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FSS/PPS 05.02 - Driving Safety Policy

Driving Safety Policy

FSS/PPS No. 05.02
Issue No. 7
Effective Date: 3/13/2017
Next Review Date: 6/01/2019 (E2Y)
Sr. Reviewer: Director, Facilities Management


    1. This PPS establishes the procedures for the Driving Safety Policy for all fleet vehicle drivers at Texas State University.

    2. The purpose of the Driving Safety Policy is to promote safe driving and use of university vehicles.


    1. Vehicles assigned to a specific operator will be visually inspected daily and the following items checked and acted on by the operator:

      1. oil level (bi-weekly);

      2. transmission fluid (bi-weekly);

      3. mileage log (daily);

      4. tire air pressure (weekly); and

      5. clean interior of vehicle (daily).

    2. Vehicles not assigned to a specific operator will be the responsibility of the vehicle custodian to ensure the above items are maintained.


    1. The assigned vehicle driver, or designated employee, will inspect and fill out a monthly vehicle inspection form by the 20th of the month; the driver will fill out the comment section as needed during the course of the month.

    2. The vehicle custodian will review and file the form along with the vehicle reports. The vehicle custodian with notify Facilities Garage of any issues and retain the reports.


    1. An accident occurs when a moving vehicle or object comes into contact with another vehicle or object which causes damage to the vehicle, object or bodily injury. Minor or major accidents will be reported to the University Police Department (UPD) and the case number should be recorded on the “Vehicle Accident” form. Then all accidents will be reported to your supervisor, and your supervisor will sign the “Vehicle Accident” form and send it to Facilities Management.

    1. University drivers shall obey all state traffic laws. Employees who are ticketed by local or state authorities for violations of traffic laws will be assessed penalty points according to the tables listed in UPPS No. 05.05.02, Driver Selection.

    2. Drugs or alcohol usage are not allowed while driving a university vehicle. Drivers who fail to comply are subject to disciplinary action as stated in UPPS No. 04.04.40, Disciplining and Terminating Staff Employees.

    3. All drivers must maintain nine points or less on their driving record. At 10 points, driving privileges may be revoked in accordance with UPPS No. 05.05.02, Driver Selection. If position requires driving, employee may be subject to further disciplinary action up to and including termination.


    1. Stop immediately and determine damage. Avoid obstructing traffic if possible.

    2. Render aid to the injured if needed (in case of emergency, dial 911), and see to it that they receive medical attention as soon as possible.

    3. Report the accident to local police and to Texas State University Facilities.

      1. If the accident occurs on campus property, contact Texas State UPD at 512.245.2805 (dispatch, non-emergency).

      2. If the accident occurs off campus, contact San Marcos Police Department at 512.753.2108 (dispatch, non-emergency).

      3. All accidents must be reported to Facilities Management at 512.245.2518.

    4. Driver of vehicle is to complete the University Accident Report form (yellow) at the scene of the accident or immediately afterwards and return all reports to his/her supervisor. The form may be found in all university vehicles. The supervisor sends the original form to the Director, Facilities Management, who processes the form and requests a copy of the police report.

    5. Make no statement to anyone except a police officer, your supervisor, or Facilities Management

    6. Make no settlements and do not argue about the accident.

    7. If the accident involves an unattended vehicle or fixed object, take reasonable steps to locate and notify the owner. If the owner cannot be found, leave a notice in a conspicuous place on the vehicle or object; listing your name, the university’s name and address, office telephone number, and a brief description of the accident, with the date and time. Whenever possible, get witness contact information or statement.

    8. For more information, please click here.


    1. Reviewers of this PPS include the following:

      Position Date
      Director, Facilities Management June 1 E2Y

    This PPS has been approved by the following individuals in their official capacities and represents Texas State Finance and Support Services policy and procedure from the date of this document until superseded.

    Director, Facilities Management; senior reviewer of this PPS

    Associate Vice President for Facilities

    Vice President for Finance and Support Services