Vehicle Use Policy

  1. All drivers must be 21 years or older to drive college-owned vehicles.*
  2. All drivers must go through driver training to be approved to drive college-owned vehicles.*
    (*Please see Driver Approval Policy for details.)
  3. All drivers must have a “college business” purpose for use.  Drivers must also have an account number that will be billed for the mileage.  Student’s requesting use of vehicles will need approval from a faculty member or an advisor of their organization.
  4. Reservations must be made in advance online. You will need this information to fill out the fleet driving request form:
    1. Driver’s Name
    2. Your e-mail address
    3. Driver of the vehicle if it is not you
    4. Vehicle Preference (Car, Mini-Van, Van)
    5. Vehicle Pick-up and Return DATES and TIMES (not “morning” or “all day”)
    6. Trip destination
    7. Account number to charge the mileage to
  5. You may pick up the packet for your reserved vehicle at the Welcome Center Desk.  When school is in session the Welcome Desk is open: 8am and 6pm Monday- Friday; 12-6pm Saturday & Sunday.  If you need a vehicle outside of office hours, we will make arrangements for you to pick up your packet early or to pick it up at Safety and Security.  If the Welcome Center Desk is closed, Campus Safety and Security will assist you.
  6. When your reservation takes place over a weekend or a holiday, there will be detailed instructions on the packet.  Please pay close attention to these instructions to facilitate the needs of other parties.
  7. Upon getting in your vehicle, please fill out the entire vehicle use card (except for the ending date/time and ending mileage).
  8. The college fleet credit card can be used to purchase specific fleet approved items (like gas, toll fees, airport parking fees, towing, auto repair items and services).
  9. If a warning indicator appears on the dashboard after the engine is running (for example: check engine), find a safe place to pull over and check the vehicle before proceeding on your trip. If you believe that the vehicle is running ok, the system may have picked up on something (like a sensor) that is not working properly.  If the vehicle is not running well and you believe there is a problem, pull over and call maintenance for assistance 585-567-9480 (if evenings or weekends call Safety and Security at 585-567-9333).  All indicator light issues should give you ample of time to make it to the next town and safely stop instead of pulling over on the highway.
  10. If any accident should occur (major or minor- even if it does not involve another car), call 911 for police and/or medical assistance as needed. Then report it to Safety and Security, at 585-567-9333.  When you arrive back on campus you need to fill out an accident report form with the officer on duty.
  11. Before returning the vehicle, please use the college fleet credit card inside the packet to fill it up with gas.  Please put the receipt for the gas purchase in the vehicle packet with the Vehicle Use Card.  The account number you provide on the Vehicle Use Card will be charged $0.40 per mile up to a maximum of $40.00 per calendar day.  Trailers are charged $0.05 per mile with a minimum of $5.00 per day.
  12. When you return, please complete the entire Vehicle Use Card, including ending mileage, and any problems you may have noticed while driving the vehicle.
  13. Park the vehicle in the college fleet’s designated parking spots in the College Flats Parking Lot.  Please use a spotter to back vans into their parking spot.  Return the vehicle packet to the Fleet Drop Box (across from the ATM in the campus center) or the Welcome Desk (if your instructions on the back of the packet instruct you to do that).  It is VITAL that you follow the written instructions so that the next user will be able to use the vehicle.
  14. Return the vehicle and vehicle packet when you return to campus.  If you return late at night do not wait till the morning to return the packet as it might be scheduled to go right back out with another driver.
  15. When your plans change after you have made a reservation, please notify us at , as soon as possible.  Cancellation fees will be charged against your account if you do not let us know ahead of time that you will not be using the vehicle.  For weekend trips, please let us know by noon on the preceding Wednesday if you need to cancel.  If you do not cancel by this time, your account number will be charged a $20.00 non-cancellation fee per vehicle for those that were not used.
  16. Please leave the interior of the vehicle as clean as or cleaner than you found it.  Dispose of your own trash.  If you have a spill or something you have trouble cleaning up, please report it on the mileage card at the bottom near the vehicle repair notes.  It is our desire that everyone have a clean car to use.
  17. Remember that, as you drive, you represent Houghton College, and more importantly, you represent Christ.  So please be responsible and courteous.  J