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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.
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.
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
1.
Obtain CEO and management support to begin your UTA
Rideshare program.
2.
Conduct an employee survey.
a)
Create a cover letter to include with the survey that
informs your co-workers of your intent to start a UTA Rideshare
program.
b)
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.
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.
Sincerely,
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