College Fleet Vehicles

A pdf version of this policy may be obtained by clicking on the following link. 

1. Only authorized/certified drivers may operate College vehicles.
a. Must be employed by or enrolled as a student at York College of Pennsylvania.

2. All drivers of College vehicles must be familiar with and abide by, the motor vehicle laws of the Commonwealth of Pennsylvania or other states where the vehicle is driven, and York College policies governing the use of College vehicles.

3. All persons traveling in a College vehicle must wear/use seatbelts at all times.

4. Vehicles are to be secured/locked when left unattended.

5. Smoking, the use and/or possession of alcohol, and the use and/or possession of illicit drugs are not permitted in College vehicles.

6. The use of “RADAR” detectors or another form of speed enforcement detection equipment is prohibited in College vehicles.

7. The use of mobile devices (of any form or type) by the driver while operating (driving) a College vehicle is prohibited.

8. Trips over 150 miles (one way) from campus are strictly prohibited.

9. Drivers must correctly complete all paperwork as specified in the general provisions for use of a College vehicle.

10. Vehicles must be returned to campus upon completion of authorized/official use, parked in the specified parking lot, and readied for use as specified in the general provisions.

11. Drivers must contact Campus Safety Dispatch at 717-815-1314 to request an Officer to them at the van to complete a final vehicle inspection. The driver must fix any issues found immediately or additional fees and/or sanctions may apply.

12. Drivers must contact the Department of Campus Safety (717-815-1314) in the event of an accident or mechanical difficulty involving a College vehicle.

13. Drivers must notify the Department of Campus Safety (717-815-1314) upon return of any parking violations, traffic/moving violations, or “minor” damage to/or involving College vehicles.

Failure to comply with these policies may result in the revocation of driving privileges.

Begin the driver history background check by submitting the online Student/Staff Driver Acknowledgment Form.

If your state is listed below, you will also need to complete an additional release.  Click on the link for your state and complete the associated form. Please note that electronic signatures will not be accepted.

Return to the Campus Safety office by mail, by email to campussafety@ycp.edu, or by fax to 717.849.1634.

Request a van online with Fleet Vehicle Request Form

1. A current and valid State-issued (or equivalent) operator's license.
2. A driver must be no less than 18 years of age (due to legal liability and Federal labor laws - where applicable).
3. Students: Completion of the College fleet vehicle safety and driver certification program; including the successful completion of the road course (if applicable).
4. A satisfactory annual Motor vehicle records check (MVR, driver history check).
5. Satisfactory driving behaviors during certification testing and subsequent use.
6. Conduct of the driver, both on and off-campus.

If a driver meets any of the following conditions, he or she will not be allowed to operate any College-owned, leased, or rented vehicles:

• Suspended or revoked license.
• Three (3) or more moving violations in the past 36 months.
• Any violations involving drugs, alcohol, controlled substances, etc. within the past 24 months.
• Leaving the scene of an accident within the past 24 months.
• Reckless driving within the past 24 months.
• At fault in an accident resulting in a fatality or serious injury within the past five (5) years.

The following provisions and policies, in addition to the basic defensive driving skills and techniques used by all good drivers, have been established to reduce the potential of accidents and injuries to members of the College community and those we interact with. All users of College fleet vehicles are to know and abide by the policies and provisions included in this program.

Drivers of College fleet vehicles are responsible for the following:

1. Properly completing all associated paperwork.

2. Conducting an inspection of the vehicle for general condition and safety prior to use.

     a. Pre-Trip Checklist.

3. Following College policy regarding the fueling/refueling of vehicles.

4. Promptly report any and all traffic/moving and parking violations, and damage to any vehicles.

5. Immediately report any accidents and mechanical problems.

6. Following the College's Fleet Vehicles Policy.

7. Ensuring that the vehicle is ready for its next use upon return by conducting an inspection of the general condition and safety.

     a. Post-Trip Checklist.

Reserving a Vehicle

Once the motor vehicle background check has been completed and an individual has been granted permission to operate a fleet vehicle.

1. Check the online schedule to see if a vehicle is available on the date and time needed.
2. Complete a Fleet Vehicle Request Form online.

Note: Please make vehicle reservations as early as possible as vehicles are assigned on a first-come basis.

Drivers must contact Campus Safety Dispatch (717-815-1314) as soon as possible if he/she no longer needs the vehicle so that the vehicle is available for others to use. Due to the high demand for use of the college fleet vehicles, drivers are required to cancel a vehicle reservation if no longer needed. Failure to comply may result in a fine / penalty.  Refer to Appendix A‌.

The authorized driver shall come to the Campus Information Center (CIC), located in the Student Union lobby, to collect keys and related paperwork on the day and time of the reservation. CIC personnel will issue the driver:

1. College Vehicle Trip Log,
2. Pre and Post Trip Checklists,
3. Vehicle keys, and
4. One EXXON credit card for fuel purchase (located in key holder).

Drivers shall retrieve their assigned fleet vehicle on the main campus in the parking lot between the tennis courts and Tyler Run creek unless otherwise directed.  After locating your assigned vehicle, the authorized driver will:

1. Complete the Pre-Trip Checklist:
        a. General inspection – Note condition of the vehicle if dirty, etc.
        b. Fuel Level – Note level of fuel if less than ½ of a tank.
        c. Note mechanical issues or damage:
             i. Basic safety check of tires
             ii. Lighting and turn-signals
             iii. Mechanical/system warning lights
        d. Ensure vehicle registration and insurance documents are in the glove box or center console.
        e. Record odometer reading (beginning mileage for your trip).

The driver shall note any comments on the condition of the vehicle on the trip log. The driver shall report any mechanical problems or damage to Campus Safety immediately. If available, a replacement vehicle may be assigned.

Prior to departing campus, the authorized driver must enter the beginning mileage (odometer reading), date, and his/her name on the trip log.  This information must be legible. Failure to complete this information will result in a fee.  Refer to Appendix A.

Fueling the Vehicle – Authorized drivers shall use the EXXON gas card issued by the College to fuel the vehicle. These cards are for purchasing fuel (regular, unleaded gasoline) only at an EXXON station. Drivers must record the vehicle # and odometer reading on the back of the fuel receipt. Drivers must turn in all receipts with the trip log upon returning to campus.

Maintenance and Mechanical Problems – Fleet vehicles are maintained and serviced by the College on a regular basis, but problems may arise while in use. Again, the driver must report any mechanical problems to Campus Safety as soon as possible.  The authorized driver should not get the vehicle repaired or make any repairs themselves. If a driver would make a repair, and an injury or accident would occur due to that repair, all financial and/or legal liability would fall solely on the driver.

Accidents -- In the Commonwealth of Pennsylvania there are, in legal terms, two types of motor vehicle accidents: Reportable and Non-Reportable.

A reportable accident involves an injury to or death of any person, and/or damage to anyone vehicle to such an extent that it cannot be driven from the scene without further damage and therefore requires towing.

A non-reportable accident involves a crash with no injury or death of any person, in which there is no towing due to the damage to the vehicle at the time of the crash.

In the event of an accident, no matter how limited, College policy requires that the driver must contact the local police (or other law enforcement agency covering the area) and the Department of Campus Safety immediately. This policy is in place so authorized drivers are not confused about whether they need to report an accident and to ensure that the College and its insurer receive all necessary information. 

In the event of a non-reportable accident, where the local police cannot come to the scene, due to workload or other constraints, the driver is to notify Campus Safety and then complete an “Accident Report” form (located in the vehicle with the registration and insurance paperwork). The driver must submit this form to Campus Safety upon returning to campus or as otherwise specified.

Traffic / Moving Violations – The driver is responsible for answering to and paying all traffic and/or moving violation tickets or citations and reporting the violations to the Department of Campus Safety upon returning to campus. This information, including circumstances, location, violations, and citation information should be as specific as possible and be directed to DCS for review. Failure to report traffic/moving violations will result in the immediate loss of driving privileges and other sanctions.

Parking Violations - The driver is responsible for answering to and paying all parking violation tickets or citations and reporting the violations to the Department of Campus Safety upon returning to campus. Failure to do so will result in sanctions.

Use of Mobile Devices - College policy and many local and state laws prohibit the use of mobile devices (regardless of type) while a vehicle is in motion. In addition, several studies have shown that such use significantly increases the risk of vehicular accidents. While the College and Department of Campus Safety encourage drivers to maintain/possess a cellphone or other mobile device as a means of convenience and added safety, drivers are required to pull off the roadway and park to use these devices.

Toll Roads – The fleet vehicles are equipped with an “E-ZPass” transponder, affixed to the windshield, from the Pennsylvania Turnpike.  Drivers should use E-ZPass lanes when entering and exiting toll roads.  “E-ZPass” is accepted in Pennsylvania and surrounding states including Delaware, Maryland, New Jersey, New York, Virginia, and West Virginia. Drivers shall not remove the transponder from the vehicle windshield for any reason.

Drivers must return assigned fleet vehicles to their proper parking lot and designated space after scheduled use. The driver must ensure the vehicle is prepared for its next use. The driver is responsible for completing all required paperwork and for the condition of the vehicle upon its return and must ensure the following:

1. Vehicle returned to proper parking lot and space.

2. Record ending odometer reading. Failure to complete odometer readings will result in a fine/penalty. Refer to Appendix A.

3. Fuel Level – Not less than ½ of a tank. Failure to return a vehicle without a full tank of gas will result in a fee. Refer to .

4. Remove all trash and personal items. Failure to return the vehicle in a clean condition will result in a fine/penalty. Refer to .

5. Brush all dirt from the vehicle. Failure to return the vehicle in a clean condition will result in a fine/penalty. Refer to .

6. Note any mechanical issues, system-warning lights, or damage on a trip log.

7. Contact Campus Safety Dispatch at 717-815-1314 for final inspection…do not leave the vehicle. Drivers must remedy any problems noted by the inspecting officer immediately. Failure to rectify an issue immediately will result in a fine/penalty.

8. Turn in keys, trip log, EXXON credit card, and any receipts to the CIC or place them in the drop box located at the CIC immediately upon returning to campus.

     a. This procedure ensures that the driver's liability for the vehicle is limited, and the vehicle is available and ready for its next use.

Failure to complete any of the required procedures will result in additional fees and/or sanctions.

If you no longer require the use of a fleet vehicle and wish to cancel your request, send an email to kdowney@ycp.edu.

Appendix A: Fee Schedule