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UPPS 05.05.02 - Driver Selection

Driver Selection

UPPS No. 05.05.02
Issue No. 8
Effective Date: 3/25/2019
Next Review Date: 10/01/2023 (E4Y)
Sr. Reviewer: Director, Facilities Management

  1. POLICY STATEMENTS

    1. This policy establishes procedures for determining eligibility of employees (regular, non-regular, faculty, and student) to drive state-owned or rented vehicles and the responsibilities associated with this screening process.

    2. Unscreened Texas State University employees or those who fail to meet the minimum criteria outlined in this policy may not drive a university vehicle based on Section 521.459 of the Transportation Code:

      1. "Before employing a person as a driver of a motor vehicle used to transport persons or property, an employer shall request from the Department of Public Safety:

        1. a list of convictions for traffic violations contained in the department records on the potential employee; and

        2. a verification that the person has a valid license."

      2. A person may not employ a person as an operator of a motor vehicle used to transport persons or property who does not hold the appropriate driver’s license to operate the vehicle as provided by this chapter.

  2. DEFINITIONS

    1. University Fleet Vehicle - all university-owned vehicles or trailers used by its faculty, staff, and students. This includes vehicles maintained with state-appropriated funds, regardless of origin of purchase funds or ownership.

    2. Driver Selection Committee – a committee composed of the director of Environmental Health, Safety, and Risk Management and the chief of the University Police Department to provide guidance for the driver selection program.

  3. PROCEDURES FOR HIRING EMPLOYEES (REGULAR, NON-REGULAR, AND FACULTY) RESPONSIBLE FOR DRIVING UNIVERSITY FLEET VEHICLES

    1. The university will review the driving records of all prospective employees whose job duties will require driving university fleet vehicles. Applicants must have a valid Texas driver’s license or the ability to obtain one within 90 days of hire, and have nine or less penalty points under the system set forth in the Drivers Selection Program Penalty Point System.

    2. When the university seeks to fill a position that requires the operation of a university fleet vehicle, it will so state in its advertisements for that position as identified by the department head completing the Personnel Requisition in the personnel requisition system. The job analysis form (JAF) for that position will include the provision that driving a university fleet vehicle is a requirement of that position.

    3. The department head will ask the applicant during the interview about his or her driving record and explain the university policy.

    4. Department heads may not hire an individual whose driving record fails to meet the criteria stated in Section 03.01 and whose duties require driving a university fleet vehicle.

    5. Department heads will also request a motor vehicle record check for any applicant that may occasionally operate a university fleet vehicle. If the individual fails to pass the criteria in Section 03.01, they may not drive a university fleet vehicle.

    6. Department heads will direct the request to the director of Facilities Management who will request the driving records from the Texas Department of Public Safety (DPS).

    7. Department heads may appeal, in writing, a decision to deny a job applicant driving privileges to the vice president for Finance and Support Services (VPFSS).

  4. PROCEDURES FOR HIRING STUDENT EMPLOYEES RESPONSIBLE FOR DRIVING UNIVERSITY FLEET VEHICLES

    1. Department heads must request a motor vehicle record check for student employees before allowing them to operate a university fleet vehicle.

    2. Department heads will direct the request to the director of Facilities Management who will request the driving records from the Texas DPS.

    3. Applicants must have a valid Texas driver’s license or the ability to obtain one within 90 days of hire, and have nine or less penalty points under the system set forth in the Drivers Selection Program Penalty Point System.

    4. Graduate assistants (including research, teaching, and instructional) holding an out-of-state driver’s license, who do not wish to get a Texas driver’s license, may request a motor vehicle record from their home state as proof that they meet the criteria to operate a university fleet vehicle.

  5. PROCEDURES FOR REVIEW OF DRIVING RECORDS FOR UNIVERSITY EMPLOYEES

    1. A university employee may only drive a university fleet vehicle if they:

      1. have a valid Texas driver’s license; and

      2. have nine or less penalty points under the system set forth in the Drivers Selection Program Penalty Point System.

    2. The university may discharge an employee or student employee whose duties require driving a university fleet vehicle if that employee fails to maintain either of the criteria established in Section 05.01.

    3. The director of Facilities Management will annually review the driving records of employees whose job duties require driving university fleet vehicles to confirm that the employees are eligible under the standards in Section 05.01 and will forward a list of ineligible drivers to the director of Environmental Health, Safety, and Risk Management.

    4. The director of Facilities Management will notify department heads, in writing or by email, of the employees or student employees who have reached the 10 point limit (see the Drivers Selection Program Penalty Point System).

    5. Department heads may appeal, in writing, a decision to deny a job applicant driving privileges to the VPFSS.

  6. RESPONSIBILITIES

    1. Department heads will request motor vehicle record checks for applicants scheduled for job interviews when the university designates that position as driving intensive.

    2. The director of Facilities Management will:

      1. request driving records from the Texas DPS;

      2. review employee driving records for violations on an annual basis, and immediately notify the appropriate department head of any employee who no longer meets the requirements of Section 05.01. The annual records check will occur on the month following the birth month of the employee;

      3. send a memorandum, in May of each year, to department heads, listing current approved drivers, summarizing the policy, and reminding them of their duties associated with employees who drive university fleet vehicles;

      4. recommend driver approval or disapproval to the Driver Selection Committee based on the point system described in the Drivers Selection Program Penalty Point System; and

      5. maintain a current list of all employees authorized to operate a university fleet vehicle.

    3. Human Resources will include the following in job postings for positions requiring the driving of university vehicles: “Applicants must have a valid Texas driver’s license or the ability to obtain one within 90 days of hire and be a driver in good standing with less than 10 points deducted for driving infractions as determined by the employer driving standards system.”

    4. The driver must notify his or her supervisor immediately of any suspension of driving privileges by the state of Texas or a court of this state and immediately cease driving a university fleet vehicle on- or off-campus. Failure to do so may result in disciplinary action, including but not limited to, termination.

    5. The Driver Selection Committee will provide guidance on the driver selection program, and review and make recommendations on appeals submitted to the VPFSS.

  7. REVIEWERS OF THIS UPPS

    1. Reviewers of this UPPS include the following:

      Position Date
      Director, Facilities Management October 1 E3Y
      Chief, University Police Department October 1 E3Y
      Assistant Vice President for Human Resources October 1 E3Y
      Director, Environmental Health, Safety, and Risk Management October 1 E3Y
  8. CERTIFICATION STATEMENT

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

    Director, Facilities Management; senior reviewer of this UPPS

    Associate Vice President for Facilities

    Vice President for Finance and Support Services

    President