Students wishing to be authorized must submit their name to the Director of Club Sports. Names will be added to the Fleet Vehicle Training on Learn@UW, those requesting authorization must review the video and take the quiz. Quiz results must be attached to the Driver Authorization when submitted.
Students, LTE's and volunteers must complete the Student, LTE, & Volunteer Driver Authorization form. Include the name of the club in the "Purpose for Traveling" box. (Note: this form is meant to be printed out.) Again, a check of your motor vehicle record will be made and, if approved, the drivers name will be listed on the Approved Driver Database. Specific information regarding the process for authorizing students is available in the Student/Volunteer Guidelines.
Faculty and staff must complete a Vehicle Use Agreement. This form indicates that the driver has received and understands the Fleet Driver Policies and Appendix and UW-Madison Fleet Rules and Regulations. A check of your motor vehicle record will be made. Be aware that the University's Authorization Requirements are stricter than those of DOA. Once approved to drive, employees will be listed on the Approved Driver Database. Specific information regarding the process for authorizing faculty and staff is available in the Faculty/Staff guidelines.
In both cases, if the driver has an out-of-state (or country) license, or a Wisconsin license for less than 3 years, the driver must complete a Notarized Statement of their driving record and have the form notarized, before submitting it along with the appropriate application.NOTE: For those members that must fill out a Notarized Statement, a copy of your driver's license must accompany your application.
Due to the State's increasing scrutiny of driver qualifications, UW System will no longer accept driver licenses from other countries, Canada excepted. Individuals will need to contact the Wisconsin Department of Motor Vehicles to obtain a Wisconsin driver's license before being authorized to drive. From this point forward, we can only accept licenses from the US, it's territories, and Canada.
All forms must be submitted to the Club Sports Director for signature. Please do not fax them to Risk Management as this will delay your application.
The form must be submitted at least four weeks prior to departure.
Incomplete forms will not be processed and will be returned to the club's mailbox.
A submitted application for authorization may be denied due to:
Two or more moving violations and/or at-fault accidents within a three-year period.
Less than 1 year of driving experience.
Assessment of 6 points in a three year period; please note that no credit is given for Motor Vehicle point reductions.
If Risk Management approves the authorization, the driver's name will be added to the Approved Driver database. Clubs may check the Approved Driver Database by driver name or view the entire Club Sports program listing using the UDDS code A801500.
If Risk Management rejects the authorization, a memo will be sent to the department explaining why the individual was rejected. The individual should then be notified that he/she is not allowed to drive U.W. vehicles.
When students or volunteers are requsted to drive a departmental vehicle, the department must confirm authorization via the database before the individual is given the keys to the vehicle.
Car Fleet's reservations system is linked to the Approved to Drive database. An individual will not be able to reserve a vehicle if their name is not currently listed in the database.
Insurance protection for use of University-owned vehicles is through the State's self-funded Liability and Property Programs. Accordingly, it is a requirement that any student, volunteer driver, or LTE must have an approved "Student/Volunteer Driver/LTE Authorization Form" on file in the campus Risk Management Office, prior to using a University vehicle. If an individual holds a valid driver authorization from another department, it is not necessary to re-authorize until that card expires. Cards are issued for a maximum of one year. When a privately owned vehicle is to be used, the owner's coverage is primary.
