UC IRVINE ADMINISTRATIVE POLICIES & PROCEDURES

Responsible Office: Parking and Transportation Services Revised: October 2008

UCI Administrative Policies & Procedures
Section 904 Parking Policy
Section 904-10 Definitions, Laws, and Enforcement
Section 904-11 Parking Permits and Fees
Section 904-12 Commuter Services and Ridesharing
Section 904-13 Vehicles Other Than Automobiles
Section 904-14 Motorist Assistance Service
Section 904-15 Commuter Services - Carpool Program
Section 904-16 Sustainable Transportation - Vanpool Program
Section 905-20 Driver Safety and Driving Records: DMV Employer Pull Notice (EPN) Program Procedures

Carpool/Vanpool Rideshare Signup and Search
Sustainable Transportation Application/Payment Authorization
Vanpool Program Guidelines Agreement

A. Vanpool Program Participants

Participation in the UCI Vanpool Program is a privilege.  It is not a right on condition of employment or enrollment at the university. All drivers and passengers are expected to comply with California law and University policies during the daily commute. Showing respect for fellow passengers, a concern for safety, and common courtesy are expected at all times. Behavior that may compromise the safety or comfort of the group should be discussed and resolved within the vanpool. Letters of complaint should only be sent to the Vanpool Coordinator when issues cannot be resolved within the vanpool. After reviewing letters of complaint, Sustainable Transportation will consider termination of the participation privileges of anyone failing to behave in a manner consistent with these guidelines.

B. Vanpool Passengers

1. Passengers should make every effort to be punctual and arrive at the pick-up point approximately five minutes prior to vanpool departure. A passenger who is ill, or does not plan to ride, should contact the driver ahead of departure time. The vanpool will only wait two minutes beyond the departure time for a passenger before leaving the pick-up point.
2. Leaving work early or repeated tardiness is discouraged. Members of the vanpool should work together to coordinate departure and arrival times.
3. Decisions regarding schedule changes, pick-up/drop-off location changes, etc. are to be agreed upon by all members of the vanpool and approved by Sustainable Transportation prior to implementation.
4. The State of California Vehicle Code 27315 requires drivers and passengers to wear seat belts any time the van is moving.
5. Passengers may not be under the influence of alcohol or drugs while driving or riding on the vanpool.
6. Vanpools establish their own internal policies, by consensus, regarding comfort issues, such as radio play, air conditioning, heating, etc.
7. As a courtesy to other vanpool passengers, personal cell phones or pagers should be used only for emergencies.
8. All personal items should be removed from the vanpool vehicle. UC Irvine, the driver, and other vanpool passengers are not responsible for any personal items that are lost, stolen, or damaged.
9. No smoking or eating is permitted in the vanpool vehicle.
10. Fragrances, food odors, and cigarette smoke on clothes are often reported as allergens or irritants.  In consideration of other passengers, apply scent after departing the vanpool vehicle, seal food in tight containers, and avoid smoking 15 minutes before entering the vanpool.
11. Passengers should conduct themselves in a manner that maximizes their own safety and the safety of their fellow passengers. It is the passenger's responsibility to be aware of and comply with UC Irvine non-discrimination, sexual harassment and racial harassment policies.
12. If a vanpool is unable to operate due to lack of a driver, members of the vanpool are responsible for making their own transportation arrangements.
13. Fare will not be reimbursed when a certified driver is not available to drive. It is illegal for a non-certified passenger to drive the vanpool (California Vehicle Code - 12804.9)

C. Vanpool Drivers

The Vanpool Program is dependent on volunteers who accept responsibility for driving and administering the daily operation of the van.

1. Eligibility

All currently employed UC Irvine faculty and staff who possess a valid Class A, B, or C California Driver's license are eligible to become certified drivers in the Vanpool Program. Full-time, non-affiliated passengers may also be certified.

2. Certification

Only a certified passenger can drive the vanpool  (California Vehicle Code - 12804.9). To be a certified driver, a passenger must meet the vanpool company’s criteria for drivers.  Drivers must:

1. Have a valid CA Driver’s License.
2. Be 25 years of age or older.
3. Have a minimum of 5 years current and uninterrupted licensed driving experience.
4. Authorize the review of driving records through the DMV's pull notice system. Drivers must have a clear driving record for the past five years with no report of a suspended, revoked, or expired license, or a negative driving record, as defined in Section 12810.5 of the California Vehicle Code. Driving privileges will be immediately terminated for any vanpool driver receiving a negative DMV report.

The vanpool company maintains files containing copies of valid driver's license, DMV record and medical exam (if required). Based on program needs or driving records, the vanpool company or Sustainable Transportation may decline re-certification of a driver.

3. Availability

A certified vanpool driver must be available to drive a vanpool vehicle every day of the workweek, Monday through Friday. Each vanpool must have a minimum of two certified drivers. If another driver cannot be certified, passengers are required to make alternate travel arrangements until a certified driver is available.

4. Fare and Tax Liability

   Vanpools can elect to have one driver ride for free or 2 drivers for half fare.  The value/amount of the discounted fare may be reported as imputed income for non-paying drivers and may affect the driver's individual tax liability. Drivers with discounted fare should consult the UC Irvine Payroll Office for detailed information regarding imputed income.

5. Driver Responsibilities
• Arrive at the meeting point at the agreed time.
• Leave the meeting point at the agreed time.
• Stop only at established pick-up and drop-off locations.
• Travel to and from work along the designated route(s).
• Ensure that driver schedules are arranged so there is minimal service disruption.
• Notify passengers when the vanpool will not operate due to lack of available certified drivers so they can make other arrangements. Encourage passengers to become certified drivers so there are more than the required minimum of two certified drivers. Reimbursement will not be made for days when a certified driver is unavailable.
• Collect, date, and initial the required Daily Rider Voucher when the passenger boards. Record the transaction on the Daily Rider Log.
• Park the vanpool vehicle only in a designated vanpool parking space.
• Submit cancelled vouchers to the Vanpool Coordinator monthly.
• Submit the Daily Rider Log to the subsidy agency monthly.
• Refuel the van on an "as-needed" basis, by using the State Fuel Card or "blue key" at Fleet Services. State Fuel Cards are valid at Southern California gas stations, with the exception of Arco.
• Submit fuel receipts to the Vanpool Coordinator monthly.
• Bring all maintenance issues to the attention of the vanpool company.
• Report all accidents involving the vanpool vehicle to the vanpool company and to the Vanpool Coordinator.
• If damage occurs to a vehicle, submit a completed Vehicle Damage report form to the vanpool company.

6. Personal Use of Vanpool Vehicles

   Vanpool vehicles may only be used to travel the scheduled route(s) to and from the UC Irvine campus. They may be parked at home by drivers if arrangements have been made with the vanpool company. Vehicles must be locked when not in use, and stored overnight and during the weekends at the location approved by the vanpool company. University vehicles may not be used for:

• Personal errands, group outings, or social events;
• Transporting family members, friends, hitchhikers, and other unauthorized persons. No person other than authorized vanpool members are permitted to ride in vanpool vehicles.
  

Violation of any of these restrictions will result in the loss of vanpool driving privileges and, depending on the severity of the infraction, may also result in termination of Vanpool Program participation. Drivers are liable for damages associated with an accident if it is determined that use of a vanpool vehicle at the time of the accident was unauthorized.

7. Unsafe Driving Practices and Suspension of Driving Privileges

   All vanpool drivers should operate University vehicles in a lawful manner, for the purposes intended, and with at least the same degree of caution and prudence they would exercise using their personal vehicle. Certified drivers are responsible for the overall safety of the passengers during their daily commute and must strictly observe the traffic laws and regulations of the Department of Motor Vehicles, California Vehicle Code, and the University's policies and procedures.

1. Driving a vehicle in the Vanpool Program is not considered a condition of UC employment and driving privileges can be revoked when just cause is determined.  Drivers exhibiting unsafe driving practices will be given an opportunity to explain their behavior before any action is taken.

2. If a complaint is received from a passenger or motorist about a driver's actions, practices, behaviors, or an unsafe driving incident that compromised the comfort or safety of passengers, the Vanpool Coordinator will notify the driver in writing and describe the complaint and specific incident. Depending on the circumstances, the identity of the person initiating the complaint may or may not be included in the information provided to the driver. The driver is expected to respond in writing to a formal complaint within seven days.
3. A driver receiving three complaints within a calendar year, or four complaints within two calendar years, may have driving privileges suspended.

4. If a vanpool driver completes the course and subsequently receives four complaints of unsafe driving practices within the same calendar year, or receives five complaints within two calendar years, vanpool driving privileges will be revoked indefinitely.

A vanpool may be discontinued if a driver is prohibited from driving the vehicle and an alternate certified driver cannot be identified. Passenger safety is more important than the convenience of continuing a vanpool.

D. Vanpool Vehicles

1. Vehicle Rotation

   Sustainable Transportation and the vanpool company may rotate the vanpool vehicles to ensure a good passenger/seat ratio, or in any other instances when rotation appears prudent. Drivers and passengers receive a minimum of twenty-four hours notice prior to vanpool vehicle rotation.

2. Repair and Maintenance

   Vanpool drivers are instructed to report any vehicle malfunction or uncertainty they have about vehicle performance to the vanpool company.  If a vehicle breakdown occurs, the driver should refer to the Emergency Phone List located on the van.

The vanpool company coordinates vanpool vehicle maintenance. This responsibility includes, but is not limited to, regular preventive maintenance, unscheduled maintenance, body work, required periodic safety checks, road service, emission control inspections, repair and record keeping.   Drivers need to notify the vanpool company when van mileage is nearing the scheduled mileage for maintenance.

3. Refueling

   Vanpool vehicles are refueled by vanpool participants as needed. The UCI Vehicle Fuel Credit Card can be used for refueling. In addition, vanpools may access the Fleet Services gasoline pump at North Campus.

4. Cleaning

   Vanpool vehicles can be washed up to two times per month using the UCI Vehicle Fuel Credit Card for payment.   Coupons can also be obtained at the Fleet Services office in North Campus.

E. Reporting an Accident

1. Driver's Responsibilities at the Scene of the Accident
• Obtain as much factual information about the accident as possible regarding injured person(s) and other property damage.
  
• Describe and diagram the accident.
  
• If the police are on the scene, obtain the name, department address, and badge number of the investigating police officer.
  
• Obtain facts about the other vehicle(s):
  - License number
  - Name, address, and telephone number of registered owner
  - Name, address, and telephone number of driver of other vehicle
  - Name and address of insurance company covering the other vehicle
  - Damage to other vehicle.
  
• Do not:
  - Argue or admit responsibility regardless of the facts
  - Agree to pay for anything
  - Sign any papers
  - Discuss the accident or give statements to anyone other than police officers, Vanpool Coordinator, or the vanpool company.

2. Completing the Accident Report

Drivers involved in accidents while driving a vanpool vehicle, regardless of fault or number of vehicles involved, are required to complete a Vehicle Accident / Loss Report which can be found in the glove compartment of the vehicle. Completed forms should be sent to the vanpool company.  The Vanpool Coordinator should also be notified.  If the forms are not received within three working days, the driver may be found personally responsible for the damage to the vehicle. It is the driver's responsibility to obtain the police report, if applicable. Drivers should not wait for a police report before submitting an accident report.  

3. Accident with Injuries or Death

   Accidents involving injuries or death must be reported immediately to the vanpool company.  The Risk Management Coordinator at (949) 824-7419 and the Vanpool Coordinator at (949) 824-5060 should be notified as soon as possible and a Vehicle Accident / Loss Report submitted within the three-day requirement.

4. Damage to an Unattended Vehicle

   If the driver of a vanpool vehicle causes damage or was in a position to have caused damage to an unattended vehicle, the driver must leave the following information in a conspicuous place on the other vehicle regardless of whether or not the vanpool driver believes the vanpool vehicle sustained any damage:

   - the driver's name
   - business address and telephone number
   - a statement in writing describing what happened.

   A Vehicle Accident / Loss Report should be submitted within three days of the incident.

5. Damage To Vanpool Vehicles Due to Unknown or Uncontrollable Causes

   Drivers of vanpool vehicles are required to report vehicle damage to the vanpool company as soon as possible after the damage is noticed. A Vehicle Accident / Loss Report must then be completed and submitted within three working days after damage has been noticed.

6. Claims Administration

   Any contact from an attorney, other insurance company, or investigator regarding an accident should be referred to the vanpool company.  Vanpool drivers and/or passengers should not make any statements, written or oral, to anyone other than the vanpool company, campus Risk Management Coordinator, or the Vanpool Coordinator.

Prior to participation in the Vanpool Program, participants must send a signed Vanpool Program Guidelines Agreement to the Sustainable Transportation Office.