Santa Clara University maintains a commercial auto liability insurance policy for all drivers of University-owned, leased, or rented vehicles used for University business. A Certificate of Self-Insurance must be kept in University-owned or leased vehicles at all times.
Use of Personal Vehicles:
Drivers using personal vehicles for job-related tasks may have liability coverage in excess of their own insurance. Note: Physical damage to personal vehicles is not covered by University insurance. Commuting to and from work is not considered University business.
Driver Authorization Requirements:
Only authorized drivers may operate University vehicles or rent vehicles on behalf of the University. Unauthorized drivers may not be covered by University insurance, even when performing work-related tasks in a personal vehicle. The University and its insurer reserve the right to deny authorization based on an individual’s driving history.
Minimum Requirements for All Drivers:
- Valid U.S. or U.S. territory-issued driver’s license
- Minimum age of 18
- At least one year of driving experience (U.S. or international)
- Affiliation as a student, employee, or authorized volunteer of the University
- Completion of the driver credentialing process
- No more than two accidents in the past three years
The University may revoke or deny driving privileges due to accidents, traffic violations, or violations of the Driver Agreement. Stricter internal standards may apply. In some cases, an employee required to drive for their job may be allowed to attend University-approved driver safety training (at their own expense) in lieu of losing driving privileges.
Driver Rules and Responsibilities:
All drivers must agree to a set of safety and administrative rules as part of the credentialing process. Safe driving is required at all times. Driving a University vehicle—whether owned, rented, or personal—on behalf of the University is a privilege, not a right. The safety of passengers, pedestrians, and the public must be the driver’s top priority.
Departmental Responsibility:
Departments are responsible for deductibles related to at-fault accidents caused by their members. At-fault accidents or violations of the Driver Agreement may lead to revoked driving privileges or other disciplinary actions.
Please reach out to Risk@scu.edu with any questions.
Involved in a Vehicle Accident While Using an SCU Vehicle?
Here’s what to do if you’re in an accident while driving a Santa Clara University-owned, leased, or rented vehicle.
SCU is insured for liability, as long as the vehicle is being used with university permission or for official business.
1. Stay Safe First
- Call 911 immediately if anyone is injured.
- If it’s safe to do so, move your vehicle out of traffic to prevent further harm
2. Collect Basic Information
From all parties involved, gather:
- Names and contact info
- Insurance company + policy number
- Vehicle make, model, and license plate
Need help? Use our Vehicle Accident Brochure (link to PDF) to guide you.
3. Notify the University
As soon as possible:
- Inform your supervisor or coach
- Email Risk Management at risk@scu.edu with:
- Date, time, and location of the accident
- A brief description of what happened
- Police report info (if applicable)
- Any injuries
4. University Insurance Coverage
Accidents involving SCU vehicles used for university-approved purposes are covered.
- Insurance Provider: United Educators
- Policy Number: M84-07A
5. Submit the Full Report
Once safe and back on campus, turn in the completed accident brochure to your supervisor. Please plan to provide:
- Your name, driver’s license number, and SCU role
- Vehicle info (year, make, model, plate)
- Damage details
- Police report/tow info (if any)
Questions?
Contact Risk Management & Compliance at at risk@scu.edu or 408-554-4603. We're here to help.
Drivers Must Adhere to the Following Terms of Use
- Have and carry a valid driver's license while driving.
- Use University vehicles for authorized business only.
- Not permit any unauthorized person to drive the vehicle. Unauthorized drivers may be personally liable for any accident or loss.
- Operate the University vehicle in accordance with University regulations, as may be provided in writing or verbally, and know and observe all applicable traffic laws, ordinances and regulations.
- Not transport unauthorized passengers such as hitchhikers. Not transport any alcohol (unless specifically permitted, e.g., dining or conference services), drugs, or other contraband in any University vehicle.
- Not drive the vehicle "off road" unless it is appropriate and authorized for that use.
Drivers must follow these minimum safety requirements:
- Use seat belts or other available occupant restraints and require all occupants to use seat belts or occupant restraints, in accordance with state laws and not operate the vehicle unless all occupants are wearing the appropriate restraints. Never permit total occupancy to exceed the number of seat belts.
- Use safe driving principles, practices and techniques at all times.
- Not drive under the influence of drugs or alcohol. Not drive if using a medication that impairs judgment, reflexes or alertness.
- Turn the vehicle off, remove the keys, and lock the vehicle when it is left unattended.
- Not drive the vehicle at speeds that are inappropriate for road conditions.
- Not use a cell phone (texting, computers or any other similar devices) when the vehicle is moving or engage in other distracting behavior. If the driver must make or take a call or text message, the vehicle must be safely stopped and secured (parked), before using a cell phone.
- Report any defects immediately to the vehicle coordinator to determine if the vehicle is safe to operate.Before leaving the parking area or garage, particularly with a rental vehicle or a vehicle that driver does not ordinarily drive, be reasonably satisfied that the following parts and components are in good working order. This includes, but is not limited to:
- Service Brakes
- Parking Brake
- Steering Mechanism
- Lights/Reflector Devices
- Tires/Wheels
- Horn
- Windshield Wipers/Washers
- Rear-Vision Mirrors
- Coupling Devices (if applicable)
Drivers must perform the following required administrative responsibilities:
- Report all accidents or traffic violations involving a University vehicle or while driving on University business to the vehicle coordinator and other offices as directed, according to University policy.
- Immediately report any changes in license status (such as points, suspension or revocation) and any other at-fault accidents that occur whether or not the accident or violation occurred while driving on University business to the Department of Risk Management & Compliance, and accept suspension of driving privileges if applicable.
- Personally assume responsibility for any and all fines or traffic violations associated with use of a University vehicle or privately-owned vehicle used on University business.
- Agree and accept that failure to follow driving rules may result in temporary or permanent suspension of driving privileges, or have more serious consequences.
Excerpts the from Parking & Transportation Plan
Section 1.4 Vehicle Operations
(1.4.1) Vehicles, including mopeds, motorized skateboards/scooters, motorcycles and electric vehicles may only be operated on roadways and in parking lots. **Electric Carts may operate on the verified ESV Route as defined by the University.
(1.4.2) Driving and/or parking a motorized vehicle is specifically prohibited on pedestrian paths, sidewalks, landscaped areas, construction areas, and in any other area that would constitute a safety hazard or interfere with the use of or access to university facilities. (University-owned vehicles operated by Facilities Landscape Maintenance personnel and vehicles responding to an emergency are exempt from this prohibition)
(1.4.3) Pedestrians will be given the right of way at all times.
(1.4.4) Permission to enter the campus may be revoked by the University at any time. Removal or tampering with any barrier, fence, post, cone, sign, or other item placed for control of traffic or parking is prohibited.
(1.4.5) Bicycles, skateboards and roller blades may not be ridden within the Missions Gardens at any time, on the ramps within the Parking Structure, at Benson Center Plaza adjacent to the Fountain, the Plaza, outside the bookstore or anywhere on campus where signs are posted prohibiting their use.
Access the full plan HERE
This policy and procedure document addresses the use of vehicles in the conduct of University business and activities. Questions regarding the rules and procedures should be directed to the Associate Vice President for Finance.