Travel & Transportation

Driving Privileges

Purpose

In order to protect the well-being of its students, staff, faculty, and the public, and to comply with insurance company requirements, the College will conduct driver’s record checks on students and employees who drive vehicles in the course of their jobs. The College has a responsibility to allow only individuals with driving records indicating a pattern of safe driving practices to operate Carleton owned or leased vehicles, golf carts and gators driven on behalf of the College.

Procedure

Employees must be presently licensed to drive a vehicle in the United States and receive an “insurable” notice from the College and insurance company and complete an online training course, called Driver Safety Fundamentals, before they may drive a Carleton owned or leased vehicle. Anyone who either wishes or is required as part of his or her job to drive a College owned or leased vehicle must request an insurance review by contacting the Risk Manager to start the Motor Vehicle Record procedure and have the training assigned in Work Day. Additional training is required for the use of 12 passenger vans. The College uses a point system to review the Motor Vehicle Report (MVR) results over a three-year period in addition to any accidents on campus to determine whether a driver will be approved to drive on behalf of the College and be added to the Approved Drivers List. It is the responsibility of the employee to avoid driving a College vehicle or leased vehicle unless they are on the Approved Drivers List. Substitution of a personal vehicle for College business is prohibited.

  1. Supervisors will be notified if an employee is classified as uninsurable with 15 points of more. The supervisor will make a corrective action plan for the employee within five (5) days of their notification. This plan would include immediate suspension of driving privileges until the points could be reduced to 14 or fewer points.
  2. Employees required to drive as a part of their employment will have 30 calendar days from the date notified by the supervisor to become insurable by taking the appropriate driving course (defensive driving or alcohol education) to receive credit points to reduce their total points to less than 15 points. During those 30 days the employee may be suspended without pay. If the Risk Manager receives a certificate of course completion within 30 days, the Risk Manager will notify the insurance company of the certificate and will inform the supervisor. Failure to become insurable within the 30 days will likely result in termination from the position.
  3. Employees whose driving license has been suspended or revoked by the Department of Motor Vehicles must inform their supervisor of that action within twenty-four (24) hours. Supervisors must then notify the Risk Manager and make the appropriate correction action plan for the employee within 5 days. Vehicles may not be issued to employees whose license is suspended or revoked and substitution of a personal vehicle for College business is prohibited. If an employee fails to report a suspended/revoked license or chooses to drive while in an uninsurable status, disciplinary action will take place up to and including termination.
  4. Employees involved in a motor vehicle accident involving Carleton vehicles when on College property must notify the Security Department immediately and the point result from the accident will be included in the review of the MVR total.
  5. Employees receiving traffic citations involving moving violations citations issued by a municipal, county or state law enforcement officer while operating a Carleton owned or leased vehicle must report the citation to their supervisor and the Risk Manager within twenty-four (24) hours and they are responsible for any fines.
  6. Employees involved in a motor vehicle accident while operating Carleton owned or rental vehicles must call the state police before moving the vehicle. The Carleton Security Department must also be notified immediately. An accident reporting kit with additional information can be found in the glove box of the Fleet vehicle and also on the Fleet Service website. Individuals in a crash involving more than $1,000 in property damage must complete the Minnesota Mover Vehicle Accident Report which is included in the accident reporting kit.
  7. The use of Cell phones (including texting) is prohibited while driving College vehicles or rental vehicles while driving on College business.
  8. Individuals are encouraged to use a College owned vehicle for business travel by auto. It is important for employees to be aware that when using a personal car for Carleton business use, the employee’s personal car insurance carrier provides liability coverage. It is the obligation of the owner of a personal vehicle being used for College business to carry adequate insurance for his or her protection and for the protection of any passengers. In the event of an accident, the employee is responsible for his/her own auto insurance deductible.
  9. Supervisors may access the list of approved drivers to determine whether they can drive on behalf of the College.

Last Revised: September 11, 2023

For: Faculty, Staff, Students

Last Reviewed: September 11, 2023

Maintained by: Human Resources

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