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:
- College Vehicle Trip Log,
- Pre and Post Trip Checklists,
- Vehicle keys, and
- 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:
- 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.