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
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.
Automobile Accident Report
- 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.
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 owned 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.
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.
For additional information on insurance coverage, please visit our Insurance page.
Vehicle Usage
To determine whether an Employee Driver Certification (EDC) and/or a Motor Vehicle Record (MVR) Review is needed, please see the chart below.
Employee Driver Certification (EDC)
Employees, who are assigned to drive a University-owned vehicle to perform any MSU assigned tasks, must complete the Employee Driver Certification (EDC) form annually. The employee certifies they do (or do not) meet the stated satisfactory driving requirements and also agree to the stated acknowledgements when they submit the form. Departments are responsible for reviewing and maintaining these submitted forms in their unit, and the EDC is not to be used for ordering motor vehicle record reviews from RMI. If the employee falls into a category where an MVR review is required, or if a department specifically wants their record reviewed, they would still submit the EDC form, in addition to the MVR Review Request form, as the forms serve two separate purposes.
Important notes about the new online EDC form:
This new online form mirrors the previous PDF form, containing the same certification requirements and acknowledgements already in place. The online form requires the employee to enter their full name, email address, department of employment, notification name and notification email address, followed by the certifications and acknowledgements. If a unit requires an additional person to be notified of the EDC submission, there is an opportunity to enter an additional notification email address at the end of the form. Once the form is submitted, the person identified in the form as the notification name/email address will receive an automated email with an attached PDF copy of the employee’s submitted form responses, which would then be maintained in the department/unit files.
Please also note that employees who will be transporting minors are subject to a Motor Vehicle Record (MVR) Review within the last twelve months by RMI as required by the Youth Programs Policy.
Motor Vehicle Record (MVR) Review Request
This form is to be submitted directly by the driver to request a Motor Vehicle Record (MVR) Review Request by RMI in order to obtain authorization to operate a University-owned vehicle.
If a driver has a driver's license issued from a state other than Michigan, the driver will receive an email request from RMI upon submission of this form requesting a copy of their out-of-state driving record for the past 36 months. RMI will proceed with the MVR review upon receipt of the driver's out-of-state record.
The standard review time for MVR reviews is 3-5 business days, and may be extended when request volume is high.
Approved Driver Requirements:
An individual 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 are also 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 and volunteers that transport minors must have been subject to an MVR review and approval 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.
- IMPORTANT: Registered Student Organizations are not authorized to drive University owned vehicles for RSO activities. However, if a University department provides approval that you are driving for an RSO on behalf of an MSU department sponsored and sanctioned activity, you will be permitted to operate an MSU vehicle for your RSO responsibilities, pending review and approval of your driving record by RMI. Upon submission of your Motor Vehicle Record (MVR) Review Request to RMI, the department will first need to accept your request in order to grant approval for your RSO driving responsibilities on behalf of the department. If accepted, RMI will then review your driving record and provide the review results to the person indicated on the MVR form of whom the results need to be shared with. If your RSO driving request on behalf of the department is rejected, you will receive an email from RMI, with the department administrator copied, indicating that authorization to drive for the RSO on behalf of the department was rejected.
Motor Vehicle Record (MVR) Review Request
This form is to be submitted directly by the driver to request a Motor Vehicle Record (MVR) Review Request by RMI in order to obtain authorization to operate a University-owned vehicle.
If a driver has a driver's license issued from a state other than Michigan, the driver will receive an email request from RMI upon submission of this form requesting a copy of their out-of-state driving record for the past 36 months. RMI will proceed with the MVR review upon receipt of the driver's out-of-state record.
The standard review time for MVR reviews is 3-5 business days, and may be extended when request volume is high.
Approved Driver Requirements:
An individual 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 are also 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 and volunteers that transport minors must have been subject to an MVR review and approval 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.
- IMPORTANT: Registered Student Organizations are not authorized to drive University owned vehicles for RSO activities. However, if a University department provides approval that you are driving for an RSO on behalf of an MSU department sponsored and sanctioned activity, you will be permitted to operate an MSU vehicle for your RSO responsibilities, pending review and approval of your driving record by RMI. Upon submission of your Motor Vehicle Record (MVR) Review Request to RMI, the department will first need to accept your request in order to grant approval for your RSO driving responsibilities on behalf of the department. If accepted, RMI will then review your driving record and provide the review results to the person indicated on the MVR form of whom the results need to be shared with. If your RSO driving request on behalf of the department is rejected, you will receive an email from RMI, with the department administrator copied, indicating that authorization to drive for the RSO on behalf of the department was rejected.
Motor Vehicle Record (MVR) Review Request
This form is to be submitted directly by the driver to request a Motor Vehicle Record (MVR) Review Request by RMI in order to obtain authorization to operate a University-owned vehicle.
If a driver has a driver's license issued from a state other than Michigan, the driver will receive an email request from RMI upon submission of this form requesting a copy of their out-of-state driving record for the past 36 months. RMI will proceed with the MVR review upon receipt of the driver's out-of-state record.
The standard review time for MVR reviews is 3-5 business days, and may be extended when request volume is high.
Approved Driver Requirements:
An individual 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 are also 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 and volunteers that transport minors must have been subject to an MVR review and approval 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.
- IMPORTANT: Registered Student Organizations are not authorized to drive University owned vehicles for RSO activities. However, if a University department provides approval that you are driving for an RSO on behalf of an MSU department sponsored and sanctioned activity, you will be permitted to operate an MSU vehicle for your RSO responsibilities, pending review and approval of your driving record by RMI. Upon submission of your Motor Vehicle Record (MVR) Review Request to RMI, the department will first need to accept your request in order to grant approval for your RSO driving responsibilities on behalf of the department. If accepted, RMI will then review your driving record and provide the review results to the person indicated on the MVR form of whom the results need to be shared with. If your RSO driving request on behalf of the department is rejected, you will receive an email from RMI, with the department administrator copied, indicating that authorization to drive for the RSO on behalf of the department was rejected.