Driver Authorization

Students

Students may drive for SCU only when tied to an official University role, such as:

• Student employees
• Student-athletes
• Recognized student organizations or clubs
  

Authorization is role-based, not blanket.

Staff, Faculty, Coaches & Visiting Scholars

Employees and affiliated individuals must be authorized when driving is:

• A core function of their role, or
• Required occasionally to support University business

This applies whether driving a University vehicle, rental vehicle, or personal vehicle.

Job-Required vs. Occasional Drivers

• Job-required drivers are typically designated through Workday as part of their role.
• Occasional drivers must still complete authorization before driving.
  

For role-specific questions, contact risk@scu.edu

Authorized (Covered) Activities

• Academic field trips and research activities
• Athletic travel and sanctioned events
• Recognized student organization travel
• Departmental meetings, retreats, or off-site events
• University operations (facilities, equipment transport)
  

Excluded (Not Covered)

The following are not permitted using University vehicles and are not covered under the Drivers Program:

• Personal errands (groceries, pharmacies, retail stores)
• Convenience trips (coffee, lunch, snacks)
• Commuting between home and campus
• Unauthorized personal detours during business travel

How to Become an Authorized Driver

Once designated by your department, Workday will guide you through a short set of tasks. Most people complete this in about 5 minutes.

You will be asked to:

• Enter your driver’s license information
• Review and sign the DMV Authorization Form
• Review and acknowledge the Authorized Driver Form
• Receive instructions for completing required driver training

You will continue to receive reminders until all steps are complete.

Driver Authorization Forms (In Workday)

DMV Authorization Form

• The driver grants SCU permission to verify and monitor your driving record
• Required for all Authorized Drivers
• Information is handled confidentially and used solely for safety and compliance purposes

Authorized Driver Form

• Confirms your understanding of University driving standards
• Acknowledges that driving for SCU is a privilege
• Required for insurance coverage while driving on University business

Training Requirement 

After your license information is processed, you must complete a Defensive Driving course.

What to expect:

• You will receive an email from SCU’s training partner with login instructions
• The training is self-paced and takes approximately 15 minutes
• Completion is required before you are permitted to drive

You may be asked to submit certificates of completion.

Out-of-State Licenses

• You will still complete the Workday authorization steps
• You will be asked to upload a photo of your driver’s license
• Risk Management will manually complete the DMV verification process

Renewals & Re-Certification

• Authorization is not permanent
• Periodic re-certification, updated training, or re-verification may be required
• You will receive Workday notifications when action is needed
  

Short-Term or Non-Full-Time Drivers

This includes individuals such as:

• Part-time coaches
• Temporary or contingent staff
• Visiting scholars
• Individuals assigned to short-term roles requiring driving

These drivers are still required to be authorized before driving on behalf of the University, even if driving is limited or time-bound.

Because some short-term or temporary roles may not be set up in Workday, additional steps may be required to complete driver authorization. Please contact your department manager or Risk Management & Compliance at risk@scu.edu for guidance on how to be added to the Drivers Program.