(A)       Vehicle requests. In order to process all necessary material, requests for use of vehicles must be presented to the office of campus life at least thirty-six hours in advance of the intended use. The request must include the names of all passengers in the vehicle and information describing the purpose for which the vehicle is requested.

(B)       Information verification. The office of campus life will verify that all drivers are registered students. The administrative services office will check the driving record of all proposed drivers and report to the campus life office any unacceptable driver. The office of campus life will check the passenger list to verify that passengers are students, staff, faculty or persons participating in official university programs on the campus. In order to grant the required sponsorship the office of campus life will determine if the intended use of the vehicle pertains to the official business of the university.

(C)       Student organization accountability. The office of campus life will verify the student organization's ability to meet all expenses.

(1)       If the group has an account with the university, it must currently have a balance to cover estimated costs plus the current insurance deductible sum in case of any damage to the vehicle.

(2)       If a group does not have an account, an advance deposit will be required to cover all estimated costs. In addition, a deposit amounting to the current insurance deductible sum per vehicle is required to cover any damage to the vehicle. This deposit will be returned if no damage occurs.

(D)       Usage of vehicles.

(1)       Repair or emergency. Should a vehicle appear to be malfunctioning at the time it is taken, it should be returned immediately for repair or substitution. Only minor emergency repairs may be made in the course of a trip without phone authorization. These are replacement of lights, fan belts, repair of flat tires, and so forth. The transportation department reserves the right to refuse payment for other repairs or parts not authorized beforehand by phone. Approval for major repair, substitute transportation, and towing can be obtained by contacting the transportation department or the university police department, in that order. Expenses for minor emergency repairs and also approved major repairs should be charged on the credit card provided or will be reimbursed by the transportation department only after the submission of proper receipts.

(2)       Adding or removing any part of the vehicle, modifying or adjusting the vehicle, or installing specific equipment requires prior approval by the director of transportation.

(3)       Vehicle return. It is imperative that the vehicle is returned to the motor pool by the designated time. Drivers who return motor pool vehicles after the garage is closed should park the vehicle in the parking area, record the mileage on the envelope and place the envelope in the slot of the garage door.

(4)       Daily rates. A charge of five dollars per day will be made if a vehicle is reserved but not used, unless the reservation is canceled twenty-four hours in advance of the scheduled use. If the vehicle is not picked up within two hours of its scheduled departure, it may be reassigned. One and one-half times the daily rate is charged for each day a vehicle is kept beyond its scheduled approved date of return, and further use of university vehicles will not be permitted for a minimum of six months.

(5)       If it becomes necessary for the group to change destination points, clearance must be obtained from the office of campus life or university police department, which will make arrangements with the transportation department.

(E)       Driver and group responsibility. The operator is responsible for all traffic and parking violations. Additionally, should an operator be cited for exceeding the fifty-five mile per hour speed limit, he or she shall lose all motor pool privileges.

Effective: October 3, 2005
Prior Effective Dates: October 26, 1979, August 16, 1982, August 18, 1995