S5.15 Driver’s License Record Check Procedure | St. Cloud Technical and Community College

Purpose

This procedure is in accordance with Minnesota State Board guideline 5.19.3.1 Drivers License Record Check to establish a standardized process for verifying driver eligibility, accessing driving records, and responding to license status changes in accordance with the Minnesota State Colleges and Universities Driver’s License guideline.

Responsibility

It is important for the public to have confidence in individuals authorized to drive vehicles on official college business.

The Minnesota Department of Administration's Risk Management Division has developed driving standards for employees and students who drive state owned/leased vehicles while on state business. All employees and students who drive state owned/leased vehicles while on college business must have a valid driver’s license and complete the Motor Vehicle Use Agreement Procedure. Also, as part of this Procedure, motor vehicle records must be checked annually to determine eligibility for all drivers who use a state owned/leased vehicle.

This procedure will additionally apply to applicants that have a contingent job offer with positions that have a minimum requirement of an active, valid, appropriate driver’s license.

Employees and students who use their personal vehicle while on state business must have a valid driver's license and insurance and are required to complete the Motor Vehicle Use Agreement Procedure and have their motor vehicle record checked.

If you will be driving a state owned/leased vehicle for St. Cloud Technical & Community College business, you are required to complete the Motor Vehicle Use Agreement to the Human Resources Office. Employees must also complete the required training Defensive Driving.

Driver’s License Record Check Procedure

All employees are responsible for compliance with Minnesota State System travel policy and procedures, the employee's respective bargaining agreement or compensation plan, state laws, federal laws, and IRS guidelines and for accurately completing all required forms for reimbursement of authorized business travel expenses. The employee's supervisor is responsible for reviewing and approving all travel requests and expenses.

Driver Eligibility

In order for state employees to be eligible to operate a state owned or leased vehicle, their Motor Vehicle Report must be obtained and compared with the following criteria. Should you have any questions regarding eligibility, you can speak with your supervisor or Human Resources.

Eligible Rating
- No more than two (2) minor violations in the last three (3) years.
- No more than one (1) at‐fault accident in the last three (3) years.
Conditional Rating
- No more than three (3) minor violations in the last three (3) years.
- No more than two (2) at‐fault accidents in the last three (3) years.
- Any combination of minor violations, major violations and at fault accidents in the last three (3) years totaling no more than three (3) occurrences.
Ineligible Rating
- One (1) or more major violations in the last five (5) years.
- Four (4) or more minor violations in the last three (3) years.
- Three (3) or more at‐fault accidents in the last three (3) years.
- Any combination or minor violations, major violations, and at‐fault accidents in the last three (3) years totaling four (4) or more occurrences.
Definitions:
- At‐Fault Accident: Any accident where the driver is cited with a violation or negligently contributes to the incident or any single vehicle accident where the cause is not equipment related.
- The term Minor Violation shall include any moving violation other than the Major violations listed below.
- Major Violations:
  1. Driving under the influence of alcohol or drugs
  2. Failure to stop/report an accident
  3. Reckless driving
  4. Driving while impaired
  5. Making a false accident report
  6. Homicide, manslaughter or assault rising out of the use of a vehicle.
  7. Driving while your license is suspended or revoked
  8. Careless driving
  9. Attempting to elude a peace officer

You must notify your supervisor and Human Resources no later than the beginning of your next shift after losing your driver’s license through suspension, revocation, cancellation, disqualification or expiration. You must notify Human Resources within two (2) business days of receiving any moving violation.

Review of Driving Record

Contingent offers of employment
1. Human Resources will notify all job applicants (including student workers) of any driver's license requirements for the position on the position posting.
2. Candidates will be informed that employment is contingent upon verification of an acceptable driving record.
3. For positions requiring driving a system vehicle:
  1. Verify the candidate holds an active, valid, and appropriate driver's license. If a license must be obtained post-hire, HR (with the hiring department) must confirm acquisition within the specified timeframe.
Current Employees or Students
1. Any employee or student wishing to drive a vehicle (system or personal for work related business) must:
  1. Complete a form authorizing the institution to obtain driving records from all states where they’ve held a license in the past five years.
  2. Submit the form to the Human Resources.
  3. Employees driving a system vehicle must complete the required training for Defensive Driving prior to driving the vehicle.
2. Annually, Human Resources will review driving records from relevant jurisdictions and conduct checks based on written authorization. Driving record data shall be treated as private and confidential.
3. Human Resources will review submitted records and determine driver eligibility and communicate the eligibility status to the supervisor or appropriate designated official. Individual records will not be distributed and will be destroyed when no longer needed.
- Employees or students must report license loss immediately to their supervisor or appropriate designated official.

Roles and Responsibilities

Acceptable Drivers:

Maintain valid license.
Drive responsibly and legally.
Report license issues promptly.
Use vehicles only for authorized purposes.

Supervisors:

Monitor compliance.
Respond to license loss.
Coordinate with Human Resources to ensure minimum qualifications are noted on the position description or other applicable notations.

Human Resources:

Advise on disciplinary actions.
Ensure compliance with Minnesota Statutes Chapter 364.
Maintain documentation and support training.

Compliance and Enforcement

Failure to comply with this procedure may result in disciplinary action, loss of driving privileges, or other administrative measures as deemed appropriate by the institution.