I. Scope
This policy, and its procedures, applies to all George Mason University students, employees, volunteers, contractors, and employees of contractors who operate any State-owned, leased, or rented vehicle on public or private property for University Business or who utilize a person vehicle (either owned or rented) to conduct University Business.
II. Policy Statement
Drivers must possess a current, valid driver’s license and adhere to this policy and its procedures. Operational Risk Management should be notified if the driver leaves the employment of the university. Operational Risk Management reserves the right to review the driver’s licenses and Motor Vehicle Reports (MVRs) of all Authorized Drivers.
If the Authorized Driver of a State Operated Vehicle (“SOV”) is involved in an accident or if the SOV is damaged, the Authorized Driver must comply with University Policy 1404, Reporting of Crimes, Accidents, Fires and Other Emergencies.
The University Vehicle Accident Review Committee, which is chaired by a representative from Operational Risk Management and remaining members appointed by the Chief Risk Officer (CRO), will review all accidents involving a SOV. The Committee, following an accidents’ review, will deem each accident as “preventable,” “not-preventable,” or “incident” pursuant to the definitions provided by the Virginia Department of State Police. Preventable accidents may result in disciplinary action and/or financial responsibility of the driver.
Noncompliance with this policy and its procedures may result in loss of SOV driving privileges and/or disciplinary action up to and including termination.
III. Definitions
Accident: means any event involving the operation of a university vehicle (owned or rented) that results in bodily injury or property damage of any kind, regardless of extent. Accident also means any incident where a collision between a vehicle and other object occurs.
Authorized Driver: means a driver authorized to operate a SOV for business on behalf of the university that has met all the requirements of this policy and section A. Driver Qualifications of the procedures.
Driver: means any student, employee, volunteer, contractor or employee of contractor, or agent of the university who operates a SOV or personal vehicle for University Business.
Incident: means a vehicle was damaged by natural forces, from acts other than human, from a deliberate act, from a non-perceivable object or while the vehicle was properly parked.
Motor Vehicle Report (“MVR”): means the record of a person’s driving history obtained from the Virginia Division of Motor Vehicles or another State’s licensing authority.
Not-Preventable: means the George Mason driver did not contribute to cause of the accident.
Preventable: means an accident in which the George Mason driver is found to be guilty of contributory negligence.
State-Operated Vehicles (“SOV”): means any motor vehicle or trailer licensed for highway use, owned, leased, or rented by the university and operated by Authorized Drivers for University Business.
University Business: means activities that are performed on behalf of the university or authorized by the university, or in the course and scope of employment, or in one’s role as a volunteer, student, contractor, or employee of contractor.
Valid Driver’s License: means a driver’s license recognized as valid by the Commonwealth of Virginia, or another State’s licensing authority, and of the proper class and appropriate endorsement for the type of vehicle to be driven.
IV. Compliance
Students, employees, volunteers, and contractors who violate this policy or procedures may lose SOV driving privileges and/or disciplinary action up to and including termination.
A. All Departments that own or operate SOVs must:
1.Verify that all Authorized Drivers possess a valid driver’s license, meet the minimum Driver Qualifications outlined in the procedures, and adhere to this policy.
2. Maintain a current list of Drivers for their department and ensure only those Authorized per this policy are operating SOVs.
3.Ensure all Authorized Drivers have access to an Accident Packet (see procedures).
B. Operational Risk Management will:
1. Administer and manage the Accident Review Committee (ARC) and claims handling process.
2. Renew and maintain records of insurance coverage for all SOV, as reported by departments.
3. Conduct Driver Safety training and monitor policy compliance records.
4. Monitor and review all MVRs to include initial new hire MVR and annual MVRs for authorized drivers.
5. May deny the use of an SOV to any individual who does not meet all conditions set forth in this policy.
C. Human Resources assists with MVR background investigation and disciplinary actions as necessary.
D. University Police Department will investigate vehicle accidents and conduct 11-15 passenger van training.
E. Facilities Management maintains and inspects SOV owned by the university.
F. Parking and Transportation(Motor Pool)manages the university motor pool and verifies that operators are Authorized Drivers.
V. Forms
Accident Packet
Auto Loss Notice Form
Driver Acknowledgement Form
Insurance Identification Card
MVR Request and Release Form
VI. Dates:
A. Effective Date:
This policy will become effective upon the date of approval by the Senior Vice President and Chief Operating Officer and the Provost and Executive Vice President.
B. Date of Most Recent Review:
September 19, 2025
VII. Timetable for Review
This policy, and any related procedures, shall be reviewed biannually.
VIII. Signatures
Approved:
___/S/____________
Julie Zobel
Senior Vice President and Chief Operating Officer
Approved:
___/S/____________
James Antony
Provost and Executive Vice President
Reviewed: October 28, 2020
Revised: May 13, 2021
Updated MVR form: December 6, 2024
Revision approved, procedures updated: January 20, 2026
Page last updated: January 20, 2026