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Van Driving and Maintenance Procedures

 

1. All van drivers must be on the District's "Approved Drivers List."  To be on the "Approved Drivers List" the employee's supervisor must:

(a) Contact the campus coordinator for the "Approved Drivers List."
(b) The campus coordinator will contact Risk Management.
(c) Risk Management will submit the employee's name to the Motor Vehicle Records Service to obtain the Texas driver record.
(d) The driving record of the potential driver will determine whether the individual is approved or rejected as a DCCCD driver.

2. After January 1, 2002, all drivers must have completed Van Driver Safety Training before driving a van on District related business or District related activities.

(a) National Highway Traffic Safety Association (NHTSA) issued a Consumer Advisory on April 9, 2001, cautioning drivers of certain vans about the increased risk of rollover under certain conditions.
(b) As the driver, YOU have the responsibility for the safety of your passengers.
(c) The Driver Training provides help in understanding the differences between vans and autos in their handling.  In addition, Driver Training can reduce the frequency and severity of accidents, thus protecting YOU, the driver, students, and other District employees.

To schedule van training email Risk Management.

3. Seatbelts are mandatory for all van occupants including the driver. The driver will not shift into "drive" until all occupants are wearing their seatbelts.

4. No more than 10 occupants per van (including the driver.) No overloading the vehicle. The driver will not operate a van with luggage or other items placed above the bottom of any window frame in the vehicle. All luggage will be stored in the rear luggage area.  No luggage will be placed in the passenger or driver's area. No luggage will be placed on the roof of the vehicle. The driver will not operate an overload vehicle.

5. No driving faster than the posted speed limit.

6. Completion of Van Safety Forms.  All three forms have been developed for the convenience of District campuses. Each form was developed from research of the automotive industry's generally accepted recommendations on items to be checked before a trip (or regular maintenance) and forms already in use by several campuses. Individual campuses and/or departments may wish to add to the form to meet their individual needs.
The forms in their current format are not finalized but are "works in progress." All three forms will be reviewed at a later date. Suggestions and comments are welcomed. Please address your suggestions and comments to bw@dcccd.edu.

(1) The "Pre-Trip Safety Checklist" must be completed each time the van is checked out and before it is driven.

The "Pre-Trip Safety Checklist" must be signed by the campus coordinator for the "Approved Drivers List" stating the driver checking out the van is currently on the "Approved Driver's List."

The driver checking out the vehicle must read the instructions on the back of the "Pre-Trip Safety Checklist," complete the form, and sign the bottom of the form before driving the van.

(2) The "Vehicle Check Out Form" must be completed each time the van is checked out and before it is driven.

The employee from the department responsible for the maintenance of the van (not the department releasing the keys to the driver) must read the instructions on the back of the "Vehicle Check Out Form," complete the form, and sign the bottom of the form before releasing the van.

(3) The "Vehicle Maintenance Log" was developed for those campuses and/or departments who do not have a maintenance log or system to record all maintenance and preventative maintenance on their vehicle. Campuses and/or departments are free to develop their own log or system for recording maintenance and preventative maintenance. Regardless what system or log is adopted a folder must be maintained by the campus department responsible for maintenance on the vehicles.

(g) The department and individual responsible for the campus vehicles will also be responsible for maintaining a folder for the "Vehicle Check Out Form," "Pre-Trip Safety Check List," and the "Vehicle Maintenance Log" (or its' equivalent) in their respective office. All forms will be stored for two years in the responsible department's office and three years in Records Management.

VEHICLE MAINTENANCE LOG

This vehicle maintenance log has been developed for the convenience of District campuses.  This maintenance log was developed from research of the automotive industry’s generally accepted maintenance schedule.  Individual campuses and/or departments may wish to add to the form to meet their individual needs. The department and individual responsible for the campus vehicles will also be responsible for maintaining a folder for the “Vehicle Maintenance Log (or equivalent),” “Vehicle Check Out Form” and the “Pre-Trip Safety Check List” in their respective office.

INSTRUCTIONS:

Vehicle # This is the number commonly referred to as the “decal number” or the “bar code number” used for inventory of District property.

Year, Make & Model: An example would be: “88 Ford F150 Pickup.

VIN # Is the “vehicle identification number” found on a metal plate just below the driver’s side windshield or inside the doorframe of the driver’s door.

Date:  Is the date that the vehicle was checked or work was done on the vehicle.

Mileage:  Mileage at the time the vehicle is checked or work is done on the vehicle.

Work Ticket #: The number on the form provided by the outside vendor doing work on the vehicle or the form used to record details of maintenance done by the given department responsible for the vehicle.

Cost:  Expenses incurred from work done on the vehicle

MAINTENANCE ITEMS (Suggested Maintenance Schedule – Manufacture’s Maintenance Schedule may vary.)
(Place and “X” under each item checked or work done to the vehicle.  Enter comments or details of work done on work ticket.)

Tire Inspections: Condition & Air Pressure (Including Spare) (Also check for Tire Jack) every 2 weeks: Inspect the tread on the tire using a tire gauge and visual inspections.  (If the tire tread is 3/11 of an inch or less the vehicle should not be driven until the tire is replaced) Check the PSI or air pressure in the tires using an air gauge.

Oil Level every 2 weeks: Check the oil dipstick in the vehicle every two weeks.  If oil is not at the full mark add the appropriate amount.

Brake fluid level every 2 weeks: Check the brake fluid reservoir.  If fluid is outside the minimum or maximum line have the brake system checked by a qualified mechanic.

Radiator Fluid level every 2 weeks: Check the radiator fluid level every two weeks.  If fluid is not at the full mark add the appropriate amount.  Also check the heat and cold resistance of the anti-freeze using an antifreeze tester.

Transmission fluid every 2 weeks: Check the transmission fluid dipstick.  Add transmission fluid as needed.

Brake lights every two weeks: Check brake lights.  If brake light is out replace bulb or fuse as needed.

Turn signals every 2 weeks: Check signal lights.  If signal light is out replace bulb or fuse as needed.

Emergency Flashers every 2 weeks: Check emergency flashers.  If flasher is out replace bulb or fuse as needed.

Headlights every 2 weeks: Check high and low beams on headlights.  Replace lamps as needed.

Battery fluid level every month: Check water level in battery.  If water level is low add distilled water as needed.

Power steering fluid every month: Check fluid level.  If fluid level is low add power steering fluid as needed.

Wiper blade inspection each month: Check wiper blades on windshield.  Replace if worn or
damaged.

HVAC checked each month: Check both heater and a/c each month.  Repair work as needed.

Brakes inspected every 6 months: Have the brakes inspected by a qualified mechanic.  Repair work as needed.

Oil changes every 3,000 to 5,000 miles or 6 months: Have engine oil and oil filter replaced on a regular schedule.

Tires Rotated ever 7,000 miles: Rotate tires on a regular schedule.

Belts and Hoses every 10,000 miles or yearly: Check belts and hoses. Replace worn or damaged belts and/or hoses as needed.

CV Boots Inspected every 15,000 miles: Check CV Boots.  Replace worn or damaged CV Boots as needed.

Shocks and/or Struts every 15,000 miles: Check Shocks and/or Struts.  Replace as needed.

Air Filter, replace every 20,000 miles: Replace air filter.

Auto Transmission fluid every 25,000: Replace auto transmission fluid.

Steering/Wheels Alignment every 30,000: Check alignment.  Adjust alignment as needed.

Tuneup every 30,000: Standard engine tuneup.

Timing belt replaced every 65,000 miles: Replace timing belt.

State Inspection every year: State Vehicle Inspection.

Antifreeze flushed every 2 years: Complete flush of cooling system.                                                 

Vehicle Maintenance Log – see Risk Management Web Page – Index
http://www.dcccd.edu/dsc/riskmanagement