Safety Policies and Procedures Manual

Requirements for Driving University Vehicles on University Business

SPPM 7.10

For more information contact:
   Public Safety
   509-335-8548 | police@wsu.edu
   Risk Management
   509-335-6893 | compliance.risk@wsu.edu
   Motor Pool
   509-335-9085 | FS.motorpool@wsu.edu
   Payment Services
   509-335-2034 | accounts.payable@wsu.edu

Handouts and Guidelines:

For Use of All Vehicles

For Use of Full-Size Passenger Vans

1.0   Overview

Safe and legally compliant use of WSU vehicles, including appropriate authorization and insurance coverage, is critical to WSU’s risk management program and to safeguarding WSU’s transportation resources. This policy sets forth requirements and procedures for using University vehicles for University business.

2.0 Authorization

The department chair, director, or equivalent or higher administrator may grant personnel associated with the department authorization to drive University vehicles or privately-owned vehicles on official University business. Such personnel must be employees, students, or designated volunteers. The President has delegated this authority to department chairs, directors, or equivalent administrators.

Note: Individuals receiving nonservice payments (see UPPM 30.30 and 60.01) are not employees and may not drive University- or privately-owned vehicles on University business.

Administrators may assign department staff members to prepare documents, complete verifications, and conduct training as required by this policy.

2.1   Student Activities

Use of University vehicles for student activities not under direct supervision by University employees, as defined under Section 3.0, is prohibited. Student activities are excluded from the state’s Self-Insurance Liability Program.

2.2   Prohibitions

2.2.a  Individuals Under 18 Years of Age

State law prohibits individuals under 18 years of age from performing jobs requiring motor vehicle operation. (WAC 296-125-030(2))

2.2.b  Hourly Employees and Students

Hourly employees and students may not operate any van carrying non-college-enrolled high school or younger passengers.

2.2.c Additional Restrictions

See Sections 4.3.a.iv and 4.3.a.iv (A) for additional prohibitions regarding passengers and children.

3.0   Definitions

The following definitions apply to this policy (SPPM 7.10).

15-Passenger Full-Size Van (12-15 Seats). An extended version of a full-size van that is designed to accommodate up to 15 seats. Note: WSU prohibits use of these vans for transporting passengers, except when used in a commuter ride-sharing program.

12-Passenger Full-Size Van (8-12 Seats). A van with a maximum seating capacity of 12. It should not be confused with the longer 15-passenger full-size van that is configured with 12 seats or less. Note: WSU policy restricts these to no more than 8 passenger seat positions, except when used in a commuter ride-sharing program. (See Section 5.1.)

Mini-Van (Up to 8 Seats). A passenger vehicle with a maximum seating capacity of six to eight. It is smaller in size than the 15- or 12-passenger full-size van and is commonly referred to as a “mini-van” by automobile manufacturers.

Cargo or Maintenance Full-Size Van. A full-size van (12- or 15-seat capacity) which is designed or converted to be used for cargo or maintenance purposes only.

Department-Owned Vehicle. Any vehicle that is owned or leased by a WSU department or unit and not a motor pool vehicle.

Official University Business. Activities performed by an official or University employee, registered volunteer, or student as directed by their supervisor to accomplish University programs or as required by the duties of their position or office. It does not include student activities, as described in Section 2.1.

Off-Road. Nonhighway roads, trails, or a variety of other natural terrain.

University Vehicle. Any vehicle owned, rented, leased, or otherwise under the possession and control of the University by which persons or property may be transported. University vehicles include:

  • Department-owned vehicles;
  • Specially equipped vehicles that may not be licensed for road use such as:
    • Golf carts;
    • ATV/UTV;
    • Motorcycles;
    • Mini-trucks;
    • Forklifts;
    • Grounds equipment;
    • Trailers; and
    • Farm machinery, and other like vehicles; and
  • Personal vehicles during the conduct of official university business.

Note: If a duly-authorized employee rents a vehicle at University cost and uses the vehicle solely for official University business, the rental vehicle is considered to be a University vehicle.

Student. A currently enrolled WSU student who meets the following eligibility criteria to operate University vehicles:

  • A student who performs work for compensation by a department and drives in the capacity of their employment is considered to be an hourly employee for purposes of this policy.
  • A student on a paid graduate appointment who drives in the capacity of their appointment is considered to be an employee for purposes of this policy.
  • A student volunteering their time to assist a WSU department in the conduct of University activities is considered to be a volunteer for the purposes of this policy.

Student Activities. Student activities, including activities of registered student organizations, are defined as activities which are not under the direct supervision of University employees.

Volunteer. A person who, of their own free choice, performs any assigned or authorized duties for the University. A volunteer receives no wages and is registered and accepted as a volunteer in accordance with the policy and procedures in UPPM 60.81. The department must report the volunteer’s hours to Human Resource Services (HRS) and pay a workers’ compensation coverage premium.

4.0   Requirements for Use of All University Vehicles

The following requirements apply to the use of any University vehicle that is driven for official University business.

See also Section 5.0 for additional requirements regarding the use of vans.

4.1   Complying with Policies

University departments that operate any University vehicles must comply with all applicable state and University policies. See Section 7.0.

Authorizing officials are also responsible for ensuring that drivers comply with all requirements specified in the above policies.

4.2   Departmental Drivers

Authorizing officials must ensure that individuals engaged to drive on University business meet all of the requirements in this policy (SPPM 7.10).

4.2.a  Prior to Vehicle Operation

At the initial driving assignment and prior to vehicle operation, department managers, supervisors, or assigned personnel must complete all of the following tasks: (Note: Additional requirements must be met if the driver is to operate a full-size van. See Section 5.0.)

  • Visually check that each driver has in their possession a license valid under Washington State laws. The visual check is to verify that the driver’s license:
    • Has not expired.
    • Photo matches the employee/operator.
    • Name matches University records.
    • Birth date indicates driver is at least 18 years of age.
  • Confirm that each driver possesses any required endorsements based on the type of vehicle being operated (such as for motorcycles, trailers, combination vehicles, etc.)
  • Obtain written verification from the driver on a DES Authorized Driver Acknowledgement Form that they will adhere to State Driver Standards.

The department is responsible for retaining the written verification in accordance with records retention requirements for use of University facilities, equipment, and vehicles. See the University Records Retention Schedule: Property Management Records table and UPPM 90.01.

  • Obtain verbal verification from the driver that they have at least two years of driving experience. There is no requirement to document this verification.
  • Inform the driver that they must report to the manager/ supervisor anytime the applicable license-issuing authority notifies the driver of invalid or suspended license status.
  • Provide the driver with online access to state and University policies pertaining to the authorized, safe, and efficient operation of vehicles used on official University business. See:
  • Complete Driver Safety Training and Distracted Driver Training. These trainings are available for employees through the HRS Learning and Organizational Development Precipio Training System. After logging into the Precipio Training System:
    1. Select Library
    2. Select WSU Catalog
    3. Select Environmental Health & Safety (EHS)
    4. Select Public Safety at WSU
    5. Select Driver Safety and Distracted Driving, which brings up a portal for launching the training modules and exam.

    Note: Confirm that the driver has completed additional training appropriate to the type of vehicle being operated (such as for forklifts, golf carts, UTVs, when applicable).

4.2.b  Students

In addition to all the requirements listed under Section 4.2 and Section 4.3, including those listed under Section 2.2, a student must have prior authorization to drive from the department chair, the head of the employing department, or the faculty advisor, as applicable (see UPPM 95.13).

4.2.c  Volunteers

In addition to all the requirements listed under Section 4.2 and Section 4.3, the department must submit written authorization to Motor Pool for a volunteer to drive Motor Pool vehicles.

4.2.d  Specified Drivers

Requirements of the driving safety program for specified drivers apply only to University drivers who meet the high mileage driving criteria or are involved in frequent accidents due to alleged driver error as described below.

Department managers, supervisors, or assigned personnel are required to notify Risk Management when drivers meet the following criteria:

  • High mileage driving: Operates state vehicles 1,000 or more miles per month at least six months out of the year (need not be consecutive), regardless of whether the mileage is generated by local or long distance driving.
  • Frequent accidents due to alleged state driver error: Is involved in either, or both, of the following outcomes due to alleged state driver error, regardless of miles traveled or law enforcement actions taken:
    • Two accidents due to alleged state driver error involving state or third party vehicle/property damage (other than damaged windshields) within a 24-month period.
    • One or more accidents due to alleged state driver error resulting in injuries to the state driver, passenger(s), or third party within a 24-month period.

4.3   Requirements For All Drivers

Any person driving a University vehicle must:

  • Be on official WSU business.
  • Be at least 18 years of age (21 years of age if driving a van).
  • Have at least two years of driving experience.
  • Possess a valid driver’s license and any insurance as required by appropriate laws, rules, and/or regulations. (See Section 4.6 for insurance coverage requirements.)

    The license must be in the operator’s possession while they are driving a University vehicle.

    Anyone driving one of the following vehicles must have a valid commercial driver’s license:

    • Vehicles weighing 26,001 pounds or more.
    • Trailers weighing 10,001 pounds or more and a combined vehicle’s gross weight of 26,001 pounds or more.
    • Vehicles transporting 16 or more people, including the driver.
    • Vehicles carrying placarded amounts of hazardous materials.

Exception: Some farm/agriculture vehicles are excluded. (RCW 46-25-050)

For further information on valid licensing requirements, refer to the Washington State Department of Licensing’s Driver’s License website.

  • Comply with and report any legal prohibition and/or restrictions against driving to the authorizing department chair or administrator. Drivers must comply with corrective lens requirements, but are not required to report the use of corrective lenses.

    Legal prohibitions and/or restrictions include, but are not limited to, revoked or suspended license, court imposed restrictions, restriction to drive a particular type of vehicle or equipment, and other Department of Licensing restrictions.

  • Comply with all driving safety requirements in this policy (SPPM 7.10).
4.3.a  Operator’s Responsibilities

WSU drivers authorized to drive University vehicles on official University business are responsible for adhering to the following requirements.

4.3.a.i   Policies

Drivers must comply with state, University, and departmental policies (see Section 4.1). Failure to follow these policies may result in disciplinary action, including deductions from salaries or other allowances due, suspension without pay, or termination of employment.

4.3.a.i (A)  Privately-Owned Vehicles (POVs)

Drivers using privately-owned vehicles (POVs) on official University business are responsible for understanding and complying with all policies in SPPM Chapter 7, the insurance requirements in Section 4.6, and UPPM 95.11.

Note: Several policies include exceptions for drivers using privately-owned vehicles on official University business. Such exceptions are identified below.

4.3.a.ii   License Restrictions

A driver must notify the department manager, supervisor, or assigned staff person by the end of the next business day upon notification by the applicable licensing agency that their driver’s license has been suspended, revoked, or otherwise determined to be invalid.

4.3.a.iii   Safe Operation

Drivers must always operate vehicles in a professional and safe manner, and comply with applicable traffic laws and regulations.

4.3.a.iv   Passengers

A WSU driver may transport individuals, e.g., students, volunteers, contractors, clients, and private citizens, who are traveling on official state or University business only.

Personnel employed by other public entities who are traveling on official public business may accompany a WSU driver if the use is for official WSU purposes.

WSU drivers are not to provide rides for any nonofficial passengers, including family members, relatives, friends, and pets.

Exception: Drivers who use privately-owned vehicles for official University business may provide rides for nonofficial passengers, provided that the drivers have private insurance that covers the passengers.

4.3.a.iv (A)  Children

University drivers may not transport non-college-enrolled high school or younger children in full-size passenger vans or other specialty vehicles not meeting state and federal school bus standards. Drivers may transport non-college-enrolled high school or younger children in mini-vans and sedans. Transportation of children must meet the definition of official University business.

Hourly employees and students may not operate any van carrying non-college-enrolled high school or younger passengers. Qualified faculty, adult volunteers, or staff drivers must operate vans transporting non-college-enrolled high school or younger passengers.

4.3.a.v   Seat Belts

Drivers must properly use seat belts as required by state law. (RCW 46.61.688)

Drivers should verbally remind passengers of their responsibility to always use seat belts when the vehicle is in operation. Also, drivers must ensure that authorized passengers under 16 years of age are properly restrained in safety belts or car seats, as appropriate. (RCW 46.61.687)

4.3.a.vi   Fines

Drivers must resolve all parking tickets, citations, or infractions received while operating a University vehicle in accordance with the procedures outlined on the ticket, citation, or infraction documents. Payment of fines and citations under such circumstances is the sole obligation and responsibility of the driver and is not to be reimbursed or paid by the University.

4.3.a.vii   Weather Conditions

Drivers must adjust driving speed and vehicle equipment (e.g., use of lights, tire pressure) to changing weather conditions.

Additionally, the driver must alter travel plans as needed for safety due to inclement weather or sudden illness.

4.3.a.viii   Road Conditions

University-owned vehicles are to be driven on maintained roads whenever possible. When official University business requires that vehicles be used off-road, the following process must be followed:

  • Departments ensure their employees, students, and volunteers are authorized before driving University-owned vehicles off-road.
  • Departments notify Risk Management which of their vehicles insured with the Vehicle Accident Loss Reserve Fund are authorized to be driven off-road.

    Risk Management may charge an additional premium or deductible for the Vehicle Accident Loss Reserve Fund for vehicles that are used off-road, depending on vehicle type and loss history. (See Section 4.6.a.i.)

  • Departments renting motor pool vehicles must authorize the driver to go off-road for University business and notify Motor Pool that the rented vehicle is being used off-road. Off-road use incurs an additional surcharge added to the rental rate to include off-road insurance.

    If departments fail to authorize and notify motor pool that the University vehicle is being used off-road, they are responsible for paying all fees and damages to repair the vehicle that is not authorized for off-road use.

Damage investigations and final assessment of damages for off-road use of Motor Pool vehicles are made by Risk Management and Motor Pool.

4.3.a.ix   Problems/Repairs

Drivers must follow department or Motor Pool policies for reporting vehicle mechanical problems and arranging for service repairs or maintenance. See UPPM 95.35 for Motor Pool policies.

4.3.a.x   Vehicle Appearance

Drivers must maintain the cleanliness and good appearance of University vehicles.

4.3.a.xi   Accidents

See SPPM 7.20.

4.4   Additional Safety Requirements

Safety is a priority when driving a University-owned, privately- owned, or commercially-leased/rented vehicle. To promote safety, all drivers must comply with the following requirements.

4.4.a   Tobacco Products

Drivers must not use tobacco products in University vehicles.

Exception: Drivers may use tobacco products in privately-owned vehicles used on official University business if otherwise lawful.

4.4.b   Intoxicating Substances

Drivers must not drive while under the influence of intoxicating beverages, drugs, or any other impairing substances.

Drivers must not transport alcohol/intoxicating substances in University vehicles unless transporting such substances is within the scope of the driver’s official job duties.

Exception: Drivers may transport alcohol/intoxicating substances in privately-owned vehicles used on official University business if otherwise lawful.

4.4.c   Firearms, Weapons, or Explosives

Drivers must not transport firearms, weapons, or explosives (concealed or otherwise) unless the transportation of such devices is in accordance with performance of official University business.

Exception: Drivers may transport firearms, weapons, or explosives in privately-owned vehicles used on official University business if otherwise lawful.

4.4.d   Radar or Speed Detecting Devices

Drivers must not use radar or speed detecting devices in University vehicles.

Exceptions:

  • Excludes WSU police officers while driving University vehicles on official University business; and
  • Excludes drivers operating privately-owned vehicles on official University business if otherwise lawful.
4.4.e   Personal Electronic Devices

Subject to the limitations below, a driver is to avoid the use of electronic devices while operating a University vehicle. Personal electronic devices include but are not limited to cellular telephones, tablets, laptops, portable video/music players, and GPS navigation devices.

Except as provided below, drivers are prohibited from operating a moving University vehicle while holding a personal electronic device in either hand. (RCW 46.61.672)

Drivers must not send, read, or write text messages, instant messages, e-mail, or other data while driving. (RCW 46.61.672(5)(c)(ii))

Drivers may use personal electronic devices in hands-free mode. Hands-free mode is defined as the use of a hand-held communication device with a speaker phone. (RCW 46.61.672)

Drivers may operate moving University vehicles while using hearing aid devices. (RCW 46.61.672)

Exceptions: Drivers may use hand-held communication devices in modes other than speaker phone while driving in the following cases only:

  • When operating an authorized emergency vehicle or tow truck responding to a disabled vehicle.
  • To report illegal activity.
  • To summon medical or other emergency help.
  • To prevent injury to a person or property.

(RCW 46.61.672, State Driver Standards)

4.4.e.i  Headsets and Earphones

Drivers may not use headsets or earphones while operating a vehicle. Such use could prevent drivers from hearing warnings of hazardous situations.

 Exceptions: Drivers may use headsets or earphones while driving in the following cases only:

  • Authorized emergency vehicles;
  • Motorcyclists wearing a helmet with a built-in headset or earphones (as approved by the Washington State patrol; or
  • Motorists using hands-free, wireless communications systems, as approved by the equipment section of the Washington State patrol.

(RCW 46-37-480)

4.4.f   Equipment/Supplies

Drivers must safely organize and store equipment/supplies in or on the vehicle so they are secure in the event of a sudden stop.

4.4.g   Parking

Drivers must select well-lit, safe areas, for parking University vehicles, if possible. Place valuable equipment out of view and lock the vehicle when unattended.

4.4.h   Minimize Driver Fatigue

Drivers must minimize driver fatigue on long trips by taking appropriate breaks and/or sharing driving with other authorized drivers.

4.4.h.i   Overnight or Outside Local Area

It is recommended that travelers engage at least two authorized drivers for overnight trips or trips out of the local area. Local area is defined as the area within a 150 mile radius of the work location.

4.4.h.ii   Hours of the Day

Drivers should limit driving and travel to the hours between 6:00 a.m. and 12:00 midnight.

4.4.h.iii   Total Driving Time

Total combined driving time for all drivers in a vehicle in a single day must not exceed ten hours.

4.4.i   Maximum Passenger Capacity

Drivers must not exceed the maximum passenger capacity for which the vehicle was originally manufactured, and/or for which proper safety restraints are available.

4.4.j   Speed Limits

Drivers must adhere to posted speed limits.

4.5     Department-Owned Vehicles

4.5.a   Preventive Maintenance

Each University department with one or more assigned or owned vehicles must establish a preventive maintenance program for each vehicle.

4.5.a.i   WSU Pullman Vehicles

All department-owned vehicles at the Pullman campus must be delivered to Motor Pool for preventive maintenance services and emission control inspections. WSU Pullman departments must also have emissions testing and annual safety inspections conducted by Motor Pool for each vehicle. See UPPM 95.35 for more information.

4.5.a.ii   Vehicles at Locations Other Than Pullman

All department-owned vehicles at locations other than Pullman must undergo annual safety and emission control inspections, as well as regular preventive maintenance services. These locations use local suppliers, unless appropriately classified vehicle maintenance staff are qualified and available to perform repairs and service. (Contact HRS for employee classification information.) See UPPM 95.35 for more information.

4.5.b   Required Items in All Vehicles

Departments must maintain the items listed below in each vehicle’s glove compartment, including personal vehicles used for University business:

  • Vehicle Registration
  • Motor vehicle accident procedures (see SPPM 7.20)
  • Operator’s Responsibilities handout
  • Emergency and Post-Accident Guidelines handout
    • Printed copy of the State of Washington Employee Vehicle Collision Report (SF-137) to be used as a template for capturing necessary information to be submitted in the online report.

  • The report forms are available as follows:

  • Proof of Liability Insurance – Washington State Agency Vehicles Continual Coverage
4.5.b.i   Driving Program Sticker

Departments must affix a “WSU How’s My Driving?” program sticker to the left rear of each University-owned vehicle. Stickers are available from Risk Management. Exception: WSU police patrol vehicles are excluded.

4.6   Insurance Coverage Requirements

4.6.a   University Vehicles
4.6.a.i   Vehicle Loss Reserve Fund (VRF) for Vehicle Repairs

WSU maintains an internal reserve fund, the Vehicle Loss Reserve Fund (VRF), for repair of physical damage to University vehicles for which departments pay premiums.

The department that owns the vehicle pays the annual premiums. Risk Management collects and deposits annual premiums submitted by departments into the fund.

Money from the fund is used to pay for repairs to covered University vehicles damaged in accidents and the administrative costs of processing vehicle-related claims. Coverage includes department reimbursement for towing or recovery involving distances up to 100 miles for University vehicles damaged in accidents. The fund does not pay for vehicle damage resulting from maintenance or related repairs, gross negligence, abuse, or neglect.

Contact Risk Management for the current reserve fund premiums. Risk Management periodically reviews and adjusts the premium as required.

4.6.a.ii   Self-Insurance Liability Program (SILP) for Vehicle Tort Claims

The state DES Office of Risk Management (ORM) administers the Self-Insurance Liability Program (SILP). The SILP covers liability claims against state employees who are operating vehicles in good faith in performance of their official state duties. The state ORM:

  • Assigns claims for investigation, coordinates their defense, approves settlements, and pays covered state agency tort claims from the SILP fund.
  • Provides auto liability coverage for state owned and rented vehicles driven on state business in the United States and Canada.
  • Provides excess liability insurance coverage on behalf of state employees who drive personally owned vehicles on state business whose private auto insurance liability coverage is insufficient to cover damages paid to third parties.
  • Assigns most vehicle claims for investigation and resolution to the ORM or to the Tort Claims Division of the Attorney General’s Office.
  • Makes all tort claim payments for third party injuries and damages.

The SILP does not provide uninsured or underinsured coverage for a state employee who is injured while in a state vehicle. The SILP does not pay for insurance deductibles or damage to a state employee’s personal vehicle.

4.6.b   Rental Vehicles

See UPPM 95.12 for more information regarding the University’s rental car policies and procedures.

4.6.b.i   State Contract Rentals

Travel Services administers the state rental car contracts for WSU.

State rental car contracts generally provide liability and loss damage waiver insurance coverage under the contract base rate. Loss damage waiver coverage provided under the base rate includes:

  • Third party liability insurance coverage for payments made to other parties who sustain injury or property damage because of an accident caused by a state driver authorized to operate a rental vehicle.
  • Repair costs for the rental vehicle.

Consult the rental contract agreements for any restrictions (i.e., age, in the case of student drivers).

4.6.b.ii   Non-State Contract Rentals

Departments may obtain loss damage waiver coverage for non-contract rental cars by placing the vehicle rentals on a University Travel Charge Card (see UPPM 95.03).

For more information, see the Payment Services Travel Charge Cards website.

The department determines whether to purchase loss damage waiver coverage when renting a vehicle that is not included under the state’s rental contract.

If the department does not obtain liability coverage for a rental vehicle, the Washington SILP fund provides excess coverage for third party liability claims, but does not cover damage to the vehicle. The department is responsible for all repair costs for a rental vehicle if loss damage waiver coverage is not acquired on the vehicle.

4.6.c   Privately-Owned Vehicles

Authorized drivers of privately-owned vehicles used for official University business are required to comply with the State of Washington mandatory liability insurance requirements as defined in RCW 46.29 and RCW 46.30. See also UPPM 95.11.

A driver of a privately-owned vehicle involved in an accident while on official University business may be covered by their private insurance policy. Thie privately-owned vehicle insurance policy is considered primary for payment of all losses and/or recoveries arising from an accident while driving a privately-owned vehicle. The cost of insurance is covered by the state’s mileage reimbursement rate. Note: The state does not reimburse state drivers for insurance deductibles.

The Washington SILP fund acts as an “excess policy” in the event that third party liability limits of the private insurance policy are exhausted. The fund does not pay for damage to a privately-owned vehicle. Under certain circumstances, the state may assist in the defense and settlement of liability claims, including possible lawsuit defense, if warranted and allowed under law.

4.6.d   Legal Assistance

The Office of the Attorney General may represent the University driver if a lawsuit is filed against a University driver who was in good faith operating the vehicle in the performance of their official duties.

5.0   Additional Requirements for Use of Full-Size Vans

In addition to the requirements for the use of all University vehicles driven for official University business (see Section 4.2), the following requirements apply to the use of full-size passenger vans and the use of mini-vans obtained from WSU Pullman Motor Pool.

5.1   Restricting Seating

Reduce seating in University-owned full-size passenger vans to eight passenger seat positions. Restrict commercially-leased or rented vans to eight passengers.

Note: WSU Pullman Motor Pool includes mini-vans in the following van use requirements. Other mini-vans are excluded from the following van requirements.

5.1.a   Commuter Ride-Sharing Program

The commuter ride-sharing program (van pool program) is permitted to use 12- and 15-passenger full-size vans with the original number of seats. The commuters must pay the program’s prorated capital depreciation and operational expenses, including a business auto liability policy.

5.2   Prior to Van Operation

At the initial driving assignment and prior to van operation, department managers, supervisors, or assigned staff personnel must complete the steps below:

  • Visually verify that the birth date on the license indicates that the driver is at least 21 years of age.
  • Obtain verbal verification from the driver that they have at least five years of driving experience.
  • Inform the driver that policy requires them to notify manager or supervisor the following business day after any existing or new conviction, revocation, suspension, or moving violation as set forth in the minimum driving record standard. (See Section 5.3.)
  • Require the driver to review all van safety education information prior to their initial van assignment. (See Section 5.2.b.)
  • Require the driver to review all van safety education information every two years.
5.2.a   Van Driver Required Documentation

The department manager, supervisor, or assigned staff person must have each University full-size van driver sign the following documents, located on the DES Forms website, at the time of their initial passenger van driving assignment:

  • DES Authorized Driver Acknowledgement Form
  • DES Safe Van Driving Practices Acknowledgement Statement
  • DES License to Drive and Driving Experience Statement

The department manager, supervisor, or assigned staff person must sign the manager/supervisor responsibilities checklist portion of the DES License the Drive and Driving Experience Statement form.

The department is to retain these documents in accordance with applicable records retention requirements (see the University Records Retention – Safety Records table and UPPM 90.01).

5.2.a.i   Commuters

Participants in the commuter ride-sharing program must have a WSU Assumption of Risk and Release of Liability form on file with the campus motor pool office. To obtain copies download the Assumption of Risk template from Risk Management forms.

5.2.b   Van Driver Safety Education

Department managers, supervisors, or assigned staff personnel must provide initial safety education information to drivers prior to van operation. Van safety information must include:

5.2.b.i   Van Safety Training Course

All van drivers must complete a van safety training course and training must be renewed every two years.

Van driver safety training requires that drivers watch the Coaching the Van Driver IV video and complete a test. Video viewing and testing is available monthly through the HRS Percipio Training System.

To access the training, log into the Percipio Training System and complete the following steps:

  1. Select Library
  2. Select WSU Catalog
  3. Select Environmental Health & Safety (EHS)
  4. Select channels Environmental Health & Safety (EHS)
  5. Click on the Attend tab
  6. Select Coaching the Van Driver
  7. Click the Register button, for the available course

The Zoom meeting link is sent by HRS Training via e-mail.

5.2.b.i (A)   Commuter Ride-Sharing

Commuters must have completed the Van Safety Training Course prior to their initial assignment to drive a full-size passenger van.

5.3   Van Driver Requirements

In addition to the requirements for all drivers (see Section 4.3), any person driving a University full-size passenger or cargo van must meet all of the following additional criteria:

  • Be at least 21 years of age.
  • Have at least five years of driving experience.
  • Possess a valid driver’s license and proof of personal automobile insurance policy.
  • Meet the minimum driving record standard.
5.3.a   Minimum Driving Record Standard

A person who had any of the events listed below occur within the past three years is ineligible to be a University van driver:

  • Suspension/revocation of license
  • Negligent or reckless driving conviction
  • Hit and run conviction
  • Conviction for leaving the scene of an accident
  • Conviction for failure to appear in court
  • Conviction for driving under the influence of alcohol or other substances
  • Vehicle-related felony conviction
  • Criminal determination as “at fault” in an accident

Additionally, a driver may not have had more than three other moving violations of any type in the past three years.

The driver must inform the University the next business day after any existing or new conviction, revocation, suspension, or moving violation as described above.

5.4   Additional Items Required in Full-Size Vans

In addition to the items required in all University vehicles, a department must maintain the following driver safety awareness documents in conspicuous locations in all departmental full-size vans:

  • Reducing the Risk of Rollover Crashes in Passenger Vans handout or visor sticker. Print the PDF master of the handout.
  • Alert! Passenger Van Drivers hangtag. Print, fold, and cut as indicated on the PDF master.

Risk Management also provides these documents upon request.

6.0   Policy Exceptions

Risk Management maintains a list of all approved exceptions to this policy (SPPM 7.10).

7.0   Related Policies

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Revisions:  Apr. 2025 (Rev. 148); Aug. 2023 (Rev. 138); Apr. 2021 (Rev. 128); Dec. 2016 (Rev. 110); July 2009 (Rev. 81); June 2008 (Rev. 75); Feb. 2006 (Rev. 64); Oct. 2005 (Rev. 62); Oct. 2004 (Rev. 56); Nov. 2003 (Rev. 50); Feb. 2003 (Rev. 47); June 2001 (Rev. 40); Aug. 1995 (Rev. 13); Feb. 1987 (Rev. 3).