Driving on University Business: Defensive Driving
Most departments maintain some type of control over the defensive driving process. Please ensure that you follow the policy and procedures of your department and ensure that you have permission by your department to drive on university business. Some departments have their faculty, staff, and students submit all required paperwork to them first to ensure accuracy. Some departments do not do this, but we request that you submit the paperwork to us directly.
Drivers only register once no matter how many supervisors or departments they drive for. However, we do request that you notify us of the various departments you drive for and the names of your supervisors. Note: Supervisors must be MPPs.
Individuals Authorized to Drive on University Business (DUB) for the state are responsible for ensuring that their authorizations and paperwork stay current. To ensure that you are in active/current status please visit the Authorized Drivers List (the list will be updated monthly) and can be found in 2 locations: by clicking the link below and under our Documents and Forms page- under D for Driving on University Business.
Authorized Drivers List: Authorized Drivers List as of December 5, 2021.
Please note: you do not need to provide all documents when you are updating the required/optional renewals, only what is needed when the Authorized Drivers List has you listed as "incomplete".
For reference, the expiration dates to mark on your calendar are as follows:- Defensive Driving Certificate (DDC)- course certificate: 4 years from the date YOU completed the course, not the date you submitted to our office to process. (required)
- DL: the date listed on the DL. (required)
- STD: 1 year from the date YOU signed the form, not your MPP or the date you submitted to our office to process. (optional)
FIRST TIME REGISTRANTS
Initial submissions, should be sent in one PDF and labeled properly with the individuals name. Please email submissions to defensivedriving@csumb.edu. In order to add an individual into the SumTotal database we need to verify the email address of the individual being added/submitting the documents. Note to submitter and support staff: please ensure when emailing these documents to DUB you include the individual requesting the DUB authorization and the MPP/Supervisor. Please do not send documents directly from a scanner, we cannot respond to the printer IP address.
- Driving on University Business (DUB) registration Fill in all fields. Pay close attention to the following fields: Department ID: 4 digits, Supervisor: MUST be a MPP, CSUMB email address, Division name and Type (employment type: staff, faculty, etc.).
- A copy of the individuals current valid driver license, (regardless of state) front side only.
- Form INF 1101, Authorization for Release of Driver Record Information. This form registers all participants into the Employee Pull Notice Program (EPN). EPN notifications are sent to the stateside and corporation employees who are responsible for management of the DUB program. Notices are generally sent out yearly, however, DUB offices also receive EPN notices if there is any change to your drivers’ license or to your drivers status. Changes that are often made to the CA Department of Motor Vehicles (CA-DMV) may include name, address, or health status change. Notifications are also received if a driver has received a violation or point(s) against their driving record.
- Form STD 261, Authorization to Use Privately Owned Vehicle on State Business (only if you use your personal or a rental vehicle). Must be renewed yearly. Pay close attention to the following fields: Supervisor: MUST be a MPP (same as named on the registration form), Supervisor Title, and date signed. NOTE: IF you are not intending to drive a personal vehicle on university business, you need not submit this form. IF you are in an accident while driving on university business you are required to use your own personal car insurance.
- CSUMB Volunteer/Person of Interest, is to be submitted by non-university employees. "University Employees" are defined as those persons who have completed all prerequisites to CSU employment. The includes all CSU faculty, staff, and student assistants and persons on appointed volunteer status (Job Class Code 0050). Please Deliver this form directly to University Personnel (UP), please do not submit to our office. Once UP has reviewed and processed the Volunteer/Person of Interest, they will send a notification to DUB. (On to step 6). Corporation, Otter Student Union, and other Auxiliary units must complete a Volunteer/Person of Interest. NOTE: You will not be able to self-select the online CSUMB Defensive Driving CERTIFICATION course in SumTotal until your Volunteer/Person of Interesthas been processed by UP.
- Please log-into SumTotal and take the Defensive Driving Course titled: Defensive Driver Program (you will be able to access SumTotal Course Instructions through your CSUMB Dashboard). Take the course, print the certificate showing that you have successfully completed the course with an 80% or better, and attach the certificate of completion to the rest of your paperwork, and email to defensivedriving@csumb.edu.
- Once all paperwork has been reviewed for accuracy and completion, a notification will be sent out granting approval to Drive on University Business.
Note: Driving on University Business is a privilege and can be suspended or revoked.
NOTE: During the COVID-19 pandemic period CSUMB follows the Cal/OSHA COVID-19 Emergency Temporary Standard §3205.4. COVID-19 Prevention in Employer-Provided Transportation.
- If driving alone a face cover is not required.
- If more than one person in a vehicle, then face covers must be worn by all. Managers must assure a supply of disposable masks are available in department owned/operated vehicles.
- Employees may request an N95 respirator for voluntary use from this online form.
- Employees may not arrive to work, drive for university business, or share transportation with any COVID-19 symptoms.
- If more than one person is in a vehicle, then vehicle windows must be kept at least partially open, and the ventilation system set to maximize outdoor air and not set to recirculate air. Windows do not have to be kept open if the vehicle has functioning air conditioning in use and excessive outdoor heat would create a hazard to employees.
- Managers must provide alcohol wipe disinfectant supplies and hand sanitizer in each department owned/operated vehicle for use by all occupants.
- All high-contact surfaces used by drivers, such as the steering wheel, armrests, seatbelt buckles, door handles and shifter, shall be cleaned to prevent the spread of COVID-19 between different drivers, and are disinfected after use by a COVID-19 case during the high-risk exposure period, if the surface will be used by another employee within 24 hours of the COVID-19 case.
Hands-Free Communications: Talking- VS- Video Conferencing (ZOOM with video on): If you are on the road or on the go, and you are required to be on a video call, you should be using the Dial-in option only.
Under Veh Code 23123.5., a) A person shall not drive a motor vehicle while holding and operating a handheld wireless telephone or an electronic wireless communications device unless the wireless telephone or electronic wireless communications device is specifically designed and configured to allow voice-operated and hands-free operation, and it is used in that manner while driving.
Under Veh Code 27602 (a) A person shall not drive a motor vehicle if a television receiver, a video monitor, or a television or video screen, or any other similar means of visually displaying a television broadcast or video signal that produces entertainment or business applications, is operating and is located in the motor vehicle at a point forward of the back of the driver’s seat, or is operating and the monitor, screen, or display is visible to the driver while driving the motor vehicle.
The University participates in the State of California automobile liability program. This program provides for payment for expenses, defense and damages on behalf of the University and its employees related to the operation of state-owned automobiles within the course and scope of employment. Cost of repair for damages to state-owned vehicles when it is determined the state driver is “at fault” shall be a responsibility at the program management level.
State of California approved commercial rental car contracts provide for payment of automobile liability and repair of the rental car by the rental car agency on behalf of the State of California’s entities and their employees related to the operation of rental cars within the course and scope of employment.
The State of California automobile liability insurance program provides for payment for expenses, defense and damages in excess of the vehicle owner’s require automobile insurance for the University and its employees related to the operation of privately owned vehicles within the course and scope of employment.
- Reimbursement of your expenses depends upon maintaining current documentation. Be sure to ask your supervisor to expedite the signing and forwarding of your documents.
- Temporary Agency employees are not authorized to drive for University business.
- If you are renewing your Defensive Driving course, please send an email for further instructions.
- Under Travel Policies and Procedures you will find the information needed/required for the CA Driver Handbook and the ORIM website for full instructions on completing the necessary forms to report an accident.
- For more information please see the CSU Use of University and Private Vehicles Guide.
Definition of University (CSU) Employees: "University employees’’ are defined as those persons who have completed all prerequisites to CSU employment. This includes all CSU faculty, staff, and student assistants and persons on appointed volunteer status (Job Class Code 0050). Persons who are not “University employees,” are not authorized to drive University vehicles. This includes students (unless appointed as volunteers). Members of the Board of Trustees, as officers of the University, are authorized to drive University vehicles.
Who is a Volunteer? If the University does not employ a student or community member, that person is required to fill out the Volunteer/Person of Interest with a University supervisor/MPP and submit that form to University Personnel (UP) prior to conducting ANY volunteer duties. Corporation or Auxiliary employees are required to submit a Volunteer form in order to drive on state business.
Definition of University-owned Vehicle: A University vehicle is defined as a motorized device for land transportation owned, leased, or rented by the University, State or any State agency, including and not limited to automobiles, trucks, carts, tractors, etc.
Ages of Potential Drivers: CSUMB may permit a person 18 years of age or older to drive a university-owned vehicle, but to rent and/or operate a rental vehicle the person must be 21 years of age or older.
Auxiliary Employees Driving on State Business: Corporation, Otter Student Union, and all other Auxiliary employees are required to submit a Volunteer/Person of Interest if they intend to drive a university vehicle on state business.
Use of University (CSU) Vehicle: Only University employees may drive University vehicles. The campus may not loan or lease a University vehicle to any non-state entity, including CSU auxiliary organizations.
Motorcycles and Bicycles: Motorcycles and bicycles shall not be used in carrying out University or State business, except for police motorcycles as approved by a campus president. Bicycles that are used solely on campus property are exempted, contingent upon completion of the defensive driving course and as approved by a campus president; use of a helmet is mandatory.
Volunteer Form: Please submit The Volunteer/Person of Interest to University Personnel (UP). UP will notify DUB once the Volunteer/Person of Interest has been accepted and processed in their office. A Volunteer cannot be added into the **SumTotal database until UP processes their paperwork. Note: There are no exceptions.
CSU Guidelines and Enterprise Rental Contract:
· The CSU’s authorized and approved rental car vendor is Enterprise Rental Car Company. Enterprise is affiliated with National Rental Car (National). When reserving a vehicle Enterprise can fulfill their rental agreement by providing cars through National.
· CSUMB’s contract between Enterprise Rent A Car (ERAC) states that a driver must be 21 years of age to drive or rent a vehicle. However, please note; this age requirement does not pertain to a personal vehicle or a CSUMB owned vehicle.
· Per the CSU's Use of University and Private Vehicles Guidelines, page 9, CSUMB qualified drivers are authorized to drive 10 passenger vans, and are NOT AUTHORIZED to rent 15 passenger vans. As an exception, one can, drive a 12-15 passenger van if the individual has a *special Driver’s License endorsement to drive a vehicle with more than 10 passengers. *Note: The special endorsement authorization must be on file with the DUB Office.
Please be advised that the University (State side/DUB) does not accept the University Corporation driving documentation including their defensive driving course. However, the University Corporation does accept the University (State side) defensive driving course.
Please direct all questions and submit all documents to defensivedriving@csumb.edu.
You can also call: 831-582-5216