Driver Authorization

The steps below must be completed before an employee, student employee or approved volunteer may operate a university vehicle.

Step 1: Access and complete the Authorized Driver Enrollment Form
To begin the authorization process, complete the Driver Request Form (DR1) form. Include your myUTSA ID (abc123) and UT San Antonio email address. You will receive an automated reply with additional instructions and next steps.

Step 2: Complete Required Training
All drivers must complete UT San Antonio’s Driver Safety Awareness Training (SA505). Once you’ve completed the training, the Office of Safety and Risk Management will verify course completion through the university’s training database.

Step 3: Motor Vehicle Record (MVR) Review
Once the form and training are received, you will receive an automated reply with additional information.

Additional Requirements for Certain Vehicle Types
Depending on your role and responsibility as a driver for UT San Antonio, you may need to meet additional requirements. This can include:

• 12-15 Passenger Vans: Hands-on van safety training course is required.
• Commercial Vehicles: Confirmation needed from driver’s department. A valid Commercial Driver’s License (CDL) is required and the driver must meet federal/state guidelines.

Driver authorization may be suspended or removed if:

• You are no longer employed by UT San Antonio.
• Your license is suspended.
• Your training expires.
• Your department withdraws your driving privileges.

To request reinstatement, your supervisor must email Fleet Administration and you must ensure that you are up to date on steps one and three above.

• Authorized Driver: A UT San Antonio employee, contractor or volunteer meeting the requirements of UTS157 4.3, 4.4 and 4.5.
• Commercial Driver’s License: Possession of a valid CDL and participation in UT San Antonio’s random drug testing program (HOP 9.30).
• Commercial Vehicle: Licensed vehicles either carrying 16 or more passengers or having a gross vehicle weight rating exceeding 26,000 pounds.
• Contractor: A person not on the UT San Antonio payroll driving in the course and scope of their employment.
• Employee: A person on the UT San Antonio payroll driving in the course and scope of their employment. This includes student employees.
• Licensed Vehicle: Motor-driven vehicles, including motorcycles, carrying a license plate.
• Practical Training: Vehicle-specific, behind-the-wheel operator training for special equipment (this is a UTSA requirement).
• Safety Training: Type-specific education about safety principles at work for the kind of equipment in use (this is a UTSA requirement).
• Small Utility Vehicle: Motor-driven riding equipment not carrying a license plate (e.g. golf cart, mule, riding mower, etc.).
• Specialized Vehicle: Motor-driven riding equipment not carrying a license plate with special safety concerns (e.g. forklift, mobile work platform, etc.).
• Student Employee: A person who is a UT San Antonio student and is employed by UT San Antonio either as an intern, work-study or student employee, driving in the course and scope of their duties as an employee.
• Van: Licensed vehicles built to carry 12-15 passengers on public roads.
• Visitor: Any person driving in their individual capacity.
• Volunteer: A person driving in the course and scope of a volunteer for a specific UT San Antonio event.

If you are involved in a vehicle accident, take the following actions immediately.

1. Ensure Safety
   • Check for injuries and call 911 if emergency medical assistance is needed.
   • Move to a safe location if possible.
2. Notify Law Enforcement
   • On campus: Contact UT San Antonio Police at 210-458-4911.
   • Off campus: Contact local police.
   • International: Immediately notify local authorities and UT San Antonio Global Initiatives, if applicable.
3. Secure the Scene
   • Take any safe actions necessary to prevent further damage or hazards.
   • Turn on hazard lights and use cones or warning signs if available.
4. Document the Incident
   • Take clear photos of all vehicles, license plates, damage, road conditions and surroundings.
   • Collect names, contact info and insurance details from all parties involved.
   • Complete the Auto Loss Report within 24 hours.

In addition to standard vehicle accidents, the following incidents must be reported using the same process as outlined in Vehicle Accident Reporting above:

• Accidents involving UT San Antonio-owned trailers, golf carts or industrial vehicles.
• Incidents involving contracted drivers or shuttles.
• Injuries to students during any sponsored travel.
• Accidents involving non-UT San Antonio passengers (e.g. guests, volunteers, contractors).
• Vehicle malfunctions that could potentially lead to an incident.
• Sensitive incidents involving a UT San Antonio-owned vehicle (e.g., involving law enforcement, sexual misconduct or conduct prohibited under Title IX).

Reporting Deadlines

The table below provides an overview of important deadlines for reporting requirements.

Post-accident drug and alcohol testing may be required if:

• There is reasonable suspicion of impairment.
• The driver operates a commercial (CDL) vehicle.
• There is serious injury or significant property damage.

Refusal to test will be treated as a confirmed violation per HOP 9.18.