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Driving Vehicles on University Business


​Purpose

The University is dedicated to promoting a proactive approach to safe driving practices for all types of vehicles including electric, gas, and battery powered. The goal of this policy is to ensure the safety of University employees while reducing the number of vehicle incidents.

Applicability

This program applies to any employee:

  • Driving a University vehicle (leased/owned) 
  • Using a Privately Owned Vehicle (POV) for official University business four (4) or more days any given month 
  • Powered Carts/Low Speed Vehicles (LSV) 
  • Renting Vehicles

TermDefinition

Authorized/Cleared Driver

1) A University employee who is authorized by the University to drive a University vehicle (owned/leased) or  2) A University employee who drives their privately owned vehicle or rental vehicle four (4) or more days per month (any given month), as directed in his/her job description or by a supervisor, and cleared by Enterprise Risk Management.
Authorized PassengerAn individual with authorization from the University to ride as a passenger in a University vehicle within the scope of official University business.
Commercial Driver's License (CDL)The University follows Department of Transportation rules and regulations concerning use of a CDL. The University also requires drivers with a CDL to comply with requirements under this policy.
Excluded DriverAn employee who fails to meet the University driving qualifications as outlined in this policy.
Incident ReportThe formal process of reporting a vehicle incident to Enterprise Risk Management for review.  
Incidental Driver Any employee who is not required to operate a University vehicle or drive his/her privately owned vehicle as part of work or activities that drives three (3) or less days per month (any given month) on official University business

Low Speed Vehicle (LSV)

                               

Motorized vehicle which is capable of a top speed of 25 mph.  They have a CA Exempt license plate and may be driven on public streets posted 35 mph or less that are adjacent to the University campus in Stockton.
Official University Business Any activity conducted in conformance to the rules and regulations of the University, and directed and controlled to advance the policies and purposes of the University.
Powered CartA gasoline or battery powered vehicle which is not licensed by the California State Department of Motor Vehicles (does not have a license plate) and may not be driven on public roadways.
Privately Owned Vehicle (POV)A privately owned or leased vehicle. The University assumes no responsibility for the insurance coverage on a privately owned vehicle, even if it is used on University business.
StudentAn individual registered for and/or attending classes at University of the Pacific. NOTE: A student may not become an authorized/cleared driver unless acting in the capacity as an employee of the University.
University VehicleA motor vehicle that is owned, rented, leased, provided by a courtesy, or otherwise under the possession and control of the University. This includes Powered Carts and Low Speed Vehicles. It may or may not be licensed for road use.
Vehicle Incident The typical term used by the University for any driving-related problem, including, without limitation, a crash, a collision, a wreck, damage to a vehicle/cart.
VolunteerAn individual who performs work or provides services to the University without remuneration of any kind. Volunteers must meet any license requirements and must be cleared to operate any vehicle or cart on official University business for their assignment(s). All forms must be on file prior to the effective date of the volunteer assignment.

 

Qualifications

Acceptable driving record requirements and clearance to drive for any employee who is driving on official University business.

The following are requirements for authorization/clearance:

Minimum Qualifications

  • Possess a valid Driver's License issued within the United States.
  • Be 18 years of age or older (except Rented Vehicles, you must be 21 years of age and older.)
  • Have three (3) consecutive years of driving experience.
  • Have an acceptable driving record deemed by Enterprise Risk Management. (See Driver Exclusions)
  • Student employees must be cleared annually through Risk Management to drive on official University business. (Driver clearance expires May 31st each year.)

On-going Verification of Qualification

Enterprise Risk Management may review the driving record of any employee at any time to ensure the employee is authorized/cleared to operate a University vehicle and/or drive on official University business.

Driver Exclusions

An excluded driver will not be allowed to drive a University vehicle (owned, leased or rented) or drive a privately owned vehicle on official University business. 

A Driver Exclusion Form must be signed by each supervisor and the excluded driver.

An employee who fails to meet the following driving protocols, as shown on their motor vehicle report, provided by Department of Motor Vehicles with having:  

  • One (1) or more Type “A” Violations in the past 5 years.
  • Three (3) or more accidents (regardless) of fault in the last 5 years.
  • Three (3) or more Type “B” Violations in the past 5 years.
  • Any combination of accidents and Type “B” Violations which equal four (4) or more in the last 5 years.
Type "A" Violations:Type "B" Violations:
  • Driving while intoxicated
  • Driving while under the influence of drugs
  • Negligent homicide arising out of the use of a motor vehicle (gross negligence)
  • Operating during a period of suspension or revocation
  • Using a motor vehicle for the commission of a felony
  • Aggravated assault with a motor vehicle
  • Operating a motor vehicle without the owners authority (grand theft)
  • Permitting an unlicensed person to drive
  • Reckless driving includes excess of 100 mph
  • Speed contest (racing)
  • Hit and Run (Bodily injury or property damage)
  • All violations not listed as type "A" violations

 

Driver Clearance

Vehicle Type:Submit the following:
Powered Cart/Low Speed Vehicle (LSV)

Cart Training at the University of the Pacific

Privately owned Vehicle (POV)

Drive on official university business four (4) or more days per month (any given month).*

Driver Clearance at the University of the Pacific

Rental Vehicle

Drive on official university business four (4) or more days per month (any given month).*

Only the employee(s) listed on the rental agreement who are above the age of twenty-one (21) and have been authorized/cleared may drive a rental vehicle on official University business.

University owned vehicle

 *If you drive on official university business less than three (3) days per month (any given month), you are considered an "incidental driver" and do not require clearance. (See Definition of Incidental Driver).

Commercial Driver’s License (CDL)

The University follows Department of Transportation rules and regulations concerning use of a CDL. The University also requires drivers with a CDL to comply with requirements under this policy.

Transporting Passengers

An employee driving a University vehicle may transport authorized passengers when it is within the scope of official University business.

Personal Use

Personal Use of University property (including vehicles as defined in the scope of this policy) is prohibited as stated in the Capital Assets Management Policy.

Rental Vehicle Vendor

The University's preferred Vendor is Enterprise Rent-A-Car (contact Procurement Services for additional information).

Insurance Coverage

 

Vehicle Type:Coverage Information:
Powered Cart/Low Speed Vehicle (LSV)

Any vehicle owned or leased by the University and only authorized/cleared drivers are covered under the University insurance policy.

Privately owned Vehicle (POV)*

 

California law requires that any vehicle operated or parked on California roadways to carry evidence of financial responsibility (insurance) in their vehicle at all times. 

(See California Insurance Code 11580.1b)

Employee personal property, including private auto, are not covered by the University insurance program.

Rental Vehicle*

 

Preferred Vendor

The University's agreement with Enterprise Rent-A-Car includes the cost of damage waiver. All other insurance coverage's should be declined.

Other Provider

If employee(s) rent a vehicle from a provider other than Enterprise, you will need to accept the following insurance coverage:

  1. Loss Damage Waiver (LDW) or Collision Damage Waiver (CDW).
International Rental Vehicles

The University's auto insurance does not apply outside of the United States.  When renting a vehicle, employees should purchase the insurance offered by the car rental company.   Oftentimes, this is already included in the rental rate.

University owned vehicle

Any vehicle owned or leased by the University and only authorized/cleared drivers are covered under the University insurance policy.

*drive on official university business four (4) or more days per month (any given month).

 Incident Reporting

Vehicle TypeReporting Instructions

Powered Cart/Low Speed Vehicle (LSV)

  1. You must report the incident using this link and submit an online INCIDENT REPORT.
Privately owned Vehicle (POV)*
  1. Report any vehicle incidents immediately to your personal auto insurer.
  2. Risk Management must be notified within 24 hours of any third party injury or property damage occurrence by submitting a completed online INCIDENT REPORT.
Rental Vehicle*
Preferred Vendor
  1. Report any vehicle incident immediately to Enterprise Rent-A-Car.
  2. Notify Risk Management within 24 hours of any third party injury or property damage occurrence by submitting a completed online INCIDENT REPORT.
Other Provider
  1. Report any vehicle incident immediately to the provider.
  2. Notify Risk Management within 24 hours of any third party injury or property damage occurrence by submitting a completed online INCIDENT REPORT.
University owned vehicle
  1. Report the incident using the online INCIDENT REPORT within 24 hours.

*If you drive on official university business four (4) or more days per month (any given month).

All University employees/departments are responsible for cooperating in the settlement of claims. Failure to meet reporting obligations may result in non-payment of claim expenses.

 Vehicles Assigned to Departments

  • Personal use of department assigned vehicles is prohibited.
  • A University owned/leased vehicle must be secured and legally parked in the assigned area when not in use.
  • The department is responsible for the costs of operating, maintaining, and repairing the vehicle.

Vehicle Acquisition/ Disposition

University department/units interested in acquiring a vehicle must contact Procurement Services prior to submitting a requisition for purchase, lease, or acceptance of a donation or loan.

Violations

Failure to adhere to this policy will result in the loss of University driving privileges (including Powered Carts/LSV's).

Contact

For questions, concerns, or additional information, contact Enterprise Risk Management.

 

About This Policy
Last Updated
2/8/2017
Original Issue Date
7/13/2016

Responsible Department
Enterprise Risk Management