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BRIEF

Policy Summary

The Vehicle Accidents Reporting policy at Berkeley Lab requires that all on-site vehicle accidents and incidents involving personal or government/Laboratory vehicles and equipment 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 vehicles on site or government/Laboratory vehicles on or off 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

POLICY

A. Purpose

This policy describes requirements should an accident or incident involving a vehicle used for official Laboratory business whether it occurs either at the Laboratory or off site. Vehicles include bicycles and all gasoline-powered and electric vehicles, other motor equipment (e.g. forklifts), and low-speed 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 Anyone who operates a government/laboratory owned vehicles, other motor equipment, or low-speed electric vehicles or drives personal vehicles on Berkeley Lab business, or when driving drives personal vehicles on Laboratory property at any time.

C. Exceptions

None

D. Policy Statement

1. Any accident or damage involving a vehicle used on official Laboratory business must be reported promptly.
   1. "Vehicles" include bicycles and all gasoline-powered and electric vehicles, other motor equipment (e.g. forklifts), and low-speed electric vehicles.
   2. Reportable accidents may occur on site or off site.
   3. Reportable accidents may involve government- or Laboratory-owned vehicles, other motor equipment, low-speed electric vehicles, or personal vehicles being used for official Laboratory business.
   4. Reportable damage may include dents or dings to accidents, incidents, or damage found involving a GSA or Laboratory-owned vehicle, other motor equipment, or low-speed electric vehicle where another vehicle may or may not be involved.
2. Any accident involving a vehicle used on Laboratory or Laboratory-controlled property must be reported promptly.
   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. Failure to report an accident or vehicle damage may result in loss of ability to use Laboratory-owned or GSA leased vehicles.

   2. On-site accidents

      Accidents/Incidents occurring on site must be reported to Berkeley Lab Security/Protective Services

      and

      , the employee's manager/supervisor

      .

      , and Fleet Management immediately

      1. A Berkeley Lab Motor Vehicle Accident Report must be filed.

   3. Off-site accidents/incidents must be reported first to local law enforcement, and then to Berkeley Lab Security/Protective Services

      and

      , the employee's manager/supervisor, and Fleet Management immediately.

      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/incidents 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 in conjunction with the Traffic and Pedestrian Safety Committee when needed.
   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

F. Definitions/Acronyms

G. Recordkeeping Requirements

Vehicle Accident Reports shall be maintained indefinitely.

H. Implementing Documents

I. Contact Information

Traffic & Pedestrian Subject Matter Expert
EHS Division

J. Revision History

DOCUMENT INFORMATION

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