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welcome everyone to the driver safety
webinar hosted by Enterprise Risk
Management and Environment, Health and
Safety
I'm Michael Beatty, Campus Risk Manager
Victoria Ramos
Environment, Health and Safety. I manage
Worker's Comp and the Driver's Safety
Program. I'm Solinna Kim, Risk Analyst
in Enterprise Risk Management. OK we're here to teach you
a little bit about how to become an
authorized driver on university business
what the employer pull notice program is
how insurance and accident reporting
factor into our university policies as
well as how the auxiliary
organizations are covered through this
San Francisco State program so first I'm going
to hand it off to Victoria. Victoria will
tell us a little bit about authorized
drivers. Authorized drivers at San
Francisco State are university employees
in active state funded pay status so
you can be a faculty member, a staff
member, student employees for example GTAs
or student assistants
the requirement here is that you become a
driver through the university driver
safety program and i'm going to talk
about how you become the driver next
to become an authorized driving for the
University, you need to complete an
authorization to drive on University
Business Forum this form can be found on
EHS website ehs.sfsu.edu under forms
once you've completed this form fax or
hand carry this form EHS the fax number is
415.388.2498 you can hand carry it to EHS
that room number is administration 260
please do not email your forms it
contains level one secure information in
this case your name and your driver's
license number
additional forms may be required by EHS
EHS will contact you if we need those
forms the additional forms once again
should not be emailed they should be
hand-carried EHS or faxed after we
receive the required forms EHS will
assign you Skillport training we will
send you link you click on that link and
you take the Skillport training you
should set up to two hours aside to take
this training
you should also use the google chrome or
mozilla firefox browser internet
explorer is not a supported very well
with our Skillport training and we have
employees who take the training and they
take it in internet explorer and they often have
to take it again because Skillport
doesn't recognize it
google chrome or mozilla please once you've completed
your training provide EHS a copy of your
certificate of completion
if you look at the bottom of the screen
here it's says learn thing grow this is
the official certificate of completion
this is actually my certificate of completion a sample of that and
the certificate of completion that's the
official certificate will automatically
populate your name the instructions to
navigate to the certificate of
completion are
sent by SF EHS and they can also be
found on our website ehs.sfsu.edu under
driver safety program once we have your
certificate of completion EHS, sfehs@sfsu.edu
will email you and the
fiscal affairs travel office that you
are an authorized driver this authorization
is good for 4 calendar years now i
want to talk about the employer pull
notice program all authorized drivers at
SF State are monitored through the DMV
employer pull notice program so one of
the things that you sign away when you
complete our forms is that you're in this
program it's a requirement in this program so
the employer pull notice program was
established to provide employers and
regulatory agencies with the means of
promoting driver safety through the
ongoing review of driving records so EHS
monitors your driving record while
you're in the program amd we do that
for the following reasons to improve
public safety to determine if each driver
has a valid driver's license and may
reveal problem drivers or driving
behavior the university doesn't want to have
drivers who have multiple points on their
records or anybody who would pose a
risk to the public while driving on
university business
finally it helps to minimize
university's liability so this is a
requirement to be in the pull notice program
if you want to be an authorized driver
Hey, Victoria, am I correct in saying that if
the driver is driving their own personal
car on personal use not university
business but they get an infraction
whether it be a ticket or get in an
accident that the DMV pull notice
program will notify EH&S of that that's
right so anytime an employee has any kind
of interaction with the DMV even if it
isn't a point even if they get a
notice we
automatically get a notice from the DMV
that there's been some form of activity we look
at what the code says it is it's
encrypted and secure how we receive the
information from the DMV and we then
look at the code to see what the actual
infraction was sometimes it's speeding
that's usually the most common we
actually get some for child support
because in the state of California there's
laws out there that say they can
suspend a drivers license if you don't
pay your child support so we monitor this
daily so if you are driving has nothing
to do with work but you're in our
program we do we do look at any kind of
activity and we do analyze it the policy
for this is on our EHS website it's also at
the bottom of the authorization to drive
there's a point system and you would be
under review if you reached that
the point maximum excellent question
Michael and i'm going to hand it over to
Michael Beatty, the campus risk manager so
we're going to talk a little bit now
about the insurance university carries
to provide coverage to both the university
owned vehicles personal vehicles and
rental vehicles for university owned
vehicles if an employee is driving on
University Business third-party
liability coverage is provided through
the state of California what that means
is that if you cause damage or bodily
injury to a third-party another party
then the university would pick up the
costs related to those claims as long as
you were driving on university business
and were an authorized driver physical
damage coverage such as comp and
collision covers damage to the vehicle
university owned vehicle that you're driving
and again that's covered through
university by way of our California
State University risk management authority
physical damage coverage is provided on
only the vehicles that are reported to
the insurance company so a department
may
have a vehicle that they've failed to report and
then coverage would not apply so it's
important to make sure that your
Department maintains their fleet
schedules in a good manner when you're
driving your own personal vehicle on
university related business your
personal automobile liability insurance is
primary so if you're driving to a
conference and you get into an accident
and you hit another car your personal
auto insurance is gonna be the primary
coverage on that car on that claim with
the university's coverage coming in
excess on once your limits are exhausted
so you are also responsible for any
deductible that you incur as a result of
driving your personal vehicle on
university business and any increases in
insurance premiums that result from that
accident University will not reimburse
you for the deductibles or any increases
in your insurance premiums on your
personal vehicle so Michael I just
rented a car from enterprise last week
to go to a conference would I have to pay
the deductible if I were in a fender bender?
well it's funny rental vehicles are
covered differently than your own
personal vehicle because the university
has a master agreement with enterprise
we were able to negotiate better
coverages lower deductibles and your
personal auto insurance does not even
come into play when you're driving a
rental vehicle because it comes with the
insurance through the university but you
do have to rent the vehicle through
enterprise in the way to access that
when you're renting a vehicle on
university business is through the SFSU
gateway employees services in san
francisco state travel center you can
make your reservations right there
online on a secure website up so there's
very little or no risk of having your
data compromised they provide
comprehensive insurance coverage as part
of our agreement as I said what about
auxiliary organizations? you might ask
they work for the University
oh no they don't auxiliary organization
employees are employees of a separate
501c3 legal organization such as The
Associated Students, the University
Corp they're related and affiliated with the
university but they're on they are their
own freestanding organization one thing
about University vehicles though is that
only university employees can drive
university vehicles so if you're
an auxuliary organization and you want to
drive the University vehicle
you know what they say? not in my house
you have to drive an auxiliary owned
vehicle or your personal vehicle or rent
a vehicle and the auxiliaries have the same
deal through enterprise as university side so
with the coverage is low rates as
well um they have their own policies
their own procedures although it's my
understanding that the auxiliaries also
are enrolled in the DMV employer pull
notice program so they can track the
driving of their own auxiliary
organization's employees
so yeah auxiliaries they're a little
different they're still our friends but they're
a little different now how do you
report an accident if it ever happens
number one pull over the side of the
road and make sure that you're safe okay
make sure there's no injuries but once
that happens if it's a university
owned vehicle you have to notify the
office of risk and insurance management
as well as our office here enterprise
risk management if you are renting a
vehicle you notify ORIM, enterprise
risk management and the rental agency if
it's a university leased vehicle for a
long-term rental long-term lease, sometimes
we have an annual or
two-year lease on vehicles then you
notify ORIM, enterprise risk management
and the leasing agency
what happens if it's your personal vehicle
again you notify ORIM, enterprise risk
management you have to notify the DMV
then you have to
pick up the phone and deal with your auto
insurance company hopefully that's not a
bad experience
ok well now let's talk about what to do
in the event of an auto accident and I'm
going to hand this off to Solinna Kim not
that she's had a lot of auto accidents
but Solinna,
what are your thoughts? well Michael if
you're involved in an auto accident
it's best not to make any comment or
statements regarding the accident anyone
other than and investigating police
officer an authorized state officer or
identified representative of the state's
contract adjuster all communications
regarding the claims like a summons or a
court order must be forwarded to the
Office of General Counsel and the
chancellor's office with a copy to ORIM
and system-wide risk management and
that's a lot to remember so if you
contact our office enterprise risk
management on-campus we can help you in
forwarding these documents to the
appropriate agencies
also there are three forms to be filled
out after any accident and deadlines to
meet form STD 269 must be filled out
before leaving the scene of the accident
form STD 270 must be completed and
submitted to ORIM and finally STD 274
must be filled out by a supervisor and
submitted along with STD 270 to ORIM within
48 hours of the accident
let's take a closer look at these forms
this form is STD 269 which is actually a
very useful form to have around and
should be kept in the dashboard it
briefly outlines everything i just
mentioned including only discussing the
accident with these individuals there's
even a section for you to draw and map
out the accident while it's still fresh
in your head
this section on the right is where you
fill out your information as well as the
vehicle information you rip this portion
off and give it to the other driver
it also shows the other driver who to
call with additional questions and
that's really the most interaction you
should have the other driver if nobody's
been hurt the back of the form allows
you to record witness information and
has contact information for ORIM so it's a
very useful form have on hand
next form STD 270 which must be
filled out and submitted within 48 hours
of the accident and it gives you a
instructions here at the top
on how to submit the form the last form
is STD 274 and must be filled out by
your supervisor and submitted along with
STD 270 please feel free to reach out
to our office anytime
and we can help you along the way with
ORIM and the reporting process because we
all know how stressful getting into an
accident can be and that's why we're
here
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