Driver Authorization for Staff and Faculty

Become an Authorized Driver

If you would like to be authorized to drive a College vehicle, golf cart, or your personal vehicle for College business, please submit an Authorized Driver Request Form. Provide the driver’s information and the department that the staff or faculty member will be driving for.

Submit the completed form, along with a copy of your valid driver’s license, to Elsa Barboza (hr@hmc.edu).

Authorized Driver Request Form

Please submit your request well in advance of your planned travel date. Processing times may vary depending on the volume of requests and the completion of any required training. After submitting the form, you will receive an email from The Claremont Colleges Services (TCCS) with instructions on completing the required driver training.

[Authorized Driver Request Form (PDF)]

Authorized Driver Requirements

Minimum requirements:

  • Valid driver’s license within the United States and of the proper class for the type of vehicle to be driven.
  • An acceptable motor vehicle record that demonstrates the following:
    • Drivers over 21: No more than three (3) moving violations and/or at-fault accidents in a rolling three (3) year period.
    • Drivers under 21: No more than two (2) combinations of moving violations and/or at-fault accidents.

Drivers are not eligible to drive if the following applies:

  • More than three (3) at-fault accidents in the previous 3 years, for drivers over 21
  • More than two (2) at-fault accidents and/or moving violations, for drivers under 21
  • Any license suspension or restriction
  • Any of the following violations that result in a conviction
    • Driving under the influence (drugs or alcohol)
    • Racing (or any violation related to racing)
    • Negligent, reckless or careless driving (or equivalent)
    • Hit and run
    • Use of vehicle for illegal activities

Additional criteria for approved status:

All authorized drivers shall complete one or more training programs based on the nature of the driving that they will be doing for the college. The training requirement will be sent directly to the applicant from The Claremont Colleges Services (TCCS). Please allow enough time to complete the training. At the discretion of the college, additional or remedial training may be required based on circumstances unique to the individual’s driving experience.

Additional risk management information is available on the The Claremont Colleges Services (TCCS) website.

How to Reserve a College Vehicle in EMS

To reserve a College vehicle in EMS, you must be an HMC authorized driver. Use the job aid below for step-by-step guidance on how to submit and manage your reservation.

Vehicle reservations can be made via the Event Management System (EMS) or by emailing rherrador@hmc.edu. 

Instructions:

Log in to EMS using your HMC credentials.

  1. On the homepage, locate “HMC/DSA Vehicles” and click “Book Now” to begin your request.
  2. Step 1: Rooms
    1. Enter the date and time you will need the College vehicle.
    2. Click “Next Step.”
  3. Step 2: Services
    1. Follow the prompts and select the appropriate vehicle services.
    2. Click “Next Step.”
  4. Step 3: Reservation Details
    1. Enter the event name.
    2. Select the event type (choose Vehicle Rental).
    3. Provide your contact information.
    4. Complete the Additional Information section, including:
      1. Authorized driver’s name
      2. Account number for billing
  5. Click the green “Create Reservation” button to submit your request.

A confirmation email will be sent once your request has been reviewed and the authorized driver has been confirmed on the HMC authorized driver list.

College Vehicle Pickup and Return

College vehicles are available for pickup at the Facilities & Maintenance Office, located in the basement of the Platt Campus Center. The designated authorized driver must present their HMC ID along with a valid driver’s license at the time of pickup.

Keys may be picked up no earlier than two (2) days prior to your scheduled reservation. If your reservation falls on a weekend, keys must be picked up by Friday. Please note that vehicles may not be used until the start of the reserved booking period.

If you require arrangements outside of these timeframes, please contact facilities@hmc.edu.

Keys must be returned promptly at the end of your reservation period. Returns can be made to the Facilities & Maintenance Office during business hours (Monday–Friday, 8:00 a.m. – 5:00 p.m.) or placed in the F&M dropbox located on the west side of the Platt Campus Center Courtyard.