Sonoma State University

Driving on University Business

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Driving on University Business means "only when driven in the performance of, or necessary to, or in the course of, the duties of University employment'' according to the California State University’s guidelines.

Everyone who drives on University business; whether operating a University, state, or privately owned vehicle; or if you are driving a rental vehicle for going to a meeting; or any motorized or self-propelled equipment, including lawn mowers and golf carts; or as a driver on an academic field trip.

CSU Use of University and Private Vehicles Policy Guidelines

Authorized Drivers

Authorized Drivers must:

  • Be a University employee or registered volunteer
  • Have a valid state drivers license
  • Have and maintain a good and safe driving record
  • Be authorized by Dean, Director, AVP, etc…
  • Take the free defensive driver course if driving more than once a month or 12 times a year
  • Submit all proper paperwork to their appropriate administrator

Authorization Forms

All individual forms below must be completed prior to driving on university business:

  • Form STD 261 (Permission to Use Privately Owned Vehicle on State Business) Through this form, management authorizes you to use your privately owned vehicle on University business. This form is to be reviewed and recertified with the appropriate signatures every year. You may re-use the same form for seven consecutive years. Your Appropriate Administrator retains the original form. 
  • Volunteer Identification Form Students can drive on university business as volunteers. Register as a volunteer by completing this form and sending Human Resources the original. 

Reporting a Vehicle Accident

Accidents and collisions will happen. If an accident happens while driving on University business, follow the steps below. If it happens while driving on University business in a University-owned vehicle, a packet containing all the information you need will be in the glove box of the vehicle in an envelope labeled “What to do in case of accident.” If there is no packet located in the glove box, directions for getting one can be found below.

Report an accident to the risk manager as soon as possible - preferably the same day, but no more than 24 hours from the time of the accident!

In case of an accident:

  1. Say nothing regarding the accident, except to the police, other state officers or employees, or an identified representative of the state’s contract adjuster.
  2. Call the police or 911, especially in the event of an injury accident.
  3. Report it to the risk manager as soon as possible - preferably the same day, but no more than 24 hours from the time of the accident! Accidents that occur on Friday, Saturday, or Sunday must be reported the following Monday, except as qualified below in Step 7. Preliminary reports are to be reported by phone to the risk manager. If there is no answer, leave a message with your name, department, phone number where you can be reached, and a brief description of the accident.
  4. If you are driving a University/state owned vehicle, complete the Accident Identification Form (STD 269) before leaving the scene of the accident.
  5. All drivers must complete a Vehicle Accident Report (STD 270) within 24 hours and send it to the risk manager.
  6. The supervisor of the driver will take the following actions: Investigate each accident promptly and thoroughly. The immediate supervisor who authorized the employee to drive on University business will ensure that the employee completes the STD 270 or will do it for them if the employee is unable to do so. Inform ORIM and the risk manager when an employee is unable to complete forms. Initiate appropriate corrective actions and record them in departmental personnel records. Complete State Driver Accident Review – Supervisor’s Review form STD 274 and send it to the risk manager within five (5) days.
  7. Any accident that results in any of the following conditions must be reported to the risk manager, a member of the Environmental Health and Safety staff or Human Resources within eight (8) hours:
  • death
  • a disfiguring injury
  • a dismembering injury (loss of any body part)
  • hospitalization of the University employee for 24 hours or more for other than observation.

Training and Guidelines

Defensive Driver Training is a course that is required if driving more than once a month or twelve times a year.

Course Description: This 1-2 hour course covers advance defensive driving techniques to reduce your chances of being involved in a motor vehicle accident. You’ll learn and review:

  • General safety guidelines, such as how to manage distractions while driving.
  • Safe driving techniques for avoiding collisions, like using ABS brakes and proper steering wheel hand positions
  • Adverse driving conditions and the techniques for driving safely in a multitude of conditions.
  • Emergency response and the actions that are appropriate for emergency situations.

There are two options to take the Defensive Driving Training:

Liability Protection for University Faculty and Staff

Vehicles owned and leased by Sonoma State University are protected for liability by the CSU’s participation in the State of California Vehicle Liability Self-Insurance Program (VELSIP). This program is administered by the State Office of Risk and Insurance Management. For information regarding this program, please contact Risk Management and Safety Services.

University owned vehicles are not protected for "comprehensive" or "collision" risks (damage to the vehicle). If your college/department would like to discuss insuring a vehicle for physical damage, please contact Tyson Hill in Risk Management.

Responsibility for Coverage by Faculty/Staff

  • Privately owned vehicles, in accordance with the California Vehicle Code, are the responsibility of the vehicle's owner. Accordingly, the owner's private automobile liability insurance is primary. This is true, even if you are driving on State or University business. "Comprehensive" and "collision" coverage for your vehicle is also your responsibility. Before "privately owned vehicles" can be used on University business, you must register and obtain permission to do so through the process outlined above.
  • Cars rented while on University business become the personal responsibility of the renter. However, by proper use of the state's contracted car rental firms, you can be protected. See Accounts Payable's rental car contract website for more information.

Vehicle Liability Claims

If your property or vehicle has been damaged, or you have been injured as a result of an accident involving a state or University owned/operated vehicle, and if you believe that the University's vehicle operator was negligent, you should contact Risk Management. You may also desire to contact the California Office of Risk and Insurance Management, Vehicle Liability Self-Insurance Program at (916) 376-5302 or (800) 900-3634.

Emergency Roadside Service

Offered by the Office of Fleet & Asset Management (OFAM), this 24-hour state wide roadside service is only provided for state/University owned vehicles (will say "CA Exempt" on license plate). Breakdowns on public streets, on a highway, or in a public parking garage in California are eligible to use this service. 

The CHP Freeway Service Patrol (FSP) offers some roadside assistance on freeways only for ALL vehicles. The purpose of this service is to get you and your vehicle off the shoulder and out of the way of a potentially deadly outcome. It’s a free service and only available in certain areas of California. They offer a gallon of gas, jump starts, refill of radiators, tape hoses, and change flats. If the vehicle cannot get going, then they can tow you to a CHP-approved location, or notify an auto club or towing service for you. The phone number to determine eligibility of location and request service is (800) TELLCHP or (800) 835-5247.