A. Driver Conduct

Drivers must comply with all applicable traffic laws in the jurisdiction in which they are driving, as well as with all MICA requirements for college-related business and college-related activities trips utilizing MICA covered vehicles, as discussed in this policy. This includes, but is not limited to, the following rules:

1. Drivers must drive in a safe and courteous manner, paying special attention to pedestrians, scooters and cyclists.
2. Drivers must have a valid license in their possession.
3. Drivers and all occupants must wear seat belts.
4. Drivers may not allow passengers to ride in cargo areas, such as the back of a pickup truck or the cargo area of a multi-passenger van.
5. No alcoholic beverages or non-prescribed controlled substances shall be present or consumed while traveling. No driver may drive while under the influence of alcohol or non-prescribed controlled substance, or while taking prescription drugs that may impair their ability to drive.
6. Smoking and vaping are not permitted in a college-owned or –rented vehicle.
7. Cell phones (including hands-free devices and/or accessories), radios and texting devices may not be used by drivers while operating a vehicle.
8. Music and or other noise inside the vehicle must be kept at a reasonable level so as not to distract drivers or prevent them from hearing emergency vehicles, horns of other vehicles or other environmental noise.
9. Drivers may not pick up hitchhikers.
10. Drivers must be aware of weather conditions, both in their immediate vicinity and in locations in which travel is to take place, and avoid driving during severe weather conditions when possible.
11. Drivers must report to their supervisor any physical or mental condition that may impair their ability to drive.
12. Drivers may not leave a running vehicle unattended. Unattended vehicles must be properly parked in a legal parking space with the ignition off, break set and the vehicle locked.
13. Drivers may not drive a vehicle “off-road” unless:
    
    •  Off-road travel is reasonably necessary to the college’s business-related or activity-related travel, and the vehicle is designed for off-road travel, or
    •  Prior approval has been granted, or
    •  An emergency situation occurs
14.  Drivers are responsible for all traffic and parking violations, citations, tickets and fees associated with these violations, regardless of fault. Drivers must report to their supervisor any citation or ticket received while driving on college-related business or college-related activity within 24 hours of receiving the citation.

B. Driver Authorization

1. Any MICA staff who are required by their job description to drive a MICA-owned vehicle must pass a Motor Vehicle Record (MVR) review before hire, to be conducted by the Human Resources Department. Any faculty member who wishes to drive students for an academic field trip or site visits should please see the appropriate Academic Field Trip and Site Visit policy here. MVR reviews are conducted for each approved driver automatically by HR on an annual basis, and must be passed for employees to maintain driving privileges. Authorized drivers are required to inform their supervisors and HR if their license is suspended or revoked between these annual MVR reviews.
2. If a department wishes to add an employee as an authorized driver after hire, the employee’s supervisor must contact the Human Resources Department to conduct an MVR review. The employee will be granted driving privileges only after they have passed the MVR review process and have been added to the insurance schedule of drivers.
3. Any employee who wishes to transport MICA students for college-related business or college-related activities in a MICA-rented vehicle or their personal vehicle must also pass a Motor Vehicle Record (MVR) review. Faculty must contact the Office of Academic Services to request a Motor Vehicle Record (MVR). Submissions for authorization of all other employees (staff) are made to HR by the departmental supervisor.
4. Contractors may not drive MICA-owned vehicles. Any MICA-paid contractors who regularly drive on campus must show proof of vehicle insurance as part of their certificates of insurance (COI) upon signing of the contract.
5. Driver authorization is granted or denied based on the information received in the MVR. The college’s Campus Services Office may be consulted with any questions as to whether authorization should be granted or denied. 
6. Once the MVR process is completed by the Office of Academic Services or HR, driver information will be forwarded to the Campus Services Office, who will submit driver information to the college’s insurance broker to be added to the driver schedule. Once this process is completed, the Campus Services Office will notify the driver that they are authorized to drive for college-related business or college-related activities.
7. MICA employees may not drive a MICA-owned or MICA-rented vehicles, or transport students in vehicles, until this entire process is complete.
8. If students drive themselves in their personal vehicles for college-related activities, their personal insurance will be the primary insurance for travel (see section *** for more information). Students are not permitted to drive other students in connection with college-related activities.
9. Driving should not be a requirement for any student employee job description.

C. Denying or Revoking Authorization

Driver authorization may be denied or revoked for the following driving infractions:

1. Driving under the influence
2. Committing a felony with a vehicle
3. Leaving the scene of an accident
4. Multiple speeding violations
5. At-fault crashes

It is the responsibility of the driver to notify their supervisor and HR if they have been charged with any of the above offenses.

D. MICA employees seeking reimbursement for business-related or activity-related travel, whether using a rental vehicle or personal vehicle should see MICA’s travel expense policy here.