The Redwoods Group Insurance Program for YMCAs
Risk Management Alert
Topic: Driver Control Protocols
YMCAs often transport children, teens, or seniors in conjunction with normal programming or special events. If that activity involves the use of a commercial vehicle, defined by the U.S. Department of Transportation as any vehicle with a gross vehicle weight (GVW) in excess of 10,001 pounds, certain specified procedures must be followed in the monitoring of those drivers. Some of these controls are required even for drivers for whom state statute does not require a commercial driver's license (CDL). Some states require a CDL for drivers who transport others regardless of the GVW of the vehicle.
The following forms are available on our web site to assist you both in providing safe transportation for your participants and members and in documenting your activities. They are listed in the order they are normally used, with comments as to which drivers of commercial vehicles the form/control applies.
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Form - Driver's Road Test (check sheet)
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required for CDL-holders; prudent for all others
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Form - Driver's Road Test (certification)
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required for CDL-holders; prudent for all others
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Form - Driver's Annual Statement
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required for any driver of a commercial vehicle
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Form - Driver's Annual MVR Review
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required for any driver of a commercial vehicle
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Form - Driver's Notice of Disqualification
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required for any disqualified driver
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A road test is used to verify that a driver can safely operate the specific types of vehicles that are used by a given association. Each association needs to make that determination; they should not rely on the judgement of someone else. Although technically such care is normally required only of CDL drivers, the laws are changing, and more importantly, public sentiment and the standard of care are changing. It is prudent to administer a road test to all drivers of association vehicles, or at least of any that will transport people, regardless of required licensing, vehicle size, or frequency of use. The check sheet provides a guide and record for the examiner. It should be used to document the certification process, and though the statutes do not require that it be retained, good judgement does. The certificate should be issued to the driver (with a file copy retained).
An annual statement by the driver regarding the previous year's driving history is required by statute for anyone driving a commercial vehicle, and should be obtained from any who transport others. Statute also requires management to examine the motor vehicle record (MVR) of each commercial vehicle driver annually. Prudence would extend that practice to include those who transport others. If any reason for disqualification under the statutes is revealed by either the statement or review, a disqualification notice must be given to the driver, and they should not be allowed to drive. Details of what constitutes grounds for disqualification are provided on the forms.
Please call us at 800-463-8546, if you would like to discuss any risk management safety tips, or visit our website at http://www.redwoodsgroup.com to learn more about YMCA risk management related issues.
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