Vehicle Use

Information

Please wait while the data is retrieved...

See below for change to the cancellation and no-show policy!

Policy
Use Authorization
Requirements of Operator
Responsibilities of Operator
Cancellations
Picking Up Vehicles
Returning Vehicles
Road Repairs
Accident Reporting
Insurance

Use Authorization

Only authorized Vassar College faculty, staff, and students may operate a transportation vehicle. The vehicle may be used only for Vassar College business. No one, other than faculty, staff, and students on business or course work, may ride in Vassar College vehicles unless special permission is granted in advance.

Students are not permitted to drive in major metropolitan areas. Students are also limited to a 90 mile distance from campus. Any trips in excess of 90 miles or overnight require the approval of the Dean of Students. All overnight trips and any in excess of 90 miles must include an itinerary, passenger list and contact information for each passenger.

Domestic and non-domestic animals are NOT allowed in the vehicles with the exception of seeing-eye, hearing-ear, and service dogs. (Please make sure that the vehicle has been vacuumed before the vehicle keys are returned)

Vehicles are not to be used for towing. No objects are to be placed, mounted, or tied to the outside of any Transportation vehicle. Damage resulting from any of these conditions will be the responsibility of the requestor's department or organization.

Smoking is strictly prohibited in all Transportation vehicles.


Requirements of Operator

All drivers of Transportation vehicles must possess a valid U.S. driver's license with fewer than 6 points on their record. For insurance purposes, the Transportation Office, must have on file a list of all persons who will be operating Transportation vehicles. This must include the driver's name, license number, state of issue, expiration date of license, and driver's date of birth.


Responsibilities of Operator

The operator of the vehicle has, but is not limited to, the following responsibilities:

  • Safe operation and security of the vehicle until it has been returned to Transportation.
  • Strict adherence to all traffic and parking laws. A practice of road courtesy at all times. You, as the driver, are responsible for all traffic and parking violations. Any citations received by the Transportation office shall be forwarded to the department or organization that reserved the vehicle. Speeding in a Transportation vehicle will result in a 90-day suspension of driving privileges.
  • Safety belts are to be worn by all occupants of the vehicle at all times the vehicle is in motion. The driver is responsible for ensuring that all occupants comply with this requirement!
  • Do not abuse this vehicle! Vehicle damage resulting from abuse is subject to payment by the driver's department or organization.
  • If it is determined that the driver of a vehicle is at fault in an accident, the department or organization will be required to pay all costs not covered by current Vassar College insurance policies.
  • No large expenses are to be incurred without prior approval of the Transportation Office. If repairs are authorized, all parts and/or tires removed from the vehicle must be returned to the Transportation.
  • Drivers are required to report any and all mechanical defects upon return of the vehicle. A Mechanical Defect form should be used.

Cancellations

Reservations must be cancelled at least 24 hours in advance and must be made via the Transportation web site or by phone. The Transportation staff may cancel vehicles not picked up within 4 hours of the scheduled reservation time.

If reservation is cancelled less than 24 hours prior to the start of the reservation, or if you fail to show up for your reservation, a $20 fee will be applied.


Picking Up Vehicles

Keys can be picked up from the Safety and Security office at 2500 New Hackensack.


Returning Vehicles

Returning vehicles late without notifying the Transportation staff may result in revocation of Transportation privileges. Contact the Transportation office if the risk of returning the vehicle late is imminent.

The returned vehicle should be free of trash or excessive debris. The department or organization which reserved the vehicle shall be charged a $20 clean up fee if a vehicle's interior is judged to be excessively dirty.

Vehicle must be returned with a full tank of fuel. The department or organization which reserved the vehicle shall be charged a $20 fee if a vehicle is not returned full.

Please make sure the vehicle is locked, all windows are closed and all lights are turned off. Return keys to the Safety and Security office.


Road Repairs

Vehicles which develop mechanical problems while in the local area should be returned for replacement. In the event that it would be impractical to operate the vehicle, transportation should be contacted for assistance. While the Transportation Office strives to maintain its fleet of vehicles in the best possible condition, breakdowns do occur. Transportation will make every effort to assist the customer during any breakdown situation to minimize loss of time and inconvenience. However, transportation shall not be liable for any costs incurred by the travelers other than the actual cost to repair the vehicle.

If a transportation vehicle has a mechanical breakdown while on the road, please use the following procedures:

  1. For Minor repairs (i.e., estimated to cost less than $300), the traveler is authorized to make full use of any credit card issued by transportation to effect repairs.
  2. For Major repairs (i.e., estimated to cost more than $300), the traveler must obtain prior authorization from the Transportation Office by contacting during regular business hours (see contact us).
  3. Flat Tire(s) are the responsibility of the driver to change.

The Transportation Office will reimburse the traveler for repair costs paid by cash, check, or personal credit card. However receipts are required, and reimbursement, depending on the amount, may take several days. Except when personal safety is threatened, the traveler shall not abandon the vehicle or place the vehicle in jeopardy.


Accident Reporting

In the event of a vehicular accident, the driver will stop at once, give reasonable first aid to those injured, and will call the police. All information related to the accident and all drivers involved will be written down at the scene. All accidents, no matter how minor, will be reported as soon as possible to the Transportation office. An Accident Report must be completed. Accident Report forms are available at the Transportation office.

  • When conditions and/or regulations permit, move to the shoulder or side of the roadway to prevent further damage or hazards. If conditions or regulations do not permit moving the vehicle, contact the local authorities immediately.
  • You must contact the local authorities and complete an accident report. Advise authorities if medical assistance is needed.
  • Obtain the names and addresses of witnesses.
  • Report accident to the Transportation office as soon as possible. You may leave a voicemail after normal business hours.

Insurance

All Vassar College Transportation vehicles are insured under Vassar College's insurance policy. This insurance covers damage to transportation vehicles, liability for damage to other vehicles and property, and bodily injury to others from official use of a Transportation vehicle.

The driver is personally responsible for all costs or damages for personal, illegal, or unauthorized use of Vassar College Transportation vehicles.