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Driver Authorization and Vehicle Use

The purpose of this information is to provide the UW-Whitewater campus supervisors with procedures regarding driving requirements that must be met in order for an employee, student or volunteer to be authorized to use a state vehicle, leased vehicle or personal vehicle on state business.

It is critical that those making the determination on the need to drive, remember that driving a state vehicle, leased vehicle or personal vehicle on state business is not a right but a privilege. Vehicle use entails a wide variety of related issues which affect the liability, property and workers' compensation experience of the university.

When determining if employees, students, or volunteers should drive a state vehicle, leased vehicle or personal vehicle on state business please remember it is appropriate to drive when the purpose fits the mission of the university or the official business of the university is carried out as a result of the trip.

Procedures

The following procedures and forms must be completed and authorization to drive must be given prior to driving a state owned vehicle, leased vehicle or using your private vehicle for state business:

  1. UW-WHITEWATER DRIVER AUTHORIZATION FORM This form must be completed and the attached State of Wisconsin Fleet Policies and Procedures read before driver authorization can be granted to drive a University vehicle, leased vehicle or a personal vehicle on State business.

  2. The applicant's DRIVING RECORD will be checked and compared to the driving requirements established by UW-Whitewater, UW-System and the State of Wisconsin.

  3. THE APPLICANT IS DENIED DRIVER AUTHORIZATION if the applicant is denied driver authorization, the applicant's supervisor can appeal the denial by writing the Director of Risk Management and Safety with information as to why it is critical to the mission of the Department that the applicant drive.

  4. UTILITY VEHICLE/GOLF CART AUTHORIZATION All utility vehicle and golf cart drivers must annually review the safe operations statement. This statement will be on file at the department where the staff, student, volunteer, or camp counselor is assigned and a copy sent to Risk Management & Safety. A driver authorization form is not required to drive a golf cart or utility vehicle.

  5. GENERAL INFORMATION ON STUDENT AND VOLUNTEER DRIVERS This material reviews information about driving state vehicles and gives examples of within the scope of the mission of the university.

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General Information on Student and Volunteer Drivers

Coverage for use of University-owned vehicles is restricted to our State Self-Funded Liability Program. It is a requirement of the State Self-Funded Liability Program that any student or volunteer driver must have a Driver Authorization Form on file in the Risk Management and Safety Office, prior to using a University vehicle.

INSTRUCTIONS:

  1. The UW-Whitewater driver authorization form must be completed and must be signed by the student's/volunteer's supervisor making the request.
  2. The driver authorization form should be sent at least five (5) working days prior to departure to:

    Risk Management and Safety
    Hyer Hall Room 330

DEFINITIONS AND EXAMPLES:

  • "Student Driver" - All University of Wisconsin students, including student employees.
  • "Volunteer Driver" - An individual other than a student or employee who is officially registered as a University Volunteer in the Office of Risk Management and Safety.

Some examples of approved usage of a University owned or leased vehicle are:

  1. Field trips that are for educational purposes, and have on-site supervision by a UW-Whitewater employee.
  2. Education programs that require training to be taken outside of the Whitewater area and are course-required. This would not include students who are required to train at some other site all day, i.e. student teaching, internships and coops.
  3. Business errands for a department.
  4. Conference, meeting, events which are University-related.
  5. Research under the direct supervision of a principal investigator or instructor, (Note #1 below for exceptions.)
  6. Volunteer programs that are under the direct supervision of the University, the program provides substantial benefit to the University, and where an agent agreement has been approved by Risk Management.
  7. Student organization trips when the purpose fits the mission of the University.

Some examples of inappropriate use of a state owned vehicle are:

  1. Individual research projects or course work primarily for the personal benefit of a student in working toward an undergraduate or advanced degree.
  2. Field trips that do not have on-site supervision.
  3. Fraternity or Sorority business trips.
  4. Student organization trips that are not related to the mission of the University.

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