1. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines April 15, 2009 Keswic Joiner, Director of Risk Management

2. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Background Safety is our #1 priority and transportation is the greatest danger to students, faculty and employees in the college/university setting. Nationally – the leading cause of death for 15 to 20 year olds – motor vehicle crashes.* In Minnesota there were 510 traffic deaths in 2007. Of those 510, 185 were ages 15-34.* *Per the Minnesota Safety Council

3. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines In FY05 the state’s auto liability experience deteriorated. The average cost per claim increased from $2000 to over $13,500 The RMD incurred five fatalities that year

4. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Concerns of the RMF Reinsurer Does the state have a fleet safety program? NO! Commercial insurers in the private sector require their policyholders to have a fleet safety program. Are state agencies checking Motor Vehicle Records? NO! Is there an accident review process in place? NO!

5. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines As a result of the discussions with the RMF’s reinsurer a Fleet Task Force was formed. The agencies represented on the Fleet Task Force collectively operate 85% (11,000) of the state’s fleet. The Fleet Safety Standards were developed. (They only apply to state owned/leased vehicles) Minimum Driver Qualifications Driver Responsibilities Formal Driver Review Process

6. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines The following Meet and Confer Sessions have occurred: AFSCME IFO MSUAASF MSCF MSCSA MSUSA

7. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Minimum Driver Qualifications 18 years of age 2 years of US/Canadian driving experience Valid U.S. or Canada license Annual review of driver MVR Acceptable driving record Completion of Vehicle Use Consent Form

8. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Driver Responsibilities Driver and all passengers shall wear seat belts Avoid distractions while driving Eating, personal grooming, reading, using a laptop, cell phones, etc.

9. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Driver Responsibilities According to the MN State Highway Patrol, the average driver 1.Makes 400 Observations 2.Makes 40 Decisions 3.Makes 1 Mistake Every 2 miles... And that’s when they’re SOBER!!!

10. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Formal Driver Review Process MVR’s to be reviewed annually Provides record of violations and reported accidents Driving status will be confidentially maintained in driver’s personnel records MVR will be reviewed by State Risk Mgmt for driver acceptability and safety

11. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Importance of Prior Driving Record 2005 Fatal Crashes (15 to 20 yr olds) with previous records: Previous accidents:14.1% Previous suspension:11.2% Previous Speeding Violation:20.6% Previous Other Moving Violation:18.1% *Data from National Highway Traffic Safety Center

12. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines What have we done so far? As of 7/1/08, we began requesting motor vehicle records of any students who would operate a college/university owned vehicle. As of mid February campuses began requesting the records of their staff and employees.

13. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines MVR Results (as of 4/9/09) :  Total number requested: 9453  Total w/an ACCEPTABLE record: 8708 (92%)  Total w/a BORDERLINE record: 204 (2%)  Total w/a POOR record: 345 (4%)  Total whose records were not found: 196 (2%)

14. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Definitions - ACCEPTABLE record No more than 2 minor violations; OR No more than 1 at-fault accident; OR No more than a combination of 1 minor violation and 1 at-fault accident All occurring within the last 3 years

15. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Definitions - BORDERLINE record No more than 3 minor violations; OR No more than 2 at-fault accident; OR Any combination of minor violations and at-fault accidents totaling 3 occurrences All occurring within the last 3 years

16. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Definitions - POOR record 1 or more major convictions within the last 5 years 4 or more minor violations in last 3 years; OR 3 or more at-fault accidents in last 3 years; OR Any combination of minor violations and at-fault accidents totaling occurrences in the last 3 years

17. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Definitions - MINOR violations Any moving violation Examples: Speeding Failure to stop Following too closely

18. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Definitions - MAJOR violations Driving under the influence of alcohol/drugs Failure to stop/report an accident Reckless driving/speeding contest Driving while impaired Making a false accident report

19. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Definitions - MAJOR violations (cont) Homicide, manslaughter/assault arising out of the use of a vehicle Driving while license is suspended/revoked Careless driving Attempting to elude a peace officer

20. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Next Steps: Review and complete the vehicle use consent form Human Resources will be coordinating the process for the Office of the Chancellor

21. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines You’ve requested and reviewed my mvr. Now what? State Risk Management will request and review all motor vehicle records They will relay the status results to Human Resources Acceptable, Borderline, Poor

22. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Any record that raises a concern, such as a major violation within the last 5yrs, will be discussed between HR & State Risk Management HR will then discuss the concerns with the individual’s supervisor In rare circumstances a supervisor may need to take “appropriate” steps in response to a “Poor” driving record

23. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Do I have to complete the consent form if I will ONLY use a RENTAL vehicle for work? No, however something to keep in mind: The state has a contract with Enterprise Car Rental that includes insurance If you rent from another rental car agency, you should purchase the coverage they offer

24. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Do I have to complete the consent form if I will ONLY use my personal vehicle for work? No, however there are some things to keep in mind: YOUR auto liability insurance will be primary YOUR physical damage insurance applies YOUR insurance premiums can be impacted YOUR car is in the shop – cancel the vacation trip!

25. The Minnesota State Colleges and Universities system is an Equal Opportunity employer and educator. Fleet Safety Guidelines Questions…comments…