College vehicles are defined as any vehicle owned, leased, or rented by San Juan College, used to transport people and/or cargo. College vehicles are to be used by approved employees in the performance of their duties for official college related business and not personal use. Generally, approved drivers are those who have met the requirements detailed below. Employees must immediately notify their supervisors, Human Resources, and Risk Management if their driving licenses are suspended or revoked. Passengers are limited to college employees, students participating in authorized trips, and invited guests engaged in college related activities. Passengers are limited to college employees, students participating in authorized trips, and invited guests engaged in college related activities. Waivers are required for students and invited guests; departments must store waivers for five (5) years. Vehicles allocated to the college's Department of Public Safety (DPS) might be used to transport passengers other than those listed above, as required, within the scope of their duties. Providing transportation to hitchhikers is prohibited. Nothing in this policy shall be construed to prohibit the use or occupancy of college vehicles when rendering emergency aid or assistance to any person(s) or the use or occupancy by private sector mechanics ore repair personnel in the course of performing required maintenance or repairs. Student workers are allowed (after training) to drive golf carts but cannot drive college or personal vehicles on official business. See below for additional information regarding golf carts.
Liability insurance is provided for college employees operating vehicles on official business. The college reserves the right to recover from employees, the amounts expended to provide defense and/or pay settlements or final judgments, if it is shown that while acting in the scope of duty, the public employees acted fraudulently or with intentional malice causing bodily injury, wrongful death, or property damage.
Approved drivers are required to observe all traffic regulations and are personally responsible for any citations or fines. Any traffic citations for driving under the influence of intoxicating liquour or drugs, or failures to obey any applicable traffic laws while driving on official business may result in suspension, denial, or revocation of driving privileges. Failure to comply with this policy may result in further disciplinary action. Employees may be assessed for the lost or damage of college vehicles (or rentals), if the loss or damage was caused while driving under the influence of alcohol or drugs, or reckless driving. The college reserves the right to refuse individuals authorization to operate vehicles for official business based on MVD evaluations and/or college incident reports. Drivers with excessive or extreme traffic violations may be subject to suspension or denial of driving privileges.
Occasionally, personal vehicles are utilized for travel. When personal vehicles are used, current mileage rates apply for reimbursement. Personal side trips are not reimbursed. When employees travel on official business in personal vehicles and receive reimbursement, the mileage allowance indemnifies the college from any liability occasioned by the use of the personal vehicles. The college's liability insurance coverage is, therefore, secondary to any personal auto insurance coverage provided by the employees. The college strongly advises against transporting students in personal vehicles and encourages all employees to always use college vehicles when travelling on official business.
When employees rent vehicles for college business, additional insurance is not required. However, should guests (non-college employees such as spouses or other relatives) travel with the college employees and these individuals plan to drive the vehicles for personal (not college business) during the trips, the college recommends the employees purchase additional insurance from the rental agency, at their own expense.
Approved Driver's List
The college maintains a list of individuals authorized to operate vehicles for official business. The list is shared with Motor Pool (vehicle reservations) and the Business Office (travel requisitions, mileage reimbursement, etc.) To be added to the list, submit all three of the documents listed below to Risk Mangement in the Business Office, Room 4144, on the first floor of the Educational Services Building (Clock Tower).
All employees (including temporary and part-time employees and adjunct faculty but not student workers) may apply to be approved drivers during the length of their employment contracts. Temporary and part-time employees and adjunct employees no longer under employment contracts are removed from the list at the end of each term but, if re-hired, may be re-instated. Please contact Risk Management for assistance.
The college receives monthly MVD reports for NM and CO licenses and quarterly reports for other state drivers' licenses. These reports, in conjunction with the college's incident reports are reviewed regularly. The MVD reports provide license statuses, expiration dates, violation histories, and other information.
If it is determined that driving for college business may pose a risk to San Juan College and/or others, employment or driving privileges may be suspended or permanently revoked. A series of minor traffic violations can result in suspension of driving privileges. Minor traffic violations involve, but are not limited to, speeding, no-fault accidents, failures to yield, and illegal lane changes. Serious traffic violations can result in suspension or denial of driving privileges. Serious traffic violations involve, but are not limited to, reckless/negligent driving, driving while under the influence, manslaughter/vehicular homicide, and causing injury or death while evading a peace officer. Approved drivers must immediately notify their supervisors, Human Resources, and Risk Management if their driving licenses are suspended or revoked. Employees with suspended or revoked drivers’ licenses will be immediately removed from the list.
- Complete and sign the Driver Approval Application form available from the Forms Library. This form is required whenever updated drivers licenses are submitted.
This form authorizes the college to verify driving records: reviewing license statuses; violation histories; and other pertienent driving information. The authorization remains in effect for the duration of employment. Approved drivers must immediately notify supervisors, Human Resources, and Risk Management if their driving licenses are suspended or revoked. If, during the monthly review, it is determined that driving for official business may pose a risk to San Juan College and/or others, driving privileges may be denied or suspended. Drivers and their supervisors are notified, via SJC email, if driving privileges are denied or suspended.
- Legible copy of the front side of a current and valid U.S. driver's license.
Employees living in New Mexico or Colorado must submit copies of current valid licenses to operate motor vehicles in their respective states. Employees living out-of-state should contact Risk Management to see if their states of residences are acceptable. Approved drivers must immediately notify their supervisors, Human Resources, and Risk Management if their driving licenses are suspended or revoked. Approximately one (1) month before driving licenses expire, Risk Management notifies drivers, via SJC email addresses, to renew their licenses and submit updated copies.
- Successful completion of the National Safety Council Defensive Driving course
New, first-time employees are required to take the six-hour course; thereafter the four-hour refresher course is required every four (4) years. Employees may take the lecture style classes available from the Center for Community Engagement or the on-line (web) course. For instructions to access the online (web) course, access the Defensive Driving Login Information form available from the Forms Library or contact Administrative Services at 505.566.3253. Login in as a "new student". Administrative Services creates the certificate and emails a copy to Risk Management. Approximately one (1) month before certificates expire, Risk Management notifies drivers, via SJC email addresses, to renew by taking the four hour refresher course.
Upon receipt of all required documents,Risk Management verifies records and data. Employees are notified, via SJC email addresses, when they are added (or removed) from the list. If removed, email notifications are also copied to supervisors. Generally, to be reinstated, employees must submit updated, current documents. Contact Risk Management for assistance.
Temporary and part-time employees and adjunct faculty no longer under contract with the college will be removed from the list at the end of each term. If re-hired, please contact Risk Management for assistance.
Golf Carts and Off-Road Vehicles
To operate golf carts, employees must successfully complete the Department of Public Safety's training. Student workers are allowed (after training) to drive golf carts but cannot drive any other college vehicles. (including off-road vehicles.) Supervisors are responsible for ensuring student workers attend training as required.
Reporting an Accident
All college vehicles are state owned and as such are insured for liability, comprehensive, and collision with the State Risk Management Division. Report all (college, personal, or rental vehicles) vehicular accidents that occur while travelling on official business to the local or state police departments and file accident reports. In the event of accidents occurring in parking lots, local police may not respond but when notified that state vehicles are involved, the state police will normally respond. At the first opportunity, the employees’ supervisors and Risk Management must also be notified. All accidents also be reported to the DPS. In the event of injuries resulting from accidents, employees acting within the scope of their duties may covered by workers’ compensation; please contact Human Resources for assistance.
The college may suspend or revoke drivers' privileges for failure to comply with any provision of this policy. Employees and their supervisors will be notified of each violation and administrative action. Human Resources will also be notified. As needed, based on the severity of the violation, decisions may include input from various campus executives and the college's legal counsel.
|Shelley R. Pickett
|Risk Management Coordinator
|Educational Services Building (Clock Tower) Room 4144
||Educational Services Building (Clock Tower) Room 4146
Hours of Operation
Monday - Friday
8:00am - 5:00pm