College Driver Policy

Gettysburg College Driver Policy

Policy Owner Transportation Office, Campus Safety, Risk Management Office and Office of Human Resources
Contact Information Jennifer Coale, Alex Wiltz, Tanya Keller and Jennifer Lucas
Approval Authority President
Approved By Bob Iuliano, President
Approval Date 9/19/25
Effective Date 9/19/25
Date of Last Review July 2018
Date of Next Review 2028
Related Policies Passenger Manifest Policy

On this page:

  1. Purpose of Policy
  2. Scope of Policy
  3. Definitions
  4. Policy Description
  5. Policy Management
  6. Related Materials

Purpose of Policy

A campus-wide driver policy promotes the safety of students, faculty, and staff by setting a clear process for who can operate vehicles on behalf of Gettysburg College (“College”).

Scope of Policy

This policy applies to the use of all College-Owned Vehicles, and any Leased, or Rented Vehicles, or personal vehicles, when being used to transport persons or cargo for official College Business or an Approved Activity.

Definitions

Activity Sponsor: Gettysburg College department whose GL pays for the travel.

Approved Activity: College-sanctioned events, programs, or trips that have been properly authorized through established procedures.

Authorized Driver: A person who drives for or on behalf of the College and has met the requirements outlined in this policy.

College: Gettysburg College.

College Business: Activities conducted on behalf of the College by authorized individuals in fulfillment of their assigned duties.

College-Owned Vehicles: Any vehicle owned by Gettysburg College.

Driver: A person who drives a vehicle.

Equipment Vehicle: Vehicle primarily used to provide mobility for permanently mounted equipment (i.e., bucket truck, trash truck etc.)

Larger College Vehicle: Passenger (more than 8 passengers), and box trucks.

Leased or Rented Vehicles: Vehicles temporarily obtained from a third party for College Business or Approved Activity.

Service Animal: An animal trained to perform a task for the benefit of an individual with a disability.

Service Vehicle: College provided vehicle for staff to perform their assigned work.

Student: enrolled Gettysburg College student

Policy Description

I. Driver Qualifications

Only Authorized Drivers may operate a College-Owned Vehicle or use a Leased, Rented, or personal vehicle to transport persons or cargo for College Business or an Approved Activity. College employees, enrolled students, or contractors of the College are eligible to become and remain Authorized Drivers by satisfying the following requirements and receiving approval from the Office of Human Resources (HR).

Authorized Driver Pre-requisites:

  • Driver’s License Requirements:
    • Must hold a valid driver’s license issued in the state of legal residence for the class of vehicle being driven.
    • Expired or non-U.S. driver’s license are not acceptable.
    • Drivers must have held a valid driver’s license for at least two (2) years prior to operating a College Vehicle.
    • Drivers must report any suspension, cancellation, or restriction of their driver’s license to HR immediately.
  • Agreement:
    • All drivers must sign the “Acknowledgement and Consent Agreement of the Gettysburg College Driver Policy” (Exhibit A).
  • Motor Vehicle Record:
      • A Motor Vehicle Record (“MVR”) will be reviewed by HR.
      • MVRs will be reviewed at least annually and may be requested after an accident, at the College’s discretion.
      • If driving is an essential job function, losing driving privileges may result in disciplinary action up to termination.
      • If the results of the MVR show violations which resulted in points being assigned to the driver by the issuing state (Exhibit B - The Pennsylvania Point System Fact Sheet), the following will apply:
        1. If the driver has been assigned any combination of points that total one (1) to seven (7) points within the prior three (3) year period, the person must complete the driver safety refresher course in order to become or continue as an Authorized Driver.
        2. If the driver has been assigned any combination of points that total eight (8) points or more within the prior three (3) year period, the person will not be approved to become or to continue as an Authorized Driver until the number of points is reduced to below eight (8) and the driver safety refresher course is completed.

        • Failure to cooperate in obtaining an MVR or if the results of the MVR show that the driver has committed any serious traffic violations (Exhibit C – Examples of Serious Traffic Violations), may result in the driver not being approved as an Authorized Driver or having their approval as an Authorized Driver revoked.
        • Training Requirements:
            • Drivers must complete an online training course, provided by HR.
            • Training is required to be renewed every two (2) years. HR will notify drivers when renewal is required.
            • Drivers of Larger College Vehicles, Equipment Vehicles, or Service Vehicles must complete and pass a road test through the Office of Transportation Services.

    II. Vehicle Operations

        • Facilities Services purchases and maintains all College-Owned Vehicles and equipment, with the exception of vehicles that have been purchased by Departments with grant funding.
        • Drivers may not retain keys to College-Owned Vehicles, with the exception of the College President. Each Department Head is responsible for establishing and communicating procedures for the prompt return and proper storage of keys after use.
        • College-Owned Vehicles are for College Business or Approved Activities only.
        • Passenger and cargo limits must not be exceeded at any time.
        • Drivers using College-Owned Vehicles will take reasonable steps to keep the vehicle clean at all times.
        • No animals are permitted in College-Owned Vehicles except service animals, typically a dog. The Office of Transportation Services must be notified at the time of booking.
        • Vehicles must be secured when unoccupied.
        • Lost or stolen keys for College-Owned Vehicles must be reported to Facilities Services immediately.
        • Drivers have the right to refuse to transport a passenger who is unable or unwilling to control their behavior.
        • Facilities Services will regularly inspect and service College- Owned Vehicles.

    III. Trip Safety

        1. Drivers must follow all traffic laws and safety guidelines for the area in which they are driving.
        2. When College-Owned Vehicles are reserved/obtained through the Office of Transportation Services, pre- and post-trip vehicle inspection forms will be provided to the Driver. Drivers must complete these forms and return them to the Office of Transportation.
        3. Drivers are responsible for notifying Facilities Services of any maintenance problems, concerns, or damage to College-Owned Vehicles.
        4. Drivers must adhere to the Passenger Manifest Policy.

    IV. Prohibited Actions


    Drivers will comply with all federal, state and local laws when driving College Vehicles.

    Smoking, chewing tobacco, and vaping are prohibited in College- Owned Vehicles.


    V. Use of Personal Vehicles

        1. The College strongly recommends using College-Owned Vehicles for travel for any College Business or Approved Activity.
        2. If a Personal Vehicle is used, drivers must still comply with this Driver Policy.
        3. If a personal vehicle is used, the driver’s personal insurance will be primary in case of an accident or damage.

    VI. Transporting Minors

        1. Transporting minors requiring car seats is prohibited unless the minor is accompanied by a parent or legal guardian.

    VII. Insurance

        1. All College-Owned Vehicles are covered under the College’s Auto insurance coverage. Drivers must be an Authorized Driver to receive coverage under the College’s Auto insurance coverage.

    VIII. Policy Violations

        • May result in:
          1. disciplinary action, including termination, for employees.
          2. disciplinary action as set by the Office of Student Rights and Responsibilities, for volunteer student drivers.

    Policy Management

    The Office of Human Resources, Risk Management Office, Campus Safety and Office of Transportation Services are responsible for overseeing the Gettysburg College Driver Policy. The Office of Human Resources and Office of Transportation Services are responsible for implementing and enforcing this policy.

    Driver Acknowledgement and Consent Agreement


    Exhibit A
    Gettysburg College
    Acknowledgement and Consent Agreement of the Driver Policy

    I have read the entire contents of the Gettysburg College Driver Policy and agree to comply with all requirements. I have been given an opportunity to ask questions and fully understand the meaning of the policy. Additionally, I understand that I should contact a supervisor or Activity Sponsor should I have future questions or concerns. By signing below, I acknowledge having received a copy of this policy and agree to abide by the contents.

    Name (printed) ____________________________________________________________
    Signature ______________________________________ Date ____________________


    Exhibit B
    https://www.dot.state.pa.us/public/dvspubsforms/bdl/bdl%20fact%20sheets/fs-ps.pdf


    Exhibit C

    Examples of Serious Traffic Violations Which May Result in Driving Privileges Not Being Offered


    1. Driving under suspension/revoked
    2. Driving under the influence of alcohol or controlled substances
    3. Driving without a valid driver’s license
    4. Driving without lights to avoid identification
    5. Failure to stop/report an accident
    6. Fleeing or attempting to elude a police officer
    7. Homicide by vehicle (including DUI-related)
    8. Leaving the scene of an accident
    9. Racing on highways
    10. Reckless driving/speed contest
    11. Refusal to consent to a drug and/or alcohol chemical test