Policy on Vehicle Use

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Policy Category: Executive

Effective Date: 1/21/2026

Responsible Officer: General Counsel

History: Approved 09/01/2022; Implemented 03/01/2023; Updated 9/26/2025, 1/21/2026 

Responsible Office: Office of the General Counsel

Purpose

This policy is intended to provide guidance to Wentworth Institute of Technology (henceforth known as “the university” or “Wentworth”) related to use of university vehicles and or driving on behalf of the university. 

Scope/Applicability

This Policy covers the operation of university-owned, leased, rented, or personal vehicles by students, faculty and staff while driving on University Business. The policy outlines the qualifications required to be authorized to drive University Vehicles, how University Vehicles should be operated, and instructions on what to do in case of accident or breakdown.

Legal

Massachusetts General Laws, Chapter 90 

Policy

Only authorized drivers may operate a university owned vehicle or rent vehicles on behalf of the university. Drivers who use their personal vehicles to conduct university business need to complete their driver credentials even though their insurance will be considered primary should an accident occur (see our recommendations regarding driving personal vehicles under the quick links above). The insurance company and the university reserve the right to decline to authorize any driver on the basis of an individual's traffic violation history or accident history.  

Driving a university-owned vehicle, rented vehicles, a personal vehicle or other vehicles on behalf of the university is a privilege, not a right. The safety of passengers, pedestrians, and others is every driver's highest priority. The following rules are included by reference on the credentialing form and, by submitting credentials each driver agrees to abide by the terms, conditions, and rules and regulations outlined below in the Procedures section.  

Definitions

  1. Authorized Driver: A driver who meets the Minimum Driver Qualifications, completes the driver qualification process, and is approved to drive after review of their driving record.  
  2. Auto Liability Insurance: Insurance that provides coverage for the non-university vehicle that is involved in an auto accident with the University Vehicle.  
  3. Auto Physical Insurance: Insurance that provides coverage for damage to a University Vehicle.  
  4. Employee: Any person paid through the university’s payroll system in a regular or temporary role, excluding student employees.
  5. Indemnification: The process or policy by which the university agrees to protect an individual from any threatened or asserted claims, actions, suits, or proceedings due to the nature of their relationship with the university. 
  6. Minimum Driver Qualifications: The conditions that must be met to be approved as an Authorized Driver, including: 
    1. Possess a valid license from the US or US territories with a classification appropriate to the type of Vehicle being driven.  
    2. Must be at least 18 years of age  
    3. Must have one year of driving experience, or in the case of Public Safety Officers be at least 18 years of age and completed specialized driver’s training as part of the Recruit Officer Course, or other public safety officer training course.
    4. Drivers must be a student or employee of the university  
    5. Must be authorized  (see below)  
    6. Must not have had (See Driver Acceptability Matrix)
      1. More than 2 at-fault accidents in the past 3 years
      2. Any Type A violations in the past 3 years
      3. Any combination of three or more accidents and Type B violations in the past 3 years
  7. Motor Vehicle Record (MVR): Motor Vehicle Record, or also referred to herein as an MVR, is a report issued by a state agency that typically contains information about a person’s driving history, including information about traffic violations, accidents, etc.  
  8. Personal Vehicle: Any vehicle other than those owned or leased by Wentworth, or those rented from a commercial car rental agency by an Employee or Student while on official University Business. A Personal Vehicles does not need to be owned by the individual using the vehicle on University Business. A Personal Vehicle must be registered and insured, and such insurance must extend to the Wentworth Authorized Driver using the personal vehicle.      
  9. Student: Any person whose primary purpose is education and who does not perform driving as part of employment obligations.
  10. Student Employee: A student who is employed by the university and performs duties—such as driving—on behalf of the institution as part of their job responsibilities.
  11. University Business: Any activity by a person representing the university that is determined to be within the scope of their assigned duties and includes university-sponsored or approved activities. This includes sponsored student activities as detailed in this policy.  
  12. University Vehicle: A vehicle that is owned, leased or rented by the university. These include, but are not limited to vans, golf carts, trucks, tractors, or cars (Shaun what are the cars, vans, in the fleet) 

Procedure(s)

  1. General Guidelines
    1. Drivers must adhere to the Driver Agreement (link) at all times  
  2. Authorized Driver Registration
    1. All authorized drivers must be registered with Wentworth prior to driving a university vehicle or driving a personal vehicle on behalf of the university
    2. Driver must complete, sign, and submit the Driver Application and the Driver Agreement
    3. If you are driving your Personal Vehicle, you must provide proof of insurance and registration  
    4. Within 30 days of submitting your Driver Application and Driver Agreement, Wentworth will check your motor vehicle records against our minimum requirements. If you are approved, your driver credentials will be valid for that current registration cycle.  
    5. If your record indicates that you do not meet the minimum requirements, the university will contact you, and we will provide a copy of your MVR (motor vehicle record). Your Wentworth driver credentials will not be authorized until the discrepancy is resolved or you meet the minimum qualifications. Depending on the infraction and if driving is part of your job, this may or may not affect your employment.
    6. Once an MVR check is approved, complete the driver training module as appropriate
      1. Occasional drivers (1-10 driving occurrences) must complete on-line module
      2. Frequent drivers (more than 10) must complete the on-line module and may also be subject to additional trainings  
    7. You will receive confirmation that you are an authorized driver
    8. You must immediately notify the university of any motor vehicle violations or change in my license status in any state, including license expiration, suspension, or revocation for any reason.
  3. Vehicle Registration and maintenance
    1. The university maintains and operates vehicles to be used for university business
    2. If using a university vehicle, authorized drivers are required to report pre-and post-trip safety inspections within one business day, as outlined in the Driver Agreement .
  4. Miscellaneous:
    1. Departments will be responsible for deductibles incurred for "at-fault" accidents by department members. An "at-fault" or surchargeable accident or other violations of this agreement may result in revocation of driving privileges or other disciplinary action.
    2. In case of an accident, refer to this guide
    3. In case of a breakdown, refer to this guide 

Additional Information & Related Documents  

Interpretation & Revision

Any questions of interpretation regarding this policy shall be referred to the Office of the General Counsel. They will be the final authority regarding the interpretation of this policy.  

This policy shall be reviewed every 3 years; however, minor changes and updates can be made at any time.    

Wentworth will typically apply the policy in place at the time it receives a report concerning the respected policy.  

Review and Revision History  

This policy was drafted by representatives from Student Affairs and Human Resources. This policy was reviewed by Cabinet and approved by the President on 1/21/2026.

Driver Agreement

Drivers Will:

Adhere to the following Terms:

  1. Possess and carry a valid U.S. driver's license while driving
  2. University vehicles can only be used for authorized business only
  3. Only authorized drivers are permitted to drive a university vehicle. Unauthorized drivers may be personally liable for any accident or loss
  4. While driving a university vehicle or on university business, authorized drivers must operate vehicles in accordance with state and local laws and regulations, university regulations, as may be provided in writing or verbally, and know and observe all applicable traffic laws, ordinances and regulations.
  5. Authorized drivers are not allowed to transport unauthorized passengers such as hitchhikers.  
  6. Authorized drivers are not allowed to transport any alcohol (unless specifically permitted, e.g., dining or conference services), drugs, or other contraband in any university vehicle or in a vehicle that is being used for university business.  
  7. Authorized drivers are not permitted to drive the vehicle "off road" unless it is appropriate and authorized for that use. 

Follow these Minimum Safety Requirements:

  1. Use seat belts or other available occupant restraints and require all occupants to use seat belts or occupant restraints, in accordance with state laws and not operate the vehicle unless all occupants are wearing the appropriate restraints. Never permit total occupancy to exceed the number of seat belts.
  2. Use safe driving principles, practices, and techniques at all times.
  3. Do not drive under the influence of drugs or alcohol. Do not drive if using a medication that impairs judgment, reflexes or alertness.
  4. Turn the vehicle off, remove the keys, and lock the vehicle when it is left unattended.
  5. Do not drive the vehicle at speeds that are inappropriate for road conditions.
  6. Do not use a cell phone (including "hands free" cell phones, texting, PDAs, computers or any other device) when the vehicle is moving or engage in other distracting behavior. If the driver must make or take a call or text message, the vehicle must be safely stopped and secured (parked), before using a cell phone.
  7. Before leaving the parking area or garage, particularly with a rental vehicle or one the driver doesn't usually drive, ensure that the following parts and components are in good working order. This includes, but is not limited to:
    1. Service Brakes
    2. Parking Brake
    3. Steering Mechanism
    4. Lights/Reflector Devices
    5. Tires/Wheels
    6. Horn
    7. Windshield Wipers/Washers
    8. Rear-Vision Mirrors
    9. Coupling Devices (if applicable)
  8. Immediately report any defects to the university 

 Perform Administrative Responsibilities  

  1. Report all accidents or traffic violations involving a university vehicle or while driving on university business to the vehicle coordinator and other offices as directed, according to university policy.
  2. Immediately report any changes in license status (such as points, suspension or revocation) and any other at-fault accidents that occur whether or not the accident or violation occurred while driving on university business to the university and accept suspension of driving privileges if applicable.
  3. Personally assume responsibility for any and all fines or traffic violations associated with use of a university vehicle or privately-owned vehicle used on university business.
  4. Agree and accept that failure to follow driving rules may result in temporary or permanent suspension of driving privileges, or have more serious consequences