Overview

This procedure outlines the operator authorization requirements and describes the authority of Facilities Management to suspend or revoke the operating privileges of anyone operating a Fleet Unit while conducting University business.

1. Application for Authorization

To obtain approval for operating a Fleet Unit, an individual must complete and submit an Application for Driving Privileges form to Facilities Management. Prior to submission, the form must be approved by the applicable Unit Head. This form provides consent for the University to obtain a Driver Abstract from the Department of Motor Registration on behalf of the applicant.  Operators licensed outside of Newfoundland and Labrador must obtain and submit a Driver Abstract from the issuing province/country upon application. 

The information requested on this form is collected under the authority of the Access to Information and Protection of Privacy Act, 2015 (SNL2015 Chapter A-1.2) and will be used strictly by Facilities Management to administer the Fleet Management Program and for no other purpose. It will be held securely by Facilities Management and will not be disclosed except as required by law. 

2. Operator Qualification Criteria

To be eligible for approval as an Authorized Operator of the University Fleet, the following operator qualification criteria must be met:

• Be an authorized University Member
• Hold a valid driver’s license to operate a motor vehicle, including the required class of license appropriate to the Fleet type, from Newfoundland and Labrador or the required jurisdiction; 
• Have fewer than seven demerit points and fewer than three moving traffic violations during a five-year driving history
• Submission of an Application for Driving Privileges form approved by the applicable Unit Head 
• Attend and provide a certificate of completion for the specified driver awareness training program which focuses on best driving practices.

3. Approval of University Driving Privileges 

The Fleet Lead will evaluate the Application for Operator Privileges Form submitted by employees seeking operating privileges and will notify the employee and the Operating Unit if approved. If approved, the employee will be set up with a key fob enabling them to operate a Fleet Unit. 

4. Suspension of University Driving Privileges 

The permission to operate a Fleet Unit is a privilege granted at the discretion of the University and may be revoked at any time without prior notice. 

The Director of Financial and Administrative Services, Facilities Management, in consultation with the Unit Head, shall have the authority to revoke an operator’s privilege to operate Fleet if: 

• The Authorized Operator has committed a violation of University policy and/or procedures;
• There is a serious safety concern.

Operating Units should monitor the driving performance via the University’s driver monitoring software (GPS) of departmental Fleet Units and bring to the attention of the Unit Head and Facilities Management for any violations of this Policy.

5. Review/Reapplication Process

Any individual who is at risk of having their operator privileges revoked as per the criteria established in Section 2, will be subject to review and final decision by the Director of Financial and Administrative Services, Facilities Management. 

Any individual who has had their Authorized Operator privileges revoked will be required to take an in person safe driver course with a recognized driver safety program at their own expense and provide a certificate of successful completion along with a new Application for Driver Privileges form in order to be reconsidered for privileges. The Director of Financial and Administrative Services, Facilities Management is responsible for reviewing any applications from drivers who have had their privileges revoked and is ultimately responsible for a decision as to whether a driver will be granted privileges or not.