College Vehicle Driving Policy

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General Safety Procedures

The following are general safety procedures that must be followed when using College vehicles or personal vehicles on College business. Drivers are required to fully abide by local, state and federal vehicle regulations.

  • Drivers are required to fully abide by local, state and federal vehicle regulations.
  • Drivers must possess a valid driver’s license to operate vehicles.
  • An employee whose license has been suspended or revoked is not permitted to drive his/her personal vehicle onto campus.
  • The driver’s license must be in the possession of the driver at all times when operating the vehicle.
  • The driver’s license must be of the appropriate class governing the vehicle being operated.
  • All drivers and passengers must wear properly fastened safety belts.
  • No driver may operate a vehicle while under the influence of alcohol and/or illegal drugs or substances.
  • No driver may operate a vehicle while under the influence of prescription or over-the-counter medication that impairs or negatively affects the driver’s judgment or ability to drive
  • If a driver becomes aware of a hazardous condition or a malfunction of equipment, he/she should report the incident immediately to a supervisor

New Employees

Any new employee whose job function may involve driving for the College either on a full-time or part-time basis will have their driving record checked as part of the hiring process. In addition, drivers must:

  • Be at least 18 years of age
  • Have two years of licensed U.S. driving experience
  • Have a current driver's license
  • Have a "clear" or "acceptable" status on the College's Motor Vehicle Report Status based on the table below

The College Standards for Motor Vehicle Reports are as follows:

  • No applicant will be hired with a "borderline" or "poor" MVR. MVR's will be graded based upon the table below.
  • Driving records must remain "clear" or "acceptable" for continued employment in a position with driving duties.
  • Any major violation is automatically a "poor" MVR.

Major and Minor Motor Vehicle Violations

Minor Violations

  • Failure to meet motor vehicle equipment, load, or size requirement
  • Improper/failure to display license plates
  • Failure to sign or to display registration
  • Failure to have valid driver's license in possession
  • Failure to maintain an insurance verification card with vehicle
  • Any moving violation other than a major 

Major Violations

  • Driving under the influence of alcohol/drugs
  • Failure to stop/report an accident
  • Reckless driving/speeding contest
  • Driving while impaired
  • Making a false accident report
  • Homicide, manslaughter or assault arising out of the use of a vehicle
  • Driving while license is suspended/revoked
  • Careless driving
  • Attempting to elude a police officer
  • Verbal or physical assault on another vehicle operator
College Motor Vehicle Report Status
Number of Minor Violations
(during last 3 years)
Number of Accidents
(during last 3 years)
  0 1 2 3
0 Clear Acceptable Borderline Poor
1 Acceptable Acceptable Borderline Poor
2 Acceptable Borderline Poor Poor
3 Borderline Poor Poor Poor
4 Poor Poor Poor Poor

Drivers' records that show consistent violations and yet do not exceed the College's standards may still be deemed ineligible for employment.

Current Employees

Driving Record Review

The Human Resources and Public Safety Departments will review the driving records of the College's authorized drivers. If your position is to drive a college vehicle this will be done on an annual basis. If your position is to drive a college vehicle as part of your job it will be done every two years.

Notification Responsibility

If your position is to drive a college vehicle you must notify your supervisor within 24 hours if either of the following occurs:

  • Any change in status of license (suspension, revocation, expiration)
  • Any accident or moving violation involving either a college or personal vehicle

If your position is to drive a college vehicle, as part of your duties you must notify your supervisor within24 hours if either of the following occurs:

  • Any change in status of license (suspension, revocation, expiration)
  • Any major moving violation

Failure to promptly notify your supervisors of these changes to your driving record within the required 24 hour period will result in a final written notice.

If your license has been suspended or revoked you are not permitted to drive your personal vehicle onto campus.

It is the supervisor's responsibility to inform the Human Resources Department immediately upon notification from the employee.

The College Standards for Continued Employment

The College standards for Motor Vehicle Reports are as follows:

  • Driving records must remain "clear" or "acceptable" for continued employment in a position for which driving is a main responsibility
  • Any major violation is automatically a "poor" MVR

If your position is to drive a college vehicle and the number of accidents or violations results in a MVR rating of poor, immediate termination will result. If the number of accidents or violations results in a MVR rating of borderline, you will be issued a final written warning and placed on a six-month probationary period.

If your position is to drive a college vehicle as part of your duties and the number of accidents or violations results in a MVR rating of borderline or poor, you may be subject to loss of driving privileges within your position, mandatory and random drug testing and a MVR check every 6 months. If a second major violation occurs within 2 years, your employment will be terminated.

Accident Procedures

Drivers of College vehicles must report all accidents to the local police department where the accident occurred, to Public Safety, and their supervisor upon returning to campus.

Insurance Coverage

The College carries comprehensive, collision and bodily injury insurance for all of its vehicles. Authorized drivers using College vehicles are covered in the event of damages to property of others, or bodily injury to themselves or third parties. The College maintains a deductible on all vehicles. In case of an accident, if the authorized driver is at fault, the department using the vehicle will be charged the deductible.

Insurance Coverage for Commercial Rental Vehicles

When renting a car within the United States, employees should not purchase either Collision Damage Waiver (CDW) or liability insurance from the car rental agency as the College carries comprehensive, collision, and bodily injury insurance. If you are in an accident in a rental car while on College business, contact the Environmental Health and Safety Officer at ext. 8564 or e-mail Jinny Schiffer at as soon as possible. She will follow-up on the details of the accident. For more information on this matter, you can reference the Business Office reimbursement and expenditure guidelines: commercial rental vehicles PDF on their web site at http://www.swarthmore.edu/Documents/administration/business_office/reimbursement_and_expenditure
_guidelines.pdf [pdf]
.

Privately Owned Vehicles

If an accident occurs while faculty or staff are using their personal vehicles for College activities, their personal insurance is the primary insurance. College insurance will start only after the personal insurance has reached its limit.

College Van Policy

The passenger vans currently owned by the College must limit the number of occupants to a maximum of 10. All van drivers, including drivers of non-passenger vans, must be at least 18 years of age and have completed the van driver training course through Public Safety.