The purpose of this policy is to promote the safe and responsible use of University Vehicles. It aims to reduce risks, protect lives, minimize liability, and ensure compliance with applicable driving laws and regulations.

This policy applies to all faculty, staff, students, volunteers, and third-party contractors who operate University Vehicles, as defined in Section 4.0.

University Vehicles must be operated safely, legally, and courteously at all times. Any individual driving a University Vehicle must meet all of the following requirements:

• Be an Authorized Driver, as defined in Section 3.1.
  • Faculty and staff who rent a vehicle for University business for fewer than six times per year are exempt from becoming an Authorized Driver. This exemption does not apply to faculty and staff who are transporting students, Minors, or operating 12-15 passenger vans.
• Be at least 18 years old, or 21 years old for operating rented or leased vehicles, 12-15 passenger vans, or any vehicle containing Minors. Third-party rental agencies may have additional age restrictions that must also be met.
• Meet all applicable federal, state, and University requirements for specific vehicle types, such as special licenses (e.g., Commercial Driver’s License (CDL)), additional training, Motor Vehicle Records (MVR) review, or CDL Drug and Alcohol Testing.

Drivers must adhere to all traffic laws and University safety and vehicle inspection protocols. Use of mobile devices while driving is prohibited unless using hands-free technology, and smoking/vaping in vehicles is prohibited. 

Drivers are responsible for ensuring that vehicles are in safe operating condition and for reporting any mechanical issues to the appropriate University department manager and/or supervisor within one business day.

For the purpose of this policy, the terms below have the following definitions:

All individuals to whom this policy applies are responsible for becoming familiar with and following this policy. University supervisors and employees with student oversight duties are responsible for promoting the understanding of this policy and for taking appropriate steps to help ensure and enforce compliance with it.

Drivers/Authorized Drivers: Must operate University Vehicles safely, not transport unauthorized passengers, and not use University Vehicles for personal use. Must complete all required training, report violations and accidents, and follow applicable maintenance procedures, such as completing the vehicle use log.

Department Vehicle Coordinator: Serve as the department’s primary contact for vehicle issues, including vehicle maintenance, Authorized Drivers, and vehicle use.

Fleet Management: Train and certify Authorized Drivers, oversee maintenance of University-owned vehicles, and manage the SafeDRIVE Program.

Supervisors/Departments: Responsible for maintaining records of and ensuring appropriate reporting of incidents.

Vehicle Oversight Committee: Provide oversight for the University’s safeDRIVE Program. Responsible for: accident review, standards for driver qualifications, standards for vehicle usage (including standards for University fleet), and standards for vehicle safety programs.

Failure to comply with this and related policies is subject to disciplinary action, up to and including suspension or revocation of University driving privileges, suspension without pay, or termination of employment or association with the University, in accordance with applicable (e.g., staff, faculty, student) disciplinary procedures.

Violations of this policy may result in personal liability for damages or legal penalties.

Brown University is a community in which individuals are encouraged to share concerns with University leadership. Additionally, Brown’s Anonymous Reporting Hotline allows anonymous and confidential reporting on matters of concern online or by phone (877-318-9184).

The following information complements and supplements this document. The information is intended to help explain this policy and is not an all-inclusive list of policies, procedures, laws and requirements.