Driver authorization is required for all faculty, staff, students, and University affiliates who operate University‑owned or rented vehicles for University business. Driver authorizations are valid for a period of two (2) years and must be renewed to remain eligible. All authorized drivers are required to self‑report any changes that may affect their driving eligibility, including but not limited to changes in license status, driving violations, or medical conditions that could impact safe vehicle operation. Eligibility to drive is managed by the Office of Risk Control and Insurance, while vehicle reservations, operation, and day‑to‑day requirements are administered by Fleet Management. Authorization must be obtained and maintained prior to operating a University vehicle.
Driver Authorization Process
To be eligible for authorization, drivers must complete the following:
Step 1: Confirm you are eligible to drive
- Be affiliated with the University (faculty, staff, student, or approved affiliate)
- Meet minimum Authorized Driver qualifications per policy
- Hold a valid U.S. or Canadian driver’s license for at least two years
- Consent to a Motor Vehicle Record (MVR) review
Step 2: Become an Authorized Driver
The Office of Risk Control and Insurance reviews driver requests and MVRs and maintains the University’s list of Authorized Drivers. Authorization may be approved, monitored, or denied based on the University’s driving record criteria. Some drivers may be required to complete additional training as a condition of approval.
Important: Submission of a request does not equal authorization. Drivers may not operate a University vehicle until approval is confirmed.
For Department Heads and Supervisors
Department heads or supervisors who need to confirm driver eligibility or request a list of authorized drivers for their areas should contact the Office of Risk Control and Insurance for assistance.
Step 3: Reserve and Use a Vehicle
URI Fleet Management oversees state‑owned vehicles and provides vehicle operator guidelines and instructions. Once authorized, drivers must follow URI Fleet Management procedures to:
- Reserve a University vehicle
- Pick up and return keys
- Operate vehicles safely and appropriately
- Follow fueling, inspection, and return requirements
Additional Driver Training Requirements
Driver Safety Training
Based on a driver’s Motor Vehicle Record (MVR) review and the University’s MVR Scoring Grid, additional driver training may be required as a condition of initial authorization or continued approval. Depending on driving history and risk classification, the University may require authorized drivers to complete supplemental online driver safety training to mitigate risk and support safe vehicle operation. Completion of required training is a prerequisite for obtaining or maintaining Authorized Driver status.
12 – 15 Passenger Van Use and Training
Authorization to drive a standard vehicle does not automatically permit operation of a 12–15 passenger van. Drivers of 12–15 passenger vans must meet additional requirements, including:
- Drivers must be at least 21 years old
- Completion of annual passenger van safety training
- Compliance with 12 passenger limit and vehicle use rules
The National Highway Traffic Safety Administration (NHTSA) reports that fully loading a 15 passenger van causes the vehicle’s center of gravity to shift rearward and upward, increasing the potential for loss of control during emergency maneuvers and significantly increasing rollover risk.
NHTSA research shows that rollover risk increases dramatically as passenger load increases. In single‑vehicle crashes, 15 passenger vans carrying 10 or more occupants have a rollover rate nearly 3 times higher than vans carrying fewer than 5 occupants.
Commercial Driver’s License (CDL)
Employee drivers who require a Commercial Driver’s License (CDL) to perform their job duties for the University must meet the Rhode Island requirements for the type of license needed and have a minimum of two (2) years of general driving experience prior to driving in a CDL capacity for the University.
