Fleet Vehicles: MVR Approval and Driver Eligibility

Overview

Employees and approved student drivers must complete the Motor Vehicle Record (MVR) approval process before operating a Northwood Technical College fleet vehicle. Driver approval helps ensure that individuals meet the College's eligibility requirements before driving.

Once approved, employees can reserve vehicles through 25Live after their permissions have been updated. Students may also be approved to drive fleet vehicles, but their reservations must be completed by an advisor, Student Life Coordinator, or another authorized employee.

Key Information

• Driver approval is required before operating a Northwood Tech fleet vehicle.
• Employees must submit an MVR Packet to Talent & Culture for review.
• MVR reviews may take up to three business days to process after Talent & Culture receives the completed packet.
• Once approved, employees receive an email confirming their eligibility. Conference & Event Management (CEM) then updates their 25Live permissions.
• Students may be approved to drive fleet vehicles but cannot reserve vehicles directly in 25Live.
• Student reservations must be completed by an advisor, Student Life Coordinator, or another authorized employee.
• Written approval from Talent & Culture must be maintained for approved student drivers.
• Driver eligibility is reviewed annually.

Prerequisites

Before beginning the approval process:

• Determine whether the request is for an employee or student driver.
• For student drivers, an advisor, Student Life Coordinator, or another authorized employee must submit the request to Talent & Culture to have the MVR Packet sent to the student.

Instructions

Employee driver approval

Employees who are not currently approved to drive a Northwood Tech fleet vehicle must complete the following steps.

1. Request the MVR Packet. Submit a Talent & Culture Service Request to request the MVR Packet.
2. Complete the MVR Packet. Submit the required information as instructed.
3. Wait for the MVR review. Talent & Culture will submit the information for review. Processing may take up to three business days after the completed packet is received.
4. Receive approval notification. Talent & Culture will notify you by email if you are approved to drive a Northwood Tech vehicle.
5. Wait for 25Live access. Conference & Event Management (CEM) will update your reservation permissions after approval.
6. Reserve a vehicle. Once your 25Live permissions have been updated, access 25Live to reserve a vehicle.

Student driver approval

Students who need to drive a Northwood Tech fleet vehicle must be approved before operating a vehicle. Students cannot initiate the process independently through the employee reservation workflow.

1. Request the MVR Packet. An advisor, Student Life Coordinator, or another authorized employee must submit a Talent & Culture Service Request to have the MVR Packet sent to the student.
2. Complete the MVR Packet. The student completes and submits the required information as instructed.
3. Wait for the MVR review. Talent & Culture reviews the submitted information and determines driver eligibility.
4. Receive approval notification. If approved, both the student and the employee who submitted the request will be notified.
5. Maintain written approval. Written approval from Talent & Culture must be maintained for approved student drivers.
6. Arrange the vehicle reservation. An advisor, Student Life Coordinator, or another authorized employee must make the reservation through 25Live.

Annual driver eligibility review

Talent & Culture conducts annual Motor Vehicle Record reviews for eligible drivers. The annual review includes:

• Employees required to drive as part of their position.
• Selected employees receiving mileage reimbursement.
• Individuals who reserved fleet vehicles during the previous year.

Employees whose driving records require follow-up will be contacted directly by Talent & Culture.

Frequently Asked Questions

Troubleshooting

I was approved to drive, but I cannot reserve a vehicle in 25Live

Try the following:

• Verify that you received confirmation of your MVR approval from Talent & Culture.
• Allow time for Conference & Event Management to update your 25Live permissions.
• If you still cannot reserve a vehicle, submit a Campus Van Reservations.

I have not received my MVR approval notification

Try the following:

• Verify that you completed and submitted the required MVR information.
• Allow up to three business days for processing after Talent & Culture receives your completed packet.
• If you have not received an update after that timeframe, submit a Talent & Culture Service Request.

I need to reserve a vehicle for a student

Try the following:

• Verify that the student has received approval from Talent & Culture.
• Have an advisor, Student Life Coordinator, or another authorized employee complete the reservation in 25Live.
• Ensure written approval from Talent & Culture is maintained for the student driver.

Need Additional Assistance

If you're unable to complete the MVR approval process or reserve a vehicle after following the steps and troubleshooting guidance above, submit the appropriate Service Request.

For MVR packets, driver eligibility, or approval questions, submit a Talent & Culture Service Request.

For 25Live access or vehicle reservation questions, submit a Campus Van Reservations.