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RMI Forms

Aircraft Charter Qualification

All aircraft charter companies that wish to be approved for use by MSU must submit the Aircraft Charter Company Qualification form (PDF).

Applicants will also need to include a Certificate of Insurance evidencing liability limits of $3 million per seat or more and naming Michigan State University and its Board of Trustees as additional insured, as well as a FAA Air Carrier Certificate, and have a minimum of an ARG/US Gold rating or be a Wyvern Wingman Operator. 

Approved companies will appear on the Approved Charter Aircraft list.

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Automobile Accident Report

The Automobile Accident Report is to be completed by the MSU driver or an authorized representative of the department when an accident involving an MSU vehicle licensed for the roadway results in property damage to the property of others, bodily injury to anyone, or physical damage to the vehicle.
It must be submitted on the day of the accident or as soon as practical after the accident. Upon submission, the form will automatically route to the form submitter’s supervisor (as assigned in EBS) for review and approval.  The individual submitting the form will also be copied on this email.
  • If the supervisor approves, the online form will then automatically route to RMI and the MSU Service Garage via email. The individual submitting the form and their supervisor will also be copied on this email.
    • An option to include an additional notification email address is located at the bottom of the online form if your unit requires another MSU departmental contact to be notified in addition to the supervisor. The additional notification email address will only receive a copy of the supervisor approved form.
  • If the supervisor disapproves, the individual submitting the form will receive an email notification to contact the supervisor to discuss the reason(s) for disapproval. The supervisor will also be copied on this email. The form will then need to be resubmitted per the supervisor’s guidance.

Note: If an MSU employee is injured in an automobile accident, notify MSU Workers' Compensation.

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Employee Driver Certification

Employees, who are assigned to drive a University-owned vehicle to perform any MSU assigned tasks, must complete the Employee Driver Certification (PDF) form annually. This form is intended to assist departments in assuring that employees meet the criteria for a satisfactory driving record.

This form is to be retained in the departmental office and is NOT to be used for ordering a Motor Vehicle Record (MVR) Review Request from the Office of Risk Management and Insurance (RMI).

Employees that transport minors are subject to a Motor Vehicle Record (MVR) Review within the last twelve months by RMI as required by the Youth Programs Policy. 

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Injury/Property Damage Report

The Injury / Property Damage Report is to be completed by an MSU employee to report any incidents involving non-employees resulting in bodily injury or Non-MSU property damage, which is not a result of a motor vehicle accident.

Please Note:

  • If a motor vehicle accident occurs involving a University owned vehicle, complete the Automobile Accident Report form on the day of the accident or as soon as practical after the accident.
  • If an incident involves damage to MSU property or equipment, please submit the MSU Property Loss Report to RMI.
  • If an employee is injured in any manner during the course of their employment, notify Workers' Compensation.

 

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Motor Vehicle Record Review Request

This form is for departments to request a Motor Vehicle Record (MVR) Review through the Office of Risk Management and Insurance (RMI). For individual requests, complete the Michigan Driver Record Request Form (PDF). If you have multiple requests, complete an Excel Spreadsheet with driver names and driver’s license numbers. Submit all requests to RMI at riskmgmt@msu.edu.

If a driver is licensed in a state other than Michigan, the department may submit a copy of the driver's out of state motor vehicle record showing the last 36 months of driving history to RMI for review.

The standard response time for motor vehicle record reviews is 3-5 business days. Review times may be extended when request volume is high.

Approved Driver Requirements:

A person driving a University owned vehicle must have a valid, unrestricted U.S. driver's license which is not suspended, restricted, revoked, expired, canceled or surrendered, with proper class and endorsements listed for the vehicle(s) to be operated AND must have a satisfactory driving record, per the following:

  • Driver has had no more than 3 or more convictions for moving violations within the past 36 months.
  • Driver has not been convicted of operating a vehicle while under the influence of alcohol or drugs, leaving the scene of an accident, failure to report an accident, driving with a suspended license or reckless driving within the past 36 months.
  • Driver has never been convicted of obtaining a vehicle unlawfully, possessing a stolen vehicle, or using a vehicle in a crime or in connection with an unlawful act.

The responsibility for enforcing these requirements rests with the department.

Faculty/Staff: It is recommended that all Faculty/Staff authorized to drive a MSU vehicle have their motor vehicle record reviewed on an annual basis.

Students: University owned vehicles may not be used by students unless they are approved by a University department. When a department permits to a student to drive a University owned vehicle, that student will be required to do the following:

  • Have their driving record reviewed and approved by the Office of Risk Management and Insurance (RMI) prior to driving the MSU vehicle. This is required on an annual basis.
  • If the driver is an undergraduate student, they will be required to complete the Driving Safety for University Vehicle Use course in the Ability LMS, effective 10/1/2023 (one-time requirement). For additional information on this training requirement, and tracking progress and completion in Ability, please click here.

It is the responsibility of the department authorizing the use of the vehicle to ensure the above are complete.   

Transportation of Minors: 

  • Employees that transport minors must have been subject to a motor vehicle record review within the last twelve months as required by the Youth Programs Policy.
  • Volunteers are not authorized to drive MSU vehicles. If transporting minors with their personal vehicle, departmental staff must submit a request to RMI to have their motor vehicle record reviewed annually as required by the Youth Programs Policy.

Registered Student Organizations (RSOs): RSOs and RSO Volunteers are NOT permitted to drive University-owned vehicles.

 

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MSU Property Loss Report

The MSU Property Loss Report should be completed only when MSU owned property has been physically damaged or destroyed.

The property loss must be reported by completing the MSU Property Loss Report (PDF) and submitting to the Office of Risk Management and Insurance at riskmgmt@msu.edu within 90 days of the loss. If not reported within 90 days of the loss, it becomes the financial responsibility of the department or unit incurring the loss.

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