I. Justification and Statement of Policy

The goal of the Driving for College Business Policy is to protect students and employees from injury while driving for College Business and to minimize the College’s liability.

II. Scope

This policy applies primarily to the operation of any Vehicle (as defined below) owned, rented, or leased for College Business. It also applies to the use of a personal Vehicle for College Business. This policy does not apply to golf carts or small utility vehicles.

III. Definitions

A. Vehicle, for the purposes of this policy, is any car, truck, or van. For the purposes of this policy, a van is defined as a vehicle designed or used primarily for the transportation of passengers or cargo, typically with a seating capacity of seven to 15 occupants, including the driver. This includes passenger vans, mini vans, cargo vans, and shuttle vans used for college business. A shuttle van refers specifically to a van used to transport students, employees, or visitors between designated locations.

B. College Business, for the purposes of this policy, means that one or more of the following apply:

• • you or your group are representing the College
  • the College is paying your expenses
  • College personnel approved the trip or helped organize it
  • driving is a job requirement

C. Motor Vehicle Record (MVR) is official documentation of a person’s driving history that includes information on license classifications and status, past accidents, violations, and penalties.

IV. Policy

A. Requirements for Driving a Vehicle Owned, Rented, or Leased by the College 

To drive a Vehicle owned, rented, or leased for College Business, you will need to: 

1. 1. accept the obligations of this policy.
   2. be at least 18 years of age. Rented Vehicles may have stricter requirements (First-year students are not permitted to drive for College Business under any circumstances.)
   3. have held a valid U.S. driver's license for at least two years. Foreign licenses will not be accepted.
   4. apply to drive for College Business by completing the College Vehicle Driver Application.
   5. have an acceptable driving record, as determined through screening of your MVR by Human Resources.
   6. fulfill any training requirements as required in this policy.     

The College reserves the right to deny, suspend, revoke, and reinstate driving priveleges at its discretion.

B. Motor Vehicle Record Screening 

Upon completing the College Vehicle Driver Application your Motor Vehicle Record (MVR) will be screened by Human Resources for major violations and accidents in the last 36 months. An MVR must be deemed "clear" or "acceptable" for an individual to drive for College Business, and its status will be verified on a regular basis in order to continue driving privileges. Additional checks may be conducted if the College becomes concerned about your ability to drive for College Business. Checking your MVR can take up to 7 days from the time you submit a properly completed application. Please allow sufficient time, as you will not be permitted to drive for College Business until your MVR is reviewed and approved.

Driving records will be assessed based on the criteria below as a minimum standard. You may be held to higher standards, depending on the nature of the driving required of you for College Business, your driving record, or concerns about your ability to drive safely.

You will not be approved to drive on College Business if your MVR includes any of the following major violations:

• • • An excessive speed (25+) violation
    • Driving under the influence of alcohol/drugs
    • Failure to stop/report an accident
    • Reckless driving/speeding contest
    • Driving while impaired
    • Making a false accident report
    • Homicide, manslaughter or assault arising out of the use of a Vehicle
    • Driving while license is suspended/revoked
    • Careless driving
    • Attempting to elude a police officer
    • Grand theft
    • Unlawful use/possession of a weapon
    • Use of a Vehicle in the commission of a felony
    • Certain moving violations

Employees who do not meet the requirements may be prohibited from driving for College Business or required to participate in a driving training program. If you do not meet the requirements and driving is an essential function of your job, the College retains the right, in its sole discretion, to reassign you to another vacant position for which you are qualified or to terminate your employment.

Students who do not meet the requirements will not be allowed to drive for College Business.

1. 1. Self Reporting of Changes to MVR
      
      If your driving record changes after you have been approved to drive for College Business, you must report the change immediately to your supervisor and Human Resources (for employees) or Auxiliary Services (for students).
      
      Student conduct that results in the ineligibility to drive for College Business also may be subject to disciplinary action as determined by the Dean of Students.
      
   2. New Employee Screening
      
      New employees will not be allowed to drive College-owned or rented Vehicles until an acceptable driving record is verified. When a new employee is required to drive for College Business at the time of hire, employment is conditional pending the receipt of an acceptable driving record. Human Resources coordinates screening of the MVR.
      
      
   3. Volunteer Screening
      
      Volunteers will not be allowed to drive College-owned or rented Vehicles, or transport students or guests of the College in a personal Vehicle, until an acceptable driving record is verified. When a volunteer’s appointment includes driving for College Business, the volunteer’s supervisor should contact Human Resources to coordinate screening of the MVR.

C. Personal Vehicles

The College discourages the use of personal Vehicles for College Business.  If you do use your personal Vehicle, the College expects you to comply with any applicable driver safety obligations set forth in this policy. In addition:

• • You must complete the College Vehicle Driver Application and have your MVR verified if you plan to transport students or guests of the College in a personal Vehicle.
  • Your private insurance policy is primary in the event of an accident. Industry standard is that insurance follows the Vehicle. The College does not carry insurance on personal Vehicles and assumes no responsibility for any damage to an employee's personal Vehicle, even when it is used on College Business.
  • The College recommends that you maintain minimum coverage of $100,000 bodily injury per accident, $300,000 bodily injury aggregate, and $50,000 property damage on your personal Vehicle.
  • You will be responsible for paying breakdown costs and any deductibles or copays associated with your insurance in the event of an accident.

D. Expectations for Driving on College Business

Individuals are expected to drive responsibly and to follow traffic laws and posted speed limits, practice defensive driving, and wear seat belts. Please see Guidelines for Driving on College Business for more details.

Vehicles rented, leased, or owned by the College should be used only for College Business, and guests not associated with College Business may not be passengers. College-owned Vehicles may not be kept overnight after a trip has concluded.

Minors, unless they are matriculated F&M students, may not ride in Vehicles used for College business. PA 67 Section 171 prohibits the transportation of school-aged children in anything other than a school bus or specially equipped Vehicle. The College’s Vehicles do not qualify, nor do most rental Vehicles.

E. Driver Training

Driver training may be required for driving on College Business, depending on the type of driving you will be doing, your driving record, or concerns the College has about your ability to drive safely.

1. 1. 12-Passenger and 15-Passenger Vans:
      
      Anyone who wishes to drive a 12-passenger or 15-passenger van for College Business must complete a driver training course provided by the College. Conducted by a licensed trainer, the course includes both classroom and on-the-road instruction.
      
      
   2. Driver Safety Training:
      
      If the College has concerns about your driving record and/or your ability to drive safely for College Business, you will be required to participate in an approved driver training course at your own expense and on your own time. Human Resources or Auxiliary Services will provide contact information for approved courses.

F. Insurance

The College's liability insurance protects the institution against damages resulting from bodily injury and/or property damage and will protect an authorized driver of a College-owned Vehicle or Vehicle leased or rented for College Business, as long as the individual is:

• • acting in accordance with all laws, College rules, and policies, and
  • is acting within the scope of their authority and responsibilities.

All College-owned Vehicles contain an insurance card. When renting a Vehicle from an outside rental company, the driver is responsible for obtaining an insurance card by contacting riskmanagement@fandm.edu.

When driving your personal Vehicle – even on College Business – your personal insurance is primary.

G. Enterprise Vehicles

The College encourages faculty, staff and students to utilize Enterprise rental Vehicles for any of the following situations:

• • trip will be taking place overnight and/or occurring for multiple consecutive dates
  • trip destination is outside of a 150-mile radius
  • all College-owned Vehicles are unavailable

Drivers must still meet all the requirements for driving on College Business (see Section IV.A) and must be over the age of 21 to rent a Vehicle through Enterprise. There are also daily/weekly fees associated with these reservations. 

H. Accident Reporting

Immediately report ALL accidents occurring while driving on College Business to the Department of Public Safety (DPS), even if you are driving a personal or leased Vehicle. If possible, call DPS at 717-358-3939 from the accident scene.

Also, report any accident in a College-owned, leased, or rented Vehicle to riskmanagement@fandm.edu within 48 hours.  

Failure to report an accident will result in the revocation of your authorization to drive for College Business.

All College-owned Vehicles contain an accident reporting kit. Drivers are responsible for using the kit in the event of an accident. 

When possible, take pictures of all Vehicle damages and nearby roadways, street signs, intersections, etc.

I. Breakdown Procedures 

If a College-owned Vehicle breaks down during normal business hours contact the Service Response Center at 717-358-3900. If outside normal business hours, contact DPS.

For rental Vehicles, follow the rental Vehicle agreement and rental company breakdown procedures.

V. Related Documents and Forms

College Vehicle Driver Application
Guidelines for Driving on College Business
Driving for College Business FAQs

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Policy Maintained by: Director of Environmental Health, Safety and Risk Management
Original Effective Date (Replacing Vehicle Safety Policy): May 22, 2025