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Vehicle Accidents Reporting

    Title:

    Vehicle Accidents Reporting

    Publication date:

    8/28/2013

    Effective date:

    8/28/2013

    BRIEF

    Policy Summary

    The Vehicle Accidents Reporting policy at Berkeley Lab requires that all on-site vehicle accidents involving personal or government/Laboratory vehicles are reported to Security (ext. 6999) after attending to any injuries. (For emergency assistance, call 911, not ext. 6999). Vehicles include bicycles and all gasoline-powered and electric vehicles. Any personal vehicle involved in an accident off site while on Laboratory business, or any off-site accident involving a government/Laboratory vehicle, should first be reported to local law-enforcement authorities and then to Laboratory security after attending to any injuries. Use the Berkeley Lab Motor Vehicle Accident Report to document the accident.

    Who Should Read This Policy

    Berkeley Lab employees, affiliates, visitors, and subcontractors who drive personal or government/Laboratory vehicles on site, or who drive personal vehicles while on Berkeley Lab business

    To Read the ES&H Program Details, Go To:

    The Traffic and Pedestrian Safety Program

    Contact Information

    Traffic & Pedestrian Subject Matter Expert
    EHS Division

    Title:

    Vehicle Accidents Reporting

    Publication date:

    8/28/2013

    Effective date:

    8/28/2013

    POLICY

    A. Purpose

    This policy describes requirements should an accident involving a vehicle used for official Laboratory business occur either at the Laboratory or off site. Vehicles include bicycles and all gasoline-powered and electric vehicles, and may be personal vehicles used for Laboratory business or government/Laboratory-owned vehicles.

    B. Persons Affected

    Berkeley Lab employees, affiliates, visitors, and subcontractors who drive government/Laboratory vehicles or drive personal vehicles on Berkeley Lab business, or when driving personal vehicles on Laboratory property at any time

    C. Exceptions

    None

    D. Policy Statement

    1. Any accident involving a vehicle used on official Laboratory business must be reported.
      1. "Vehicles" include bicycles and all gasoline-powered and electric vehicles.
      2. Reportable accidents may occur on site or off site.
      3. Reportable accidents may involve government- or Laboratory-owned vehicles, or personal vehicles being used for official Laboratory business.
    2. Any accident involving a vehicle used on Laboratory or Laboratory-controlled property must be reported.
      1. Reportable accidents include accidents involving personal vehicles not being used during the course of official Laboratory business (e.g., commuting to/from the Laboratory job, running personal errands on Laboratory property, driving to/from the Laboratory for other personal reasons).
    3. Reporting must be completed immediately after emergency conditions are under control, such as after receiving medical treatment or moving a vehicle to a safe location. Accidents under extreme circumstances that prevent prompt reporting (for example, accidents that occur in remote locations or cause severe injuries) must be reported within one business day of the accident.
      1. The employee(s) operating the vehicles in the accident are responsible for reporting the incident.
      2. On-site accidents must be reported to Berkeley Lab Security/Protective Services and the employee's manager/supervisor.
        1. A Berkeley Lab Motor Vehicle Accident Report must be filed.
      3. Off-site accidents must be reported first to local law enforcement, and then to Berkeley Lab Security/Protective Services and the employee's manager/supervisor.
        1. The Laboratory employee involved in the accident should obtain adequate information about the drivers involved and the owners of the vehicles, including but not limited to names, addresses, driver's license numbers, vehicle identification numbers, vehicle descriptions (e.g., make and model), extent of vehicle damage, and vehicle registration information.
        2. The Laboratory employee involved in the accident must obtain the name and police department of the investigating officer. The Laboratory will need this information to obtain a copy of the police report.
        3. A Berkeley Lab Motor Vehicle Accident Report must be filed.
      4. The Facilities Division Safety Manager must receive copies of all accident reports and prepare, in conjunction with the affected employee's Laboratory division, any required reports to DOE per the Occurrence Reporting process.
    4. For investigations of vehicle accidents resulting in injury or damage to government property (including vehicles and structures):
      1. Oversight is provided by the Laboratory's Facilities Division Fleet Operations Manager and the Traffic and Pedestrian Safety Committee.
      2. The investigative process follows the Laboratory's Incident Review and Reporting process, with the following details:
        1. The Facilities Division Safety Manager, in conjunction with the Fleet Operations Manager when appropriate, is responsible for investigating all vehicle accidents associated with this policy.
        2. The Facilities Division Safety Manager will notify the LBNL Traffic Safety Subject Matter Expert (SME) within one business day of any reported accident. The Traffic Safety SME will be included in all investigations.
        3. Once the accident investigation is complete, a subcommittee of the Traffic and Pedestrian Safety Committee reviews the report. The subcommittee will review the accident report or contribute as needed. The subcommittee will then propose compensatory and corrective actions, which will be documented in compliance with the Issues Management Program.

    The table below summarizes the Vehicle Accident Reporting requirements.

    E. Roles and Responsibilities

    Role

    Responsibility

    Employee involved in the accident

    Reports the accident in accordance with this policy

    Supervisor of employee involved in the accident

    • Ensures, to the degree appropriate, that proper emergency assistance is provided to the employee reporting the accident
    • Ensures the vehicle accident is reported according to this policy
    • Ensures any injuries are immediately reported to Health Services

    Security/Protective Services

    • Receives the report of an accident
    • Provides emergency assistance or accident investigation if needed
    • Documents the accident

    Fleet Operations Manager

    Assists in the investigation of vehicle accidents

    Traffic and Pedestrian Safety Committee Chair (who is also the Traffic Safety SME)

    • Assists in the investigation of vehicle accidents
    • Reviews the accident report
    • Ensures appropriate compensatory and corrective actions are implemented
    • Oversees the implementation of compensatory and corrective actions as needed

    Security Manager

    Assists in the investigation of vehicle accidents

    F. Definitions/Acronyms

    Term

    Definition

    Off site

    Not within the physical property boundary of Berkeley Lab property located at 1 Cyclotron Road, Berkeley, California

    On site

    Within the Berkeley Lab property boundary located at 1 Cyclotron Road, Berkeley, California

    Vehicles

    Bicycles and all electric or gasoline- or diesel-powered vehicles

    Government- or Laboratory-owned vehicle

    A vehicle owned, leased, or otherwise controlled by Berkeley Lab

    Official Laboratory business

    An activity performed while being compensated by Berkeley Lab

    Personal vehicle

    A vehicle owned, borrowed, leased, or rented by the person operating it

    G. Recordkeeping Requirements

    Vehicle Accident Reports shall be maintained indefinitely.

    H. Implementing Documents

    Document Number

    Title

    Type

    n/a

    Berkeley Lab Motor Vehicle Accident Report

    Form

    07.07.028.001

    Traffic and Pedestrian Safety

    Program

    07.03.001.001

    Occurrence Reporting

    Program

    I. Contact Information

    Traffic & Pedestrian Subject Matter Expert
    EHS Division

    J. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    1/2/2013

    0

    R. Fisher

    Reformat for wiki (Brief only)

    All

    Minor

    8/28/2013

    1

    R. DeBusk

    Policy created from Traffic Safety Program

    All

    Minor

    DOCUMENT INFORMATION

    Title:

    Vehicle Accidents Reporting

    Document number

    07.03.004.000

    Revision number

    1

    Publication date:

    8/28/2013

    Effective date:

    8/28/2013

    Next review date:

    8/28/2014

    Policy Area:

    Incident Review and Reporting

    RPM Section (home)

    ESH

    RPM Section (cross-reference)

    none

    Functional Division

    EHS

    Prior reference information (optional)

    PUB-3000 Sections 5.1.1.5, 5.1.1.6, 5.8.5, 60 (Work Process C)

    Source Requirements

    • California Vehicle Code (CVC), Division 11, Rules of the Road
    • 10 CFR 851, Appendix A, 9.0 Motor Vehicle Safety

    Other Driving Requirements

    • California Commercial Motor Vehicle Safety Act

    Other Related Berkeley Lab Policies

    • Vehicles, Use of Laboratory or Government Policy
    • Traffic and Pedestrian Safety Policy
    • Injury Response and Review Policy
    • Occurrence Reporting
    • Forklifts and Other Powered Industrial Trucks

    Implementing Documents

    Document Number

    Title

    Type

    n/a

    Berkeley Lab Motor Vehicle Accident Report

    Form

    07.07.028.001

    Traffic and Pedestrian Safety

    Program

    07.03.001.001

    Occurrence Reporting

    Program

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