Driver Qualification Program FAQs
I HAVE ALREADY TAKEN THE ONLINE TRAINING BUT MY NAME WAS NOT ON THE REPORT SHOWING I COMPLETED THE MOTOR VEHICLE FORM (MVR) AND MANDATORY VEHICLE OPERATOR TRAINING. WHAT SHOULD I DO?
You will not be included in the Driver Qualification Database as “Qualified” unless you have successfully completed and submitted the Motor Vehicle Record Form (MVR) and completed all modules of the online Motor Vehicle Operator Training.
Here is what you can do to check you status:
- Review your Activity Completion in the Campus Training system to make sure you have
completed all of the course modules. To remedy this, do the following:
- Log in to kennesaw.edu, select Mandatory Vehicle Operator Training.
- When you are in the course, look on the right side of each module. There will be a box next to each module.
- Make sure the boxes are checked all the way down – this indicates you have completed these modules.
- Complete any module that is NOT checked off in this system.
- Make sure that the Motor Vehicle Report (MVR) Form is completed, in full, then submitted to Risk Management
- Verify that your KSU Email address is in HR’s system so that when you complete your training, it will show up on the Driver Qualification Database. Log on to ADP and update your Primary Email address to reflect your KSU email.
If you have difficulty doing any of this, contact the ITS Service Desk.
**Reminder: Risk Management needs the Motor Vehicle Record (MVR) Form ONLY. It is step 4 in the training and is below the Acknowledgement in the campustraining.kennesaw.edu system.
- Review your Activity Completion in the Campus Training system to make sure you have completed all of the course modules. To remedy this, do the following:
I AM CONCERNED ABOUT SENDING MY MOTOR VEHICLE RECORD (MVR) REQUEST AUTHORIZATION FORM THROUGH INTER-OFFICE MAIL. HOW MAY I SEND IT SECURELY?
We hear your concerns and have developed a process to address this. You may send your completed MVR Authorization form to Risk Management in one of the following ways:
- Securely scan the form in the RICOH scanner system to folder #DDS.
- Hand deliver the form in a sealed envelope to Risk Management – Building R-2-Norton Hall, Suite 053 on the Marietta Campus
- Send it through U.S. Mail to: KSU Risk Management, 1100 South Marietta Parkway, MD# 9093, Marietta, GA 30060
- Securely scan the form in the RICOH scanner system to folder #DDS.
I DON’T HAVE A GEORGIA LICENSE, DO I STILL FILL OUT THIS FORM?
No, HR must run all Out-Of-State license checks.
If you have an Out-of-State license and you are a resident of Georgia, you must obtain a Georgia Driver’s License within 30 days of establishing residence. (O.C.G.A. § 40-5-20).
To submit an Out-of-State MVR to HR please complete the following steps.
- Go to: http://background.hrtrucheck.com/
- Click on Applicant Backgrounds and enter Access Code: ksu
- Go to New Users and Create a User Login and Password, then click on Register.
- Enter Personal Information and Sign
Please make sure the position is listed as "Out of State MVR"
WILL THE EMPLOYEE OR DEPARTMENT BE REQUIRED TO PAY A FEE FOR THE MVR REPORT?
No, there is no charge to the employee or department to run a Georgia MVR Report. There is, however, a charge to the department for Out of State MVR reports.
WHY DO I HAVE TO COMPLETE THE MANDATORY VEHICLE OPERATOR TRAINING AND MVR (MOTOR VEHICLE RECORD) CHECK?
Unfortunately, we live in a very litigious society. The "Course and Scope" of a person’s employment has been stretched to include personal vehicle use to drive to meetings across campus, running a quick errand to the office supply store, surplus, basically any use that can possible be connected with a person’s profession. Plaintiff Counsel will look for ANY connection to a larger entity in order to add an employer on to any legal action. Personal Insurance policies exclude business use unless a business endorsement is purchased.
Do you EVER…
- Drive your vehicle to meetings, conferences, training, or for any other purpose related to your profession or position at KSU?
- Drive your vehicle to another location across campus?
- Drive your vehicle to pick up supplies, materials or other items either on campus or to other locations such as Staples, Walmart, the grocery store, etc.?
- Do you drive your vehicle for any other purpose besides personal transportation to and from work?
If so, not only could you be held personally liable for damages or injuries related to an auto accident, in many cases, KSU could also be held liable.
If an employee is involved in an accident and the training and MVR check have not been completed, DOAS has authority to:
- Surcharge all of KSUs insurance premiums by 10% plus increased co-pays on every claim for at least 2 years;
- Deny coverage for the loss which puts KSU and the employee on the hook for the entire claim; or
- Both 1 and 2 above.
I DO NOT HAVE A DRIVER'S LICENSE OR I NEVER OPERATE ANY VEHICLE, INCLUDING MY PERSONAL VEHICLE, TO ATTEND MEETINGS, RUN ERRANDS, ATTEND CONFERENCES, OR ANY OTHER PURPOSE RELATED TO MY EMPLOYMENT OR PROFESSION. DO I NEED TO COMPLETE THE TRAINING ANYWAY?
No, under this circumstance you do not need to complete the training. You MUST, however, complete the MVR Exemption Form and send it to Risk Management. This form will be scanned in, just as the MVR Authorizations are scanned to NOLIJ. This MVR Exemption Form can be found on the Risk Management website risk.kennesaw.edu under Resources.
If your driving status changes, it is your responsibility to complete the training and MVR Authorization before you operate a vehicle for any business purpose.
WHAT ARE THE LIMITATIONS/PRIVACY PROTECTIONS IN THE USE OF THE DATA?
The records will be electronically stored in NOLIJ Web. Any hard copies will be shredded. The actual MVR report will not be converted to hard copy unless a copy of the report is requested, in writing, by the employee. This is a direct connection to Department of Driver Services (DDS). KSU ESS has worked with DDS in the set-up of this application.
WHAT WILL THE INFORMATION BE USED FOR AND BY WHOM?
The information will only be used to assure that the employee is qualified to operate a vehicle on behalf of KSU. If the employee is NOT qualified, the employee and his/her direct supervisor will be notified by email that he/she may not operate a vehicle for business use.As with any insurance company, an MVR is a view of the person’s driving history. This is a vital part of Insurance Underwriting as well as an indicator of whether or not an entity should allow a person to operate a vehicle in their name. Think about it. How many news stories have you seen where someone is involved in a serious vehicle accident and it turned out that the driver was a habitual violator or had a history of DUI’s? How does the media get this information? I really don’t know, but they do. If KSU allowed someone to operate a vehicle on the institution’s behalf and it turned out the operator’s license was suspended or restricted, or the person may not be safe to operate that vehicle; it is deemed as negligence on the part of KSU. This is not a new concept. In private industry, MVR’s are checked regularly. Employees often bear the expense of purchasing business endorsements on their personal policy and placing their employer as an additional insured.
I ALREADY COMPLETED THE MANDATORY VEHICLE OPERATOR TRAINING ONLINE A FEW MONTHS AGO; DO I HAVE TO TAKE IT AGAIN? CAN YOU CONFIRM THAT I AM CHECKED OFF?
No, you do not have to take the online course again. BUT…..
- Login to the course at https://campustraining.kennesaw.edu
- Select the Mandatory Vehicle Operator Training module
- Make sure all boxes to the right of each section is checked
- The last step is to select the MVR Authorization Form
- Complete and sign this form then send the original to:
Office of Enterprise Risk Management (OERM)
Mail Drop 9093
The training module will not allow you to access this form unless you have completed the online training, in full. If all boxes are checked you can contact our office, to have us confirm that your training is completed, by email at email@example.com
IS THIS SOMETHING WE WILL HAVE TO DO EVERY YEAR?Yes, the Mandatory Vehicle Operator Training is required annually as well as the MVR check. If any of your employees qualify for the Defensive Driver Training requirement, that course is only required every 5 years.
I CANNOT VIEW THE VIDEOS AND THE SYSTEM WON’T LET ME COMPLETE MY ONLINE TRAINING MODULE. HOW DO I FINISH THE TRAINING? I HAVE WATCHED THE AUTO LIABILITY PROGRAM VIDEO THREE TIMES NOW, AND IT WILL NOT CHECK OFF THAT I HAVE WATCHED THE VIDEO. LET ME KNOW WHAT I NEED TO DO IN ORDER TO BE ABLE TO COMPLETE THIS TRAINING.The latest version of the campus training module requires some browser add-ons and settings that may not be set up on your computer. If you have any difficulty completing the online training module and obtaining the required forms, contact the University Information Technology Services (UITS) Service desk for assistance at 470.578.6999. This issue can usually be corrected in just a few minutes.
IF I AM NOT OPERATING A KSU VEHICLE, WHY DO I HAVE TO GO THROUGH THE KSU MANDATORY DRIVER QUALIFICATION PROGRAM?
Review the definitions and explanation below:
- Employee – Includes Full-time and part-time Faculty and Staff, Student Assistants, Occasional, Seasonal and Temporary Employees, Volunteers, Non-Paid Affiliates and any other party acting on behalf of Kennesaw State University.
Vehicle – Any vehicle used for KSU business. KSU owned and controlled vehicles, rental vehicles from fleet or an outside agency using the State rental program, golf carts, gators and personal vehicles used while on KSU business.
We must be in full compliance with State policy and insurance requirements. Regardless of ownership, there are numerous circumstances in which KSU may be held liable for injuries and damages to a third party regardless of ownership of the vehicle involved.
I ALREADY HAD MY MOTOR VEHICLE RECORD (MVR) RUN BY HUMAN RESOURCES. WHY DO I NEED TO DO THIS AGAIN?Risk Management does not access documents in your employee file maintained by HR because of privacy restrictions. You will still need to complete the MVR Authorization form included in the online training module. Once received by Risk Management, the form will be scanned into the Driver Qualification database that is connected directly to the Georgia Department of Driver Services (DDS). Once your MVR Authorization Form is scanned into the system, you will not need to complete the form again unless your driver’s license status changes. Our database will also notify you when you need to complete your next annual training.
I DRIVE MY PERSONAL VEHICLE TO MEETINGS ACROSS CAMPUS OR OCCASIONALLY TO MEETINGS OFF CAMPUS. OTHER THAN THAT, I ONLY DRIVE MY PERSONAL CAR TO AND FROM WORK. DO I HAVE TO TAKE THIS TRAINING?
Yes, you need to complete the Level 1 requirements: LEVEL 1 – MANDATORY ANNUAL TRAINING and MOTOR VEHICLE RECORD (MVR) CHECK - APPLIES TO ALL EMPLOYEES
All employees must complete the Mandatory Vehicle Operator Training on an annual basis. This course is available online through Campus Training. The online course will only take about 20 minutes to complete and satisfies the State requirement for basic annual training.
- Go to: https://campustraining.kennesaw.edu and log in with your Net ID and Password.
- Scroll to Mandatory Vehicle Operator Training and click the link.
- If you have any technical problems, contact: UITS Service Desk for assistance at 470.578.6999.
- Carefully read and follow the instructions and complete all sections of the course.
I DRIVE MY PERSONAL VEHICLE TO MEETINGS ACROSS CAMPUS OR OCCASIONALLY TO MEETINGS OFF CAMPUS. OTHER THAN THAT, I ONLY DRIVE MY PERSONAL CAR TO AND FROM WORK. DO I HAVE TO TAKE THIS TRAINING?Yes, This training applies to all KSU employees.
I HAVE COMPLETED THE ONLINE MANDATORY VEHICLE OPERATOR TRAINING AGAIN BUT I AM UNABLE TO PRINT A CERTIFICATEA Certificate is NOT available for this course.
I OCCASIONALLY SHARE A RIDE IN MY PERSONAL VEHICLE WITH OTHER EMPLOYEES TO ATTEND MEETINGS AND EVENTS OFF CAMPUS. DO I HAVE TO TAKE THE 6-HOUR DEFENSIVE DRIVING COURSE?
No, you are not required to complete the six hour National Safety Council Defensive Driving Course to share a ride with another employee in your personal vehicle.
Our primary purpose for Level 2, six hour Defensive Driving Course is safety of our students and guests for which KSU would be primarily liable in the event of an accident. This includes KSU owned and rental vehicles, as well as privately owned vehicles.
While the National Safety Council Defensive Driving Course is open to all KSU employees, supervisors and managers should determine which of their employees meet the guidelines and are required to complete this course.
The requirement states:
- All employees who operate a vehicle on a regular weekly or monthly basis on behalf of KSU which applies to employees who routinely drive as part of their job duties.
- OR transport others regardless of frequency, because we have numerous programs where our employees only occasionally operate vans, multi-passenger low-speed vehicles (such as golf carts used as shuttles) but they do so in conjunction with KSU programs and events that may include students, volunteers and guests.
If you are unsure if you have an employee who may be required to complete this training, contact: Office of Enterprise Risk Management (OERM)
I RECEIVED AN EMAIL ABOUT MY DRIVER STATUS, WHAT DOES THIS STATUS MEAN?See Status below. If you are Not Qualified to drive you will need to update your training before you can be re-Qualified to drive.
I AM REVIEWING A MANAGEMENT REPORT FROM RISK MANAGEMENT. WHAT DO THE VARIOUS STATUSES MEAN?
QualifiedEmployee is qualified to operate a vehicle on behalf of KSU
ExemptEmployee claims Exemption from the program therefore may not operate a vehicle (Rental, Personal, Fleet, etc.) on behalf of KSU under any circumstances.
Qualified by HREmployee has an Out of State driver’s license, submitted the appropriate form to HR; MVR was run by HR and employee is qualified to drive.
Not QualifiedOnline Training Employee has submitted an MVR form but has not completed the Mandatory Vehicle Operator Training online through Campustraining.kennesaw.edu
Employee is not currently qualified to operate a vehicle Rental, Personal, Fleet, etc.) on behalf of KSU under any circumstances; An Employee may be listed in this status for a wide variety of reasons, EXAMPLES include:
- Typographical errors on the MVR Form submitted therefore MVR returns “Driver was not found” from DDS
- Employee submitted Out of State License Number on GEORGIA MVR Request form therefore “Driver was not found” error returned from DDS.
- Georgia Driver’s License is Expired, Suspended or does not meet the Qualification standards listed in the KSU Motor Vehicle Operator Policy
- Employee needs to contact Risk Management to provide revised data and/or determine reason for disqualification
Employee’s MVR was just processed and has not yet been reviewed by Risk Management
Not ProcessedEmployee’s MVR Form was received the day that the report was run and entered into the system. It will process overnight with the Georgia Department of Driver Services.
Error-ReprocessInitial Processing returned an error – data has been revised and MVR request will be reprocessed overnight.