Vehicles and Travel Domestic

University Vehicles

The University maintains a fleet of vehicles for the sole use of University employees and students in the conduct of University related business.  Personal use of University vehicles is prohibited, with the exception of vehicles specifically provided to named employees.

The Facilities Management Department maintains a current list of University vehicles and other licensed equipment. Whenever a vehicle is purchased, sold, or leased, the responsible department must provide the following information to the Facilities Management Department.

• Vehicle year, make, and model
• Vehicle identification number (VIN)
• Vehicle license number
• USD identification number
• Purchase price or value of vehicle
• Date of purchase, acquisition, sale or disposition of vehicle.  A copy of the vehicle registration or a copy of the sales contract should be sent as part of the back-up information

Rented Vehicles

USD maintains collision damage coverage for vehicles rented by employees in the course of doing business. The collision damage waiver should NOT be purchased.
            Click here for a Rented Vehicle Insurance Form.

In the event of an accident

• Contact the local police or Highway Patrol in accordance with applicable laws.
•  Exchange name, address, phone number and insurance policy information with driver(s) of other involved vehicle(s). 
• Notify the rental company and complete their required forms.
• As soon as feasible, notify the Risk Management Office (619 260-7677).  Forward a copy of the accident report and other pertinent documents (Include a copy of the car rental receipt, invoices for repair, etc.) to the Risk Management Office (Fax: 619 260-4061).

Vehicle Insurance

USD is insured for physical damage and liability for accidents involving USD-owned, leased and rented vehicles, provided the vehicles are being used within the scope of employment.

In the event of an accident:

On Campus:  Contact Public Safety (7777) and complete the appropriate reports.
Off Campus:  Contact the local police or Highway Patrol in accordance with applicable
laws.  Exchange name, address, phone number and insurance policy information with driver(s) of other involved vehicle(s).  Notify the Risk Management office (7677).

Contact the Transportation Department (4253) for assistance in obtaining estimates for repair of the vehicle

Use of Personal Vehicles while on University Business

USD employees may use their personal vehicle for University business (e.g., traveling to meetings and purchasing supplies). However, the vehicle owner's insurance is primary coverage. By opting to use their personal vehicle, the employee affirms their knowledge of this policy and that they have adequate vehicle insurance coverage (meets state insurance requirements) and an unrestricted driver's license.   The University’s insurance coverage may provide excess coverage.  Payment of the deductible portion of the employee’s personal insurance will be determined based on the factors of the accident.

Cell Phone Usage

Effective July 1, 2008, California law prohibits drivers from using a wireless telephone while operating a motor vehicle unless the driver uses a hands-free device.  Drivers who violate the law will face fines and penalties.

The law provides for several narrow exceptions.  For example, a driver may use a wireless telephone for emergency purposes, such as to make an emergency call to a law enforcement agency, a health care provider, the fire department or another emergency services agency. 
Please note that individuals under the age of 18 may not use any wireless telephone or other mobile device while driving a motor vehicle, even if the device has a hands-free feature.  The law recognizes an exception in emergency situations to call police, fire or medical authorities.

The University of San Diego requires all members of the university community to comply with all applicable laws while driving university vehicles or while driving any other motor vehicles in connection with university-related activities or business. 

Drivers Roster

Only USD employees and authorized students are allowed to drive USD vehicles.  Designated
employees and authorized students must possess a valid driver's license and be insurable by the standards of the University's vehicle insurance carrier. Drivers of 10+ passenger vehicles must possess a valid Class B license.

The Risk Management Department maintains a current list of drivers authorized to operate University vehicles.  This roster is updated at least annually, and whenever new drivers are added.  Prior to inclusion on a departmental roster, the employee or student must complete a Driver Record Access Authorization.   
            Click here to download Driver Record Access Authorization

The drivers roster is forwarded to the University's insurance representative or brokerage firm for review. The Risk Management office is notified if a driver's record is not approved, and will forward that information to the applicable department manager and employee. Said employee may not drive USD vehicles until the arising from the Department of Motor Vehicles (DMV) review is resolved.

Commercial Driver's License and Random Substance Testing

In accordance with the State Department of Transportation, University employees transporting 10 or more individuals are required to possess a Class B commercial driver's license, with a medical examiners certificate and passenger endorsement. When transporting 16 or more passengers, the driver must comply with Department of Transportation 49CFR part 382.

Those persons holding Class B licenses are subject to random testing for drugs or alcohol. The driver will be notified when they have been selected for testing and must complete the testing within 48 hours of notification. Positive test results will be cause for immediate suspension of privileges to drive USD vehicles

Prior to operating a University vehicle, the driver agrees to:

• Possess a valid driver's license for the type of vehicle to be driven.
• Use a University vehicle for authorized business only.
• Not allow any unauthorized person to drive the vehicle.
• Inspect the vehicle for safety concerns, check the tires, wipers, lights and safety equipment for observable defects. Report any defects immediately to his or her supervisor.
• Use seat belts and require all occupants to do likewise in accordance with state laws. The number of passengers should not exceed the number of seat belts.
• Operate the University vehicle in accordance with USD regulations, know and observe all applicable traffic laws, ordinances and regulations, and use safe driving practices at all times.  Drive the vehicle at speeds appropriate for road conditions.
• Assume total responsibility for any and all fines or traffic violations associated with use of a university vehicle or privately-owned vehicle on University business.
• Not drive under the influence of drugs or alcohol.
• Not transport unauthorized passengers such as hitchhikers, family members or friends.
• Remove the keys and lock the vehicle when it is left unattended.
• Not drive the vehicle off-road unless it is designated for that use.
• Immediately report all accidents or traffic violations to supervisor and Public Safety.
• Be subject to applicable University disciplinary procedures for violations of university policy or rules.

Field Trips and Voluntary Field Activities

A field trip is an off-campus educational/instructional/service experience provided to students.  Field trips may be voluntary or part of course requirements.  All participants of voluntary trips must sign a Student Activity Liability Release.   Click here to access form.

Whether voluntary or part of course requirements, all field trips have inherent risks.  It is the responsibility of the instructor/leader to inform all participants of the potential hazards and risks of participation and to adequately advise the participants of pre-trip preparations, equipment and/or supplies that will be needed, conduct expectations, etc.  University employees must exercise reasonable care to protect and supervise students while they are participating in a field trip.

Instructors/leaders should not transport students in their personal vehicles (See Use of Personal Vehicles above.)  Unless University owned vehicles or chartered vehicles are used, students are required to arrange their own transportation.  Students who wish to share rides must make these arrangements independently.
Personal Liability and Responsibility:  Faculty and staff have no special duty to protect adult students from their own voluntary actions while on their own personal time. However, prudence may dictate setting limits on students' off-time activities while on a field trip.  Similarly, faculty and staff are personally liable for their own personal activities, and, for any intentionally harmful, willful acts or omissions while conducting the field trip.  University faculty and staff should consider the proximity of personal, social, and instructional activities in a field trip situation. Be aware of how the situation, setting, and your personal conduct may be perceived by your students, and act accordingly.