Risk Management Forum

Monday, November 28, 2011

Phone : 756-2232 or 756-6755

riskmanagement@calpoly.edu

David Carroll, Risk Manager, 6666 Melissa Swanson, Risk Analyst, 6755

Contracts, Procurement, & Risk Management

Risk Perception, Communication, and Management

University Volunteers

Driving on University Business

Field Trips

University Release Agreement

Today’s Topics

As of July 1, the Volunteer program is administered in CPRM – Risk Management

A VOLUNTEER is:

◦ “an individual who performs work or provides services to the University without remuneration of any kind”

◦ Non-State employee driving on University Business

Topic #1: University Volunteers

Volunteer Identification Form (HR – V1)

Volunteer Identification Form

Approved by Department Head or designee◦ Designee must be on file as such with RM

Authorized by College Dean or Designee◦ Designee must be on file with RM

Must be renewed each fiscal year

Volunteers

Who can drive?

When is it state business?

Who’s car are we taking?

Vans and rentals

Topic # 2: Drivers

What constitutes driving on “University Business”?

An activity within the course and scope of your job

Driving a state vehicle as a non-state employee◦ i.e. Corporation/ASI employee, student,

community member

Authorized volunteer when driving

Cal Poly Driving is administered by

Environmental Health and Safety

756-6665

Driver Safety

Request to Operate Vehicles on University (State) Business

CAL POLY ENVIRONMENTAL HEALTH & SAFETY REQUEST TO OPERATE VEHICLES ON UNIVERSITY (STATE) BUSINESS

REQUESTOR INFORMATION (Print legibly or type) UNIVERSITY STATUS

PHOTOCOPY OF DRIVERS LICENSE IS REQUIRED TO ACCOMPANY THIS FORM PLEASE CHECK APPROPRIATE BOX(s) :

Requestor Name: University Faculty or Staff LAST FIRST M University Van Pool Driver

Department: Campus email: @calpoly.edu University Student Asst. (*In dept. driving for)

CA Driver’s License No.: Expiration Date: Identified Volunteer – HR Form V-1 must be completed and attached

Requestor Birth Date: Requestor Campus Phone #: 6- Other Phone #:

Corporation employee ASI employee Other

REQUESTOR CERTIFICATION I certify that: 1. I am in possession of a valid California or other State driver’s license (see attached copy). I have not been issued more than three moving violations or have been responsible for more than three accidents (or any combination of more than three thereof) during the past twelve-month period. I authorize Environmental Health & Safety to request a copy of my driving record from the CA DMV to confirm.

2. Operation of any vehicle on University (state) business will be in compliance with applicable laws, policies, regulations and safety requirements.

CSU Use of University and Private Vehicles Policy Guidelines are available on the web at CSURMA Policy Guideline California Department of Motor Vehicles Handbooks are available at DMV Handbooks

3. If authorized to operate a vehicle on University (state) business at least once per month regularly through out the fiscal year, I will complete the on-line, University Defensive Driver Training Program, upon notification of my ID and password supplied by Risk Management, (renewable every four years).

4. Vehicles owned, leased or rented by the University will only be used on University business.

5. Separate authorization will be obtained for use of personal vehicles on University business. (See Form 261)

6. Vehicles rented for use on University (state) business will be rented through State or University contracts worldwide, if available. (See State Travel)

7. Any accident in a vehicle being driven on University business will be reported as soon as possible or within 24 hours to Risk Management, (805)756-6755, nights, weekends, and holidays report to University Police, (805) 756-2281.

8. Drivers of vehicles being driven on University Business will file a completed report of Vehicle accident STD 270 with Risk Management within 48 hours. Detailed information and forms can be found at http://www.afd.calpoly.edu/cprm/vehicleaccident.asp. Requestor’s Signature: Date:

SUPERVISOR’S AUTHORIZATION

The above named University employee is required to operate vehicles on University (state) business (please check one box): more than once a month no more than once per month

I have verified that this applicant possesses a valid California or other State driver’s license of appropriate class and I have verified the applicants UNIVERSITY STATUS as checked above.

Authorized By: Date: Signature

Print/Type Name: Dept. Bldg. & Rm #:

Print/Type Title: Dept. Phone: 6- Upon completion of this form, please submit to Environmental Health & Safety, Bldg. 80. EH&S will notify the supervisor if the DMV record does not meet the established criteria for an approved University driver. Information Security Notice: This document contains Level 1 confidential employee information. Completed forms should NOT be retained in the originating department and must be handled pursuant the Cal Poly Information Classification and Handling Standard.

Defensive Driver Training Program

STD. 261 (REV 3-95)

Only if you will be driving your OWN vehicle on State Business:This stays in your department files and is signed annually

Must be a state employee or volunteer (form to CPRM)

Must submit “Request to Drive on University Business” form to EH&S (Bld. 80)

Must complete Defensive Driving Training◦ If driving more than once a month

Must Complete Form 261 to drive personal vehicle on State Biz (Dept. retains form)

Recap: To Drive on University Business

Vans and Rentals 15 passenger vans require the driver to

have a “Class B” license

Rentals should go through Enterprise using the University contract as insurance is included automatically

Rentals not from Enterprise – purchase the insurance!

Executive Order #1062

Voluntary or required?

Day trip or extended?

Foreign or domestic?

Transportation, Vans and rentals

Topic # 3: Field Trips

Required (under 3 days)◦ University Field Activities Notification

Required (over 3 days)◦ University Field Activities Notification◦ Student Participation Agreement

Voluntary◦ University Release Agreement

Field Trip Risk Documentation

University Field Activities Notification

STUDENTS should be responsible for arranging transportation to and from a field trip location.

Faculty members SHOULD NOT:◦ Specify the type of transportation students should use ◦ Arrange transportation for any student◦ Organize the students into groups for the purpose of

driving with a classmate◦ Attempt to check the driving record or insurance of any

proposed driver

Field Trip Transportation

BUT if you do arrange transportation….. Charter a bus

Students designated as drivers must complete:◦ “University Volunteer Form”◦ “Request to Operate Vehicles on University Business”◦ “Authorization to Use Privately Owned Vehicle on

State Business”

NOTE: Student is considered a University Volunteer only while driving

Cal Poly to create a campus Field Trip Policy

CSU Executive Order # 1062

Topic # 4 : Waivers

Field Trips

Voluntary participation in potentially hazardous activity

Recreation, sports, academic endeavors

Students, visitors, public participants

University Release Agreement

AFDWebsite

University Release Agreement

Release of Liability, Promise not to Sue, Assumption of Risk and Agreement to Pay Claims

Release of Liability, Promise not to Sue, Assumption of Risk and Agreement to Pay Claims

Liability Releases

Should be in clear language, reasonable font, specific to activity – not hazards

Provide informed consent for participant

Each participant is responsible for themselves◦ Voluntary activity

Keep waivers on file for 3 years in your department

Must be able to produce when needed, archive and storage◦ Electronic Copies◦ E-signatures (coming soon….)

Provide a copy to Risk Management with any injury/incident report

The FACTS will determine liability

Liability Releases

Questions?

David Carroll, Risk Manager◦ Phone: 756-6666

Melissa Swanson, Risk Analyst◦ Phone: 756-6755

◦ CPRM website◦ Email: riskmanagement@calpoly.edu

◦ Main Phone: 756-6755 or 756-2232

Contact Information