Roles and Responsibilities

Roles and Responsibilities of Drivers and Admininstrators

Each College employee and approved student driver has a designated role in the College’s Vehicle Use Guidelines. The following information identifies and outlines the roles of each participant.  Any questions regarding specific roles should be addressed with a Fleet Safety Representative or the Fleet Safety Administrator.

Fleet Safety Administrator

  • The Fleet Safety Administrator (position currently held by the Risk Manager) will oversee the implementation of the Vehicle Use Guidelines. Duties of this position include:
  • Work with the College administration to set standards for Approved Fleet Drivers
  • Oversee the maintenance of the list of Approved Fleet Drivers and enable access by Fleet Safety Representatives
  • Communicate all current and new guidelines to Fleet Safety Representatives
  • Investigate accidents involving College vehicles as needed
  • Investigate reported incidents of non-compliance with established guidelines
  • Initiate removal of Fleet Drivers from the Approved Driver List as established by the guidelines
  • Explore and initiate improvements for the Vehicle Use Guidelines
  • Support the implementation of new policies or guidelines related to driver safety as may be applicable
  • Notify the Motor Pool immediately if any driver informs the Administrator of damage or defect in a vehicle

Fleet Safety Representatives

These are designated individuals that ensure departmental compliance with the Vehicle Use Guidelines. Each office or department that has direct access (keys) to any college owned vehicle or that rents vehicles to be used on college business is responsible for designating an individual or individuals to ensure departmental compliance with the Vehicle Use Guidelines. Departments that control vehicles include: Facilities, Campus Police; Geology, Biology, Career Education and Alumni Association (rented golf carts).

Fleet Safety Representatives are required to:

  • Notify the Fleet Safety Administrator of any accident involving any of their department’s College vehicle/s.
  • Notify the Motor Pool immediately if any driver informs the Representative of damage or defect in a vehicle controlled by their department.
  • Inform Approved Fleet Drivers in their department about new policies or procedures for Vehicle Use.
  • Issue and control distribution of vehicle keys only to qualified participants of the Vehicle Use Guidelines.
  • Advise individuals interested in joining the Vehicle Use Guidelines of the required procedures.
  • Serve as liaison with the Fleet Safety Administrator.
  • Coordinate with the Motor Pool on vehicle repairs or other vehicle servicing as needed.

Other Fleet Safety Representatives are authorized individuals who support the MVR process.


Supervisory responsibility is an important component in the monitoring of vehicle access by authorized drivers. The Supervisor’s responsibilities include:

  • Permit only Approved Fleet Drivers to operate department-controlled vehicles on College business.
  • Report any changes in Approved Fleet Drivers status to the Fleet Safety Administrator.
  • Notify the Motor Pool immediately if any driver informs the Supervisor of damage or defect in a vehicle.
  • Ensure that the position description of any department employee who drives as a condition of employment reflects this requirement.
  • Designate a Fleet Safety Supervisor for their department or area as needed.

College Employees and Students

In signing on to become an Approved Fleet Driver, all College employees, students and volunteers agree to:

  • Operate College Vehicles only after being given Approved Fleet Driver designation.
  • Operate vehicles according to the Vehicle Use Guidelines requirements.
  • Immediately report vehicle defects and accidents to their supervisor.
  • Follow Vehicle Use Guidelines if in an accident involving a College Vehicle.
  • Immediately report changes in their driving status to their supervisor (accidents, moving violations, loss or suspension of license).
  • Accept consequences of non-compliance penalties.