Update: York University Driver Procedure

Risk Management Services has implemented a York University Driver Procedure for drivers of University owned and leased vehicles (otherwise known as “fleet vehicles”).

The implementation of this procedure is a result of an insurance company audit, and provides the following guidance:

• A formal procedure to govern the conduct of individuals operating University fleet vehicles
• Promotion of safe and responsible driving behaviour, ensuring compliance with legal and insurance obligations, providing clarity, and demonstrating governance/process commitment to our insurer
• Guidance for consequences should a driver violate any of the procedures or have a repeated history of infractions

As part of this new guidance, drivers of fleet vehicles are now required to complete an Annual Fleet Vehicle Acknowledgement form to have continued coverage under the University’s insurance policy:

• New drivers being added to the fleet driver list are expected to complete this document at the time of their registration on the list.
• Existing drivers are expected to complete this document yearly, with the anticipation that:
  • All existing fleet vehicle drivers will submit a completed acknowledgement by the end of this calendar year
  • The regular collection of these acknowledgements will typically take place between the two periods where Risk Management contacts departments for driver list updates

Below is a list of all resources related to the registration of University fleet vehicle drivers:

• York University Driver Procedures and the SOP on the Registration of University Fleet Vehicle Drivers (link)
• Driver Profile Form, Annual YorkU Fleet Vehicle Acknowledgement Form, and a New Driver Registration Package (link)
• Automobile Accident Reporting Form (link)
• Webpage: York University Driver Requirements
• Webpage: Incident and Claims Process – Auto Accident YU Owned and Leased Vehicles

Additionally, Risk Management Services will be running two drop-in sessions to discuss anything driver procedure/registration related on October 3^rd 2025 and October 9^th 2025.