You have chosen to be or been appointed by your company to serve as an Employee Transportation Coordinator (ETC). Now you are wondering what this means in terms of new roles and responsibilities. Essentially, you have been selected to develop, implement, and administer an employee transportation program. UTA Rideshare provides this Resource Guide and other training materials to assist you in these new responsibilities. Even if you are already a trained ETC, this guide will be beneficial because it contains specific information on several new programs. 

Your role has two main responsibilities:

  1. To promote Rideshare programs such as:
    Carpooling/vanpooling
    Telecommuting
    Working alternative hours
    Biking or walking
    Using the bus
  2. To respond to employees needs and provide information about UTA Rideshare programs.
    These activities do not require a lot of time, but they can make a difference to your company, your co-workers, and your community. Your co-workers need assurance they will benefit from ridesharing and if they need assistance, someone will be available to answer their questions. It is important that your co-workers know you are available to help with any commuter problems. 

ETC Function

An ETC is a performer. You are the vital link between upper management and co-workers interested in ridesharing. You also function as a liaison between your company and UTA Rideshare. 

UTA Rideshare Assistance

UTA Rideshare can help you fulfill your role by providing,

  • Training
  • Monthly seminars
  • Networking opportunities
  • Commute alternative materials
  • Motivational brochures and posters
  • Technical assistance
  • On-site consultation

UTA Rideshare can help you learn more about transportation services by providing you with videos and other commute materials. UTA Rideshare will help you with your ridesharing plan by addressing specific needs such as parking shortages, tardiness, recruiting difficulties, or road construction problems.

Why Companies Promote UTA Rideshare Programs

History and human nature are on your side—all you have to do is provide the setting. Research shows people are more likely to carpool or vanpool with someone they know, and contact someone they do not know if they have a common work setting. As an ETC, you can help your co-workers make these contacts by arranging get-togethers in the company break room or cafeteria.  The following list contains the most popular reasons why most companies sponsor UTA Rideshare programs, and why your co-workers will use it:

  • Effectiveness — UTA Rideshare programs are effective with employer support.
  • Recruitment and Retention — With low unemployment rates, businesses need workers. Including a UTA Rideshare program broadens your company’s appeal. In the long run, this saves your company money since recruitment, hiring, and training is a major expense.
  • Improved Productivity — Driving alone to work in congested traffic is stressful. Stress reduces work productivity. In addition, carpools and vanpools are also more reliable modes of travel than driving alone. This means less tardiness and fewer absences caused by car trouble and other personal auto emergencies.
  • Parking Shortages — If your company lacks adequate parking for staff or customers, a UTA Rideshare program can help. An aggressive UTA Rideshare program can free up additional land and save money on parking maintenance, as well as land acquisition.
  • Traffic Management — Companies that need to operate on an 8 a.m. to 5 p.m. workday schedule are major contributors to traffic congestion. Traffic congestion impedes the movement of people and freight, both of which result in loss of company productivity. 
  • Emergency Response — In the event of a major catastrophe, a UTA Rideshare program can save the day. UTA Rideshare provides companies with a density map of employee distribution, which shows exactly which co-workers might be affected in an emergency. 
  • Lower Commuting Costs — Carpools, vanpools, and transit can cut individual commuting costs by up to one half by lowering the amount of money spent on gas, maintenance, and insurance rates.
  • Environmental Considerations — The large number of Single Occupant Vehicles (SOVs) on our streets and highways contributes to energy depletion, air pollution, acid rain, and global warming. Changing SOVs to High Occupancy Vehicles (HOVs) will improve the environmental quality of the greater Wasatch Front.
  • Positive Community Image — Your company and co-workers can help make a difference and earn a positive “green” environmental image.
  • Office Shortages — If your company's growth has surpassed office capacity, UTA Rideshare can assist you in developing and implementing a compressed workweek or telework initiative.
  • Transportation Equality Act for the 21st Century (TEA 21) — The tax savings under TEA 21 can be a strong incentive to consider alternative transportation. (See Chapter 3, Marketing the Options)

ETC Benefits

You are improving the environment and the quality of life for your community. Your new role can be a source of satisfaction as you meet more of your co-workers and help them save money and reduce stress. Your achievements will develop good will for you and your department. The ETC network will enable you to build relationships with other professionals in your community.
 
You will develop and refine valuable communication and organization skills as you perform your ETC responsibilities. You will gain experience in the following areas:

  • Researching
  • Planning
  • Marketing
  • Advertising
  • Counseling
  • Reporting

Six Steps to Create a Rideshare Program

  1. Obtain CEO and management support to begin your UTA Rideshare program.
  2. Conduct an employee survey.
    • Create a cover letter to include with the survey that informs your co-workers of your intent to start a UTA Rideshare program.
    • Hold an initial employee orientation meeting for all employees to explain your role as their ETC.
  3. Evaluate the survey results with your UTA Rideshare Specialist.
  4. Select the UTA Rideshare programs that will benefit your company and your co-workers.
  5. Market your program to your co-workers. 
  6. Monitor and evaluate your program.

Free Survey Process

The survey process can be modified to your company’s specific needs. It is available in two formats: a hard copy and an electronic copy. The hard copy may be photocopied. Most ETCs allow a week or more for surveys to be returned, however a company-wide gathering has an advantage in that the surveys can be distributed and collected all at one meeting. 

The electronic copy is available on-line through the UTA web site. We can email the web site address to you with the specific page link and complete instructions. Your company must have Internet access in order to fill out the electronic form. However, due to the simplicity (email distribution), timeliness (24 to 48 hour turnaround), and reduced costs, we strongly encourage employers to use the electronic form.

Survey Form
All information is kept confidential unless your co-worker desires to be matched with individuals outside your company. If a co-worker requests a Matchlist, UTA Rideshare has permission to make the name, address/cross streets, and phone numbers available to other employees in your company, or if they choose, outside your company.

Survey Return
It is very important to have a high rate of return. A return rate of 80% will provide an accurate assessment of your co-workers needs and current commuting habits.

The Survey Results
After the surveys have been processed, you will receive the following information from UTA:

  • An alphabetical list of all employees who filled out the survey
  • Matchlists (for those that requested one) along with their requested information
  • A density map, showing employee geographic disbursement
  • A summary sheet, including the average
  • Driving costs
  • Distance traveled
  • Pollution emitted
  • Current transportation modes employees are using
  • Alternative modes your employees would like to use
  • Drive alone rate (DAR) for your facility

The Cover Letter
A cover letter should be included with the survey form to tell your co-workers why the survey is being conducted, and the company’s plans for a UTA Rideshare program. UTA Rideshare provides this letter to you electronically in both Microsoft Word and Corel WordPerfect. Call your Rideshare Specialist to have an electronic copy emailed to you.  Sample Cover Letter
(Date)
 
Dear Employee:
 
We are very concerned with current reconstruction efforts, traffic congestion, and air quality problems along the greater Wasatch Front. We want to help maintain our quality of life by doing our part to reduce traffic congestion and curb growing air quality problems.
  The transportation survey has been designed to determine the options our company could take advantage of to encourage employees to use alternative transportation to work. A high rate of returned surveys is important to get accurate results and cost estimates.
  Answering this survey does not imply that you are making a commitment to do anything differently, or that our company is making a commitment to implement any of the programs.
Your answers will be kept confidential and will not be shared with any other company or distributed in any way, unless you choose to do so. Your address will be used to determine where our employees are traveling from; this will enable us to create an Emergency Preparedness Program and determine what improvements we could implement to make getting to work easier.
Please complete this survey and return it to (name) by (date). The results of the survey will be made available to you at a later date.
 
Thank you for your participation.

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