Department Responsibilities

Department Liaison Responsibilities

Each department must designate a Department Driver Liaison who serves as the operational owner of the department’s driver roster.

The Department Liaison is responsible for:

• Maintaining an accurate, up-to-date list of all active drivers in their unit
• Adding new drivers in Workday to initiate the authorization process
• Removing drivers promptly when driving is no longer required (e.g., role changes, departures)
• Ensuring drivers complete required acknowledgements and training
• Serving as the primary point of contact for driver-related questions within the department
  

Student and staff/process driver management Workday guide:

• Workday Student Cohort Management Guide
• Workday Staff/Faculty Driver Management Guide

Identifying Who Must Be Listed as a Driver

Departments are responsible for identifying all individuals who drive on University business. Drivers typically fall into the following categories:

• Core Role Employees:  Staff whose job duties explicitly include driving (e.g., Facilities, Athletics operations, event logistics)
  • These employee drivers will be added to Driver Lists in Workday by the HR team during onboarding. They will appear on the driver roster for their respective department.

• Other Drivers:  Employees who drive for University business (e.g., transporting students, driving for events, field activities). Anyone who drives a university vehicle or a university cart, or who rents a vehicle, must be a registered and authorized driver under the SCU Drivers Program.
• Student Drivers:  Student workers, student-athletes, or recognized student organization drivers operating vehicles or carts
• Faculty Drivers: Faculty traveling for fieldwork, academic programs, research activities, or University-sponsored events
• Affiliates & Volunteers:  Coaches, visiting scholars, or authorized volunteers who drive as part of their University role
  
  

Rule of thumb: If someone drives a University-owned vehicle, rental car, cart, or transports others for University business, they must be listed and authorized.

Workday Responsibilities by Driver Type

Department Liaisons manage driver authorization directly in Workday. The specific action depends on the driver type:

• Student Drivers
• Add and remove students from your department’s designated driver cohort
• Students complete the authorization process once, even if they drive for multiple departments
• Staff, Faculty, Coaches, & Affiliates
• Add individuals in Workday to trigger the driver authorization workflow
• Workday will recognize prior completion and prevent duplicate data entry where applicable

Once added, Workday will:

• Send the required authorization forms to the driver
• Collect driver’s license information
• Trigger required driver training

Job Aids:
Link to Job Aid for step-by-step instructions on adding and managing drivers in Workday.

What Happens After a Driver Is Added

After a driver is added in Workday:

• The driver receives automated Workday notifications
• Required acknowledgements and DMV consent are completed electronically
• Driver training is assigned and tracked
• Risk Management completes DMV enrollment and record monitoring (as applicable)

Drivers are not authorized to drive until all required steps are complete.

Common Questions

• Will drivers receive confirmation?
  • Yes. Drivers receive confirmation once all required steps are completed.
• Is training required?
  • Yes. All authorized drivers must complete a short, web-based driver safety training.
• Do students driving for multiple departments repeat the process?
  • No. Students complete the authorization process once.
• Does Workday recognize prior driver authorization?
  • Yes. Workday flags prior completion (e.g., driver’s license data already on file).
• Is special access required to manage driver cohorts?
  • Yes. Department Liaisons must have the appropriate Workday security role and VPN access.