Authorized Driver Policy

I. Policy Statement

To help promote the safety of persons who drive or ride in vehicles while they are conducting College Business, to mitigate risk and protect the College from unnecessary litigation and possible financial harm, and to comply with reasonable insurance carrier requirements and recommendations, the College has established this Authorized Driver policy for determining the eligibility of and approving Authorized Drivers. This policy describes the Authorized Driver qualifications, application process, approval process, revocations and denial, loss of Authorized Driver status, and the obligations of Authorized Drivers, including safety, personal use, accident reporting, and passengers.

II. Applicability

This policy applies to anyone (student, faculty, or staff) who drives a College-owned vehicle or who drives a personal vehicle for College Business. From time to time other persons may be subject to these procedures as determined by the Risk Manager or VP for Finance, Planning, and Operations (VPFPO).

III. Definitions

Authorized Driver - A person who has applied for and been approved to drive College-owned vehicles and/or their personal vehicle on College Business.

College Business - for employees, College business is any driving which can reasonably be considered to be carrying out the business of the College. For non-employee students, College business is any driving in support of a College department, recognized organization, or recognized club’s function, program, or event (e.g. field trips, intercollegiate or club sporting events, and special programs sponsored and approved by SLICE, REHS, and other College departments).

College-owned vehicles - any driveable vehicle owned by the College, including but not limited to, electric carts, golf carts, cars, vans, minivans, and trucks. College-owned vehicles do not include Zip cars, which are provided as a service and are not affiliated in any way with the College.

Drugs - for the purpose of this policy only, means illicit (illegal) drugs (including marijuana) and prescription or over-the-counter medications if they could impair the driver’s ability to safely operate a motor vehicle.

Person – includes all faculty, staff, and current students, as well as anyone the Risk Manager or VPFPO determines must comply with this policy.

IV. Policy

No person may operate a College-owned vehicle (either on or off campus) or drive a personal vehicle for College Business unless they are an Authorized Driver. Any employee who violates this policy may be subject to discipline, up to and including termination of employment. Any supervisory employee who is aware of a violation of this policy must immediately report it to the Risk Manager at risk@oxy.edu or (323) 259-1364.

A. Driving Required for Employment

If an employee’s, including a student worker’s, job description indicates that driving is an essential component of their job duties, the employee must receive Authorized Driver status before operating any College-owned vehicle or using a personal vehicle for College Business.

For employees who must drive as part of their job, loss of Authorized Driver status may result in termination of employment. The Human Resources Department is responsible for making employment decisions related to Authorized Driver status. Concerns about employment decisions related to Authorized Driver status should be directed to Human Resources at HR@oxy.edu or (323) 259-2613.

B. Authorized Driver Qualifications

All applicants for Authorized Driver status must:

be a current, active College employee or a currently enrolled student;
have and maintain a valid U.S. drivers license;
have at least two consecutive years of driving experience in the United States immediately prior to the date of application; and
have an acceptable Motor Vehicle Record (“MVR”) history.

C. How to Apply for Authorized Driver Status

Each person must apply using the online Authorized Driver application form. Applications are accepted year-round. As part of the application process, applicants must provide: (1) a copy of their current, valid U.S. driver license and (2) a certificate of completion of on-line Defensive Driving Training course. All applicants must also sign all required releases.

Due to the difficulties with obtaining and reviewing out-of-country driving records, only U.S. driver licenses are accepted. Temporary driver licenses and driver’s permits are not accepted.

Defensive Driving courses are available online:

Go to http://learn.ue.org/HF9AQ289167/OccidentalCollegeTraining
First-time users need to register on the Learning Portal
- Enter a valid email address as this will be the username and cannot be changed.
- Use Branch Code # 497-89167 when creating an account.
- After completing registration, users should receive an email with a temporary password.
- Follow the link in the email to sign on.
- Users will be prompted to enter a new password.
- Driver Safety Fundamentals is the course title.
Upon completion, users will receive an email with a link to download the certificate of completion. Users can also go to 'My Completions' to obtain evidence of completion.

D. Evaluation of Driving Record

After an application is submitted, a copy of the applicant’s MVR will be obtained by the Facilities Management Department (at College expense) through the vendor Safety Holdings, Inc. dba SambaSafety (“SambaSafety”), who will send the report and a point calculation to the College. Accidents reported to Campus Safety may also be considered in determining a person's point total and Authorized Driver status. Authorized Driver status may be denied, revoked, or granted on a probationary basis based on the outcome of the MVR evaluation.

The MVR shows all reported accidents, tickets, suspensions and judgments pertaining to an applicant’s driving record. SambaSafety will evaluate the MVR and assign points as follows:

4 points = minor violation (e.g., minor speeding, failure to signal, improper turn, non-moving violation etc.) within prior 36 months
6 points = major violation within prior 36 months (e.g., major speeding, improper passing, following too closely, etc.)
8 points = acute violation (e.g., accident, negligent or reckless driving, etc.) within prior 36 months
15 points = disqualifying violation (e.g., DUI, DWI, felony with a motor vehicle, etc.) within prior 60 months or any suspension, revocation, or invalidation of an Authorized Driver’s license

Authorized Driver status is determined by points as follows:

Determination	Point Total
Authorized Driver status is granted	9 or fewer points
Probationary Authorized Driver status is granted	10-14 points
Authorized Driver status is denied or revoked	15 or more points

MVR reports are evaluated (1) at the time of application and (2) whenever there is any new activity on the MVR. The College utilizes real-time monitoring of the MVRs of all Authorized Drivers. This means that any time a change in the MVR is reported to the state’s registry of motor vehicles, it will also be sent to the College. For example, if an Authorized Driver received a citation for speeding, SambaSafety would evaluate the MVR and send the College a report with the updated point calculation.

Applicants are entitled to a copy of their MVR. Any disputes about the accuracy of the MVR must be reported to the applicable state’s department of motor vehicles.

E. Loss of Authorized Driver Status

Once approved, Authorized Driver status is maintained until (1) the relationship with the College ends (graduation or separation from employment), (2) voluntarily revoked by the driver (via email at authdriver@oxy.edu), or (3) lost in accordance with this policy.

Authorized Drivers may lose their status if they:

fail to maintain a valid U.S. license or acceptable MVR history;
violate this policy, the Vehicle Rental Program policy and procedures, or Passenger Manifest Procedures;
fail to report an accident or respond to accident investigations requests from Campus Safety, law enforcement, or any other College Department;
fail to report damage to College-owned vehicles;
misuse a College-owned vehicle (e.g. off-road use, towing other vehicles, or transporting corrosive materials or saltwater equipment);
fail to comply with any applicable state law;
operate a College-owned vehicle in a negligent, reckless, or unsafe fashion;
are under the influence of drugs or alcohol while driving; and
for any other reason as determined within the sole discretion of the College.

Authorized Drivers must immediately notify the Transportation Coordinator if their drivers license is suspended or expired.

F. Safety

All Authorized Drivers are responsible for operating vehicles in a safe manner and ensuring all occupants act safely. Seat belts must be used at all times.

Authorized Drivers must not use or be under the influence of Drugs or alcohol of any kind while driving a College-owned vehicle or for College Business. Driving under the influence is illegal, unacceptable, and may result in (1) permanent loss of Authorized Driver status, and (2) other disciplinary actions, up to and including termination.

No alcohol or Drugs may be consumed in a College-owned vehicle. Smoking or vaping of tobacco or any other substance in any College-owned vehicle is strictly prohibited. Unless required for the performance of an employee’s job duties, no alcoholic beverage container (opened or closed) may be transported using a College-owned vehicle.

Authorized Drivers may not use their cell phone or other device (including earphones, ipods, or other personal electronics) in a manner that impairs their operation of a vehicle. Texting while driving is strictly prohibited. Any Authorized Driver utilizing a cell phone while driving a College-owned vehicle or for College Business must use a hands-free device. Even when using a hands-free device, California law prohibits drivers from dialing out or using their hand to activate or deactivate a phone feature or function while driving, for example, to answer a call. The law allows only a narrow exception for handheld wireless devices that are mounted on a vehicle's windshield, in which case, the driver may make a single swipe or tap with the finger to activate or deactivate a feature or function.

G. Who May Use or Ride in College-Owned Vehicles

All College-owned vehicles are for the exclusive use of faculty, employees, and students. No personal use is allowed. No non-Occidental passengers are allowed.

Minors may not be a passenger in a College-owned vehicle unless (a) they (1) are registered students or (2) qualified through Admission or the Athletic Recruiting Program, and (B) have filed a waiver signed by a parent or legal guardian.

H. Use of Personal Vehicles for College Business

Driving a personal vehicle for College Business entails personal financial risk. Under California law, the Authorized Driver’s personal automobile insurance must respond first to any liability claims that occur when they are driving for College Business. Employees who decide to operate their personal vehicle for College Business are strongly encouraged to purchase appropriate physical damage insurance through their personal auto policies.

Additionally, physical damage to a personally-owned vehicle is not covered under the College’s insurance policy. The College will not pay for physical damage to a personally-owned vehicle driven for College Business. Employees are strongly encouraged to use a College-owned vehicle for all driving for College Business.

I. Accident Reporting

Authorized Drivers are required to report any on-campus accident to the Campus Safety Department immediately. Reports can be initiated by calling Campus Safety at (323) 259-2599 or by visiting the Campus Safety Department.

Authorized Drivers who are involved in an off-campus accident while on College Business or while operating a College-owned vehicle, must (1) comply with all legal requirements (including contacting law enforcement when necessary), (2) obtain insurance and contact information from other drivers and witnesses, and (3) notify Campus Safety by phone at (323) 259-2599 immediately after securing the safety of the vehicle and any involved persons.