All organizations that require the use of vehicles to conduct daily business are challenged by having unsupervised employees or volunteers drive for their organization. Simply allowing employees or volunteers to drive an organization’s vehicle, or their own vehicles (non-owned vehicles), is a high risk choice.
Instead of just allowing employees or volunteers to drive for your organization, create a culture where employees or volunteers earn and maintain an “Authorized Driver” status. “Authorized Drivers” earn and maintain this privilege by:
- Maintaining an acceptable Motor Vehicle Record (MVR)
- Having a clean, Preventable Accident history
- Demonstrating conformance to your organization’s Fleet Safety Policies (i.e. accident or violation reporting, driver training, vehicle maintenance inspection and cleanliness standards)
Authorized Driver Safety Management begins with the development and implementation of an MVR Policy.
Motor Vehicle Record Policy
MVRs are a valuable management tool for an organization to improve and maintain the safety of vehicle operations. MVR screening is more than the verification of a driver’s license; it requires an evaluation of their driving record.
The Insurance Institute for Highway Safety (IIHS) indicates the likelihood of a crash more than doubles for drivers that had two recent moving violations. Developing a policy for reviewing driver experience can help an organization manage its auto exposure.
Your MVR Policy should clearly state that those driving for your organization understand appropriate vehicle use and how driver experience is evaluated. Most organizations look at three to five years of driving history when assessing an MVR, but some states will only provide three years of data on an MVR.
Frequency is as much a concern as severity, with recent history being most important. A driver who had four moving violations over three years ago may be a better risk than a driver who had two violations within the past 12 months.
Some states require a signed release from the driver prior to requesting an MVR, which should also be formalized in your organization’s policy. A formal MVR Policy should also contain a signed indicator that the driver is aware of and understands the rules.
Certain states, such as California, have a DMV Pull Program. Organizations can sign up and add their drivers to the state database. Whenever an Authorized Driver has a moving violation, the organization is notified.
California link is: http://www.dmv.ca.gov/vehindustry/epn/epngeninfo.htm
Risk Control | Sample MVR Policy
(Organization name) policy requires that every employee or volunteer with driving duties has a motor vehicle record (MVR) meeting the grading requirements below. This MVR policy applies both to drivers of organization-owned vehicles, as well as employees or volunteers using personal vehicles in the course of the organization’s business.
MVRs will be examined prior to the start of employment, and annually thereafter. Volunteers with driving duties also must have MVRs that meet the standards outlined below. It will be your responsibility to notify (Organization name) of any license status changes once you have successfully qualified to be an “Authorized Driver”.
Any job offer made to an employee-candidate for a position with driving duties shall be contingent upon an MVR meeting these required standards:
- All operators must have had at least five years of driving experience.
- No drivers may have a “borderline” or “poor” MVR. MVRs will be graded based on the table below.
- Driving records must remain “acceptable” or “clear” as graded on the table below for continued employment/volunteering in positions with driving duties.
- Evaluate over the most recent 3-5 years.
- Any serious violation in any time period is equal to a poor MVR
The information and materials contained in this communication are for general education purposes only and all possible exposures or hazards requiring risk management review and attention may not be identified. The information is for reference use only and is not legal advice or counsel, nor is it intended in anyway to be a substitute for legal advice or counsel.
“Authorized Driver” Annual Evaluation of Violations and Accidents
I, (Driver Name) , certify that the following is a true and complete list of accidents and traffic violations reported by
me, or on my motor vehicle report during the last (3 or 5 years; whichever your organization selects as your screening
_________ __________________________________ ________________________________
Date Driver Name Driver Signature