Motor Pool Guidelines

I. Mission

The mission of the motor pool is to provide vehicles for official college business. The Motor Pool Fleet consists of full-size vans and minivans.

II. Administration
The Office of Campus Safety administers the Motor Pool Fleet.

III. Location
All Motor Pool vehicles are to be picked up from and returned to the Motor Pool vehicle lot, currently located in P-28, the parking lot at the intersection of Clay and North Market Streets. Key pick-up and return is at the Campus Safety Office located #9 North College Avenue. Failure to return vans to this lot in acceptable condition may result in an additional $100 charge.

IV. Assignment / Availability
Requests to use vehicles are made by faculty or staff only, not students, to the Campus Safety Office and will be processed during the hours of 8:00 AM - 4:30 PM, Monday - Friday. The method to request a reservation is by the electronic form. 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 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 at #9 North College Ave. Keys, a gas credit card, and 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 passenger vans must attend the Van Certification Course through the Office of Campus Safety.  It is recommended that employees who drive on a regular basis have AAA or other Motor Club type individual membership in the event of a break down or other mechanical problem.

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 drivers who are employed by Roanoke College or are current students and have successfully completed the Van Certification Course through the Office of Campus Safety may operate college vans. Persons under the age of 18 are not permitted to operate a college vehicle.

A member of the Faculty or Staff 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 they may receive.

Employee violations will be reported to the Human Resources office and student violations will be reported to the Student Code System. Violations of a serious nature involving operational safety or violation of laws (such as reckless driving and driving under the influence of intoxicants) will 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.)

· Requires that seat belts must be worn by all occupants.

· Prohibits texting while driving and distracted driving is a violation of state law.

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 or texting 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. Certain vans have occupancy restrictions due to the design of the vehicle.

1. 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 and an insurance card. 
   
   · 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 Office of Campus Safety upon return of the vehicl
2. 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, Chrysler or Ford 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.
   
   ·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 college 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. Operators will be issued a college Visa credit card. The credit card is only to be used for fuel, oil or other vehicle related expense. 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 (full tank) must be left in the vehicle upon return for the next user.  Failure to completely fill the tank will result in an $8.00 / gallon surcharge charged to the sponsoring department.
   
   G. Return
   
   The vehicle is to be returned to the Motor Pool parking area. Failure to do so will result in a $100 charge to the sponsoring department. 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, the beginning and ending mileage is to be noted, and the trip envelope 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 ($100) 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.
   
   H. Mileage Charges
   
   Departments are charged a per mile rate for use of the Motor Pool Vehicles. The user must provide a valid budget account number when the reservation is made.
   
   I. Other Charges
   
   As of June 1, 2022, the following charges will be added to the mileage:

• $8.00 / gallon will be assessed for vehicles not returned with a full tank of gas
• $100 cleaning fee for vehicles returned dirty (trash in the vehicle, dirt in excess of normal wear, etc.)
• $100 vehicle return fee for vehicles not returned to the designated Motor Pool parking area.
• 100 miles will be added to any trip where the beginning and ending mileage is not filled out on the Vehicle Trip Record, with the estimated total miles estimated via mapping program.

1. 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. There is an option to cancel a reservation you have made on the A "Cancellation" form for this purpose is on the My Reservations section of the website.
   
   K. Special Equipment
   
   If a department needs a van with a seat(s) removed or one that has a trailer hitch this must be specified at the time of reservation. Two working days lead-time is desired if seats need to be removed.

Revised July 2022