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Vehicle Usage at the University

DMV Updates for 2018

The California Department of Motor Vehicles (DMV) has listed the new laws or changes to existing law that, unless otherwise noted, take effect January 1, 2018:

View the DMV Press Release

Santa Clara University purchases a commercial auto liability insurance policy for all drivers of Santa Clara University owned, leased or rented vehicles for University business. Drivers using Santa Clara University owned or leased vehicles must have the Certificate of Self Insurance in the vehicle at all times.

Drivers using personal vehicles in the performance of job related tasks may be covered for their liability "excess" of their own insurance. (There is no Santa Clara University coverage available for physical damage to personal vehicles.) Please Note: Commuting to work is not considered "driving on University business".

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. The insurance company and the University reserve the right to decline to authorize any driver on the basis of an individual's traffic violation history or accident history.

Driver minimum requirements:

  • Drivers must have a valid license issued from the US or US territories.
  • 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 a student or employee of Santa Clara University; or an authorized volunteer.
  • Drivers must be credentialed (see below).
  • Drivers may not have had more than 2 accidents in the past 3 years.

The University reserves the right to (1) remove or deny driving privileges from any student or employee for accidents or violations (including violations of the Driver Agreement) involving University owned or rented vehicles, or (2) to use guidelines that are stricter than the insurance company's in deciding to authorize drivers. The University may, at its sole discretion, allow an employee who drives as a condition of employment to attend a University-approved driver safety training program at the driver's own expense in lieu of losing driving privileges.

Driver Terms, Conditions, Rules and Regulations

The University has adopted a basic set of safety rules which all drivers must agree to as part of the credentialing process. Drivers are expected to drive safely at all times. Other rules listed on the credentialing form include administrative rules.

Driving a University vehicle, rented vehicles, a personal vehicle or other vehicles on behalf of the University is a privilege, not a right. The safety of passengers, pedestrians and others is every driver's highest priority. 

Please note: Departments will be responsible for deductibles incurred for "at-fault" accidents by department members. An "at-fault" or surchargable accident or other violations of this agreement may result in revocation of driving privileges or other disciplinary action.


Santa Clara University is insured for liability for accidents involving SCU-owned, leased and rented vehicles provided the vehicles are being used within the scope of employment or with permission of the University.

Risk Management & Compliance has created a Vehicle Accident Brochure which can be used as a guide to make certain you get all information needed. At this point, only the basics are required but everything reflected in the brochure is important.

Please return the brochure your supervisor immediately upon your return to campus and make certain to contact the University Risk Management & Compliance Department.


  • In case of an accident and when there are injuries, call 911. Proper medical care should be provided to those that need it.
  • Take whatever steps are necessary to prevent further injury or damage to property.

 University Insurance information: United Educators Insurance, Adjuster - Crawford & Co, 408-554-4397

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: 
  1. Service Brakes
  2. Parking Brake
  3. Steering Mechanism
  4. Lights/Reflector Devices
  5. Tires/Wheels
  6. Horn
  7. Windshield Wipers/Washers
  8. Rear-Vision Mirrors
  9. 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.

View Policy 704