Roanoke College
Motor Pool Guidelines
August 2004

I.                   Mission

The mission of the motor pool is to provide vehicles for official college business. The Motor Pool Fleet consists of seven extended vans, two full size vans, and one mini-van.

II.                Administration

The Office of Campus Safety operates the Motor Pool Fleet. The Physical Plant Department provides maintenance support for the vehicles.

III.             Location

  The Motor Pool parking area is located at the south end of the Lower Olin Hall / Fintel Library
  parking lot. Key pick-up and return is at the Campus Safety Office located in Bowman Hall.

IV.              Assignment / Availability

Requests to use vehicles are made by faculty or staff to the Campus Safety Office during the hours of 8:00 AM – 4:30 PM, Monday – Friday. The method to request a reservation is by the electronic form on the College’s home page under Faculty / Staff Services.  Questions about availability of vans can be answered by calling extension 2310.

Generally reservation requests will be accommodated on a first come – first served basis except during peak times of the year (fall and spring break) when the demand can exceed the supply of vehicles. During high demand times, assignment of vehicles will be made at the discretion of the Campus Safety Office in consultation with the departments requesting reservations. This is necessary due to special equipment such as trailer hitches and cargo racks on college vans that are not available on rental vans. Staff will work with departments to help find the most economical and equitable solution for their transportation needs.  If a college vehicle is not available, the individual(s) or department is responsible for making their own rental vehicle arrangements. College policies regarding safety and operation apply to vehicles rented for college business.

V.                 Procedures

A.     Check Out - Vehicles are signed out at the Campus Safety Office located on the ground floor of Bowman Hall.  Keys, an Exxon credit card, a “Trip Record” envelope on which to record mileage are issued. Users should make every effort to pick up keys prior to 4:30 pm (Monday – Friday) so that if there is a problem with the reservation there is adequate time for the staff to correct it.  A safety road kit is available upon request.

B.     Driver Qualification  (Based on college insurance carrier recommendations)

·        Employees must have a valid motor vehicle operator’s license issued by the state of Virginia (or legal state of residence if not a permanent resident). Operators may be required to show their license upon checking out a vehicle. The license must be carried during operation of the vehicle. For safety purposes the college will periodically review driving records of employees operating college vehicles.  Employees with unsafe driving records may be denied use of college vehicles. Employees driving full size passenger vans must attend van driver safety training which includes classroom instruction and a road test. The road test will be waived for experienced van drivers with a safe operational record.

·        Students must have a valid motor vehicle operator’s license issued by the state of Virginia (or legal state of residence if not a permanent resident). Operators may be required to show their license upon checking out a vehicle. The license must be carried during operation of the vehicle. Driving records of students operating college vehicles are to be reviewed by the college for safety purposes in accordance with insurance recommendations. Students with unsafe driving records may be denied use of college vehicles. A student with a DUI conviction is ineligible to operate college vehicles. The following conditions apply to student operation.

·        Only those students who have successfully completed the Safe Van Driver Course provided by Campus Safety may operate college vans.

·        Persons under the age of 18 are not permitted to operate a college vehicle.

·        A Faculty or Staff person must make the vehicle reservation listing student drivers.

C.     Operation of Vehicles - Drivers are expected to operate college vehicles in a safe manner abiding by state and local traffic laws as well as college policies. The driver is responsible for the safety and behavior of passengers while in transit. The driver is financially responsible for any traffic or parking citations that he / she may receive.

Employee violations will be reported to the Human Resources office and student violations will be reported to the College Disciplinary System. Violations of a serious nature involving operational safety or violation of laws (such as reckless driving and driving under the influence of intoxicants) could result in loss of the privilege to operate a college vehicle. The Office of Campus Safety will investigate complaints.

Virginia Law:

·        Requires that headlights be turned on when windshield wipers are used.

·        Prohibits the use of Radar Detectors. (Detectors are not permitted in college vehicles regardless of the state of operation.)

College Policy

·        All occupants must wear seat belts.

·        Consumption of alcoholic beverage is not permitted in college vehicles.

·        Smoking is not permitted in college vehicles.

·        Cell phone use by the driver is not permitted while the vehicle is in operation.

·        Driver is responsible to see that full size van capacities are not exceeded.

D.    In Case of Accident

·        Police must be called for any accident.

·        The vehicle should not be moved until the police have arrived.

·        The glove box contains the vehicle registration card, an insurance card and an accident documentation kit. 

·        In the event of a serious accident where the vehicle is not operable and / or personal injury or death occurs, the Office of Campus Safety is to be notified immediately. 

·        All accidents must be reported to the college upon return of the vehicle.

E.     In Case of Mechanical Breakdown –Should a mechanical breakdown in a distant location cause the vehicle to be inoperable or repairs are needed the driver is to:

·        Have the vehicle towed to the nearest Dodge or Chrysler dealership. If a dealer is not accessible, then the vehicle should be towed to a nearby reputable garage. AAA may recommend repair shops.

·        If minor repairs are needed, the faculty or staff person should wait while repairs are performed.

·        If major repairs are required, contact the Office of Campus Safety with specific information about the problem including a contact person with phone number and the location of the vehicle. The Physical Plant will contact the dealership or garage about major repairs.

·        If the vehicle is inoperable and repairs will take several days, the employee will need to rent a vehicle from the nearest car rental agency to continue the trip or return to campus or make other transportation arrangements.

Note: If a breakdown is within a reasonable distance of the college, the Physical Plant will dispatch a tow truck from Salem to pick up the vehicle and will try to bring a replacement vehicle if one is available.

F.      Fuel – The driver is responsible for fueling the vehicle. Persons traveling out of town will be issued an Exxon / Mobile Credit Card. The credit card is only to be used for fuel, oil or other vehicle related expense. Fuel may also be obtained at the Pillis Bros. Union 76 station at 101 4^th Street in Salem. Fuel receipts are to be returned in the Trip Record envelope along with the credit card and keys. Drivers on extended trips outside the area should check the oil level when re-fueling.  Sufficient gas (3/4 tank or more) must be left in the vehicle upon return for the next user.

C.     Return – The vehicle is to be returned to the Motor Pool parking area. All trash and personal belongings are to be removed.  The vehicle is to be left in a clean and satisfactory condition for the next user. Please lock all doors and turn off interior lights. The keys, credit card, and gas receipts are to be placed in the completed trip envelope and returned immediately to the Campus Safety Office. Mechanical problems with the vehicle, as well as comments or suggestions, are to be noted on the trip record form upon return.

·        Sponsoring departments may be held responsible for cleaning costs of vehicles left in an unsatisfactory condition (excessively dirty) or for the cost of damages to the vehicle resulting from a driver’s or occupant’s negligence.

G.    Mileage Charges – Departments are charged a per mile rate for use of the Motor Pool Vehicles. The user must provide a budget account number when the reservation is made.

H.     Cancellation Policy – The Office of Campus Safety is to be notified as soon as possible of cancellations as other users may be on a waiting list for vehicles.  A “Cancellation” form for this purpose is on the college web site.

I.        Special Equipment – If a department needs a van with a seat(s) removed or one that has a trailer hitch (two vans are so equipped) this must be specified at the time of reservation. Two working days lead-time is desired if seats need to be removed.