On the day the vehicle has been reserved, the authorized driver will need to visit the Campus Information Center (CIC), located in the Student Union to collect keys and related paperwork. CIC personnel will issue the authorized driver:
- College Vehicle Trip Log
- Vehicle keys
- Credit/Gas card
Unless directed otherwise, College fleet vehicles will be parked on the main campus in the parking lot between the tennis courts and Tyler Run creek. After locating the assigned vehicle, the authorized driver will:
- Complete a general inspection of the vehicle, checking for general condition (dirt both inside and outside, trash, personal items, etc.)
- Fuel level
- Mechanical problems or damage
- Basic safety check of tires
- Lighting and turn-signals
- Mechanical/system warning lights.
- Ensure that vehicle registration and insurance documents are in the glove box or center console of the vehicle.
Any comments on the condition of the vehicle should be noted on the trip log. Any and all mechanical problems or damage must be reported to Campus Safety immediately so that repairs can be made or a replacement vehicle can be assigned, if available.
Prior to departing for the trip, the authorized driver must enter the beginning mileage (odometer reading), date, and his/her name on the trip log. This information must be recorded in a legible manner. Failure to complete this information will result in a fee assessment. Refer to Appendix A.
Fueling the Vehicle -- Credit cards or gas cards issued to the authorized driver by the College are to be used for fueling the vehicle. These cards may only be used for purchasing fuel (regular, unleaded gasoline) and may only be used at the corresponding vendor locations. Drivers are to record on the back of the gas receipt, the vehicle # and odometer reading. All receipts must be turned in with the Trip log upon returning to campus.
Maintenance and Mechanical -- Fleet vehicles are maintained and serviced by the College on a regular basis, but problems may arise while in use. All mechanical problems must be reported to Campus Safety immediately to arrange for repairs or to provide a replacement vehicle, if available. The authorized driver should not make any repairs or contract for services. 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 legally two types of motor vehicle accidents: Reportable and Non-Reportable. A reportable accident involves physical injury to a person, and/or damage to property (in the case of damage to a vehicle - the vehicle must be damaged to such a degree that it can not be driven safely from the scene). Motor laws of the Commonwealth require that all parties remain at the scene and that the local police be notified immediately; failure to do so will result in criminal charges being filed against the driver. A non-reportable accident is just the opposite; involving no injuries or serious damage to property (a vehicle can be driven from the scene safely). Here, legally, the local police need only be notified if the damage to property has occurred without the owner's knowledge (owner/operator not present).
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 has been put in place so that there is no confusion about reporting requirements for the driver, and to ensure that the College and its insurer will be provided with all necessary information. In the event of a non-reportable accident, where the local police can not 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). This form must then be submitted to Campus Safety upon returning to campus or as otherwise specified.