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Volunteer drivers - driving record policies
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I am also wondering about company liability for volunteers driving to visit clients in the community.  They are not transporting clients only driving to see them.  
Thank you Suzanne!  What you have here is very useful.  I really like how we work in area that offers endless opportunities to dive in, find new materials and update policies. Very fun this got you going on that!  
edit to the coverage - I checked with the DPS site and these are their requirements:

Minimum Coverage Requirements Minnesota requires all licensed vehicles to have PIP, Liability, Uninsured, and Underinsured coverage in the following amounts: Type of Coverage Minimum Amount Required

  • Personal Injury Protection (PIP) $40,000 per person per accident ($20,000 for hospital/medical expenses and $20,000 for non-medical expenses such as lost wages, replacement services, etc.)
  • Liability $30,000 for injuries to one person $60,000 for injuries to two or more people $10,000 for physical damage to the other driver’s vehicle or for damage to property
  • Uninsured $25,000 for injuries to one person $50,000 for injuries to two or more people
  • Underinsured $25,000 for injuries to one person $50,000 for injuries to two or more people

If you have a loan on your vehicle, the lienholder, as the legal owner of the car, will require you to carry comprehensive and collision coverage. If you do not purchase this coverage, the lien holder may buy it and charge you for the premium. This is termed “forced insurance;” it is extremely expensive, it is legal, and it does not include the required coverages listed above.



You know how we are always updating our policies and guidelines? Well, I've updated mine after the question was raised. Here's the additional information I'm using based on a question I received from another.

We do keep a copy of their driver’s license and a copy of their insurance card. Our insurance requires that. Our insurance will cover the costs if the accident occurred while they were driving for us. We do require that they have typical insurance for MN.


Minnesota car insurance requirements

Minnesota state law requires the following minimum car insurance coverage:

  • Minimum bodily injury liability$30,000/$60,000
  • Minimum property damage liability$10,000
  • Uninsured/underinsured motorist bodily injury$25,000/$50,000
  • Personal injury protection$40,000


We do background checks with The McDowell Agency as well as check a couple of other sites for free driving records:


We do require that they provide an updated insurance card annually (when it is renewed) and every four years a new copy of their driver’s license.

Thank you Suzanne. This is a well thought through policy and very useful to have.  I appreciate your sharing it.
At Valley Outreach we use the following as our guidelines. 

Guidelines for Background Checks for volunteers at Valley Outreach


Criminal and Driving Background checks are done for:

  • Anyone who drives for Valley Outreach including but not limited to:
  • Food Rescue Specialists who pick up donations at local stores through partnerships with Second Harvest Heartland
  • Food Rescue Specialists who pick up donations at other locations as directed by a Valley Outreach staff member
  • Food Rescue Specialists who pick up purchased food ordered via the Food Shelf Manager
  • Mobile Choice drivers who deliver groceries to the homes and enter the homes of Valley Outreach clients enrolled in the program

Criminal Background checks are done for:

  • Anyone who works in the Valley Outreach database:
    • IT volunteers
    • Front Desk workers –access to the donor database
    • Intake workers –access to the client database
    • Data specialist volunteers who have access to the client database and work on compiling data from the database. The work may be taken home after the volunteer has worked at Valley Outreach for a couple of months and the client names are scrubbed from any data they take home before it is removed from Valley Outreach.


    What constitutes a “clean” background check?

  • For volunteers who drive for Valley Outreach:
    • No speeding offenses for 3 years – don’t count parking tickets; consider accidents on a case-by-case basis.
    • No criminal activity at all
  • For volunteers who work in intake, IT or in any admin-type positions for Valley Outreach:
    • No criminal activity at all


    How often will background checks be reviewed?

  • Criminal – 3 years from date of last check
  • Driving – annually from date of last check


What happens if we discover something in the reviewed background check?

  • If we discover anything in the checks we will talk to the volunteer and make a decision on a case-by-case basis.
I wondering if a few organizations with volunteer drivers would share your criteria is for the driving record needed for volunteer drivers.  Do you allow people to volunteer if they have a moving violation? Have a DUI that is older than a certain number of years?
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