Motor Vehicle Records and Vehicle Use Policy
- Policy Statement
- Purpose
- Scope
- Driver Eligibility
- Driver Responsibilities
- Loss of Driving Privileges
- Use of Personal Vehicle
- Contact Information
- Sources and Important Links
- Exhibit A: Driver Eligibility Criteria
- Exhibit B: Accident Procedures Form
POLICY STATEMENT
The operations of Loyola University of Chicago (the “University”) necessarily involve the use of motor vehicles, and there is the potential for accidents that result in injuries, fatalities, damage to property and reputation, as well as 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.
PURPOSE
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, property 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 any of its affiliated organizations, 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 employee or student. “Personal Vehicle” means any non-University Vehicle. For purposes of this policy, Personal Vehicles are vehicles owned by an individual, whether employee or student.
SCOPE
This Policy applies to:
- Employees who are required to frequently drive a University Vehicle (including rental vehicles) or a Personal Vehicle as a primary part of their University job duties.
- Anyone who may from time to time drive a University Vehicle or a Personal Vehicle.
- Employees who drive a University Vehicle (including rental vehicles) or Personal Vehicle to transport University students for University Business.
DRIVER ELIGIBILITY
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 motor vehicle department of the Driver’s state of residence. (Note: In this policy, any reference to the term “state” automatically includes US Territories.) Student driving permits, probationary licenses (or driver’s licenses during probationary periods), motorcycle licenses, and any licenses other than a “driver’s license” do not qualify as a valid driver’s license. Additionally, driver’s licenses issues by foreign countries and international driver’s licenses do not qualify.
- 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 12 months from the date of issuance. To initiate the MVR check process, go to https://lucapps.luc.edu/agreement. Driving privileges will not be granted to any applicant unless the MVR can be obtained the state that issued the driver’s license.
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 review. Please allow up to 2 weeks for this process to be completed.
- Successfully complete the University’s online Defensive Driving Course which can be accessed here.
- Abide by the requirements of this Policy.
DRIVER RESPONSIBILITIES
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 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, marijuana or related products, and/or any controlled substance while operating a University Vehicle or a Personal Vehicle.
- Assume responsibility for any traffic violations and citations incurred while Immediately report any change in license status (e.g., suspension, revocation) to your immediate supervisor, department of Campus Transportation, and University Risk Management. If the license is revoked or suspended, driving privileges are automatically suspended.
- Follow the instructions provided on Exhibit B (below) in the event of an accident.
LOSS OF DRIVING PRIVILEGES
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, marijuana and related products, or a controlled substance.
- Any violation categorized on Exhibit A as “Unacceptable”.
USE OF PERSONAL VEHICLES
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. 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.
CONTACT INFORMATION
Treasury - Risk Management: riskmanagement@luc.edu or call (312)915-7861
Campus Transportation: campustransportation@luc.edu or call (773)508-7036
SOURCE AND IMPORTANT LINKS (subject to change)
- Risk Management website
- Travel and Business Expense Policy
- Finance Policies
- Human Resources Policies
- University Policies
Exhibit A
Driver Eligibility Criteria
MVR Guidelines
|
ACCEPTABLE |
UNACCEPTABLE |
|
|---|---|---|
|
Moving Violations |
Three or fewer moving violations over the past three years (but less than three moving violations in any 18 month period). |
Three moving violations in any 18 month period or more than three moving violations in the past three years |
|
Major Offences |
None |
A single occurrence in the past three years of any of the following offenses:
A single occurrence in the past five years of any of the following offenses:
|
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.
Effective October 6, 2025
- Policy Statement
- Purpose
- Scope
- Driver Eligibility
- Driver Responsibilities
- Loss of Driving Privileges
- Use of Personal Vehicle
- Contact Information
- Sources and Important Links
- Exhibit A: Driver Eligibility Criteria
- Exhibit B: Accident Procedures Form
POLICY STATEMENT
The operations of Loyola University of Chicago (the “University”) necessarily involve the use of motor vehicles, and there is the potential for accidents that result in injuries, fatalities, damage to property and reputation, as well as 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.
PURPOSE
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, property 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 any of its affiliated organizations, 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 employee or student. “Personal Vehicle” means any non-University Vehicle. For purposes of this policy, Personal Vehicles are vehicles owned by an individual, whether employee or student.
SCOPE
This Policy applies to:
- Employees who are required to frequently drive a University Vehicle (including rental vehicles) or a Personal Vehicle as a primary part of their University job duties.
- Anyone who may from time to time drive a University Vehicle or a Personal Vehicle.
- Employees who drive a University Vehicle (including rental vehicles) or Personal Vehicle to transport University students for University Business.
DRIVER ELIGIBILITY
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 motor vehicle department of the Driver’s state of residence. (Note: In this policy, any reference to the term “state” automatically includes US Territories.) Student driving permits, probationary licenses (or driver’s licenses during probationary periods), motorcycle licenses, and any licenses other than a “driver’s license” do not qualify as a valid driver’s license. Additionally, driver’s licenses issues by foreign countries and international driver’s licenses do not qualify.
- 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 12 months from the date of issuance. To initiate the MVR check process, go to https://lucapps.luc.edu/agreement. Driving privileges will not be granted to any applicant unless the MVR can be obtained the state that issued the driver’s license.
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 review. Please allow up to 2 weeks for this process to be completed.
- Successfully complete the University’s online Defensive Driving Course which can be accessed here.
- Abide by the requirements of this Policy.
DRIVER RESPONSIBILITIES
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 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, marijuana or related products, and/or any controlled substance while operating a University Vehicle or a Personal Vehicle.
- Assume responsibility for any traffic violations and citations incurred while Immediately report any change in license status (e.g., suspension, revocation) to your immediate supervisor, department of Campus Transportation, and University Risk Management. If the license is revoked or suspended, driving privileges are automatically suspended.
- Follow the instructions provided on Exhibit B (below) in the event of an accident.
LOSS OF DRIVING PRIVILEGES
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, marijuana and related products, or a controlled substance.
- Any violation categorized on Exhibit A as “Unacceptable”.
USE OF PERSONAL VEHICLES
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. 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.
CONTACT INFORMATION
Treasury - Risk Management: riskmanagement@luc.edu or call (312)915-7861
Campus Transportation: campustransportation@luc.edu or call (773)508-7036
SOURCE AND IMPORTANT LINKS (subject to change)
- Risk Management website
- Travel and Business Expense Policy
- Finance Policies
- Human Resources Policies
- University Policies
Exhibit A
Driver Eligibility Criteria
MVR Guidelines
|
ACCEPTABLE |
UNACCEPTABLE |
|
|---|---|---|
|
Moving Violations |
Three or fewer moving violations over the past three years (but less than three moving violations in any 18 month period). |
Three moving violations in any 18 month period or more than three moving violations in the past three years |
|
Major Offences |
None |
A single occurrence in the past three years of any of the following offenses:
A single occurrence in the past five years of any of the following offenses:
|
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.
Effective October 6, 2025