UCLA

I.  GENERAL POLICY

The California Vehicle and Public Utility Codes require employers of employees and covered individuals (as outlined in UC-BUS 46-C.1) who operate University vehicles as required by applicable law to obtain reports of the driver’s public driving record from the Department of Motor Vehicles (DMV). There are criminal penalties for employing or continuing to employ as a driver, a person who has had a disqualifying action taken against the person’s license or certificate.

As part of its driver qualification program, UCLA participates in the DMV “Employer Pull Notice (EPN) Program,” which is a process for providing the employer with a report showing each driver’s current public driving record and the status of any required certification.

Persons against whom a disqualifying action (suspension or revocation of license or certificate) has been taken by the DMV, will not be employed as drivers. Persons considered by the University to have a poor driving record or presumed to be a “negligent” operator by the DMV based on violation point counts, will not be employed as drivers. The DMV defines a driver with a poor driving record as a “Negligent Operator,” identified by a pattern of traffic violations or collisions rather than a single incident. Under the Negligent Operator Treatment System (NOTS), this classification is triggered when a driver accumulates 4 points in 12 months, 6 points in 24 months, or 8 points in 36 months.

Employees holding an out-of-state driver license and whose University duties require them to operate University vehicles in California will be required to obtain a California driver license within 90 days to ensure there are no limitations in monitoring their driving record as an employee or covered individual by the University. Furthermore, employees who operate vehicles in California are considered to be establishing residency for driving purposes and must comply with California DMV requirements. Under California Vehicle Code §12505 and §12500, individuals who establish residency must apply for a California driver’s license within 10 days of becoming a resident in order to operate a motor vehicle. Residency is established through actions such as working in the state, renting or owning a home, registering to vote, or enrolling children in school.

Accordingly, employees and covered individuals must: (1) obtain a California driver’s license within the period required by law; (2) not drive for UCLA after establishing residency until the license is obtained; and (3) comply with any shorter University deadline, with the earliest applicable requirement taking priority. Failure to timely obtain or maintain a required driver’s license or certificate may result in removal of driving duties and other employment action, up to and including termination, consistent with applicable policy, collective bargaining agreements, and consultation with Campus or Health Human Resources, as applicable.

Fleet & Transit will notify the employee's and covered individual’s department and other appropriate University offices of any disqualifying driving record, license status, or driving-related concern identified through the EPN Program or other authorized means. Determinations regarding employment status, disciplinary action, or continued authorization to operate University vehicles will be made by the appropriate department in consultation with UCLA Campus or Health Human Resources (as applicable), Insurance & Risk Management, and other University offices, as applicable, in accordance with University policy and applicable law.

Applicability to UCLA Employees

This procedure applies to all University employees in the following job titles without exception:

 

TITLE CODE	TITLE
4823	Mail Processor
5066	Delivery Worker
8471	Automotive Technician Supervisor
8472	Lead Automotive Technician
8473	Automotive Technician
8474	Assistant Automotive Technician
8483	Driver
8485	Principal Automotive Equipment Operator
8486	Senior Automotive Equipment Operator
8487	Automotive Equipment Operator
8489	Principal Automotive Equipment Operator Supervisor

The following job titles may be included for employees who drive a truck or other light duty vehicle      

during the course of their University duties:

TITLE CODE	TITLE
8074	Senior Lead Laborer
8075	Lead Laborer
8076	Laborer
8102	Irrigation Mechanic
8130-8134	Groundskeeper and Grounds Equipment Operator
8218	Facilities Worker

 

In addition, this Procedure applies to all University employees, students, and affiliates who operate a University-owned, leased, rented, or otherwise provided vehicle in the course of University business. This includes, but is not limited to, individuals who: operate a vehicle requiring a Class A (or 1) or Class B (or 2) driver license (see Reference 2, below); or

1.  Operate a vehicle requiring a special certificate (ambulance, private school bus, farm labor vehicle, special construction equipment, youth bus, vehicle transporting radioactive material, vehicle transporting hazardous waste (see list here LINK), and vehicle with tank configuration); or

2.  Are identified by the University as appropriate for participation in the DMV EPN Program based on the job requirement to drive while on official University business; or

3.  Are identified by the University as appropriate for participation in the DMV EPN Program based on the employee’s participation in a UCLA Transportation Program that requires driving, including, but not limited to, shared-use motorpool vehicles per UCLA Procedure 320.1.

  II. RESPONSIBILITIES

A. UCLA Transportation-Fleet & Transit (F&T), UCLA Police Department (UCPD), and UCLA Health Human Resources are the UCLA liaisons with the DMV for the EPN Program and are the only departments authorized to add, delete, or receive EPN Program records from the DMV. UCLA Health Human Resources will procure DMV records for UCLA Health employees; UCPD will procure DMV records for employees of the Police and Community Safety; and Transportation F&T will procure DMV records for all other employees.

B.  Insurance and Risk Management (IRM) is responsible for overseeing driver safety training for required driver employees.

C. The UCLA Campus Human Resources (CHR) and UCLA Health Human Resources Departments are responsible for advising on appropriate personnel actions to be taken related to driving records.

D.  Department heads are responsible for identification of all employees and prospective employees who will participate in the EPN Program, as defined in Section I., above. Department heads are also responsible for including driving requirements on job descriptions and employment requisitions, informing employees and applicants about the EPN information, and, in consultation with the UCLA CHR or UCLA Health Human Resources Departments, taking appropriate personnel actions related to employee driving records.

E.  Employees are responsible for maintaining their driver licenses and special certificates required for the performance of their job duties. Employees are also responsible for promptly notifying the department head, department contact, and/or manager of expiration, conviction, or other DMV actions against their driver license or certificate (See Attachment C).

III.  PROCEDURES

RESPONSIBILITY	ACTION
Department Head and/or Manager	Identifies positions which require incumbents to be included in the EPN Program and ensures that this condition is clearly stated in job descriptions and employment recruitments. Requires prospective employees to provide a current public driving record report from the DMV (Motor Vehicles Report) prior to making a final offer of employment (Attachments A and E). The driving record report must be current, i.e., dated within 10 calendar days of submission to the hiring department. Reviews department contacts and updates Transportation F&T Resources when there is a new department contact.
Department Contact	Completes the UCLA RIDE online driver intake form using the completed Attachment B form and forwards to UCPD or UCLA Health Human Resources. The EPN Program form (Attachment B) is for each current and new employee identified and a photocopy of the driver license in order to verify that the first and last name matches DMV records.
	Provides notice to employees who are added to the EPN Program (Attachments C and E) and retains a copy of Attachment C for their records.
Employee	For those participating in a Transportation Program (short-term rental or rideshare) submit driver license information according to appropriate procedure for the associated program.
Transportation – F&T    Resources	Maintains a master list of employees included in EPN Program.
	Receives from the DMV all driver record reports and maintains driver’s report files to ensure security and confidentiality of information to the extent legally permissible. Report notifications are automatically sent out by RIDE to department contacts to log in and review new activity.
	RIDE will automatically update the roster of drivers based on status provided by UCPath.
Employee	Maintains the driver license and certificates required for performance of assigned job duties and promptly notifies the department head of expiration, conviction, or other DMV actions against the license or certificate.
Campus Human Resources/UCLA Health Human Resources	Reviews driver record reports and notices of convictions for motor vehicle violations and determines when information should be disseminated to the department head and/or manager.
	Maintains driver report files to ensure security and confidentiality to the extent legally permissible.
	HR to submit required driver information to EPN to pull their driving record at the time of onboarding.
	Advises department head and/or manager of appropriate notice, corrective action, or discipline to be taken for employees with poor driving records or who receive convictions for motor vehicle violations.
	Reviews job descriptions and employment requisitions to ensure they contain notice that incumbents will be placed on the EPN Program.
Department Head and/or Manager	In consultation with Campus or UCLA Health Human Resources, provides notice to employee’s driving record (Attachments D and E).
Department Contact	Maintains up to date records on who needs to be deleted from the EPN Program, for example, employees who have been terminated or transferred from positions with driving requirements (Attachment B).
	Periodically reviews EPN master list of employees included in the EPN Program.
Insurance and Risk   Management (IRM)	Oversees driver safety training for required driver employees.

IV. REFERENCES

1.  University of California Guidelines on Drivers and Drivers’ Public Driving Records, dated July 24, 1989;

2.  Department of Motor Vehicles, California Driver License Classes;

3.  University of California: BUS-46: Use of University Vehicles.

V. ATTACHMENTS