Risk Management Services

A Unit of the Business Affairs Division

Fleet Safety Policy Section 2

2.0 Driver Qualifications

2.1 Driver Registration

All drivers for the University of Arizona must:

  • Meet minimum qualifications as outlined below.
  • Be authorized by a university department or program.
  • Complete the online registration process prior to driving on university business.

Individual university units are responsible to ensure that employees, students, and volunteers who are required to drive on university business complete the registration process before authorizing them to drive. An online driver registration system is available for this purpose at this location.

The online registration system requires user authentication with a university NetID. All university employees and students have NetIDs. Affiliates, associates, or volunteers who are required to drive on university business must obtain a university NetID though the Designated Campus Colleagues (DCCs)  Account process. Information about the DCC program is available at: http://uits.arizona.edu/services/dcc.

RMS maintains the university database of registered drivers. Periodically and/or upon request, RMS will provide a list of all currently registered drivers for an individual department or unit.

2.2 Minimum Age and Experience Requirements

The following minimum age and experience requirements apply to all individuals (employees, students, and volunteers) authorized to drive any vehicle on university business:

  1. Drivers of standard vehicles (sedans, pickups, golf carts, etc, that do not require special licensing) must be at least 18 years of age, and have been licensed for a minimum of two years prior to driving on university business.
  2. Drivers of high occupancy vehicles (HOVs as defined in Section 4.0) must be at least 19 years of age and have been licensed for a minimum of three years prior to driving HOVs on university business.
  3. Drivers who require a Commercial Driver's License (CDL) (Class A, B, or C per Arizona statutes) to perform their job duties for the university must be at least 21 years of age and have been licensed for a minimum of three years prior to driving in a CDL capacity on university business. CDL drivers must comply with applicable requirements for medical certification and drug testing.

2.3 Driver Licensing Requirements

  1. University employees (faculty, classified staff, appointed personnel) who drive on the job must have a valid Arizona Driver's License, of the classification appropriate to the type of vehicle being driven (typically Class D Operator).
  2. Students (including student employees) and volunteers who have Arizona residency and who drive on university business are required to have an Arizona Driver's License.
  3. Foreign Driver's Licenses and International Driver's Licenses are not acceptable for driving on university business. Individuals with non-U.S. driver's licenses must obtain an Arizona Driver's License prior to driving on university business.
  4. Per Arizona statutes, non-resident students enrolled for 7 or more semester hours are not considered Arizona residents, and are not required to obtain an Arizona Driver's License, even if employed. Non-resident students meeting these criteria, and who are required to drive on university business must meet the following additional requirements:
    1. Must have a valid license from another U.S. state or territory that is recognized in Arizona.
    2. Must provide a current copy of their motor vehicle record from the state where their license is issued that covers the previous 39 months, or their total licensed period, whichever is less. If driving for a university department or program, the cost to obtain the out-of-state driving record is the responsibility of the applicable department or program. Services to obtain this information are available for a fee through Human Resources.
    3. Non-resident drivers who require a Commercial Driver's License (CDL) for their assigned duties must meet the eligibility criteria in paragraph 2.2.c. above, and obtain an Arizona CDL, regardless of residency status.

2.4 Motor Vehicle Record Review

The university is required to review the Motor Vehicle Record (MVR) of all authorized drivers to evaluate their licensing status and citation history. Based on the MVR review, each driver's status is classified as acceptable, conditional, or unacceptable. This section describes the MVR review process and the point system used for assigning driver status.

  1. A standard MVR review includes the most recent 39 month period from the date of the request. If the full 39 month record is not reasonably available for review, the available record will be evaluated by RMS on a case-by-case basis. Citations that are more than 39 months in the past are not included in the review.
  2. MVR review is initially conducted for new hires as part of the university's background screening process, and for university drivers when they register with RMS.
  3. Standard MVR review is scheduled at least annually for all registered drivers. MVR review is also performed after any vehicle accident involving a university driver, on an increased frequency for conditional drivers, and on request from a supervisor if there is a reasonable basis for the request.
  4. All MVR reviews required for hiring decisions are conducted by Human Resources. Human Resources reviews the MVR and advises the hiring authority and RMS of the applicant's status as acceptable, conditional, or unacceptable, so this information can be incorporated into the hiring decision. Costs associated with MVR review are the responsibility of the hiring department.
  5. MVR reviews required outside the hiring process (students, volunteers, current employees) are conducted by RMS at no charge to departments, provided the required 39 month driving record is all from Arizona. In the event of an adverse finding only (conditional or unacceptable), RMS forwards this information to the driver's supervisor and Department Head with any specific driving limitations and instructions that arise from the driver's MVR review.
  6. If MVR review outside the hiring process (students, volunteers, current employees) requires an out-of-state record for any portion of the 39 month driving record, the record must be obtained through Human Resources. Associated costs are the responsibility of the sponsoring or employing department.
  7. MVR review information is considered a personnel record, and is therefore not subject to public records inspection or release unless required by subpoena, court order, or law.

Each driver's Motor Vehicle Record (MVR) is evaluated using the point system outlined below:

For purposes of this Fleet Safety Policy, a Moving Violation is any citation issued for which the Arizona Motor Vehicle Division assigns points to the driver's record, except those listed below as Serious Violations. Examples include speeding, traffic control violations, failure to yield, etc.

A Serious Violation includes any conviction for Driving Under the Influence (DUI), Extreme DUI, Reckless Driving, Racing on Highways, Aggressive Driving, Leaving the Scene of an Accident, or any other citation which is assessed 8 or more points by the Arizona Motor Vehicle Division.

Moving Violation = 3 points
Serious Violation = 6 points

ACCEPTABLE
3 or fewer points
CONDITIONAL
6 – 9 points
UNACCEPTABLE
10 or more points
No more than one moving violation in the last 39 months

Example:
1 speeding ticket = 3 points =
Acceptable MVR
More than one, but not more than three moving violations in the last 39 months OR one serious violation in the last 39 months.

Example:
2 speeding tickets = 6 points
or
3 speeding tickets = 9 points
or
1 DUI = 6 points

Any of these situations =
Conditional MVR
Four or more moving violations in the last 39 months OR one serious violation and two moving violations in the last 39 months OR two or more serious violations in the last 39 months.

Example:
4 speeding tickets = 12 points
or
1 DUI (6 points) + 2 speeding tickets (6 points) = 12 points

Either situation =
Unacceptable MVR

2.5 Requirements for Conditional or Unacceptable MVR Status

  1. The following management actions are required for current university drivers who have a Conditional motor vehicle record:
    1. Upon determining that a university driver has a conditional MVR, RMS will provide written notification to the driver's supervisor and the Department Head, with instructions and the expected duration of conditional status, assuming no additional moving violations are received.
    2. The driver's supervisor must obtain written authorization from their Department Head to allow the driver to continue driving on university business while their MVR is in conditional status.
    3. Conditional MVR drivers must complete defensive driving instruction as provided by RMS.
    4. While in conditional status, the MVR will be reviewed every 90 days to monitor if additional moving violations have occurred.
    5. Failure to maintain an acceptable or conditional driving record may result in the driver's department taking action up to and including suspension or revocation of university driving privileges and/or termination of employment.
  2. The following management actions are required for current university drivers who have an Unacceptable motor vehicle record:
    1. Upon determining that a university driver has an unacceptable MVR, RMS will provide written notification to the driver's supervisor and Department Head with instructions and the expected duration of unacceptable MVR status, assuming no additional moving violations are received.
    2. The driver must be advised in writing by either the supervisor or Department Head that the driver is prohibited from driving any vehicle on university business until the driver receives written notification from their supervisor that their driving status has returned to either conditional or acceptable status. Drivers who transition from unacceptable to conditional status require written authorization to drive as described in paragraph 2.5.a. above.
    3. A current MVR review must be conducted by RMS prior to re-instatement of driving privileges.
    4. Failure to maintain an acceptable or conditional driving record may result in the driver's department taking action up to and including suspension or revocation of university driving privileges and/or termination of employment.
  3. The following management actions are required for job applicants who have either Conditional or Unacceptable MVR:
    1. Human Resources will evaluate the MVR of job applicants as part of regular pre-hire background screening, and will advise hiring departments and RMS of a job applicant's MVR status.
    2. The hiring department is responsible for evaluating the essential functions of the job and determining whether to proceed with the hiring of the applicant.
    3. If an applicant is hired with either a conditional or unacceptable MVR, then the requirements outlined above in paragraphs 2.5 a. and b. are immediately applicable upon hiring.

2.6 Requirements for Restricted Driving Licenses

Drivers with restrictions placed on their license, or who have other limitations that govern their operation of a vehicle are required to notify their supervisor and comply with the following provisions:

  1. Ignition Interlock Restricted License (IIRL)
    Arizona State Law requires individuals convicted of Driving Under the Influence (specifically ARS 28-1381, 28-1382, and 28-1383) to install Ignition Interlock Devices (IID) on all vehicles to be driven by the convicted individual. Upon conviction, DUI offenders are required to show proof of installation to the Arizona Motor Vehicle Division before being issued an Ignition Interlock Restricted License (IIRL) and allowed to drive again.

    Installation of an IID in an employer-owned or leased vehicle is at the sole discretion of the employer. The University of Arizona prohibits installation of IIDs in university vehicles.

    If driving is an essential function of the job, university drivers with an IIRL may be authorized to drive non-IID equipped university vehicles on a case-by-case basis. Such authorization is governed by applicable state law and is at the sole discretion of the university.

    Drivers with an IIRL who request to drive university vehicles on the job must comply with the following provisions:
    1. To be eligible for driving authorization, the driver must have properly notified their supervisor of any change in their driving status (such as having a suspended license) as soon as the driver is aware of such change. Failure to notify of status change will void eligibility to drive university vehicles with an IIRL.
    2. Once the supervisor is aware of the IIRL request, the supervisor must contact Human Resources and RMS for assistance. The driver's department, working in consultation with Human Resources and RMS, will determine if the individual will be authorized to drive university vehicles with the IIRL. These determinations will be made on a case by case basis, and decisions will be documented in writing to the driver, with copies to Human Resources and RMS.
    3. If authorized by the university to drive a university vehicle with an IIRL, before doing so the driver must bring the Certified Ignition Interlock Order, provided to them by the Arizona Motor Vehicle Division, to RMS for completion and notarized signature. The driver must carry the signed Certified Ignition Interlock Order at all times while operating a university vehicle.
    4. The driver must comply with all Arizona Motor Vehicle Division requirements to maintain the IIRL. If the driver does not maintain the license, the driver must cease driving and inform their supervisor immediately. Failure to make timely notification will void authorization to drive university vehicles, and may result in further disciplinary action up to and including termination from employment. Such action may also be taken if the failure to notify is discovered at a later date after a non-restricted license is reinstated by the Arizona Motor Vehicle Division.
    5. A driver who completes their IIRL term and obtains an unrestricted driver's license shall notify their supervisor and provide proof that their license status has been restored to unrestricted status. The supervisor will advise RMS so the driver's database record can be updated.
  2. To and From Work License Restriction
    In Arizona, a driver who receives a citation for DUI will be issued an administrative order that governs the licensing status of the driver, and initiates the legal steps for prosecuting the DUI offense. During this process, a driver may receive a restricted license that authorizes them to drive to and from work, and while at work.

    Drivers that receive a To and From Work License Restriction must request authorization from their supervisor to drive university vehicles with a restricted license. If approved, the driver must obtain written authorization from the supervisor, who will provide a copy to RMS so the license status can be monitored.

  3. Hand Controls Restriction
    A driver with a Hand Controls license restriction must notify their supervisor if their job duties require driving. The supervisor must consult with the university's Disability Resource Center concerning modification of university vehicles with hand controls as a potential accommodation for the restricted license.

2.7 Driver Training Requirements

  1. All persons with driving as an assigned duty (including HOV drivers) must attend an approved course in defensive driving prior to being authorized to drive on university business. Defensive driving instruction may be obtained through attendance at a classroom-based program, or completion of an online program. Documented completion of defensive driving instruction from other employers or agencies outside of the university can be accepted for this requirement if approved by RMS. Completion of a court approved training program for dismissal of a traffic citation may meet this training requirement if approved by RMS.
  2. Drivers of High Occupancy Vehicles (HOVs) must complete defense driving instruction as described in 2.6.a. above, and complete an additional training module that addresses safe operation of HOVs. HOV drivers are also required to demonstrate behind-the-wheel proficiency prior to being authorized to drive HOVs on university business. The behind-the-wheel proficiency demonstration requires the driver to successfully demonstrate HOV operation in a safe and competent manner, under the observation of an authorized HOV evaluator from either RMS or the driver's home department. HOV evaluators from individual departments can be authorized to conduct the behind-the-wheel review, using a standard list of skills provided by RMS. Upon completion of the classroom and behind-the-wheel sections, drivers are issued an authorization card documenting completion of HOV training.
  3. Refresher training in defensive driving and HOV operation must be completed every four years, or more often if the driver's accident history and/or MVR status warrant more frequent training attendance.
  4. Drivers with a Class A, B, or C Commercial Driver's License (CDL) may require additional training specific to their CDL activity as specified by Arizona Motor Vehicle statutes. For example, CDL drivers who require a hazardous materials endorsement require additional hazmat training.
  5. Classroom training conducted by RMS is provided at no cost to university drivers or their departments. Costs associated with training that is not provided by RMS, or costs for online training options are the responsibility of the driver's department.

Go to Fleet Safety Policy Section Three