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Transportation – Eligible Drivers

Driver Eligibility

Driving for the College is considered a privilege. As a representative of Palomar College, all employees and volunteers who operate District vehicles are expected to exercise responsible judgment and comply with all applicable laws, District policies, and safety standards.

Faculty, staff, and volunteers traveling on official College business are expected to adhere to all College policies and procedures, as well as all applicable traffic laws. The primary goal of the Fleet Vehicle Program is to provide safe transportation for College drivers and passengers. Authorization to operate a College-owned, leased, or rented vehicle is granted only to individuals who maintain acceptable driving records and comply with the provisions of the Fleet Vehicle Policy Guide.

General Driver Requirements

All authorized drivers must:

  • Possess and maintain a valid California driver’s license of the appropriate class for the vehicle being operated.
  • Be pre-qualified and listed as an authorized Palomar College driver prior to operating any College fleet vehicle.
  • Be at least 18 years of age, in accordance with legal liability and applicable labor law requirements.
  • Participate in the California Department of Motor Vehicles (DMV) Employer Pull Notice (EPN) Program.
  • Maintain a driving record acceptable to the District and its insurance carrier.

At no time shall an individual operate a Palomar College fleet vehicle with a driver’s license that is suspended, revoked, expired, restricted in a manner that prohibits vehicle operation, or otherwise invalid.

Drivers must have no more than two moving violations and/or one at-fault traffic accident within the previous three-year period, or other driving-related offenses that may cause the District or its insurance provider to determine that the individual is ineligible to operate a College vehicle.

Driver eligibility and motor vehicle records are monitored annually and on an ongoing basis through participation in the DMV Employer Pull Notice (EPN) Program. Driving records are reviewed in accordance with applicable California Vehicle Code requirements and are maintained as confidential records.

Faculty and Staff Driver Authorization

To become authorized to drive a College fleet vehicle, faculty and staff must:

  1. Complete a Request for Authorization to Drive College Vehicle form available on the Facilities Department website.
  2. Ensure all required information is completed and obtain original signatures from the department chair/director and dean or vice president.
  3. Submit the completed form to the Facilities Office at least seven (7) days prior to the anticipated date of travel. Processing by the requested date cannot be guaranteed if the submission timeline is not met.

The Facilities Office will review the applicant’s driver eligibility through the DMV Employer Pull Notice (EPN) Program and applicable California Vehicle Code requirements.

The Facilities Office will notify the department of the employee’s approval or denial of driving privileges. Once approved, the driver’s name will be added to the list of authorized College drivers.

Student Driver Authorization

Effective January 18, 2011, students are not permitted to operate Palomar College fleet vehicles or vehicles rented through outside agencies on behalf of the College. Due to liability and insurance restrictions, students are not considered eligible drivers under the College’s Fleet Vehicle Program.

Volunteer Driver Authorization

Volunteers may only operate a College fleet vehicle after completing all volunteer onboarding and driver authorization requirements.

To become authorized to drive a College vehicle, volunteers must:

  1. Obtain approval from the department chair/director requesting volunteer driving services.
  2. Complete all required volunteer onboarding documents through Human Resource Services, including:
    • Request/Recommendation for Volunteer Service
    • Volunteer Acknowledgment and Notice of Education Code
    • Conviction Self-Disclosure Form
    • Workers’ Compensation forms
    • TB testing documentation
    • Volunteer Register Form
  3. Complete the required Live Scan fingerprinting process. Fingerprinting is mandatory for all volunteers with no exceptions.
  4. Submit all required volunteer documentation to Human Resource Services in order to obtain authorization for fingerprint processing.
  5. Complete a Request for Authorization to Drive College Vehicle form available on the Facilities Department website.
  6. Obtain all required original signatures from the department chair/director and dean or vice president.
  7. Submit the completed driver authorization form to the Facilities Office at least fourteen (14) days prior to the anticipated date of travel.

Volunteer departments are responsible for Live Scan processing fees.

A new Request/Recommendation for Volunteer Service form must be completed each fiscal year, and Volunteer Register Forms must be submitted monthly to Human Resource Services.

Once Human Resource Services confirms completion of all volunteer requirements and approval status, the Facilities Office will review the volunteer’s driver eligibility through the DMV Employer Pull Notice (EPN) Program and applicable California Vehicle Code requirements.

The Facilities Office will notify the department of the volunteer’s approval or denial of driving privileges. Once approved, the volunteer’s name will be added to the list of authorized College drivers.