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City of Hoover “City Driver Accident Reporting Procedure” Instructions to City Driver: If you are involved in an accident while driving a city vehicle or while acting within the scope of your duties as a City employee, volunteer, contract driver, or other City representative, complete the following procedures: 1. Notify the police immediately. 2. Assist injured persons, but they should not be moved except to prevent further injury. 3. If you are injured, you should seek treatment for your injuries at one of the pre-determined treatment facilities described on the In Case of Accident Form and follow the procedures outlined on the “When A City Employee is Injured On The Job Or Suffers A Work-Related Illness” Form. 4. Keep the scene intact, if possible, until the police arrive. 5. You or your supervisor should take photographs of the accident scene. 6. Give only your name, address, and license number of the City vehicle to any other person involved in the accident. For the purpose of reporting to the investigating police officer, the City’s insurance company is “Alabama Municipal Insurance Corporation.” 7. Do not accuse, admit, or imply any fault, guilt, or liability to any person. Do not volunteer any additional information to anyone except to the investigating police officer, your supervisor, the City’s Risk Management Department, and the City Attorney. You must fully cooperate with the investigating police officer(s) and City officials. Do not attempt to negotiate a settlement for injuries/damages on behalf of the City. You are NOT authorized to instruct anyone to provide repair estimates without first consulting with the City’s Risk Management Department. The City’s Risk Management Department and Claims Administrator are responsible for negotiating and settling claims and for authorizing repairs to vehicles and damaged property. 8. You may use the back of this form to write down important information about the accident, including names, addresses, and phone numbers of other drivers and/or witnesses. 9. All accidents, no matter how trivial they may appear, must be reported to your Supervisor. An accident is defined as any incident involving a City employee, volunteer, or other City representative or City property and which causes injury to anyone or damage to anyone’s property. It is the Employee’s responsibility to report the accident to his/her Supervisor as soon as it is practical to do so. If you cannot contact your Supervisor, call the Risk Management Department. 10. Supervisors are responsible for reporting the accident to the City’s Risk Management Department as soon as it is practical to do so. The Risk Management telephone numbers are 444-7574, 444-7611, or 444-7686. 11. The employee must prepare and sign the statement on the back of this sheet that fully describes the details of the accident and how it occurred. The Employee Statement and photographs must be submitted by the Employee to his/her Supervisor on or before the end of the first regular business day after the accident. 12. The Supervisor must review the Employee’s Statement and complete a Supervisor’s Report of Employee Accident Form. The Supervisor’s Report of Employee Accident and the Employee’s Statement and photographs must be forwarded to the City’s Risk Management Department NO LATER THAN THREE DAYS AFTER THE ACCIDENT. 13. In the case of unreported damage to a city vehicle, the Vehicle Inspection Records will be requested from the department in which the vehicle is assigned. The Department Head will be responsible for ensuring vehicle inspection records are maintained. 14. The Risk Management Department will compile and provide all accident-related documentation to the Accident Review Board for their review. 15. The Accident Review Board will review all available information and determine whether the accident was “preventable” or “non-preventable.” In the case of “preventable” accidents, the Board will recommend disciplinary actions, if necessary, that should be imposed on an employee. 16. The employee’s Department Head, in consultation with the Human Resources Department (except in the case of “informal counseling”), will be responsible for imposing disciplinary actions using the Accident Review Board’s recommendations as a guideline for imposing such actions. revision 4 07/20/2004