561.1 Motor Vehicle Use Policy

Updated 2003-08-01

The vehicles in the motor vehicle fleet are for official college and college-related uses.  Our insurance company requirements do not allow for college vehicles to be available for employee personal used.  This applies to college cars, vans, pickup trucks, tractors, or other motorized equipment.

Students may drive vehicles within the following guidelines:

  1. A “car use application” must be filled out when the car is reserved.
  2. A copy of the student’s valid driver’s license must be given before vehicle keys are issued.
  3. A one time per year, $6 license check is required for each student driving and will be charged to the department’s budget.
  4. Only the person(s) listed to drive the vehicle at the time of check out are allowed to drive a fleet vehicle.

Since the fleet is available to offer maximum service to effectiveness of academic and administrative functions and since the resources in the motor vehicle fleet are limited, these charges apply:

  1. Failure to call physical plant office and canceling the use of a reserved vehicle: $3/car, $5/minivan, $6/15 passenger van.
  2. Failure to call ahead when not returning the car as schedule: $5.
  3. Failure to fill out mileage slips completely: $5.
  4. Failure to return vehicle with at least a half tank of gas: $5.
  5. Failure to clean out vehicle: $5.
  6. Unexcused explanations for being late: $ 10.

These charged are based on the cost to provide these services from the physical plant. For example, if a car is reserved and not used it would have been available to use for another college function. When there is no fleet vehicle available to serve requests, GC pays a higher per mile reimbursement rate. Therefore, it is imperative that reservations be kept whenever possible and the cost for failure to keep reservations be assigned to the departmental budget. The other fees are simply estimates for how much staff time it takes to follow through in contacting the user of the vehicle if information is lacking or other services need to be provided.

We have also agreed that the order of priority for vehicle usage is as follows:

  1. College Relations and Admissions
  2. Academic related uses: field trips, faculty conventions and meetings, student field experiences and athletic activities.
  3. Community voluntary service and officially arranged student activities, approved by the director of student activities.  If a reservation has been accepted, at least two weeks notice will be given if an approved reservation will not be kept.

When driving a college vehicle in stormy weather or over slippery snow or ice-covered roads, drivers are not to put themselves or their passengers in a dangerous situation by continuing to drive.  Drivers should recognize unsafe road conditions and discontinue driving until the roads are safe for traffic.  In the event that drivers cannot reach their destination or return to campus they are required to contact Security at 574-535-7599, or their Department Head or President Council member, who will then notify Security.  Drivers are to notify the contact person of the situation, with details of where they are and where they will be staying until the roads are passable and how they can be contacted.

In the event that drivers are unable to continue the trip, they will be personally reimbursed by the college for any expenses they incur for lodging and meals.  This cost will be billable to the department who reserved the college vehicle.