UCalgary Driver Requirements

*New - Driver and Vehicle Safety Standard

* If you are using a personal vehicle on University of Calgary business - see Personal Vehicle Use

Driving University-owned and Rented Vehicles

Individuals who are eligible to drive under the University of Calgary owned and rental vehicle programs (both within North America and worldwide) include employees, academic staff members, postdoctoral scholars, graduate students, undergraduate students, and volunteers. Undergraduate students may only drive vehicles for varsity team transport, credit course-related field trips, or for field research that has been approved by their department head or designate as requiring a vehicle. In all cases listed above, the trip must be under the direct supervision of a university employee who is either in the vehicle or in an accompanying vehicle. Graduate students may only drive vehicles for varsity team transport, credit course-related field trips, or field research that has been approved by their department head or designate as requiring a vehicle. Graduate students, undergraduate students and volunteers are required to register as a driver and receive approval prior to driving.

Once approved, insurance coverage is in effect while driving a UCalgary vehicle or rental vehicle on university business. This is subject to the conditions outlined in the online registration form. Coverage does not include countries that are subject to trade or other economic sanction or embargo by Canada.

Eligible Drivers Must:

  • be 18 years or older for University owned vehicles
  • Drivers must be 21 years or older to drive rental vehicles for UCalgary purposes (If you currently have drivers under 21 year of age driving rental vehicles, please contact Risk Management & Insurance at drivers@ucalgary.ca as soon as possible.)
  • have less than seven demerit points against their license
  • have a valid driver's license for the type of vehicle they are driving
  • ensure they are qualified to drive in the country/province/state in which they are driving
  • not have a graduated (GDL), learner's, probationary, or motorcycle/moped only license. 
    • NOTE:  As of April 1, 2023 drivers with a GDL that are eligible for a class 5 license can go to the registry and update their license without an advanced road test.
  • review the University of Calgary Driver and Vehicle Safety Standard, the Driver's Safety Handbook, and the UCalgary Defensive Driving Course.

There are further requirements for each category of driver below.  Please review them prior to applying.

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

While Driving for the University

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

  1. they have seven or more demerits; 
  2. they have their license suspended or revoked; or
  3. their medical practitioner has indicated that they should not drive.

All accidents that occur while individuals are driving on University business are required to be reported to Campus Security (403-220-5333) and Risk Management & Insurance as soon as possible.

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

  • multiple accidents within a two-year period
  • a serious accident
  • a serious 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.

Alberta Driver's License

If you hold an Alberta driver's license, choose from the selections below for the documentation necessary to apply to drive for the University of Calgary. Where the driver is required to provide an abstract, only driver's abstracts dated within the last thirty days of registering are considered current. Drivers abstracts can be obtained from any Alberta Registry Office. Locations can be found on the Service Alberta website.

* Employees, Academic Staff Members, and Postdoctoral Scholars do not need to obtain their own abstract. Risk Management and Insurance will obtain the abstract on your behalf.

Employees, academic staff members, and postdoctoral scholars may only drive vehicles for university business.

Drivers must not have a graduated (GDL), learner's, probationary, or motorcycle/moped only license.

  1. UCalgary-owned Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Driver's Abstract Consent

    Complete the driver's abstract consent form, scan and email to drivers@ucalgary.ca

    *Please complete the commercial driver abstract consent form if you will be operating:

    • a vehicle over 4500 kg,
    • a van or bus designed to carry 11 or more occupants (including the driver), OR
    • any vehicle towing a trailer resulting in a combined weight over 4500 kg

  2. UCalgary Rental Vehicles

    If you are renting a Passenger Vans (11 or more passengers including the driver)

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Driver's Abstract Consent

    Complete the commercial driver's abstract consent form, scan and email to drivers@ucalgary.ca

    All other rental vehicles - Registration is Not Required at this time.

    Drivers must be 21 years or older for rental vehicles. Insurance is automatically covered by UCalgary as long as is only driven on UCalgary business ⁠— if the vehicle is being used for non-UCalgary purposes, purchase insurance from rental company.

Graduate students may only drive vehicles for varsity team transport, credit course-related field trips, or field research that has been approved by their department head or designate as requiring a vehicle.

Drivers must not have a graduated (GDL), learner's, probationary, or motorcycle/moped only license.

Rev: May 13, 2022

  1. UCalgary-owned Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary 

    All UCalgary graduate students must register to drive on UCalgary business

    *If you drive for more than one department, only register once with your primary department 

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

    4. Complete Reimbursement Form

    Complete and sign the Reimbursement for Drivers Abstract Form. Scan and attach the completed form and the receipt for the abstract, and email to drivers@ucalgary.ca.

  2. UCalgary Rental Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary 

    All UCalgary graduate students must register to drive on UCalgary business and be 21 years or older for rental vehicles.

    *If you drive for more than one department, only register once with your primary department 

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

    4. Complete Reimbursement Form

    Complete and sign the Reimbursement for Drivers Abstract Form. Scan and attach the completed form and the receipt for the abstract, and email to drivers@ucalgary.ca.

Undergraduate students may only drive vehicles for varsity team transport, credit course-related field trips, or for field research that has been approved by their department head or designate as requiring a vehicle. In all cases listed above, the trip must be under the direct supervision of a university employee who is either in the vehicle or in an accompanying vehicle.

Drivers must not have a graduated (GDL), learner's, probationary, or motorcycle/moped only license.

Rev: May 13, 2022

  1. UCalgary-owned Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submmission. Email abstracts to drivers@ucalgary.ca

    4. Complete Reimbursement Form

    Complete and sign the Reimbursement for Drivers Abstract Form. Scan and attach the completed form and the receipt for the abstract, and email to drivers@ucalgary.ca.

  2. UCalgary Rental Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary and be 21 years or older for rental vehicles

    *If you drive for more than one department, only register once with your primary department 

    2. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

    3. Complete Reimbursement Form

    Complete and sign the Reimbursement for Drivers Abstract Form. Scan and attach the completed form and the receipt for the abstract, and email to drivers@ucalgary.ca.

Volunteers and visiting students may only drive vehicles on university business with approval from the department head or designate, as well as Risk Management and Insurance.

If a department wishes a volunteer to drive on its behalf, email drivers@ucalgary.ca with the name of the driver, the department, and the reason for which they are driving on your behalf. The individual must already be a registered volunteer of the University of Calgary and driving must be included in the volunteer's activity description.

Drivers must not have a graduated (GDL), learner's, probationary, or motorcycle/moped only license.

Rev: Jan 25, 2024

  1. UCalgary-owned Vehicles

    1. Contact Risk Management at drivers@ucalgary.ca prior to registration

    2. Once you have consulted with Risk Management:

    Register to be a driver with UCalgary 

    All UCalgary volunteers must register to drive on UCalgary business

    *If you drive for more than one department, only register once with your primary department 

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

    4. Complete Reimbursement Form

    Complete and sign the Reimbursement for Drivers Abstract Form. Scan and attach the completed form and the receipt for the abstract, and email to drivers@ucalgary.ca.

  2. UCalgary Rental Vehicles

    1. Contact Risk Management at drivers@ucalgary.ca

    2. Once you have consulted with Risk Managment:

    Register to be a driver with UCalgary 

    All UCalgary volunteers must register to drive on UCalgary business and be 21 years or older for rental vehicles

    *If you drive for more than one department, only register once with your primary department 

    2. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

    3. Complete Reimbursement Form

    Complete and sign the Reimbursement for Drivers Abstract Form. Scan and attach the completed form and the receipt for the abstract, and email to drivers@ucalgary.ca.

All Other Canadian Provinces or U.S. Driver's License

If you hold a driver's license from any Canadian province other than Alberta, or a U.S. Drivers License, select below for the list of documentation necessary to apply to drive for the University of Calgary.

Once an employee becomes an Alberta resident, they have ninety days in which to obtain an Alberta driver's license (see Alberta Operators Licensing and Vehicle Control Regulation - Part 1, Division 1, Section 3 - Non-Alberta Licenses).

  1. UCalgary-owned Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

  2. UCalgary Rental Vehicles

    If you are renting a Passenger Vans (11 or more passengers including the driver)

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Send in Driver's Abstract

    Drivers are required to provide a commercial drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

    All other rental vehicles - Registration is Not Required at this time

    Drivers must be 21 years or older for rental vehicles. Insurance is automatically covered by UCalgary as long as is only driven on UCalgary business ⁠— if the vehicle is being used for non-UCalgary purposes, purchase insurance from rental company. 

May only drive vehicles for the following university purposes: varsity team transport, credit course-related field trips, or field research that has been approved by their department head or designate as requiring a vehicle.

  1. UCalgary-owned Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca 

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

  2. UCalgary Rental Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary and be 21 years or older for rental vehicles.

    *If you drive for more than one department, only register once with your primary department

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

May only drive vehicles for the following university purposes: varsity team transport or credit course-related field trips. In both cases, the trip must be under the direct supervision of a university employee who is either in the vehicle or in an accompanying vehicle.

  1. UCalgary-owned Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

  2. UCalgary Rental Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary and be 21 years or older for rental vehicles.

    *If you drive for more than one department, only register once with your primary department

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

May only drive vehicles on university business with approval from the department head or designate, as well as Risk Management and Insurance. If a department wishes a volunteer to drive on its behalf, email drivers@ucalgary.ca with the name of the driver, the department, and the reason for which they are driving on your behalf. The individual must already be a registered volunteer of the University of Calgary and driving must be included in the volunteer's activity description.

  1. UCalgary-owned Vehicles

    1. Contact Risk Management at drivers@ucalgary.ca

    2. Once you have consulted with Risk Management:

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

  2. UCalgary Rental Vehicles

    1. Contact Risk Management at drivers@ucalgary.ca

    2. Once you have consulted with Risk Managment:

    Register to be a driver with UCalgary and be 21 years or older for rental vehicles

    *If you drive for more than one department, only register once with your primary department

    3. Send in Drivers Abstract

    Drivers are required to provide a drivers abstract that is dated within 30 days of submission. Email abstracts to drivers@ucalgary.ca

International Driver's License

If you hold an international driver's license, select below for the list of documentation necessary to apply to drive for the University of Calgary. Ensure that you review the Government of Alberta information with respect to the International Driving Permit (IDP) and where it can be obtained in Alberta. Drivers obtain and submit current drivers abstract from the province or state that issued their drivers license.

Once an employee becomes an Alberta resident, they have ninety days in which to obtain an Alberta Driver's License (see Alberta Operators Licensing and Vehicle Control Regulation - Part 1 - Section 3 - Non Alberta Licenses)

  1. UCalgary-owned Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Email the below documentation to drivers@ucalgary.ca

    • Front and back copy of driver's license
    • Copy of International driver's permit, if applicable (check with Govt. of Alberta)
    • Current (within 30 days of submission) driver's abstract or a letter from your  insurance company (in English or translated into English)

  2. UCalgary Rental Vehicles

    If you are renting a Passenger Vans (11 or more passengers including the driver)

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Email the below documentation to drivers@ucalgary.ca

    • Front and back copy of driver's license
    • Copy of International driver's permit, if applicable (check with Govt. of Alberta)
    • Current (within 30 days of submission) driver's abstract or a letter from your  insurance company (in English or translated into English)

    Drivers must be 21 years or older for rental vehicles. Insurance is automatically covered by UCalgary as long as is only driven on UCalgary business ⁠— if the vehicle is being used for non-UCalgary purposes, purchase insurance from rental company. 

May only drive vehicles for the following university purposes: varsity team transport, credit course-related field trips, or field research that has been approved by their department head or designate as requiring a vehicle.

  1. UCalgary-owned Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Email the below documentation to drivers@ucalgary.ca

    • Front and back copy of driver's license
    • Copy of International driver's permit, if applicable (check with Govt. of Alberta)
    • Current (within 30 days of submission) driver's abstract or a letter from your  insurance company (in English or translated into English)

  2. UCalgary Rental Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Email the below documentation to drivers@ucalgary.ca

    • Front and back copy of driver's license
    • Copy of International driver's permit, if applicable (check with Govt. of Alberta)
    • Current (within 30 days of submission) driver's abstract or a letter from your  insurance company (in English or translated into English)

    Drivers must be 21 years or older for rental vehicles.

May only drive vehicles for the following university purposes: varsity team transport or credit course-related field trips. In both cases, the trip must be under the direct supervision of a university employee who is either in the vehicle or in an accompanying vehicle.

  1. UCalgary-owned Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Email the below documentation to drivers@ucalgary.ca

    • Front and back copy of driver's license
    • Copy of International driver's permit, if applicable (check with Govt. of Alberta)
    • Current (within 30 days of submission) driver's abstract or a letter from your  insurance company (in English or translated into English)

  2. UCalgary Rental Vehicles

    1. Complete Defensive Driving course

    New: As of March 1, 2024 - Complete the online Defensive Driving Course. Email your notification of completion to drivers@ucalgary.ca

    2. Register with UCalgary

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Email the below documentation to drivers@ucalgary.ca

    • Front and back copy of driver's license
    • Copy of International driver's permit, if applicable (check with Govt. of Alberta)
    • Current (within 30 days of submission) driver's abstract or a letter from your  insurance company (in English or translated into English)

    Drivers must be 21 years or older for rental vehicles.

May only drive vehicles on university business with approval from the department head or designate, as well as Risk Management and Insurance. If a department wishes a volunteer to drive on its behalf, email drivers@ucalgary.ca with the name of the driver, the department and the reason for which they are driving on your behalf. The individual must already be a registered volunteer of the University of Calgary and driving must be included in the volunteer's activity description.

  1. UCalgary-owned Vehicles

    1. Contact Risk Management at drivers@ucalgary.ca

    2. Once you have consulted with Risk Management:

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Email the below documentation to drivers@ucalgary.ca

    • Front and back copy of driver's license
    • Copy of International driver's permit, if applicable (check with Govt. of Alberta)
    • Current (within 30 days of submission) driver's abstract or a letter from your  insurance company (in English or translated into English)

  2. UCalgary Rental Vehicles

    1. Contact Risk Management at drivers@ucalgary.ca

    2. Once you have consulted with Risk Management:

    Register to be a driver with UCalgary

    *If you drive for more than one department, only register once with your primary department

    3. Email the below documentation to drivers@ucalgary.ca

    • Front and back copy of driver's license
    • Copy of International driver's permit, if applicable (check with Govt. of Alberta)
    • Current (within 30 days of submission) driver's abstract or a letter from your  insurance company (in English or translated into English)

    Drivers must be 21 years or older for rental vehicles.