Dartmouth Driver Policy

Effective Date

Friday, April 27, 2012

Office of Primary Responsibility

Transportation Services

Reason for Policy

This policy is intended to:

  1. Set standards for appropriate use of College-owned, leased and rented vehicles (or personal vehicles being used for College related business) by faculty, staff and students.
  2. Reduce the frequency and cost of motor vehicle accidents.
  3. Provide and require training, as needed.
  4. Minimize risk by ensuring that drivers are validly licensed and trained, and that driving histories are satisfactory.

Affected Parties

All Groups

Policy Statement

College Approved Driver

Only College Approved faculty, staff and students may operate College-owned, leased or rented vehicles for official College business. (See definition of College Approved drivers below.) Undergraduate students must follow additional provisions set forth in the Student Driver Policy.

It is the responsibility of each approved driver to notify Transportation Services and their supervisor or program director of any motor vehicle infractions resulting in points assessed to the MVR.

Vehicle Operation

  • Drive with diligence at all times, following regulations for the state within which you are traveling.
  • The number of passengers may not exceed the number of seat belts. All vehicle occupants must wear seat belts while the vehicle is in motion.  
  • Turn off the ignition, remove key and lock the vehicle when unattended. 
  • The driver assumes all responsibility for any fines resulting from traffic or parking violations arising out of the use of a College vehicle.
  • DO NOT drive while under the influence of controlled substances such as alcohol, drugs, or medications that could adversely affect driving performance.
  • DO NOT use cell phones while driving a College vehicle.
  • DO NOT pick up hitchhikers or unauthorized passengers.
  • If the vehicle is in an accident, contact Safety & Security, your immediate supervisor AND the Office of Risk and Internal Controls Services at (603) 646-2442, as soon as possible, to report the accident.

Vehicle Maintenance & Safety

  • Service maintenance of College-owned and/or leased vehicles shall be in accordance with instructions prescribed by the manufacturer.
  • Each day, or before each trip (if the vehicle is not used daily) the vehicle must be checked for safe operation. Items to check are:
    • Oil/fuel
    • Windshield Wipers
    • Tire inflation
    • Mirrors
    • Lights
    • Horn
    • Leaks (coolant or oil on the ground under vehicle)
  • All vans and service vehicles must be equipped with a back-up warning device that sounds automatically whenever the vehicle is put into reverse.
  • The glove compartment of each College vehicle shall contain, at all times, the vehicle's registration, accident investigation form, an insurance identification card, a maintenance log for documenting prescribed service/maintenance, and the quarterly safety inspection record.
  • College Insurance is mandatory on any College-owned or leased vehicle or motorized equipment.

Note: Use of personal vehicles for College business, although not prohibited, is strongly discouraged. Employees who use their personal vehicle for College business should be aware that their vehicle insurance is primary should an accident occur. Employees who use their vehicle for College business are required to carry a minimum of $100,000/$300,000 in auto liability coverage.

The College’s auto liability program is intended only for business use of College-owned, rented or leased vehicles.

Accident Reporting

At the scene of an accident; regardless of the severity:

  • Call 911 if there are injuries.
  • If no injuries, call the police and obtain the name of the investigating officer.
  • Obtain all information for the Accident Investigation Form provided with the vehicle registration.
  • Make no statement that would assume any obligation or admit liability.
  • Provide the other party with insurance information contained in the vehicle, as well as your name, address and telephone number.
  • State accident report filings vary and must be submitted accordingly. Ask the investigating officer for details.
  • As soon as practical, contact Safety & Security, the Office of Risk & Internal Control Services, and your immediate supervisor to report the accident.

Exclusions & Exceptions

This policy affects all undergraduate and graduate students who bring vehicles to campus.

If an exception to the policy that disallows first-year students to bring vehicles on campus, is needed for emergency, medical or family reasons, please contact the Transportation Services.

Drivers may be disqualified from being a College Approved Driver as follows:

  • Approved drivers found, during the annual MVR review process, to not meet the above requirements will be notified by Transportation Services that they have been removed from the approved drivers list.
  • These drivers will remain disqualified for a period of two (2) years from date of conviction or license reinstatement.  A disqualified driver may reapply for authorization after the two year period and after successfully completing a state approved point reduction program.
  • Individuals whose position is dependent upon approved driver status will be given a 30 day probation period before termination of employment, or transfer to another available position not requiring the operation of a motor vehicle.
  • Disqualified drivers may also elect to file a formal appeal with Transportation Services for a final committee decision on any denials deemed questionable.


A ‘vehicle,’ for purposes of this policy, includes all motor vehicles and equipment that are required to be registered by the State of New Hampshire.

‘College Approved’ Drivers are those who meet the qualifications outlined in the Driver Safety Program. The criteria to be an Approved Driver are to:

  1. Hold a valid United States or Canadian driver’s license.
  2. Successfully complete all required driver safety programs, and be currently designated by Transportation Services as an approved driver.
  3. Within a 24-month period, have four or fewer points on your state’s DMV point assessment system. To assure consistency, violations and points accrued from states other than New Hampshire will be converted to New Hampshire’s DMV point assessment system.


Failure to adhere to this policy may result in denial of Approved Driver status. Appeals should be directed to Transportation Services. 


Facilities Operations and Management (FO&M)


Please contact Transportation Services to check if an individual is an approved driver.

Last Revised

Friday, July 1, 2016