In an effort to clarify requirements for the use of personal or privately owned vehicles for official business and Principia's insurance provisions for such use, this memo is being sent to all faculty and staff for distribution in their departments. Please feel free to contact Bryan White (ext. 5473) at the College, James Brown (3159 or 5871), or Carolyn Burns (5474), or Philip Riley (ext. 3513) with any questions.
Applies to all faculty and staff (including student employees and "employee volunteers"¹) who drive personal vehicles on official Principia business. Any employee who transports students must be an approved² driver by fulfilling the following requirements in A:
Anyone transporting students on official Principia business in their own vehicle must meet the following criteria at the Community Safety office:
- show proof of current insurance
- have a current driver's license
- ensure that their vehicle is in a safe and legal driving condition and meets all state regulatory requirements. Check with Community Safety for details.
Official Principia Business includes but is not limited to:
- picking up purchases for a department
- transporting athletes to games
- transporting students to curricular or curricular-related activities
- transporting students as part of a Principia job
- parent volunteers transporting students on field trips
- parent employee volunteers transporting students on field trips
- any activity authorized by the employees' supervisor and within the employee's job description that involves driving a Principia or personal vehicle to accomplish work-related tasks
Example: OSL or Admissions staff members, in the scope of their employment, regularly drive students and guests on the students' personal (or Principia) business in their personal car.
- Principia staff, student employees, and employee volunteers who utilize their own vehicle in the course of conducting authorized Principia business, including with student passengers, are primarily covered by their own individual automobile liability insurance for accident damages up to the limit of their coverage.
- Such employees are secondarily covered by Principia's vehicle liability insurance policy.
What Principia's Fleet Vehicle Insurance does not cover:
- physical damage to an employee's vehicle
- non-employee students driving their own vehicles on Principia business. It only applies to employees
- volunteers, whether students or adults, driving personal vehicles to transport students
Once drivers have been approved, their names are posted on the Principia Community Safety web page and expire with the driver's license renewal date.
A. Official Principia business with no student passengers in the vehicle
If an employee authorizes a Principia student to drive a faculty or staff member's car on official Principia business without student passengers, the student must be at least an authorized³ driver. The staff member's individual car insurance is the only automobile liability insurance for accident damages up to the limit of their coverage unless the student is an employee of the department performing Principia business as part of the student's job description. Principia's fleet vehicle coverage does not apply as secondary in this situation unless the student is an employee performing Principia bus as part of the student's job description.
Official Principia business with student passengers in the vehicle
If an employee authorizes a Principia student to drive a faculty or staff member's car on official Principia business with other student passengers, the student employee driver must be an approved driver.
The staff member's car insurance is "primary." Principia's coverage is "secondary" but applies only if the student driver is an approved driver and is a student employee performing Principia business as part of the student's job description. In these circumstances, the staff member who owns the personal vehicle must meet the following criteria:
- show proof of current insurance
- ensure that their vehicle is in a safe and legal driving condition and meets all state regulatory requirements. Check with Campus Security for details.