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Cornell University

Office of Risk Management and Insurance

Request for Approval of Student Drivers for University Vehicle Use

To ensure that students are properly approved to drive on behalf of Cornell University, please follow the steps outlined below:

  1. Initial Request: The supervisor must email Risk Management requesting business approval to allow a student to drive. The email must include the business purpose of the driving request, destination(s), and frequency with which the student will have to drive. Please note that driving approval is contingent upon a positive Motor Vehicle Record (MVR).
    • Simultaneously, Student Requirements: The college, department, or unit must inform the student to complete the following tasks:
    • Agile “User Registration” is located on the left menu
    • Agile ” Driver Release” is located on the left menu
    •  RMI 2100 Defensive Driving Course in WorkdayLearning
    • Please note: The 9-15 passenger van road test cannot be completed until after RMI has reviewed and approved the MVR report.
  2. Confirmation of Completion: The supervisor must confirm that the student has completed the (1) User Registration Form, (2) Driver Release Form, and (3) RMI 2100 course
  3. Submission of Information: After confirming completion of the above requirements, the supervisor should email Paula Griffin with the student’s name(s) and NETIDs.
  4. Request for MVRs: Paula Griffin will connect with Fleet Services to obtain the student’s Motor Vehicle Record (MVR). MVR verifications are required for anyone operating a vehicle on behalf of Cornell University. The time required to obtain the MVR may vary by jurisdiction, typically ranging from 1 to 2 weeks, depending on the state’s processing times. All drivers (including faculty and staff) must have an acceptable Motor Vehicle Record (MVR).
  5. MVR Review: Upon receipt of the MVR, Nakeschi Watkins will notify the supervisor and Paula of the RMI decision via email.
  6.  Agile Profile Update: Paula Griffin will update the student’s status in the Agile Profile as either “approved” or “not approved.”
  7. Important Notes:
    • The supervisor is responsible for ensuring that the student completes the User Registration Form, the Driver Release Form, and the RMI 2100 course.
    • The supervisor must approve the User Registration Form in Agile before submission.
    • Incomplete forms will delay the approval process.

By following these steps, the approval process will be completed in a timely and efficient manner.

Cornell Fleet Services Vehicles

  1. Authorized Users: Cornell faculty, staff, and students with a valid U.S. driver’s license must register as university drivers by completing the User Registration and Driver Release Forms at cornell.agilefleet.com. All students (undergraduate and graduate) must also be pre-approved by Risk Management by answering the driving history questions on the registration form.
  2. Authorized Passengers and Use: Only Cornell faculty, staff, and students are permitted in Fleet vehicles. Non-Cornell individuals must be pre-approved by Risk Management.
  3. Unauthorized Use and Passengers: Cornell Fleet vehicles are designated for official Cornell business only. They may NOT be used for personal purposes or for commuting to and from an individual’s place of residence.
    • The transportation of unauthorized passengers, including but not limited to hitchhikers, family members, or any other non-approved individuals, is prohibited. Unauthorized use of fleet vehicles exposes the university to significant liability, particularly in the event of an accident.
    • Animals are not permitted in fleet vehicles without prior written approval from Fleet Services. Any violations of these policies may result in disciplinary action.

For further information, please refer to the Cornell Fleet Services Policies.