IS-1416 Driver Eligibility (Policy)

Introduction

Drivers of vehicles owned or leased by Central New Mexico Community College (CNM) and drivers of private vehicles used for CNM business are subject to driver eligibility requirements.  CNM reserves the right to refuse authorization to operate a vehicle for CNM based on an employee’s driving record.  An employee’s driving record will be evaluated pre-employment for an essential function of position, or at time of business need and on an annual basis thereafter. This evaluation is managed by Human Resources and the Director of Parking & Fleet Services.  The Director of Parking & Fleet Services will oversee compliance with this policy.

1. General Information

1.1 An employee who drives for CNM business must report to their immediate supervisor the revocation, suspension or expiration of a driver’s license and/or any major driving infractions that impact their driving record (including, but not limited to: driving while intoxicated or under the influence (DUI); manslaughter; reckless driving and vehicular homicide).

1.2 Travel between CNM facilities is considered business travel as long as the business day is continuous.  Travel between CNM facilities is considered business travel as long as the driver does not divert from the reasonable route between the facilities or attend to personal matters while in route.

1.3 Active-duty military personnel may substitute a valid driver’s license from their home state, in lieu of a State of New Mexico driver’s license.

1.4 Student-employee drivers, and other authorized drivers, must comply with all driver eligibility requirements.

2. Driver Eligibility Requirements

2.1 There are three categories of drivers authorized to drive vehicles on behalf of CNM: 1) use as an essential function of position; 2) use of CNM vehicles; and 3) use of private vehicles.

2.1.1 Drivers for all three categories must meet eligibility requirements described throughout Section 2 and 3 of this administrative directive.

2.1.2 The table that follows provides an overview of the documents used to meet driver eligibility requirements for the three categories.  The documents listed in the table and the processes involved are discussed in Sections 3, 4 and 5.

Documents Required for Driver Eligibility
	Defensive Driving Training Requirements	Motor Vehicle Record (MVR) check	Valid NM Driver’s License	Personal Automobile Liability Insurance
Essential Function of Position (Section 3)	Yes	Yes	Yes	No
CNM Vehicles (Section 4)	Yes	Yes	Yes	No
Private Vehicles (Section 5)	No	No	Yes	Yes (Personal Automobile Liability Insurance)

2.2 Parking & Fleet Services maintains the Driver Eligibility Report.  The report contains an updated listing of all eligible drivers at CNM and it must be checked to verify that an employee is eligible to drive a CNM vehicle.

3. Essential Function of Position

3.1 Employees who drive vehicles as an essential function of the position must meet driver eligibility requirements as a condition of employment, which include a valid New Mexico driver's license, a pre-employment Motor Vehicle Record check (MVR) and successful completion of the defensive driving training requirements. 

3.2 An MVR is completed for all new employees when it is identified on the job posting as an essential function of the position.

3.3 Prospective employees will provide implied consent at time of application. The Human Resources representative will complete a Motor Vehicle Record check pre-hire.  When a satisfactory driving record is verified, and the employee has completed the defensive driving training requirements, they are placed on the Driver Eligibility Report.  A new employee cannot drive a CNM vehicle or private vehicle for CNM business as an essential function until they are on the Driver Eligibility Report. After review of the employee’s driving record by Human Resources or Parking & Fleet Services, an employee with a borderline or poor rating as indicated in the motor vehicle grading criteria may not be allowed to drive a CNM vehicle. 

3.4 Any exceptions to these guidelines must be referred to General Counsel or designee for written approval.

3.5 Employees who drive vehicles as an essential function of their position must immediately report to their supervisor any revocation of a driver's license and/or any major driving infractions that impact their driving record (including but not limited to: driving while intoxicated or under the influence [DUI]; manslaughter; reckless driving; and vehicular homicide).

3.6 Individuals who successfully complete CNM’s defensive driving training requirements will be issued a certificate of completion.  The training requirements must be renewed every year to maintain eligibility.  A notice will be sent to each employee during the training renewal period.  Additional training requirements may be required based on CNM policy and procedures.  

3.7 Employees who drive vehicles as an essential function of their position are placed on the Driver Eligibility Report when Parking & Fleet Services confirms the Motor Vehicle Record check has been completed and approved; and the employee has successfully completed defensive driving training requirements.

3.8 An employee remains on the Driver Eligibility Report as long as the driving record remains satisfactory, the employee has not had to report changes to their driver’s license or driving record status that are un satisfactory, and the defensive driving training is current.

3.9 A new employee cannot drive a CNM vehicle or private vehicle for CNM business as an essential function until they are on the Driver Eligibility Report. If a new employee's name is not on the Driver Eligibility Report, contact Parking & Fleet Services at (505) 224-4227.

Motor Vehicle Grading Criteria (12 months from last violation)
Number of Minor Violations
1	Acceptable
2	Acceptable
3	Borderline
4	Poor
Any major violation	Poor
Minor and Major Violations may include but is not limited to the following
Minor Violations		Major Violations
Motor vehicle equipment, load, overweight or size requirement		Driving under influence of alcohol/drugs
Stop sign or traffic signal offense		Failure to stop/report an accident
Speeding 20 mph or less over limit		Reckless driving/speeding contest
Improper turns		Testing positive for drugs and alcohol
Failure to signal		Making a false accident report
Failure to yield		Homicide, manslaughter or assault arising out of the use of a vehicle
Improper backing		Speeding 21 mph or greater over limit
Failure to control vehicle to avoid a collision		Driving while license is suspended/revoked
		Attempting to elude a police officer

 

4. CNM Vehicles

4.1 Employees who use CNM vehicles must meet driver eligibility requirements.  To become an eligible driver an employee must possess a valid New Mexico driver's license, have an MVR and complete the defensive driving training requirements.  An employee cannot drive a CNM vehicle until the defensive driving training requirements and MVR is completed.  The business reason for an employee to drive a CNM vehicle will be determined and approved by Parking & Fleet Services.

4.2 A Motor Vehicle Record check is administered for all employees when it is identified the employee must drive a CNM vehicle. When an employee is required to drive a CNM vehicle, the approval process will be initiated through Parking & Fleet Services.

4.3 A Parking & Fleet Services representative will initiate the driving record check if not already completed during pre-employment.  When a satisfactory driving record is verified, and the employee has completed the defensive driving training requirements, they are placed on the Driver Eligibility Report.  An employee with a poor rating as indicated in the motor vehicle grading criteria may not be allowed to drive a CNM vehicle. An employee with a borderline rating may have their ability to drive a CNM vehicle limited or rescinded after review of the employee’s driving record by Human Resources.  If the employee's name is not on the Driver Eligibility Report, contact Parking & Fleet Services at (505) 224-4227.

4.4 Any exceptions to these guidelines must be referred to General Counsel or designee for written approval.

4.5 Employees who drive CNM vehicles must immediately report to their supervisor any revocation of a driver's license and/or any major driving infractions that impact their driving record (including but not limited to: driving while intoxicated or under the influence [DUI]; manslaughter; reckless driving; and vehicular homicide).

4.6 New employees who must begin driving immediately will take the defensive driving training requirements, and upon successful completion, will be issued a certificate.  The training requirements must be renewed every year to maintain certification.  A notice will be sent to each employee during the training renewal period. 

4.7 Employees who drive CNM vehicles are placed on the Driver Eligibility Report when Parking & Fleet Services confirms the driving record check has been completed and approved; and the employee has successfully completed defensive driving training requirements.

4.8 An employee remains on the eligibility list as long as the employee’s driving record remains satisfactory, the employee has not had to report changes to their driver's license or driving record status that are unsatisfactory, and the defensive driving training requirements are current.

5. Private Vehicles

5.1 Personal insurance provides the primary coverage for individuals driving private vehicles for CNM business.  Employees should check with their insurance carrier to confirm that their coverage permits use of a private vehicle for CNM business.  If the employee needs to use personal insurance for an accident claim that occurred while driving for CNM business, the deductible on personal insurance is not reimbursed by CNM.

5.2 Employees who drive private vehicles for CNM business must immediately report any automobile insurance suspension and the revocation of a driver's license and/or any major driving infractions that impact their driving record (including but not limited to:  driving while intoxicated or under the influence [DUI]; manslaughter; reckless driving; and vehicular homicide) to their supervisor.

6. Driver Record Evaluation

6.1 The Director of Parking & Fleet Services will administer the driver record evaluation process.  The director will liaison with Human Resources, Risk Management and General Counsel as necessary within this process.

6.2 The Director of Parking & Fleet Services will maintain and oversee the distribution of the Driver Eligibility Report. The Driver Eligibility Report contains names of all employees who are authorized to drive vehicles on behalf of CNM.

6.3 Annual reviews of the driving records of authorized drivers will be conducted by the Director of Parking & Fleet Services.  The records contain driver information from the current driver record check vendor.

6.4 If at any time it is determined driving for CNM business may pose a risk to CNM and/or others, the Director of Parking & Fleet Services will coordinate with the appropriate departments to include Human Resources Representative, Risk Management and General Counsel.  Human Resources will coordinate with the department and the supervisor to determine the impact to the employee’s position (if applicable). The employee will then be removed from the Driver Eligibility Report.  Employees who lose driving privileges are subject to disciplinary action up to and including termination.

6.5 A series of minor traffic violations by an individual can result in suspension of that individual's driving privileges for CNM business.  Minor traffic violations involve, but are not limited to such things as: speeding; no-fault accident; failure to yield; and illegal lane change.

6.6 A serious traffic violation by an individual can result in suspension of that individual's driving privileges for CNM business.  Serious traffic violations involve, but are not limited to, such things as: reckless/negligent driving; driving while under the influence or while intoxicated; manslaughter/vehicular homicide; and causing injury or death while evading a peace officer.

6.7 Employees who are involved in an accident or who receive a moving or non-moving violation citation while conducting CNM business may be subject to disciplinary action up to and including termination.

6.8 CNM reserves the right to refuse an individual authorization to operate a CNM vehicle, a rented vehicle for CNM business or a privately-owned vehicle used for CNM business.

Forms

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Support Materials

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Reference Materials

IS-1414 Motor Pool
IS-1418 Vehicle Management
Employee Handbook 12.09, Use of College Vehicles
Employee Handbook 12.12, College Property - Private Use Prohibited