Vehicle Use

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Fleet Vehicle Use Policy

Purpose statement: The Cedarville University fleet exists to support and serve departmental program needs that represent appropriate institutional use.

The Campus Experience office facilitates all scheduling and dispatching of the fleet through the use of the on-line request form. It is our goal to provide prompt, excellent service to those who request use of the Cedarville University fleet. Please contact us at [email protected] with any comments or questions.

Supply & Demand: A limited number of vehicles are available to service an increasing demand for transportation. As a result, the fleet is scheduled very tightly. We desire to be good stewards of the resources God has provided, and we appreciate your patience and cooperation as we strive to fulfill as many vehicle requests as possible.

Confirmation of Vehicle Requests: Requesting a vehicle does not guarantee that a vehicle will be available. Once your request has been processed, you will be notified via e-mail to confirm your request.

Appropriate Use:

Fleet vehicles are not available for personal use or for rental by outside groups or individuals.
Fleet vehicles should not be used for hauling heavy or bulky items which could potentially cause damage to the interior of the vehicle.

Use charges: The department requesting to use a Cedarville-owned vehicle will be charged on a per-mile basis for each vehicle used. Please note the vehicle charges and passenger capacities listed below:

Minimum use charge: $10 per vehicle*
$0.62/mile for 7 occupant minivans
$0.75/mile for 12 occupant vans
* If the vehicle will not be used as intended, the reservation must be canceled before the scheduled departure time, or a $10 charge will be assessed for failure to cancel.

Note: The faculty/staff advisor for student organizations must make the reservation for their vehicle needs.

Vehicle Use Guidelines

Vehicles in the fleet are to be driven by approved drivers only!
- Faculty and staff drivers - are approved by the Campus Security Office once they have completed the "Submit Information to Drive University Vehicle (facstaff)" online form.
- Student drivers - A faculty or staff member must complete the "Authorize to Drive University Vehicle" online form for each student driver and then each student must complete the "Submit Information to Drive University Vehicle (student)" online form. The Campus Security office will issue a special license to approved student drivers (a training/driving session is required for students to drive the 12 passenger vans). Approval for student drivers is only valid for the current school year, or the dates indicated on the CU-issued license.
Unauthorized use of Cedarville-owned fleet vehicles will result in a $250 fine plus any other costs incurred (including mileage charges, etc.)
On the day of vehicle use, you may pick up the key and travel sheet at the SSC Information Desk during regular office hours (8am-7pm) Monday through Thursday, (8am - 6pm) Friday and (10am - 5pm) Saturday. During the summer, please come to the Campus Experience office between 8am - 5 pm Monday to Friday to pick up your keys and travel sheet. You must provide the vehicle confirmation number and a current Cedarville University ID to receive key(s) and travel sheet(s).
Early morning departures. If your departure is scheduled on a weekday before 8am, you must pick up the key and travel sheet before 7pm (Monday through Thursday), 6pm (Friday) and 5pm (Saturday) on the day prior to your trip. During the summer, please come to the Campus Experience office between 8am - 5 pm Monday to Friday to pick up your keys and travel sheet.
DO NOT take the vehicle until the exact time your travel sheet indicates. Vehicles taken before the scheduled time will result in a warning issued to the driver and/or department. A second incident by the same driver will result in the loss of fleet use privileges for 30 days.
Please return the vehicle promptly to the assigned lot at the scheduled time as indicated on your travel sheet. This is important because vehicles are scheduled very tightly, and each vehicle may be used multiple times in a given day. Vehicles returned late, or not returned to the designated parking lot, will result in a warning issued to the driver and/or department. A second incident by the same driver will result in the loss of fleet use privileges for 30 days.
Accurately complete the Travel Sheet. Please record the beginning and ending odometer readings. On the bottom of the travel sheet, report any mechanical issues or damages to the vehicle.
Return the vehicle key and completed travel sheet to the SSC Information Desk immediately after returning to campus. If you return to campus after business hours, there is a key drop box located at the upper-level SSC entrance. Lost keys will result in the replacement cost being charged to the department or student account.
Please cancel any vehicle requests that are not needed. Go to "My Schedule", find the reservation you need to cancel, and click on the red "X" or contact the Campus Experience office at 2211 to cancel any reserved vehicles which will not be used, even if it is a last minute cancellation. This will enable another department or individual to schedule that vehicle if needed. If you have not called to cancel or if you have not come to pick up the keys within a reasonable amount of time after the scheduled pick-up time, the vehicle may be rescheduled for someone else. Failure to cancel a vehicle reservation prior to the scheduled departure time will result in a $10 charge.
If the vehicle you have reserved needs gas and you are still on campus, during regular business hours go to the on campus fuel pump located at 2840 Cedarville Yellow Springs Rd and the Automotive department will fill it up. If it is after hours, contact the Campus Security Officer on duty (#999 or 937-239-6491) to meet you there and fill it up. For extended trips, you may request a Fleet Gas Card. This purchasing card ($500 transaction limit and $1,000 credit limit) is authorized for fuel, towing, and mechanical repairs only. Any repairs must be pre-authorized by the CU Automotive Department. Please return the Fleet Card along with your key and travel sheet immediately upon your return to campus. Your department will be charged for any fraudulent charges that appear on the bill, so you must contact the Campus Experience office immediately if you suspect the card has been lost or stolen.
Buckle-up! Everyone riding in a Cedarville-owned vehicle must wear their seat belt. Only put as many people in any vehicle as there are seat belts in that vehicle. To do anything else is not only unsafe but also unlawful.
Cell phone use by the driver is not permitted at any time during the operation of any University-owned fleet vehicle.
Monitor driving habits. The individual requesting a vehicle must communicate to drivers that it is important that they do not speed or drive recklessly. Do not compromise the safety of your passengers in order to save a couple of minutes. You are responsible for the safety of your passengers. All incidents are reviewed by the Campus Security Office and appropriate actions will be taken for any violations.
Traffic/Parking Violations. Full payment of any tickets (parking, speeding, red light camera surveillance, etc.) is the sole responsibility of the driver, not Cedarville University. The Campus Security Office will make a case-by-case determination whether a traffic violation or accident will result in the suspension or loss of driving privileges.
Winter Weather. The Campus Security Office monitors weather, road conditions, and travel advisories during the winter months and will "ground" all fleet vehicles if conditions pose a threat to safe travel. Inexperienced drivers should not operate the fleet vehicles during winter weather conditions.
Accidents or Emergencies. If you have trouble on the road or have an accident, follow the instructions in the Emergency Packet inside the vehicle door or glove box and contact the Campus Security Office as soon as possible (937-766-7992 or 937-239-6491). You must submit a completed Motor Vehicle Accident Report to the Campus Security Office immediately upon your return to campus. Please notify the SSC Information Desk if you notice that the vehicle you are driving does not have an Emergency Packet. See Dealing with Emergencies in the "Other Topics" section at the end of this document.
Off-Campus Parking. When parking the vehicles, always park in a secure area. Also, be aware of the height and maneuverability of the full-size vans. Full size vans should not be driven in parking garages or through drive-thru's with sharp turns/corners due to the turning radius.
Always clean the vehicle of any trash, roll up the windows, lock the doors, and turn-off all lights when you return to campus. Each vehicle could potentially be used several other times during any given day, and it is the responsibility of each driver to take care of the vehicles and to do their part to keep them in the best condition possible at all times.

Vehicle Use

Information

Policies

Fleet Vehicle Use Policy

Vehicle Use Guidelines

Other Topics