Vehicle Coordinators are members of University staff responsible for implementing the University vehicle policy within their School or Department. Vehicle Coordinator Responsibilities Schools or Departments which own or lease a vehicle and vehicles must nominate a member of staff as Vehicle Coordinator. The Transport and Parking Office maintains an up to date list of Vehicle Coordinators.For full details of the responsibilities of Vehicle Coordinators please refer to the University Vehicle and Driver Handbook and Vehicle Policy, available below with other useful documents. Document Vehicle Coordinator List - Updated Jan 2026 (18.98 KB / DOCX) Document University Vehicle Policy (149.23 KB / PDF) Document University Vehicle and Driver Handbook (1.01 MB / PDF) Document Authorised Driver Form (21.13 KB / PDF) FleetCheck To assist with vehicle and driver management, the University has procured a fleet management system, FleetCheck. FleetCheck is used by the University as a centralised system for recording and monitoring vehicle information, driver details, compliance checks, maintenance schedules (including MOTs and servicing), and documentation, and includes automated driving licence checking for authorised drivers, helping ensure that all University vehicles are operated safely, legally, and efficiently.Access to this system is open to all vehicle coordinators. If you require access, please contact the Transport & Parking Department for further details. Document FleetCheck Web Accessibility Statement (271.27 KB / PDF) Authorising Drivers Vehicle Coordinators are responsible for registering University staff and students as authorised drivers. The Vehicle Coordinator should check a new driver's authorised driver form and their original driving licence, using University-approved licence checking software - please contact the Transport and Parking Office for more details.If this isn't possible, the check should be completed manually through the DVLA using the links below.View or share your driving licence information - GOV.UK (www.gov.uk)Check someone's driving licence information - GOV.UK (www.gov.uk)The authorised driver form and a copy of the driving licence should be kept on file by the Vehicle Coordinator. Reauthorisation of drivers and licence checks must be carried out annually. Procuring a vehicle All University vehicles should be acquired through University approved suppliers. These are listed on the Procurement website.Information on approved suppliers on the University Procurement website Registering a vehicle (owned or leased) On acquiring a new vehicle, a Vehicle Registration Form must be completed and sent to the Insurance Office, Transport & Parking Department, and Finance Department, to ensure the vehicle is insured and compliant. Document New Vehicle Registration Forms (36.3 KB / PDF) The Finance website provides detailed information on the University’s motor insurance policy.Insurance Office website Road tax Road tax for University owned vehicles is arranged by the Finance Department. Maintaining a vehicle In accordance with the University Vehicle Policy, it is the responsibility of the vehicle coordinator to ensure vehicles are maintained and compliant with the law within their school/department. Vehicle checks must be carried out by drivers or vehicle coordinators before vehicles are driven.Please contact the Transport & Parking department if you require advice. Parking University owned vehicles must display a valid permit to park in University car parks. Various permits types and costs apply across the different areas of the University. Parking Permits This article was published on 2024-02-13
