Introduction
Iowa State University Transportation Services provides a diverse fleet of safe and cost-effective rental vehicles to support university-related activities for faculty and staff. Our vehicle offerings range from fuel-efficient compact cars and sedans to spacious passenger vans, robust pickup trucks, and specialized vehicles.
Recognizing the inherent responsibilities associated with operating a large university fleet, Iowa State University prioritizes both passenger safety and the mitigation of potential institutional risks. These risks encompass third-party liability, property damage, employee injuries, and operational disruptions. This policy document outlines the guidelines for driving on official university business, reflecting Iowa State University’s unwavering commitment to:
- Ensuring and overseeing appropriate driver authorizations.
- Developing and delivering relevant training initiatives.
- Establishing specific safety protocols and recommendations.
- Defining clear driving standards, outlining consequences, and implementing corrective measures.
Policy Statement
Iowa State University vehicles are exclusively for official university business and must be operated only by authorized and qualified individuals. All vehicle operations for university-related purposes must adhere to all pertinent university policies, rules, and regulations. Drivers who violate these vehicle policies and procedures may face suspension of their university driving privileges and are subject to disciplinary actions commensurate with the severity of the infraction.
Approved Vehicle Uses
Vehicles rented from Transportation Services are strictly for official university business and are available for use by authorized faculty, staff, and recognized student organizations. University vehicles are not permitted for personal use such as vacations or transporting family members. Personal errands are also prohibited, with the exception of occasional incidental activities, such as local travel for meals or other necessary activities directly related to university business while out of town.
University vehicles are easily identifiable, and users must be mindful of public perception regarding where these vehicles are operated and parked. Furthermore, state law prohibits the personal use of university vehicles. Employees who misuse university vehicles for personal reasons may be held responsible for fuel costs, and any liabilities arising from accidents, injuries, or damages incurred during unauthorized use.
Parking a university vehicle at a private residence overnight is permissible under specific circumstances: when a driver is departing early the next morning, returning late at night from university business, when university offices are located in areas susceptible to vehicle vandalism, or when there are safety concerns for personnel arriving or departing outside of regular business hours. When overnight parking at a residence is necessary, the vehicle should ideally be parked off-street and must always be securely locked.
Traveling to Canada or Mexico in university vehicles is prohibited without prior written authorization from Transportation Services. Travel into Mexico additionally requires obtaining Mexican insurance, which must be arranged through the university’s Risk Management office.
For travel to Des Moines Airport, faculty and staff should utilize private transportation or the university’s contracted one-way rental car service via Procurement Services, except for short-term trips (one day or less). Leaving university vehicles at airport parking lots for extended periods is discouraged due to cost inefficiency and impractical vehicle utilization.
Operating a University Vehicle – Drivers and Passengers
All drivers of university vehicles must possess a valid U.S. driver’s license appropriate for the type of vehicle being operated, have adequate experience driving similar vehicles, and be at least 18 years of age. Drivers are expected to operate vehicles safely and responsibly, adhering to all Iowa traffic laws. Any traffic violations incurred while operating a university vehicle are the sole responsibility of the driver.
Unauthorized passengers are not allowed in university vehicles.
Smoking is strictly prohibited in all university vehicles.
Seatbelt use is mandatory for all occupants in university vehicles. Drivers are responsible for ensuring that all passengers are properly wearing seatbelts.
Operating a University Vehicle – Engine Idling
To promote fuel efficiency and reduce emissions, drivers of university vehicles are required to turn off the engine when stopped for more than 30 seconds. Exceptions to this idling policy include:
- When stopped in traffic congestion.
- When idling is necessary for passenger safety, such as running the heater in extremely cold weather (below 20 degrees Fahrenheit).
- To operate lift equipment or other specialized equipment needed to assist individuals with disabilities, or for loading and unloading cargo.
- When vehicles are used in traffic management, safety, or emergency situations.
Operating a University Vehicle – Alcoholic Beverages
The presence of alcoholic beverage containers (empty, full, open, or closed) is prohibited in university-owned vehicles. This policy aims to promote safe driving practices and minimize liability for both the university and the driver in the event of an accident.
An exception to this policy applies to university-affiliated organizations and departments holding valid dram shop licenses, for whom transporting unopened containers of alcoholic beverages as inventory is a necessary part of their operations. Any other situations considered as extenuating circumstances must be submitted in writing to the Transportation Services Manager for approval prior to vehicle use.
Driving Privileges
The university may take corrective action in response to any of the following circumstances:
- Involvement in two or more at-fault accidents within a 12-month period while operating a university vehicle. “Fault” includes contributory negligence for the purpose of this policy.
- Receipt of two or more complaints within a 12-month period regarding an individual’s driving conduct or inappropriate use of a university vehicle.
- Any complaint concerning the use of unauthorized equipment, such as radar detectors, which indicates an intent to disregard traffic laws.
Corrective actions may include:
- Drivers involved in two or more at-fault accidents in university vehicles within 12 months will be required to complete a recognized defensive driving course at their own expense before being permitted to drive a university vehicle again.
- Drivers who are the subject of two or more verified complaints within a 12-month period will face the following:
- Complaints related to driving technique or moving violations will necessitate completion of a recognized defensive driving course at the driver’s expense before future university vehicle operation is allowed.
- Complaints regarding improper vehicle use will be addressed through appropriate disciplinary actions by the driver’s department.
Eligible Drivers
Individuals eligible to drive university vehicles include all university employees, graduate assistants, volunteers engaged in university-benefiting programs, and members of authorized affiliated organizations. Drivers must hold a valid U.S. driver’s license appropriate for the vehicle and maintain an acceptable driving record. Volunteers or agents may be covered under university vehicle liability insurance if the vehicle is used for university-related business.
The following individuals are not eligible drivers: contractors, consultants, vendors, visiting faculty or staff from non-Iowa regent universities, visiting artists or speakers, special event groups, government representatives, visiting athletic teams, student groups or clubs (except under specific conditions), or community organizations.
Transportation Services retains the authority to refuse vehicle rental to any individual if there are concerns about the safety of vehicle operation. Individual university departments may establish additional standards, restrictions, or driver training requirements.
Undergraduate students are generally restricted from driving university vehicles unless they are acting as ISU employees, are accompanied by authorized faculty or staff, or meet specific exceptions detailed below. All undergraduate student drivers must satisfy university driving requirements and obtain prior authorization. Further details are available in the “Student Drivers” section under Resources.
Special circumstances allowing authorized undergraduate student drivers:
- Class Field Trips: Students may drive university vehicles if a faculty or staff member is present in the vehicle, primarily to prevent driver fatigue on long journeys. Driver rotation every 2 hours is recommended. In situations with limited faculty/staff, students may drive unaccompanied but in a caravan with a faculty/staff-driven vehicle, subject to prior approval from Transportation Services.
- Summer Field Camps: Considered extended class field trips, student driving may be necessary due to logistical constraints or limited faculty/staff availability. Unaccompanied student driving in these cases will be minimized and requires prior approval.
- Special Programs Benefiting the University: Programs involving students in specific assignments like prospective student recruitment or tour guiding may be authorized to use unaccompanied student drivers under special circumstances, with prior approval.
- Special Vehicle Needs: Student organizations requiring specialized vehicles for towing large trailers may use university vehicles. Drivers must complete a specialized defensive driving course offered by Transportation Services before operating such vehicles.
- Student Organizations: Recognized student organizations are permitted to rent university vehicles for organizational travel.
Student Drivers
All undergraduate students seeking authorization to drive university-owned vehicles are subject to a driving record review. This review is initiated by completing a student driver motor vehicle record request form. The student’s department is responsible for maintaining records of student driving authorization status.
To be authorized, undergraduate student drivers must possess a valid U.S. driver’s license and must not have any of the following on their driving record:
- Two moving violation citations within the past 12 months.
- Two at-fault accidents within the past 12 months.
- One at-fault accident and one moving violation within the past 12 months.
- One at-fault accident or one moving violation combined with a cautionary notification letter from the Department of Transportation within the past 12 months.
- A citation for blood alcohol content within the past 12 months. Pending court cases related to such citations may result in temporary denial of driving privileges.
- A requirement for specialized motor vehicle insurance (SR-22).
- Conviction for reckless driving, driving with a suspended license, hit and run, leaving the scene of an accident, license suspension, or other crimes leading to license suspension.
- Convictions or pending charges for violations affecting driving licenses.
- Suspension, revocation, or barring of driving privileges due to violations, including but not limited to operating while intoxicated (OWI), vehicular homicide, or habitual violations.
- Any driving offense classified as a felony.
Accidents
University drivers are required to report any accident or incident resulting in damage to a university vehicle to Transportation Services within one business day. Accidents causing $1,000 or more in damage or involving personal injuries must be immediately reported to local law enforcement and Transportation Services as soon as possible.
Reporting is mandatory regardless of fault, injuries, property damage, location, or responsibility.
Failure to report accidents or damage incidents may be considered when determining driver fault and may result in vehicle use restrictions, or the driver’s department being charged for repair costs or insurance deductibles.
Iowa Regent institutions participate in a vehicle self-insurance program covering liability and collision damages when a university driver is at fault. In cases of gross negligence or preventable accidents, the department authorizing vehicle use may be charged up to $500. For gross negligence or clear driver fault, Transportation Services may further charge the responsible department for part or all of the vehicle repair costs.
Loss or Suspension/Restriction of Driver’s License
Iowa State University employment for certain positions requires a valid driver’s license and/or specialized driving certifications (e.g., Commercial Driver’s License) as a condition of employment. Many other roles require occasional driving for university business. This policy outlines university procedures following driver’s license loss or suspension, aligning with Regents Policy Manual 2.1.4 P and Iowa Code Chapters 321J and 252.
Suspension of University Driving Privileges
Employees charged with violations affecting their driver’s license, or who have driving privileges suspended, revoked, or barred due to violations such as operating while intoxicated (OWI), vehicular homicide, or habitual violations, are prohibited from driving any vehicle (personal, rented, or university-owned) for university business for a minimum of six months, or until the Iowa Department of Transportation or relevant state licensing agency reinstates driving privileges (e.g., full license reinstatement, special certification, or work-related driving permit), whichever period is longer.
University driving privilege suspension takes effect immediately upon university notification of the charge against the employee. After the six-month minimum suspension, an employee with a temporary work permit for driving to/from work and for work-related activities may use their personal vehicle for university business but remains prohibited from using university or rented vehicles.
Employees with a temporary work permit intending to use their personal vehicle for university business must provide proof of auto liability insurance and work permit to the Office of Risk Management for review and approval.
Termination of Employment for Failure to Maintain Driver’s License
Employees whose job classification requires possession and maintenance of a driver’s license and/or special driving certifications to perform essential job functions, and who have their license revoked, rescinded, suspended, or renewal denied, may be terminated from employment for failing to meet job qualifications after exhausting all administrative appeals with the licensing agency (Regents Policy Manual 2.1.4 P).
“Requires the possession and maintenance of” is defined in the job class or position qualifications.
Other Restrictions of University Driving Privileges
The Manager of Transportation Services may impose additional restrictions on university driving privileges based on unsafe driving behavior (e.g., accident responsibility, speeding, reckless driving) that compromises the safety, health, and welfare of the driver, passengers, or the public. These restrictions may include, but are not limited to, prohibiting passenger transport, setting geographical driving limits, restricting driving times, or preventing the use of university-owned vehicles.
Interlocking Devices
For positions requiring driving, employees with driving restrictions mandating ignition interlock devices must make alternative arrangements. Ignition interlock devices are not permitted to be installed on vehicles owned by Regent institutions or the state. Employees with this restriction may not transport individuals for university business in vehicles equipped with interlocking devices.
Loss of License – Failure to Pay Child Support
Employees who have had their driving privileges suspended, revoked, or barred for failing to meet court-ordered child support payments, but who are issued a temporary work permit, are prohibited from using university or rented vehicles for university business. They may use personal vehicles for university business after providing proof of auto liability insurance and a work permit to the Office of Risk Management for approval.
Appeals
Employees or departments can appeal vehicle use restrictions to the Fleet Safety Review Board. Appeals must be submitted in writing, including details of any special circumstances, to the Office of Risk Management.
Decisions from the Fleet Safety Review Board can be appealed to the Assistant Vice President for Business Services. The Assistant Vice President’s decision can be further appealed to the Senior Vice President for University Services.
