Vanpool Policies & Procedures

The Lewis & Clark College Vehicle Pool provides a limited number of vehicles for activities sponsored by the College. The Vehicle pool includes four 7-passenger vehicles and four 9-passenger vehicles. A College credit card is furnished for purchase of gasoline and oil when necessary on longer trips. To be authorized to drive a College vehicle or a vehicle leased by the College, drivers must complete driver's training with the College Safety Officer, at x7872 for further information.

The Facilities Services Department does not provide 12-passenger or 15-passenger vehicles, either from the Vehicle Pool or through private vehicle rental agencies, for activities sponsored by the College. The use of 12 and 15 passenger vans will be the decision and responsibility of the sponsoring department that leases such vehicles for College activities and will not be covered under the schools insurance policy.

Note: These vehicles are to be used for College sponsored purposes only, and will not be issued for personal use.

SMOKING IS NOT PERMITTED IN THE VEHICLES AT ANY TIME!

Fines are associated with the provisions of this policy, so read the following information carefully. It is the responsibility of the sponsoring departments that their drivers read and abide by this policy. Fines will be charged to sponsoring departments.

Reserving a vehicle

Reservations will be accepted up to 3 months in advance. Use the online Vehicle Reservations Form below to request or cancel a single reservation. For multiple reservations, you may enter the additional information in the “Comments” section, email the information to vanpool@lclark.edu, or call the Transportation/Parking Coordinator at x7849. A 24-hour notice is required for cancellations on all College vehicles or a $25.00 fine will be assessed. To reserve a vehicle, you will need to provide:

• A contact name, phone extension, and email address
• The sponsoring department name and account number
• The size of vehicle needed (7 or 9 passenger)
• The date and time of pick-up and return
• The names of all drivers

If a Lewis & Clark College vehicle is not available, you will be offered the option of using a vehicle from an outside agency. The price structure is different and Facilities Services will not provide a gas credit card for outside rentals. Pick up and drop off procedures are similar to College owned vehicles. Cancellations for outside rental vehicles MUST be received at least 72 hours in advance or a $60.00 fee may be assessed by the rental agency.

Picking up a vehicle

Vehicles are to remain in their designated spaces near Facilities Services until they are in use for the College sponsored event or activity. Drivers are to pick up their vehicle at the time scheduled. Facilities Services is open from 8-5:00 Monday through Friday for key pick up. If you are planning to use the vehicles on weekends, the keys must be picked up at Facility Services before 5:00 PM on Friday.

The trip

Drivers are responsible for the following:

• Accurately filling out the Drivers Report.
• Having the oil checked at each stop for gas.
• Checking the tire pressure every 4 days when on extended trips.
• Returning the vehicle to Facilities Services with 3/4 tank or more gas.

Checking in a vehicle

Vehicles are to be returned to one of the designated parking spots near Facilities Services. Drivers are also responsible for the following before checking in:

• Removing all litter, cleaning up dirt, mud and spills, and sweeping the interior.
• Closing all windows, locking all doors.
• Returning the completed trip ticket, keys, credit card, charge slips and other documentation to Facilities Services. A drop box is provided for these items for vehicles returned after hours.

Late Returns

Contact Facilities Services at (503) 768-7845, or Campus Safety at (503) 768-7855 immediately if you cannot return the vehicle as scheduled. Late returns will be allowed in emergencies only.

Damage to Lewis & Clark vehicles

The driver and/or the driver’s sponsoring department or organization will be charged for the full cost of repairs for damage to a Lewis & Clark vehicle. In situations where the College’s insurance policy covers a particular incident, the driver and/or the driver’s sponsoring department or organization will be charged the deductible as stated in the policy, plus a $25.00 fine. The present deductible is $1000. Any damage under $1000, will be billed to the sponsoring department.

Fines

Fines may be levied for noncompliance with the stated policies. Fines are $25.00 for each violation and may be levied for the following reasons:

• Incomplete Drivers Report- including failure to accurately record mileage, failure to include name of driver(s) and failure to sign and date the Drivers Report.
• Unclean vehicle- including leaving litter, dirt, crumbs, mud or spills unattended or failure to sweep the interior.
• Not picking up a scheduled vehicle - not canceling a vehicle more than 24 hours (72 hours and a fine of $60.00 for outside rentals) in advance of scheduled use.
• Not returning items in a timely manner- including Drivers Report, keys, credit cards, charge slips, trailer hitches and safety equipment.
• Lost Equipment- including Drivers Report, keys, credit cards, charge slips, trailer hitches and safety equipment.
• Returning the vehicle with less than 3/4 full tank of gas.
• Vandalism
• An accident

Accidents, traffic violations, and mechanical problems

Drivers are to report accidents, traffic violations and major mechanical problems immediately to the Campus Safety Office at 768-7777 or 768-7855.

Pricing

Current price structure is as follows (subject to change):

College vehicles (7 or 9 Passenger) - Facilities Services provides a gas card.

One Day Rental
$30.00 per day.
First 30 miles are free
$0.85 per mile from 31-100 miles
$0.50 per mile for all miles over 100

Multiple Day Rental
$30.00 per day.
First 30 miles are free
$0.85 per mile from 31-100 miles
$0.65 per mile for all miles over 100

Enterprise Rental (7 Passenger Van) - Facilities Services does NOT provide a gas card or pay for fuel.
$56.99 per day - 200 miles/day free.
$0.25 per mile over 200/day.
$329.99 Weekly rate - 1200 miles/week free.

Enterprise Rental (8 Passenger SUV) - Facilities Services does NOT provide a gas card or pay for fuel.
$71.99 per day 200 miles/day free.
$0.25 per mile over 200/day.
$379.99 Weekly rate - 1,200 miles/week free.

Billing

Billing for College vehicle usage will be processed within 10 working days of receipt of the Drivers Report. Bills will be sent out on the first of each month. Departments will have 5 working days to review the charges before they are sent to the Business Office for processing.

A copy of the invoice for outside rental vans will be forwarded to the sponsoring department upon receipt from the rental company. The original will be sent to the Business Office after 5 working days.

Questions

All questions or concerns regarding these procedures or their implementation should be addressed to the Transportation Coordinator at Facilities Services, x7849, Box 109, or email - vanpool@lclark.edu.

IMPORTANT

It is the college policy to rent college owned vehicles before going to outside sources. No one shall contact an outside rental agency before checking in with the Transportation Department first. No Exceptions! It is the responsibility of the department heads to ensure that students and staff follow these procedures. The privilege to drive a Lewis & Clark College vehicle may be revoked by the College for negligence and unsafe driving practices, or failure to comply with any of the provisions of this policy.

Online Vehicle Request Form