Auto safety awareness and training is a bit like clean air. It is only when you do not have enough of it that it really grabs your attention. By then, it may be too late.
A good safety program cannot thrive if it is confined to a neatly bound manual perched on a shelf. Safety requires daily teamwork, cooperation and individual responsibility. Nonprofits on tight budgets can implement effective driver safety programs without spending a lot of money. Two key essentials are:
- The Driving Supervisor, a person who can be a coach and a teacher. He or she must be committed to selecting safe drivers and vehicles, enforcing policies and procedures, and resolving problems. He or she must also be able to communicate clearly and convincingly with members of the driving team.
- The Safety Committee, a team of individuals that can be a sounding board and resource for the driving supervisor. The team is composed of those with auto safety-related experience, such as insurance brokers, attorneys, police officers and mechanics. The safety committee assists with the development of an effective program and monitors its success. It is accountable to the nonprofit’s board of directors and makes regular reports to the board.
Your nonprofit can be held liable for injury caused by its drivers, regardless of whether the driver is paid or a volunteer or whether the driver is in a vehicle you own or a personal vehicle owned by the employee or volunteer.
Every nonprofit should tailor its driver screening process for a particular position (paid or volunteer) to meet the needs of the organization and risks inherent in the position. Positions posing greater risk to client safety (such as a bus driver) warrant a more rigorous screening process than positions posing minimal risk (occasional driver for business errands).
Driver of the nonprofit’s owned autos:
- First, ask your insurance broker about the requirements of your policy – most auto liability insurance carriers have minimum requirements for drivers insured under the policy.
- Application – Collect basic information about the applicant’s experience and credentials.
- Interview – Determine the applicant’s acceptability for the position.
- Reference Check – Contact non-family references to determine the person’s suitability for the job.
- Valid Driver’s License – Confirm the applicant has a valid driver’s license and note any restrictions or limitations (corrective lenses, special equipment, etc.)
- Motor Vehicle Records (MVR) Check – Because of privacy regulations, we suggest you require the application to obtain a report for you.
- Statement of Driving History – Ask the applicant to complete a short history listing accidents and traffic violations for the past five years.
- Medical History – Some positions may require that the person receive a physical examination prior to operating the vehicle.
- Special Licenses – Certain sizes and types of vehicles require special driver’s licenses. Contact the Department of Motor Vehicles for more information.
- Drug and Alcohol Testing – A program is mandatory for any position that requires a commercial driver’s license.
- Criminal History Background Check – Suggested if your driver will work in an unsupervised one-on-one situation with at-risk clients.
Driver of personal vehicle on behalf of the nonprofit.
- Complete the first four steps – Application, Interview, Reference Checks and Valid Driver’s License.
- Proof of Personal Insurance – Require proof that the applicant carries the required liability coverage on their personal auto.
Implement an initial orientation for drivers to review the organization’s driving policies and procedures. Training should include map reading and routing skills, defensive driving techniques, procedures to follow in case of an accident, basic first aid and appropriate methods of dealing with passengers and cargo. Be sure to familiarize the driver with your vehicle.
Information provided by Alliance of Nonprofits for Insurance Risk Retention Group. Specially designed policies for nonprofit organizations can be purchased through Nonprofit Resources, a subsidiary of Colorado Nonprofit Association.
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Newsletter Articles 2010 