Spring on the York College campus

College Fleet Vehicles

The fleet vehicle safety and driver certification program was established to aid the College in reducing the number of accidents involving York College fleet vehicles (vehicles owned and/or operated by York College) and to ensure the health and safety of the College community in the use of the College's general use fleet of vehicles.

This program is designed to provide drivers with a better understanding of College policy regarding fleet vehicle use, to aid drivers by refreshing their knowledge of defensive driving tactics, and to build driving skills in the use of College fleet vehicles.

Currently, the fleet vehicle safety and driver certification program involves a review of the College's policies regarding the use of fleet vehicles and a road course training session. The road course is designed to build basic driving skills, such as maneuvering around fixed objects, proper use of mirrors, and backing in confined spaces.

This program is required for all students who will be operating College vehicles. Faculty and staff who will be operating College vehicles are encouraged to attend the program but are not currently required.

All personnel, however, are required to provide vehicle operator's license information and are subject to periodic motor vehicle records check (conducted annually) and must maintain a good driving record to retain authorization to operate a College-owned, rented, or leased vehicle.

Driver History Check

To ensure that only responsible drivers are operating College-owned vehicles, it is necessary to conduct a driving history check with the appropriate State motor vehicle departments.

Begin the process of the driver history check here.

Fleet Vehicle Certification Course Dates

Dates, times, locations, and the number of seats available on the signup form.

Note: There is a six-person limit to the course; offered on a first-come-first-served basis.  If the class is full when you sign up, you will automatically be moved to the next available class.

Fleet Vehicle Information and Requirements

  • Policies Governing the Use of College Fleet Vehicles (Overview)

    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.

  • Forms

    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

  • Driver Qualification Standards
    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.


  • Fleet Safety Responsibilities

    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

    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.

  • Procedures for Picking Up a College Fleet Vehicle

    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.


  • Returning Vehicles to Campus

    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.

  • Canceling A Request

    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

    Appendix A: Fee Schedule

    Table 1: Fee Schedule
    Failure to return vehicle in clean condition. $15.00
    Failure to complete or turn in the required paperwork, receipts, credit cards, key, etc. $20.00
    Failure to complete odometer readings. $25.00
    Failure to cancel reservation. $25.00
    Failure to return the vehicle without a full tank of gas $50.00
    Maintenance and Misuse Fine (i.e. leaving lights on, draining vehicle battery,
    leaving vehicle unsecured, other vehicle damage, and other occurrences not specified.
  • Appendix B: Quick Reference Guide
    Table 2: Quick Reference Guide
    StepLocation/InstructionAdditional Info
    1. Complete required motor vehicle records check Deliver to Campus Information Center, located just inside the lobby of the Student Union. The background check takes from two weeks up to 30 days to complete.  Drivers will not be authorized to operate any of the fleet vehicles until this step is completed.
    2. Register for Van Certification Course Campus Safety Webpage under Services and Programs / Services / Fleet Vehicle The schedule is posted Campus Safety Fleet Vehicles webpage.
    3. Complete a Van Reservation form May be obtained at the Campus Information Center Return to the Campus Information Center
    4. On the day of the trip, visit the Campus Information Center 1. Obtain and complete the trip ticket.
    2. Obtain vehicle keys and gas card.
    Complete contact and trip location information on the trip ticket.  Tear off the yellow copy and give it to the dispatcher.
    5. Inspect the vehicle Conduct a basic safety check of the tires, lighting, turn-signals, and mechanical/system warning lights. Mechanical issues or damage must be reported to Campus Safety immediately.
    6. Record Odometer Reading Record the odometer reading on the vehicle trip ticket prior to departing. Failure to record odometer readings will result in a $25 fine being assessed to your bill.
    7. Upon returning: 1. Fill up the gas tank.
    2. Record trip ending odometer reading.
    3. Ensure that all garbage and belongings have been removed from the vehicle.
    1. Failure to refuel the vehicle will result in a $50 fine being assessed to your bill.
    2. Failure to record odometer readings will result in a $25 fine being assessed to your bill.
    3. Failure to return the vehicle in a clean condition will result in a $15 fine being assessed to your bill.
      Contact Dispatch at 717-815-1314 and request an Officer to meet you at the van to complete a final inspection Any issues found should be remedied at once or additional fees and/or sanctions may be levied.
    8.  Return all paperwork, vehicle keys, and gas card to the Campus Information Center Finish completing the vehicle trip ticket Failure to complete paperwork and return all keys and gas cards will result in a $20 fine being assessed to your bill.
  • PRE-Trip and POST-Trip Checklist

    Pre-Trip and Post-Trip checklist for fleet vehicles