Section: Safety and Security
Policy Number: 7-34
Policy Name: Driver's Requirements and Verification
Date: June 5, 1989
Revisions: September 1997; October 14, 2003; December 3, 2004; July 1, 2005; May, 2007

  1. PURPOSE

    To provide reasonable assurance that each individual who operates any motor vehicle on university business possesses a valid license of the appropriate classification and to minimize the University's liability in motor vehicle accidents.

  2. POLICY

    1. Definition

      1. A University Driver is a person who operates a University-owned, -rented, -leased, or personal vehicle on a permanent or intermittent basis on University business, including motor pool vehicles.

      2. A University Vehicle is any owned, rented, or leased vehicle used on University business

    2. General

      All University Drivers shall be in compliance with all applicable provisions found in Delaware Motor Vehicle Code Title 21 and Federal Motor Vehicle Regulations Title 49 Code of Federal Regulations, with respect to licensing and classification requirements. (1)

    3. Specific

      1. No person may drive any motor vehicle on University business without holding a valid driver's license, applicable endorsements and valid classification for the vehicle they are driving. The driver's license shall be in their possession while operating the motor vehicle.

      2. No person whose license has been revoked or suspended shall operate a motor vehicle as a University Driver before obtaining a valid license through the proper reinstatement procedures.

      3. A University Driver holding a driver license issued by any state, who is charged with violating any state law or local ordinance relating to motor traffic control, in this or any other state while driving a University Vehicle, shall notify their department of such charges before the end of the business day following the day of the violation. The University Driver shall provide a written report to their department within three business days of the violation upon returning to campus. The report shall include the time, date, and location of the violation, the names of passengers, and the name of the investigating authority.

      4. Any University Driver who has their license or driving privileges suspended, revoked, or canceled or who has been issued an out-of-state order from driving a motor vehicle must notify his/her department of the fact immediately during operating hours or upon the start of the next business day. The department will report the information to the Office of Risk Management by the start of the next business day.

      5. A University Driver holding a commercial driver license issued by any state who is convicted of violating any state law or local ordinance relating to motor traffic control, in this or any other state, other than parking violations, shall notify the Division of Motor Vehicles of the issuing state in writing within 30 days of the conviction.

      6. All reports and violation records shall be held confidential and maintained by the University Driver's department for a period of three years.

      7. Any University Driver in a University-owned, -rented, or -leased vehicle who is involved in an accident, no matter how minor, shall report it immediately to their department, during operating hours, or immediately upon the start of the next business day. The department shall notify Transportation Services immediately. The driver shall report personally to the Motor Pool to complete an accident report.

    4. Departments shall audit and verify that each new University driver who operates a University Vehicle holds a valid driver's license of the appropriate classification. [See Section II .F.]

    5. Motor Pool Vehicles - Rentals

      1. No University motor pool vehicle shall be issued to any person without a valid drivers license in their possession.

      2. Departments renting motor pool vehicles shall ensure that any person authorized or designated to operate a motor pool vehicle holds a valid driver's license of appropriate classification and that the license is in his/her immediate possession while operating the vehicle.

    6. Semiannual Driver's License Audits

      1. During the months of September and March of each year, departments shall conduct driver's license audits of all employees who operate University Vehicles, except motor pool vehicles.

      2. The audit record will contain the employee's verification of compliance with this policy and will contain the following information (which is found on the driver's license):

        • audit date,
        • name of driver
        • driver's license number
        • issuing state
        • expiration date
        • classification and
        • signature of the auditor and the employee.
      3. Audit records shall be held confidential and shall be maintained by the driver's department for a period of three years.

    7. Violations

      1. A University Driver, while driving a University Vehicle, who is convicted of violating any state law or local ordinance relating to motor vehicle traffic control, in this or any other state, may have their driving record reviewed by their department or the Office of Risk Management.

      2. A University Driver, while driving a University Vehicle, who has their license suspended, revoked, or canceled may be disciplined up to and including termination.

      3. In accordance with University insurance coverage, a University Driver who has been convicted or has pled guilty to DUI/DWI or an offense of similar magnitude will not be permitted to operate any vehicle, including personal vehicles, on University business until that offense is completely cleared from the person’s license, regardless of whether or not the person’s license has been reissued, or they have been issued a work permit. This process may take as long as five years.

      4. All motor vehicle or parking violations by a University Driver in a University Vehicle shall be paid promptly. This does not prevent a University Driver from using the court process to contest motor vehicle or parking violations through established procedures.

(1) Questions pertaining to Driver's Licensing and classification can be referred to the Delaware Division of Motor Vehicles.

Questions pertaining to insurance coverage can be referred to the Office of Risk Management, 302-831-2971.

Submitted by: Environmental Health and Safety and Office of Risk Management