Vehicle Policy & Usage

USING UNIVERSITY-OWNED VEHICLES

The University has a small fleet of cars and vans for the campus community's use. The demand for these vehicles is greater than the supply (academic departments, staff, faculty, and student organizations all compete). Therefore, it is in your organization's best interest to begin planning early if travel is involved. Vehicles for most university-related needs are distributed through the Facilities Operations Office on a first-come, first-served basis. In addition, Student Activities & Leadership has two vans available, also on a first-come, first-served basis, specifically for the use of student organizations. Call the Student Activities & Leadership Assistant to the Director at ext. 5755 and/or Facilities Operations at ext. 5602 for availability. Before a vehicle can be reserved, the following must be satisfied:

Identify a driver who is a University-approved driver.
To be approved: Attend a "Driver Certification" class offered periodically each semester by Security staff. This class is effective for two years.

Complete an "Application for Authorization to Use a St. Lawrence University Vehicle" form (forms are available at Student Activities & Leadership in the Student Center). Be sure your organizational advisor signs the form where it asks for the department supervisor's signature.

Attach a copy of your driver's license to the application and submit them both for processing to the campus support office. If you are not notified within 7 days, you are an approved driver.

Complete a "Request for Use of University Automobile" form (again, forms are available at Student Activities & Leadership).
a. The University-approved driver must sign this form.
b. If an overnight trip is being planned, the organization's advisor must sign the form and accompany the group during the trip.
c. Enter your organization's SLUSAF budget account number to charge mileage expenses.
d. Meet with the Associate Director of Student Activities & Leadership to discuss your trip. If approved, the associate director will sign the section under "Department Head."

Submit the completed "Request for Use of University Automobile" form to Student Activities & Leadership. You will be notified directly if a vehicle is available. Please remember that options are limited. On the day your trip is scheduled to start, pick up your vehicle's keys at the Security Office. Along with the keys, a form will be given to you to record your start and ending mileage. Vehicles are parked in the Facilities Operations parking lot and must be returned there at the end of the trip. Keys and the mileage form must also be returned to Security once the vehicle is returned.

Submit the completed "Request for Use of University Automobile" form to Facilities Operations.
The Facilities Operations Office hours are Monday-Friday from 8:00 a.m. to 4:30 p.m. On the day your trip is scheduled to start (or if it is a weekend trip, by 4:30 p.m. on Friday), pick up your vehicle's keys at the Facilities Operations Office. Along with the keys, a form will be given to you to record your start and ending mileage. Vehicles are parked in the Facilities Operations parking lot and must be returned there at the end of the trip. Keys and the mileage form must also be returned to the Facilities Operations Office once the vehicle is returned.Needless to say, any off-campus travel is fraught with potential group/personal liability. The greatest care must be exercised by drivers and passengers alike to drive responsibly and safely. Consult with the Associate Director of Student Activities & Leadership with any questions or concerns you may have regarding this issue.