Loyola University Chicago

Financial Services

Motor Vehicle Records and Vehicle Use Policy


The operations of Loyola University of Chicago (the “University”) necessarily involve the use of vehicles, and there is the potential for accidents that result in injuries, fatalities, damage to property and reputation, and claims against the University for third-party liability, property damage and workers’ compensation. In recognition of this exposure to the University and the community, this Motor Vehicle Records and Vehicle Use Policy (this “Policy”) has been adopted to govern the safe and courteous use of certain vehicles, as specifically described in this Policy.  


 The purpose of this Policy is to:
  • Promote the safety of drivers and passengers when University Vehicles are used or when Personal Vehicles are used for University Business. 
  • Minimize loss, damage and claims against the University.
  • Outline the eligibility, authorization and other requirements and responsibilities of those who drive on behalf of the University.
“University Business” means any activity, event or other business that is (a) sponsored or contracted for by the University or (b) conducted within the scope of one’s employment at the University.  A “University Vehicle” is any vehicle owned, leased or rented by the University or any vehicle rented on behalf of the University by a University student.  “Personal Vehicle” means any non-University Vehicle.  For purposes of this policy, Personal Vehicles include any vehicle rented on behalf of the University for University Business by full-time or part-time faculty, staff or employees of the University (“Employees”).    


 This Policy applies to:
  • Employees who are required to frequently drive a University Vehicle or a Personal Vehicle (including rental vehicles) as a primary part of their University job duties
  • Anyone who may from time to time drive a University Vehicle.
  • Employees who drive a University Vehicle or Personal Vehicle (including rental vehicles) to transport University students for University Business.


In order to be authorized to operate a University Vehicle or a Personal Vehicle within the scope of this Policy, a Driver must:
  • Be at least 18 years of age and have at least one year of driving experience  (Note:  Certain University Vehicles and Personal Vehicles may be subject to stricter age requirements in accordance with vehicle lease or rental agreements, and certain University departments may have additional requirements or limitations associated with driving.)
  • Have (and have possessed for at least one year) a valid United States driver’s license issued by the Department of Motor Vehicles from Driver’s state of residence
  • Have an acceptable driving record (see Exhibit A below) and consent in writing to allow the University to obtain a copy of Driver’s Motor Vehicle Record (“MVR”).  An acceptable MVR will be considered valid for one year from the date of issuance.  To initiate the MVR check process, go to https://lucapps.luc.edu/agreement.
    Please check your Loyola e-mail for further instructions from HireRight after completing the authorization form.  You will receive a final e-mail from MVRCheck@luc.edu with the results of your MVR check.  Please allow up to 2 weeks for this process to be complete. 
  • Successfully complete the University’s online Defensive Driving Course which can be accessed here.
  • Abide by the requirements of this Policy. 


Anyone authorized to drive under this Policy must meet all of the responsibilities listed below.  Failure to comply with the procedures set forth in this Policy may result in suspension or termination of driving privileges, and may result in disciplinary action in accordance with established University policies. 
  • Operate University Vehicles and Personal Vehicles in accordance with all applicable local and federal laws and University policies and procedures -- and drive courteously, as a representative of the University.  Illinois law currently prohibits the use of a mobile device for texting, emailing or using the Internet while driving. 
  • Wear seat belts at all times and require all passengers to wear them.  Under no circumstances should the number of passengers exceed the number of operable seat belts.
  • Neither use nor be under the influence of any alcoholic beverage and/or any controlled substance while operating a University Vehicle or a Personal Vehicle. 
  • Assume responsibility for any traffic violations and citations incurred while driving.
  • Immediately report any change in license status (e.g., suspension, revocation) to immediate supervisor and Risk Management.  If the license is revoked or suspended, driving privileges will be suspended accordingly.
  • Follow the instructions provided on Exhibit B (below) in the event of an accident.  


Any of the following offenses will result in suspension or termination of driving privileges for a Driver, and may also result in appropriate disciplinary action.
  • Driving a vehicle without a valid driver's license.
  • Failure to report the suspension or revocation of a driver's license.
  • Operating a University Vehicle or a Personal Vehicle outside the scope of University Business.
  • Driving in a reckless or unsafe manner.
  • Driving which results in the intentional destruction of property.
  • Failure to report an accident involving a University Vehicle or a Personal Vehicle to one’s supervisor and to University Risk Management.
  • Operating a University Vehicle or a Personal Vehicle while under the influence of alcohol or a controlled substance.
  • Any violation categorized on Exhibit A as “Unacceptable”.


Though the use of Personal Vehicles is generally discouraged for conducting University Business, this Policy is intended to apply to: Employees who frequently use Personal Vehicles as a primary part of their University job duties, and to Drivers transporting University students for University Business in a Personal Vehicle.  These Drivers must (a) abide by all the eligibility requirements and responsibilities of this Policy and (b) carry automobile liability insurance in accordance with state law. In the event of an accident, a Personal Vehicle owner’s personal auto liability insurance will be primary, and the vehicle owner will be responsible for payment of any deductible. Depending on the facts and circumstances of a claim, the University’s excess insurance coverage may apply once the vehicle owner’s policy has been exhausted.  Note:  In the case of a vehicle rented and operated on behalf of the University for University Business in accordance with this Policy, the University’s auto insurance will apply. 


Treasury - Risk Management:  riskmanagement@luc.edu or call (312)915-7861 or (312)915-7454
Campus Transportation:  campustransportation@luc.edu or call (773)508-7036
SOURCE AND IMPORTANT LINKS (subject to change)

Exhibit A
Driver Eligibility Criteria
MVR Guidelines
Moving Violations
Three or fewer moving violations in the past three years
More than three moving violations in the past three years
Major Offences
A single occurrence in the past three years of any of the following offenses:
  • Operating a motor vehicle without a license
  • Any alcohol - or drug-related driving offense
  • Careless/reckless driving 
A single occurrence in the past five years of any of the following offenses:
  • Negligent homicide arising out of the use of a motor vehicle
  • Leaving the scene of an accident

Exhibit B
In the event of an accident, report a claim to Loyola's Risk Management Department (RM) at (312)915-7861 or (312)915-7788. Send a copy of the Accident Procedures Form to riskmanagement@luc.edu.  Do not discuss the accident or provide information to any unauthorized individuals, admit guilt or fault to anyone at the scene of the accident, or sign any statements.
Adopted March 19, 2014