.

  • Vehicles traveling off campus will be required to have individual packets that include a map with the route clearly marked to the destination.
  • Multiple vehicles traveling to the same location must have their own Vehicle Packet so that they are no relying on the first vehicle to directions.

The following conditions are considered to be a misuse of University vehicles:

  • Driving a University vehicle without authorization by proper University officials.
  • Driving without a valid California or other State operator's license of the appropriate class for the type of vehicle being driven.
  • Permitting a person who is not a University employee to drive a University vehicle.
  • Engaging in unsafe practices, including failure to use and to ensure that all passengers use all available safety equipment in the vehicle being operated. Safety equipment includes seat belts and/or shoulder harnesses.
  • Falsification of travel logs, travel authorizations, defensive driver training program certificates, accident reports, or other forms relative to the use of the vehicle.
  • Improper storage or parking of University vehicle.
  • Personal use or conveying passengers other than persons directly involved with University or State business, except with the approval of employee's immediate supervisor.
  • Failure to comply with any law, regulation, or policy regarding the use of University vehicles, including the requirement to have satisfactorily completed a CSU approved defensive driver training course. Employees misusing University vehicles may be personally liable for damages to persons or property caused to third parties and the legal expenses of defense. Employees who misuse University vehicles may also be subject to disciplinary action by the University.
All incidetns regardless of severity, are to be immediately reported to the Department Management and the Department of Safety and Risk Management. 


University employees involved in an accident while driving a University or State owned vehicle, or a privately owned vehicle on official University or State business, will make no comment or statement regarding the accident to anyone except police, other State officers or employees, or an identified representative of the State's contract adjuster.

Subsequent to any accident involving a University or State-owned, or rental vehicle, or a privately owned vehicle driven on official University or State business, all communications regarding claims, including summons and complaints, must be forwarded immediately to the Office of General Counsel in the Chancellor's Office, with a copy to the Office of Risk and Insurance Management, Department of General Services (ORIM) and Systemwide Risk Management & Public Safety for disposition. The transmittal letter should include the date and place of service, together with any other pertinent information.


The designated manager of each driver involved in an accident will take the following actions:

  • Investigate each accident promptly and thoroughly.
  • The designated manager who authorized or permitted the employee to use the vehicle will ensure that the employee completes the Std. Form 270 or will do it for him/her if the employee is unable to do so. The supervisor will also inform the Auto Liability Self Insurance Unit (ORIM) when the employee is unable to do so.
  • Prepare a Supervisor's Review of State Driver Accident, Std. Form 274, or an equivalent report. (It is recommended that the agency copy of the completed Std. Form 270 Appendix A-4 be used for reference when preparing a Std. Form 274 or equivalent report
  • The purpose of Std. Form 274 or equivalent report is to aid in preventing University employee driver accidents. It will be used to determine if the accident was avoidable and what actions the driver should have taken to avoid the accident. It will also be used to determine specific needs for accident prevention training and in the establishment of administrative policy.
  • Initiate any appropriate corrective action, verbal or written, and record corrective action taken in departmental personnel records.
  • Forward copies of the completed form to the Department of Safety and Risk Management within 12-hours.

Reporting Vehicle Accidents

The driver of a University or State-owned or rental vehicle involved in an accident will record all pertinent information on the Accident Identification Card, Std. Form 269, before leaving the scene of the accident. If another vehicle is involved, the appropriate portion of the Std. Form 269 will be detached and given to the driver of the other vehicle. Blank Accident Identification Cards should be found in the glove compartment of each University or State-owned vehicle.

All vehicle accidents which result in injury to any person, or which involve significant damage to property must be reported immediately by telephone (916-376-5302) or FAX (916-376-5277) to the ORIM in Sacramento. If an accident involving bodily injury or significant property damage occurs on a weekend, call (916) 376-5295 and leave a voice mail message. The caller will be contacted on the next business day for more details. In addition to reporting to ORIM, a copy of the report should also be forwarded to the Office of General Counsel and Systemwide Risk Management & Public Safety in the Chancellor's Office.

Report of Vehicle Accident, STD Form 270

All motor vehicle accidents involving a University or State-owned vehicle or any vehicle being used on University or State business must submit form STD 270 to Campus Director of Safety and Risk Management within 12-hours and then to the ORIM at 707 Third Street, First Floor, West Sacramento, CA 95605, within 48 hours.

Refer claimants or their representative (insurance carrier, rental car agency, and attorney) who may contact you directly to ORIM.

Claimants can call (916) 376-5302 or 1-800-900-3645.

Reporting the accident by telephone does not replace the need to send the Std. Form 270 within 48 hours to ORIM. Additional instructions are shown on the Std. Form 269. University employees involved in a vehicle accident while on University or State business will comply with those instructions and retain the card for review by the supervisor and as an aid in the completion of other accident reporting forms.

Please refer to ORIM's "Ok, You've Had a Motor Vehicle Accident, So Now What Happens?" hand-out.

When a University or State vehicle is struck while parked unattended and the damage is under $1,000.00, and the name (or license number) of the party causing the damage is unknown, Std. Form 270 (Appendix A-4) must be completed; in similar cases where the damage is over $1,000.00, the custodian of the vehicle will complete only that portion of Std. Form 270 listing identification of custodian and vehicle, location, time damage probably occurred, and signature. Campuses are responsible for developing a policy and procedure for addressing those occasions where damages are incurred to an unoccupied University or State vehicle.

For Department of General Services, Office of Fleet Administration "pool" vehicles only, a Std. Form 269, Accident Identification Card, and a Std. Form 270can be found in the glove compartment.

ORIM has contracted with a private adjusting company to conduct accident investigation and adjusting services upon ORIM's request. Employees contacted by a representative of this contractor may verify that they have been retained by ORIM by calling (916) 376-5302.

Privately Owned and Rental Vehicles


An accident that involves a privately owned car or commercial automo­bile rental being driven on University or State business will be reported on Std. Form 270. The report should be clearly marked ‘'Privately Owned Vehicle Involved'' or "Rental Vehicle."

The original form should be sent to ORIM; while a copy is retained by the campus with an additional copy retained by the University employee-driver.


When university employees rent a vehicle under the State of California car rental agreement negotiated by the State, they are covered by an insurance policy provided by the car rental agency as a provision of the State contract. Employees who are involved in an accident while driving a State contract rental car must complete the Std. Form 270 and Std. Form 274.

When renting a vehicle for University or State business, do not change the rental agreement terms. A change in terms may not be covered under the insurance contract with the rental agency.

No rental agreement will allow for use of 15 passenger vans to be operated by University personnel.

Use of Police Accident Reports

  • Any designated manager who is investigating a University vehicle accident is an "interested party" and is entitled to read, and make notes from, police reports. Such reports will usually be on file within 48 hours at the office of the police agency that has jurisdiction over the place of the accident.
  • For accidents occurring outside incorporated areas, contact the
    • California Highway Patrol; for those within cities, contact the local police department.
  • Copies of University vehicle reports made by the Highway Patrol may also be obtained by written request to the California Highway Patrol, nearest to the accident scene. There is no charge for this service. If the investigating supervisor thinks it advisable, he/she may contact the investigating officer through the Highway Patrol Area Commander, or through the office in charge of the local police department traffic unit.

Vehicle Liability Self Insurance Claims Unit has been established within ORIM, to respond to claims of bodily injury and/or property damage of others, which occur during University use, operation or maintenance of self-propelled land vehicles. Evaluation and payment of claims will be made by ORIM following statutory provisions of Sections 17000 and 17001 of the California Vehicle Code and other laws applicable to claims against the State of California. This program protects any officer or employee of the University against all motor vehicle liability claims made by third parties while operating a vehicle in the course and scope of employment.

If a third party makes a claim for liability through the CSU Claim process, and it is determined that the claim is a vehicle liability claim (involving licensed or motorized equipment), then the Systemwide Office of Risk Management will submit the claim to ORIM and notify the campus.

The Vehicle Liability Self Insurance program is designed to provide reimbursement to third parties only (when an accident is the fault of the CSU driver). It is not designed to reimburse University employees.

Note that ORIM limits auto liability coverage to $1,000,000 for accidents involving approved student and/or volunteer drivers.

An employee's personal automobile insurance policy is the primary coverage for liability and damages in the event of an accident while on University or State business under the following circumstances:

  • The employee has failed to obtain a "non-availability" slip from the State contract rental vehicle agency before proceeding to a non-state contract rental agency.
  • The employee has rented a vehicle from an agency other than the State vehicle contract agency
  • The employee is driving his/her personal vehicle (whether or not a University or State vehicle was available). (Insurance Code 11580.9)

Claims paid by private insurance for accidents to privately owned vehicles while being operated on University or State business are not reimbursable from CSU funds. An employee may seek relief from out-of-pocket expenses such as deductibles via the CSU claims process. Information on how to file a claim with the CSU can be found at http://www.calstate.edu/risk_management/claims/ or through the campus risk manager.

ORIM has agreed to pursue the party responsible for the accident to recover the CSU's costs of repairs. Copies of the repair invoices, and any other expenses, should be forwarded as soon as possible to their office at 707 Third Street, First Floor, West Sacramento, California 95605, Attn: Claims Manager.

Repairs to CSU Owned Vehicles

Whenever possible, minor repair of CSU-owned vehicles will be performed in campus automotive service shops. The campus has the discretion to set the campus vehicle fleet manager's approval requirement on repair estimates. It is recommended that where the parts costs exceed $1,000 or when replacement of the vehicle may be a consideration, that campus guidelines require campus vehicle fleet manager approval.

For commercially performed repairs the campus has the discretion to set the campus vehicle fleet manager's approval requirement on repair estimates and the number of estimates to be obtained. It is advisable that when the cost of repair will be greater than $1,500, an attempt is made to obtain three estimates. (If three estimates are not obtainable, an explanation should be retained in the vehicle repair file.) Preferably, one of the estimates should be from an authorized dealer of the vehicle involved.

Adequate estimates must quote flat rates on labor for parts replacement and net prices on parts, when applicable, for comparable jobs or job elements. When parts are to be repaired or straightened rather than replaced, estimated time costs are acceptable. All costs must be itemized.

Each estimate will be submitted in triplicate to the campus vehicle fleet manager, who will make the award to the estimator who has included all the work required to repair the vehicle, not necessarily the lowest bidder. If hidden damage is found after the vehicle has been dismantled, the inspector may authorize any necessary supplementary cost.

The accepted estimate is distributed as follows:

  • The original is attached to the invoice.
  • One copy is retained in the campus vehicle repair file.
  • In accident cases, a copy is furnished to ORIM.

 Warranty Inspection and Repairs

All CSU-owned vehicles should be inspected for parts that show defects in material and/or workmanship in time to take full advantage of manufacturer's warranty replacement provisions before their expiration. The Owner's Manual supplied with each new vehicle contains the warranty coverage for that vehicle. The first 12,000- mile preventive maintenance service should be performed prior to expiration of warranty, i.e., before the speedometer has reached 12,000 miles or the vehicle has been in service one year, whichever comes first.

Manufacturers occasionally initiate changes during the model year to be applied retroactively. When notified of such changes, the campus shall ensure that they are made by the authorized dealer at no cost to the CSU.

The operator of a vehicle has an obligation to inspect the vehicle before driving it. The vehicle should be checked visually and the "Motor Vehicle Pre-Use Safety Checklist" completed to assure that such items as the tires are in good condition and adequately inflated, that the side-view mirror is usable, that there is a gas cap, spare tire, and a jack. The brakes, lights, and other controls should be tested for satisfactory performance. Suspected problems noticed by the operator while using the vehicle should be reported to the campus vehicle fleet manager and noted on a Motor Vehicle Pre-Use Safety Checklist, which should be kept in the vehicle.

  • State Office of Risk and Insurance Management (ORIM): http://www.dgs.ca.gov/orim/Home.aspx
  • ORIM/Department of General Services online Defensive Driver Training: http://www.dgs.ca.gov/orim/Programs/DDTOnlineTraining.aspx
  • DMV Employee Pull Notice Program: http://www.dmv.ca.gov/vehindustry/epn/epngeninfo.htm
  • Systemwide Risk Management – Filing Claims: http://www.calstate.edu/risk_management/claims/
  • Official California Legislative Information:  http://www.leginfo.ca.gov/




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