Only individuals approved by Administrative Services/Risk Management department or
through the Monroe Community College Association (MCCA) are allowed to drive college-owned
vehicles or rent vehicles in the name of Monroe Community College. A Driver Consent
Form must be completed and can be found by logging into myMCC/Employees/Employee Essentials
and scrolling down to Online Forms and Documents/Risk Management. Please forward completed
forms by email to Risk Management or via interoffice mail to Risk Management (Risk Management, Administrative Services,
Bldg 1-308).
The College is a member of the NYS Department of Motor Vehicles License Event Notification
Services (LENS). This program provides the Risk Management Office constant reports
regarding drivers' violations and/or accidents via email. Once a Consent Form is
sent to Risk Management via email or interoffice mail, a motor vehicle report will
be obtained through NYS DMV Lens. Risk Management reviews all requests and reports
and attaches points to each violation and/or accident in accordance with MCC’s Driving
Rating System. The College policy holds points for 39 months from time of violation.
The point assignments are as follows:
- Accidents - At Fault - 2 points
- Accidents - Not At Fault - 1 point
- Speeding - 2 points
- Mobile Phone Usage - 2 points
- Texting - 2 points
- DWI/DUI within past 5 years - 3 points
- Other Moving Violations - 1 point
- Seat Belt Violation - 1 point
The requestor’s (employee/student) violations/points determine if the person is either:
- Eligible (clear report – no points)
- Eligible on a “conditional” basis (between 1-2 points)
- Not Authorized to drive (more than 3 points)
An Eligibility Driver report is created and sent to the supervisor of the employee/student.
When a student, faculty, or staff member leaves the College, a LENS Removal form (found
in Online Forms and Documents/Risk Management) needs to be completed in order for
the individual to be removed from the NYS DMV LENS program.
College-sponsored travel may involve the use of college-owned vehicles, rental vehicles,
charter bus services, common carriers, or personal vehicles. Understanding the requirements
and responsibilities associated with each transportation option helps ensure safe
travel and compliance with college policies.
Monroe Community College Association College-Owned Vehicles
The Monroe Community College Association has vans that can be used by the college
community. In order to drive one of these vans, an individual must present a valid
driver’s license to the Campus Center Operations office at which time they are required
to complete a Driver Consent Form. Once the form is completed, Campus Center Operations
office forwards form to Risk Management whereby the individual’s license is processed
through the NYS Department of Motor Vehicles/License Event Notification Services (LENS).
The Risk Management office will notify the Campus Center Operations office as to whether
an individual is eligible to drive a college-owned vehicle.
Rental Vehicles
When it is necessary to rent a vehicle with College funds, only individuals with
a valid driver's license shall drive rented vehicles; all terms of rental contract
must be complied with; the individual must accept liability insurance offered by the
rental car company and decline all other rental car company insurance. (Refer to Administrative
Guidelines - Travel Procedures - Vehicle Travel/Rental)
Personal Vehicles
Personal vehicles should only be used on a voluntary basis; the owners/drivers
must provide their own insurance coverage; all student participants choosing to ride
in a private automobile do so voluntarily and at their own risk. The College shall
not insure or accept liability for any damage, loss or injury resulting from the use
of a participant's vehicle(s). The College does not provide comprehensive or collision
(physical damage) insurance for an employee's personal vehicle driven on College business
and the employee is responsible for primary liability insurance. The College Business
Automobile Policy does not provide excess liability coverage for any employee, student,
or volunteer operating their personal vehicles for the use of any activity authorized
by the College. (Refer to Administrative Guidelines - Travel Procedures - Vehicle
Travel/Rental - Use of Personal Car)
Note: For some College employees (e.g. Admissions Counselors) using his/her personal vehicle
for College business, proof of insurance is required and a Driver Consent Form needs
to be completed and forwarded to the Risk Management office whereby the license will
be processed through the NYS Department of Motor Vehicles.
Bus Service Contract
Adequate insurance coverage for personal injury and property damage must be provided
by the bus company and specified in the bus company's contract. The coverage should
be a minimum of $3,000,000 per occurrence. (Refer to Administrative Guidelines - Travel
Procedures - Vehicle Travel/Rental - Bus Charter)
Regularly Scheduled Carriers
Regularly scheduled transportation service providers (e.g. Greyhound, Airlines,
and Amtrak) may be utilized for the trip transportation.
