York University Driver Requirements | Risk Management Services

Individuals who are eligible to drive under York University's owned and rental vehicle programs (both within North America and worldwide) include employees, academic staff members, postdoctoral scholars, graduate students, undergraduate students, interns, externs, and co-op students. Coverage does not include countries that are subject to trade or other economic sanction or embargo by Canada. Reach out to Risk Management prior to travelling to determine if coverages are available for your travel destination.

Individuals from other post-secondary institutes or companies are not eligible to drive York University-owned or rented vehicles on behalf of the university.

Driving University Owned or Leased Vehicles

Eligible Drivers Must:

have a valid Ontario driver's license
be 18 years or older
have three (3) or less demerit points against their license
have a valid driver's license for the type of vehicle they are driving
not have a G1, G2, probationary, or motorcycle/moped only license
not have any serious convictions listed on their 3-year abstract

To Register with Risk Management Services, each driver must submit:

A Driver Profile Form signed by the driver and their supervisor/manager

A scanned copy of the front and back of their drivers license

A 3-year Ontario Driver Abstract available from Service Ontario (online or in person)

A reminder, that upon license expiry and renewal, drivers must complete and submit a new Driver Profile Form and provide a scanned copy of the new licence. For more information on York University driver requirements, please see the Standard Operating Procedure on Driver Registration.

It is the responsibility of the driver to cease driving for the University and contact Risk Management if any of the following situations occur:

they accrue a total of four (4) or more demerit points
they are convicted of any serious driving related charge
they have their license suspended or revoked; or
their medical practitioner has indicated that they should not drive

Drivers involved in any of the following will be reviewed by Risk Management:

multiple accidents within a two year period;
a serious accident or driving infraction while driving on university-related business

The results of this review may require the driver to attend a drivers safety course in order to continue as a driver insured under this program or could result in suspension of driving privileges.

Accidents that occur while individuals are driving on University business are required to be reported to Risk Management Services as soon as possible. If the accident occurs on campus property, please also report the accident to Campus Security immediately.

Risk Management Services performs a yearly abstract update for all registered drivers that hold a valid Ontario Driver's license.

Departments adding new drivers before or after the update period will have to provide their own abstracts;
Should an abstract show that an employee's license has been cancelled, suspended, or otherwise shows the driver as unlicensed, Risk Management services will immediately contact the employee's manager and request that the individual's driving privileges be suspended until further notice;
The suspension will remain in effect until such a time that the driver can show proof of a reinstated license through a new 3-year Ontario Driver's Abstract (the cost will be incurred by the driver).

Driving Rental Vehicles

When renting a vehicle for university business, please ensure you:

have a valid driver's license for the type of vehicle being driven
ensure you are qualified to drive in the country/province/state you will be driving the rental in

If proof of insurance is required to secure your rental, please reach out to Risk Management Services before departure.

Please note that all rental vehicles must meet specific requirements to be covered by the University's insurance policies - these requirements are outlined are available here.