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Comment: Minor revision based as per policy change request on 12/21/23

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Deck of Cards
idVehicle Accidents Reporting
Card
defaulttrue
labelBrief
titleBrief

Title:

Vehicle Accidents and Incidents Reporting

Publication date:

712/2721/20202023 

Effective date:

712/2721/20202023 

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

Card
labelPolicy
titlePolicy

Title:

Vehicle Accidents and Incidents Reporting

Publication date:

712/2721/20202023 

Effective date:

712/2721/20202023 

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

Role

Responsibility

Employee involved in the accident

  • Reports
the
  • accident/incident in accordance with this policy
  • Reports to Line Management promptly
  • Reports any injuries promptly to Line Management
  • Gathers appropriate information from other driver, if applicable     

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
  • Reviews and reports accident/incident to DOE
  • Arranges and works with Fleet Administrator/Maintenance Technician to repair vehicle

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

  • Assists in the investigation of vehicle accidents as needed
  • 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

Accidents 

  • Crash involving a GSA, lab owned fleet vehicle, other motor equipment, and/or low-speed electric vehicle    
  • Single vehicle crash that involves a fatality or personal injury to the driver, a passenger, or an individual not located in the vehicle
  • Crash that involves damage to property 

Incidents 

  • Single vehicle crash with no fatality, injury, or property damage
  • Vandalism
  • Theft
  • Act of Nature
  • Damage for which the cause is unknown 

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, other motor equipment (e.g. forklifts), and low-speed electric 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

3/3/2015N/AM. WisheropPeriodic review — no changesNo changesN/A
7/27/20202H. PintoUpdated accident/damage information, link to accident database, and consequences for not reporting accident/damage.AllMinor
12/21/2023 2.1K. BroadnaxPeriodic review: minor revisions throughout including R&Rs and DefinitionsAllMinor
Card
labelDocument Information
titleDocument Information

DOCUMENT INFORMATION

Title:

Vehicle Accidents and Incidents Reporting

Document number

07.03.004.000

Revision number

2.1

Publication date:

712/2721/20202023 

Effective date:

712/2721/20202023 

Next review date:

712/2720/20232026 

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

Show If
grouprpm2-admins
Card
labelAdditional Information
titleAdditional Information

ADDITIONAL INFORMATION

Title:

Vehicle Accidents and Incidents Reporting

Document number

07.03.004.000

Revision number

2.1

Publication date:

712/2721/20202023 

Effective date:

712/2721/20202023 

Next review date:

712/2720/20232026 

Policy Area:

Incident Review and Reporting

RPM Section (home)

ESH

RPM Section (cross-reference)

none

Functional Division

EHS

Author name/contact info

R. E. DeBusk



Revision 0 publication date

1/2/2013

Retirement date

n/a

Prior reference information (optional)

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



Inputs from more than one Functional Area?

No

List additional Functional Areas & contacts




Inputs from more than one Policy Area?

No

List additional Policy Areas & contacts




30-day notification needed?

No

30-day start date

n/a

30-day end date

n/a



LDAP protected?

No



Need TABL reminders?

No

Frequency

n/a

Brief reminder text:

n/a



Approval Sheet for this revision received (date)
[Note: author is responsible}


Key labels/tags:

  • Incident Review and Reporting, ESH

New terms that need to be added to Glossary/Acronym list:

  • (list items not found and context (Policy Area name) – full definition would be included in Policy)

Implementing Documents restricted to department/functional use

(optional – these will be used for tracing between requirements and associated documents)

Document number

Title

07.003.002.001

Incident Review




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