Safer Driver Program
Eligibility, training, and safety requirements for employees who operate University vehicles.
Tool
Drive and manage University vehicles
Learn about the requirements, responsibilities, and resources for driving a University-owned vehicle, including driver safety, vehicle acquisition, maintenance, and reporting vehicle damage.
Topics on this page:
Popular resources
Vehicle accident insurance form
Report an accident involving a University vehicle and provide required driver, vehicle, and incident information.
Form
Vehicle acquisition guidelines
Keep University vehicles running safely and reliably with predictable maintenance costs and coverage for routine services and repairs
Policy or guideline
Vehicle acquisition form
Request approval to purchase or lease a University vehicle and submit the required vehicle and funding details.
Form
Vehicle damage report
Report damage to a University vehicle or equipment and document details needed for repair and review.
Form
Maintenance agreement for licensed vehicles
Access vehicle maintenance agreements, service details, and required forms for University-owned vehicles.
Policy or guideline
Services offered for University vehicles
Maintenance and repair services for University-owned vehicles, including preventive maintenance, inspections, and repairs performed by ASE-certified mechanics. Services are available to University departments for official University vehicles only.
How-to
Request a new or replacement vehicle
To request a new or replacement University vehicle, complete the Vehicle Acquisition form and review the Vehicle Acquisition guidelines. Once submitted, the Fleet Manager will work with your department to identify an appropriate vehicle and coordinate the approval and acquisition process.
The completed form is automatically sent to the Fleet Manager, who will identify a vehicle that best meets your department’s needs. This may be a new vehicle or an existing vehicle within the University’s fleet. Once a vehicle has been selected and priced, the Fleet Manager will return the form with the proposed vehicle and cost. After your department obtains the required approvals and signatures, return the completed form to the Fleet Manager so the vehicle can be acquired.
Driver requirements
Before driving a University-owned vehicle, departments are responsible for ensuring that anyone who drives a University vehicle has agreed to the Safer Driver Program. A signed copy of the agreement should be maintained by the department.
Fleetistics
Fleetistics is the fleet management system the University uses to support safe, efficient fleet operations. The system enables the Fleet Manager and department representatives to monitor vehicle use and maintenance activities. Fleetistics provides the following features:
- Instant accident notification
- Driver safety scorecards that promote safer driving habits
- Monitoring of speeding, braking, and seat belt use
In addition to safety features, Fleetistics provides operational tools, including fuel usage and idling time reports, as well as route information, to help reduce emissions, control expenses, and improve productivity.
Preventive maintenance
Standard preventive maintenance performed by the Auto Shop helps ensure vehicles are properly maintained, maximizing useful life and end-of-life value. The Auto Shop’s labor rate averages approximately 20% lower than outside repair shops, helping reduce University expenses.
Regular preventive maintenance helps maximize vehicle life, improve safety, reduce repair costs, and minimize unexpected downtime. Departments should follow the recommended maintenance schedule for University-owned vehicles.
Report vehicle damage
Any damage to a University vehicle must be reported within one business day by completing the Vehicle Damage Form. If the vehicle has a license plate, complete the Vehicle Accident Insurance Form to begin the insurance claim process.
Submit both forms to the Fleet Manager. The vehicle must then be inspected by the Auto Shop before it is returned to service. The Fleet Manager will coordinate repair estimates and the insurance claim process.
Returning a leased vehicle
Prior to the end of the lease term, Fleet Services will arrange for the Auto Shop to inspect the vehicle and assess its overall condition. Based on the vehicle’s condition and your department’s anticipated needs, Fleet Services will determine whether the department should continue using the vehicle at a reduced lease rate or whether a replacement vehicle is more appropriate.
Contact
Merritt Woodward
Auto Shop, Fleet & Courier Services
Manager
Related offices and departments
Browse related offices for contact information and related resources.
Fleet Services & Auto Shop Department
Fleet Services and the Auto Shop manage the University’s vehicle fleet to support safe, reliable, and cost-effective transportation for all operations. The department oversees vehicle acquisition, fleet administration, maintenance, and safety programs that support academic, research, and operational needs across the University.