University Vehicle Use Policy

Policy Statement

The purpose of this policy is to promote practices that will help to assure the safety and protection of our students, faculty, staff, and others using university vehicles as well as the safeguarding of university vehicles. This policy explains the requirements and responsibilities related to the use of university vehicles. For the purposes of this policy, the term “university vehicle” will also include vehicles that are owned, leased, rented, loaned or donated.

Driver Eligibility Requirements

All drivers must have a valid United States driver's license to ensure appropriate eligibility for applicable insurance coverage. Valid driver's licenses from other US states may be used to drive in Illinois if the driver does not plan to become a permanent resident of the state. Drivers must be at least 18 years old. Individuals that do not have a valid United States driver's license can contact the Transportation Manager to determine if alternative accommodations can be made.

Northern Illinois University reserves the right to review the motor vehicle record of any driver at any time to determine driver eligibility.

Drivers may be required to obtain their motor vehicle record from the Office of the Secretary of State and submit it prior to travel, due to insurance requirements. Proof of current insurance including liability, collision and comprehensive for non-owned vehicles may be required. Drivers may need to complete an eligibility form prior to driving a university vehicle.

NIU Employees:

• NIU employees may be eligible to drive university owned vehicles if they are acting on behalf of the university and it is within the scope of their employment. For the purposes of transportation policies, an employee is considered anyone who receives compensation from the university for services performed, provided such compensation is taxable under either state or federal tax laws.
• Students who are employed by the university may be eligible to drive a university owned vehicle only within the scope of their employment.
• The following individuals are not considered to be NIU employees:
  • Those whose only compensation is a scholarship or fellowship.
  • Independent contractors whose compensation is not subject to either state or federal tax.

• NIU students who wish to use a university owned vehicle for non-employment related purposes must complete a student vehicle use authorization form (PDF). The form requires information regarding the proposed travel and must be signed by the student. The form must also be signed by the head of the sponsoring department or organization, as well as by the respective vice president or their designee(s).

• Other individuals may be eligible to drive university owned vehicles to conduct university business if they have written permission from the vice president of the respective division, or their designees. The operation of the vehicle must be within the scope of such permission.

Vehicle Use and Rules

• University vehicles are to be used only for university business and authorized university activities. Any use of university vehicles for personal or commercial purposes is prohibited.
• Only authorized drivers may operate a university vehicle.
• All passengers must be on university business or participating in a university activity.
• A university vehicle may not be kept overnight at someone’s home without authorization by the department or division head and Transportation Services.
• Smoking, use or possession of alcohol, use or possession of illegal drugs, controlled substances or other substances, or being under the influence of such, that may impair driving are prohibited in and/or while operating a university vehicle. Medications that may impair driving may not be used while operating a university vehicle.
• Transporting alcohol or controlled substances is prohibited unless it is consistent with the vehicle’s primary purpose, such as a catering vehicle. 
• 15-passenger vans may not be used.
• Radar detectors are not permitted in any vehicle.
• Vehicles are not to be left running unattended unless an exemption from Transportation Services has been granted.
• Drivers must not leave the vehicles keys in the vehicle.
• Accidents must be reported within 24 hours after the accident, or the next business day following a weekend and/or university holiday.
• Drivers and passengers must always wear seatbelts.
• Passengers may not be permitted to ride in cargo areas of any vehicle. The driver may not operate any vehicle if any passenger is not wearing a seatbelt.

Driver Responsibilities

Being granted the use of a university vehicle is a privilege and not a right. All drivers using a university vehicle through NIU Transportation Services must adhere to the following:

• Drivers must have a valid driver's license that is not suspended or revoked and must carry their driver’s license on them while operating a university vehicle.
• Drivers must advise the university if the driver’s operating license has been suspended or revoked. In these cases, drivers must immediately cease operating university vehicles.
• Drivers must obey federal, state and local traffic regulations.
• Drivers must report all motor vehicle accidents per the Accident Procedures and Reporting Policy.
• Drivers are responsible for paying for any traffic and parking violations incurred.
• Drivers must be familiar with the State of Illinois Rules of the Road booklet and the information in Obtaining a Pool Vehicle section located on the Transportation Services website.
• Drivers must refrain from distracted driving.
• Drivers must inspect the vehicle before and after driving to address any safety concerns. Any safety concerns must be reported to Transportation Services.
• Drivers are expected to follow directives of law enforcement officers and may be required to submit to testing for alcohol and/or controlled substances based on applicable state and federal law.

Anyone who does not meet or comply with these criteria may have their university motor vehicle driving privileges suspended or revoked and may result in corrective action up to and including separation from employment. 

Passenger Responsibilities

• Remind the driver and other passengers to wear seat belts. Passengers who sleep or rest during transportation must do so in a seated position with their seatbelts on and not lying across a seat or the floor.
• Stay alert and assist the driver with navigation, if needed.
• Never become a distraction for the driver.
• Suggest that the driver stops to rest if showing signs of being tired.
• If the weather conditions aren’t safe, ask the driver to pull over.

Driving Privileges and Revocation

Northern Illinois University reserves the right to review the motor vehicle record of any driver at any time to determine driver eligibility.

The university reserves the right to deny or revoke the right of any driver to operate a university vehicle if the driver does not meet the requirements of this policy, drives unsafely, or does not safeguard a university vehicle. Drivers who fail to adhere to this policy and its related procedures may be deemed to not qualify for defense or indemnification from the university in the event of an accident, may lose the privilege of operating a university vehicle and may be subject to corrective action.

• Driving privileges may be denied, revoked, or suspended if a driver has any of the following (but not limited to), and/or if the Transportation Services Manager/Agency Vehicle Coordinator deems it unsafe for the driver to continue operating a vehicle as it could impact the safety, health and welfare of the driver, passengers, or the public:
  • Conviction or guilty plea in a court of law to reckless driving, hit and run or leaving the scene of an accident, driving while under the influence of alcohol or drugs (DUI), vehicular homicide, manslaughter, assault or any driving offense punishable as a felony.
  • Conviction or charges pending due to a violation of statutes or laws that affects the driver’s license.
  • Loss or suspension/restriction of driver’s license.
  • Driving with a suspended, denied, revoked, or barred license.
  • Failure to disclose loss or suspension/restriction of driver’s license.
  • Violations of the Illinois Vehicle Code.
  • At fault vehicle accident.
  • Prohibited use of a university owned vehicle.
  • Reported complaints about driver’s vehicle operating behavior.
  • Positive test for alcohol or controlled substances.
• The installation of any ignition interlock device on university or other state-owned vehicles is prohibited.

Reinstatement of Driving Privileges

Reinstatement of driving privileges after being revoked will be reviewed between the Transportation Services office and with the leadership of the affected employee. This may also include employees from General Council and Risk Management, with advisory representation from Human Resources Employee Relations or other department personnel as deemed necessary at such time. The employee’s supervisor may be solicited for additional information and input.

1. After legal driving eligibility has been reinstated, individuals wanting to have their university driving privileges reinstated may submit a request to transportation@niu.edu explaining why driving privileges should be considered for reinstatement.
2. Once the request has been received, Transportation Services will gather information regarding the revocation/suspension of privileges and begin discussions with the appropriate leadership level of the involved employee.
3. The discussion will review any corrective measures that have been implemented or completed and evaluate the overall risk to the university. Higher leadership levels may be engaged between the divisions, as necessary, to reach agreement.
4. Once a decision has been made, Transportation Services will email the decision to the individual, copying those involved in the decision-making process.