Motor Vehicle Use Policy - August 2004

Motor Vehicle Use Policy (8/2004)

Driver Eligibility

Drivers Under Age 25

Drivers must be at least eighteen (18) years of age and have a valid driver's license for a minimum of one (1) year. In order to drive a Bowdoin College motor vehicle, all students, faculty and staff members under the age of 25 must submit a Driver Application to the Fleet Scheduler and produce their current driver's license.

By submitting a signed Driver Application, the applicant authorizes the College, through the Fleet Scheduler, to obtain the applicant's motor vehicle record (MVR). The time it takes to receive a requested MVR varies from state to state, but can take up to two (2) weeks.

The Fleet Scheduler will evaluate the applicant's MVR based on the following point system (Point System for MVR Evaluations). An unacceptable driver is any individual who does not hold a valid driver's license or scores a total of ten (10) points or more over the past three (3) calendar years. Points will be based solely upon information obtained from the motor vehicle screening. MVR records will be reviewed and will be kept confidential.

Applicants will be notified by the Fleet Scheduler of their eligibility. All applicants and approved drivers may attend and successfully complete a defensive driving program approved by the Director of Facilities Operations and Maintenance  and receive three (3) credits toward his or her motor vehicle record screening. For example, an applicant with an MVR score of ten (10) who is ineligible to drive a Bowdoin College motor vehicle may successfully complete a Defensive Driving Course and reapply with an MVR score of seven (7).

All students, faculty, and staff members under the age of 25 who have an acceptable MVR score must attend and successfully complete a Driver Safety Program, consisting of three (3) hours instruction and a thirty (30) minute commentary drive prior to being eligible to drive a Bowdoin College Vehicle. Training sessions will be coordinated by the Fleet Scheduler and will be announced in the faculty/staff and student digests.

All students, faculty and staff members under the age of 25 who have an international driver's license and an acceptable MVR score must attend and successfully complete a Driver Safety Program, consisting of three (3) hours instruction and a thirty (30) minute commentary drive prior to being eligible to drive a Bowdoin College Vehicle. Following successful completion of a Driver Safety Program, the applicant will be eligible to drive a Bowdoin College motor vehicle.  Training sessions will be coordinated by the Fleet Scheduler and will be announced in the faculty/staff and student digests. Students and faculty and staff under the age of 25 with international driver's licenses will have six (6) months in which to obtain a U.S. driver's license. After six (6) months, these individuals must have a U.S. driver's license to operate a Bowdoin College motor vehicle and must provide a copy of that license to the Fleet Scheduler.

Training is good for four (4) academic years. MVR scoring will take place annually and drivers will be notified of any change in their eligibility status.

back to top

Faculty and Staff 25 Years of Age and Over

While all faculty and staff are encouraged to attend a Driver Safety Program, faculty and staff members 25 years of age and over who have driven a Bowdoin College fleet vehicle or a rented 12-passenger van prior to August 15, 2003, are eligible to drive that specific type of vehicle without submitting a driver application, consenting to an MVR screening, or completing a Driver Safety Program. A fleet vehicle may be reserved by completing the Authorization to Drive form, having it signed by the appropriate account manager, and submitting it to the Fleet Scheduler. 12-passenger vans may be rented directly from an approved vendor. The College will no longer permits the renting of 15-passenger vans by students, faculty, or staff. Any exception to this policy must be approved in writing by Ted Stam, the Director of Facilities Operations and Maintenance (tstam@bowdoin.edu), or his designee and his signature or that of his designee must be present on an Authorization to Drive form. Employees who are required to drive College vehicles as part of their essential job functions should refer to the eligibility requirements for "Employees Required to Drive" below.

Faculty and staff members 25 years of age and over who have not driven a Bowdoin College fleet vehicle prior to August 15, 2003 must follow the same eligibility requirements as Drivers Under Age 25.  These individuals may reserve a fleet vehicle by completing the Authorization to Drive form, having it signed by the appropriate account manager, and submitting it to the Fleet Scheduler. Faculty and staff 25 years of age and over who have an international driver's license will not be required to obtain a U.S. driver's license.

Faculty and staff members 25 years of age and over who have not driven a 12-passenger van prior to August 15, 2003 must follow the same eligibility requirements as Drivers Under Age 25. These individuals may rent 12-passenger vans directly from an approved vendor. Faculty and staff 25 years of age and over who have an international driver's license will not be required to obtain a U.S. driver's license.

back to top

Employees Required to Drive

In order to drive a Bowdoin College Motor Vehicle, all employees who are required to operate a College-owned or leased vehicle as part of their essential job functions, are subject to the same eligibility requirements as Drivers Under Age 25

If an employee is not eligible but has a total MVR score of less than thirteen (13), then the employee, his/her supervisor and Human Resources will develop a plan for the driver to successfully complete, within a reasonable amount of time, an approved Defensive Driving Course. By successfully completing an approved Defensive Driving Course, the employee will receive three (3) credits toward his/her MVR score. If an employee has a total MVR score of thirteen (13) or more, the employee, his/her supervisor, and Human Resources will meet to determine appropriate action.

Prospective employees, whose position requires a valid driver's license as an essential function of the job, may be offered a position, subject to having an acceptable MVR score. Prospective employees would be required to submit an application and consent form provided to them by Human Resources. If the prospective employee receives an unacceptable MVR score, the offer will be rescinded. New employees who are required to drive a College vehicle and who have an acceptable MVR score, will have 30 days from date of hire to attend a Driver Safety Program, sponsored and paid for by the College. Driver Safety Programs will be tailored to meet departmental needs and will be coordinated by the Fleet Scheduler.

back to top