Skip to main content

Policy 704 - Motor Vehicle Operators

704. Motor Vehicle Operators


Santa Clara University is committed to the safety of all individuals in the University community.

This policy addresses the use of vehicles while conducting university business.  University business means vehicle use that is conducted with the knowledge and approval of the University for the benefit of the University.

Scope of Application

This policy is applicable to all University owned, leased, and rented vehicles or any privately-owned vehicle used on university business and the staff, faculty, and students who operate them.

Santa Clara University requires all members of the community to comply with all applicable laws while driving university vehicles or while driving any other motor vehicles in connection with university business.


  • Vehicle: A vehicle is any University owned, leased, or rented vehicle, any privately-owned vehicle used for university-related business or any electronic service vehicle (electric cart) that is legally certified or approved for transportation on a public highway, street, road, freeway, or on University property.
  • Employee: An employee is any person who is on the University’s payroll, including faculty, staff, and student employees.
  • Volunteer: A volunteer is an individual performing approved volunteer services that has also submitted a completed volunteer agreement with the University.  All volunteer agreements must be maintained by the department in which the volunteer services are being performed.
  • Authorized Driver: An authorized driver is an employee or volunteer of record authorized to drive a vehicle for University business.
  • DMV Authorization Form: Employees must complete the form authorizing the DMV to enroll them in the DMV Pull Notice Program.
  • University Business: University business means travel that is conducted with the knowledge and approval of the University for the benefit of the University. Note: Commuting to work is not considered University business.

General Rules

Compliance with the Law

Drivers shall operate vehicles in compliance with law and in compliance with all good driving practices, including but not limited to: obeying speed limits, using seat belts and shoulder harnesses, and not using hand-held cell phones.

Compliance with University and Departmental Policy & Procedure

Use of any vehicle for University business or activities shall be in compliance with this Vehicle Policy and any departmental policy and procedure.

Authorized Drivers

Authorized drivers shall grant the University permission to obtain a copy of their driving record from the DMV. University departments authorizing students or volunteers as drivers must submit a list of these drivers and their driver’s license numbers to the Risk Management office for a DMV record check   

All personal information will be safeguarded and remain strictly confidential.

Authorized Driver Minimum Qualifications

  • Drivers must have a valid license issued from the United States or a United States territory.
  • Drivers must be at least 18 years old.
  • Drivers must have at least one year of driving experience, either in the US or internationally.
  • Drivers must be an employee or student of Santa Clara University; or an authorized volunteer.

Driving Record

Authorized drivers must not have:

  • DMV violations totaling four (4) points or more in the past 12 months
  • A suspended or revoked license
  • More than 2 accidents in the past 3 years
  • Any major convictions including, but not limited to:
    • Driving under the influence of drugs or alcohol
    • Reckless Driving/Excessive Speeding
    • Vehicular Homicide
    • Assault with a motor vehicle
    • Eluding law enforcement
    • Leaving the scene of an accident

The University reserves the right to remove or deny driving privileges from any student or employee or volunteer for accidents, violations, or suspensions or revocations of their license.  


Santa Clara University purchases a commercial automobile liability insurance policy that provides insurance coverage for all owned, leased or rented vehicles used on university business. Authorized drivers using Santa Clara University owned or leased vehicles must have the Certificate of Self Insurance in the vehicle at all times.  The University does not carry collision insurance on University vehicles. The department assigned the vehicle is subject to a deductible for any damage or loss sustained.

 Personal vehicles used on university business must be covered with the owner's insurance as required by law.  Authorized drivers using personal vehicles in the performance of job-related tasks may be covered for their liability in excess of their own insurance.  The insurance covering the personal vehicle used on university business pays first and if that insurance is exhausted, the University insurance may pay second, as controlled by the terms of the insurance policy. Claims paid by private insurance for accidents occurring from the operation of personal vehicles on university business are not reimbursable from University funds or University insurance. There is no Santa Clara University coverage available for physical damage to personal vehicles.

Vehicles may be rented by employees only with the approval of the appropriate department manager. Car rental agencies offer insurance for liability and collision. The University commercial automobile liability policy covers the University for liability exposure.  Authorized drivers shall decline liability insurance offered by the car rental agency for vehicles rented in the United States.  For any international car rentals, authorized drivers must purchase the applicable insurance coverage offered by the car rental agency.

Only authorized drivers may operate the University's owned vehicles or rent vehicles under the auspices of the University. Drivers who are not authorized may not be covered by Santa Clara University insurance if they use their personal vehicle for employment related tasks.


It is the responsibility of University employees and their supervisors to comply with these policy requirements.


Questions concerning this policy should be directed to the University Risk Manager and/or the University Finance Office.

Policy Approved: October 23, 1998

Last Updated: February 2019

Last Reviewed: June 30 2022

Maintainer: Human Resources

Back to Top