| Memo to: | All UH-Downtown/PS Holders | UH-Downtown/PS 02.A.16 | |
| From: | Max Castillo, President | Issue No. 1 | |
| Subject: | Motor Vehicle Record Evaluation Policy | Effective Date: 5/16/94 | |
| 1. PURPOSE | |
| This PS outlines the guidelines for obtaining motor vehicle records (MVR) for all current employees and candidates for employment at the University of Houston-Downtown (UHD) if operating a University vehicle is part of their required duties. Continued employment in that position is contingent upon receipt of an acceptable MVR each year. | |
| 2. DEFINITIONS | |
| 2.1 An at-fault accident is defined as an accident in which the individual is ticketed and is ruled to have been negligent once all legal remedies have been exhausted. | |
| 3. POLICY/PROCEDURES | |
| 3.1 The Human Resources Department requires MVR's on all current employees and candidates for employment when driving a University vehicle is part of their job. The MVR will be requested by Human Resources, to be mailed directly to the University of Houston System's Risk Manager, using the Request for Information from Texas Driver License Records (Exhibit A). The MVR consists of the individual's driving history, both in-state and out-state, for the past three years. It also includes Driver's Abstracts or other records which may be kept by countries other than the United States. | |
| 3.2 MVR's are requested annually on continuing employees; however, they may be requested more frequently on employees with accidents or moving violations reported on their MVR'S. | |
| 3.3 The Risk Manager will evaluate all MVR's and determine whether or not authorization for operating a University vehicle will be granted to the individual. The original MVR is forwarded to than Human Resources Department to be placed in the employee's personnel file. | |
| 3.4 Employment of persons covered by this policy is contingent upon receipt of an acceptable MVR. The employment offer will not be finalized, nor will the potential employee be added to the payroll, prior to receipt by the Human Resources Department of authorization from the Risk Manager. No employee or potential employee is allowed to operate a University vehicle until the Risk Manager has issued an authorization. | |
| 3.5 New employees or current employees transferring to a position which requires operation of a University vehicle will be assigned by the Risk Manager into a driver category according to the criteria outlined below: | |
| 3.5.1 Acceptable Driver, if the prospective employee has: | |
| (1) Valid driver's license, and | |
| (2) No at-fault accidents within past three years, and | |
| (3) Fewer than three moving violations within past three years- | |
| The Risk Manager will authorize the department to hire/place the applicant in the position. | |
| 3.5.2 Probationary Driver, if the prospective employee has: | |
| (1) Valid driver's license, and | |
| (2) No more than one at-fault accident within past three years, and | |
| (3) No more than three moving violations within past three years. | |
| The Risk Manager may issue authorization. If authorized, the department may hire/place the applicant in the position with the restriction that a Defensive Driving training course must be completed. The employee must submit a certificate of completion within 60 days of hire to the Human Resources Department. The cost of the course is to be paid by the employee. | |
| 3.5.3 Unacceptable Driver, if the prospective employee has: | |
| (1) No valid driver's license, or | |
| (2) Two or more at-fault accidents within past three years, or | |
| (3) More than three moving violations within past three years, or | |
| (4) Any conviction for driving while intoxicated, driving while under the influence of drugs, or vehicular homicide. | |
| The Risk Manager will not issue an authorization. A department may not allow the applicant to operate a University vehicle. | |
| 3.6 For current employees whose position require the operation of a University vehicle, the Human Resources Department will request an MVR annually. The Risk Manager will evaluate the MVR and assign the employee into a category as in 2.5. The following actions apply: | |
| 3.6.1 Acceptable Driver: Employee may remain in current position. Supervisors may want to submit a commendation letter to the employee for maintaining a good driving record. | |
| 3.6.2 Probationary Driver | |
| (1) The employee will receive a written warning from the Human Resources Department. A copy of the warning will be sent to the employee's department and will also be placed in the individual's personnel file. The copy in the personnel file may be removed after three years, at the written request of the employee, if no further accidents or violations are reported. | |
| (2) Employee will be ordered to attend a Defensive Driving training course and present a completion certificate to Human Resources within 60 days of the warning letter. The cost of the course is to be paid by the employee. | |
| (3) Employee will undergo an MVR evaluation every six months for a period of two years. | |
| 3.6.3 Unacceptable Driver: | |
| (1) Employee will receive written notification of the withdrawal of driving authorization from the Human Resources Department, and a copy of the notification will be placed in the employee's file. | |
| (2) Employee will be not be allowed to operate a University vehicle until acceptable status is once again established. If current duties cannot be performed without driving responsibilities, the employee may be reassigned to an available., non-driving position for which the employee is qualified. If no, such position is available, the employee will be terminated. | |
| 4. REVIEW AND RESPONSIBILITIES | |
| Responsible Party (Reviewer): Vice President for
Administration Review: Biennial Reprint of original policy statement. Signed original on file in the President’s Office. |
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