Office of Security

Office of Security

Van Reservation Guidelines

Policy

This policy is designed to provide the university with information on how to reserve vans, requirements to be eligible to operate the vans, and procedures on operation of the vans.

Attachments

a) Security Vehicle Request.
b) Student Affairs Check in/Check Out Form

Oversight

Security will have reservation oversight for the two vans 555 and 556.
Student Affairs will have reservation oversight for the two vans 512 and 513

Operator Requirements

For insurance purposes, only students/faculty/staff approved by the university and on our list of approved drivers will be allowed to operate the van. Students not on the list are not permitted to operate the van.

Not approved?

Reservation Procedures – Academic Departments

1. Academic Departments will have priority of reservations for scheduled courses.
2. To ensure availability, vans will be reserved at least 1 month in advance.
Exception:
An exception will be the first month of the Fall and Spring semester when the 1 month will be waived due to the start of new semesters.
3. In order to ensure availability, vans should be reserved by a department at least 1 month in advance.
4. We have a sharing agreement with Student Activities and with ROTC regarding use of equipment/vans in the event there is a breakdown or other issue requiring the usage of available equipment. This agreement is predicated on the availability of these vans.
5. Student organizations will not be allowed to reserve the Academic Department vans as there are vans available for their use.
6. Abusive or illegal operation of the van will be cause to remove the driver from the approved operator list.
7. Vans are designed for day trips only. Overnight and extended usage will be accommodated on a case by case basis.
8. Operators must produce a valid driver’s license AND a University identification card when picking up the van. Failure to have either one will prevent the van from being taken out.
9. Any tickets (moving violations, parking violations or otherwise) given by police or campus security are the sole responsibility of the driver of the vehicle.
10. Keys are not to be copied.
11. Guidelines may be modified to this policy as needed.
12. Vans will be maintained on the south campus by the athletic fields.
13. Due to the high volume of requests for University vans, if you must cancel, please do so no later than one hour prior to the scheduled pick up time. If the van pick up is not made within 60 minutes of the scheduled time, the van may be reassigned to other waiting departments.

Operator Duties & Academic Departments

1. The operator of the vehicle will come to the Security Office to pick up the van.
2. They will be provided a form that must be filled out completely at the beginning and end of the trip.
3. The operator of the van is responsible for ensuring the van is fueled after use.
4. Prior to the trip the operator and Security officer shall inspect the van for damage, fuel level, tire inflation.
5. All damage found should be marked on the assigned form. Substantial damage should be reported to the Security office immediately.
6. At the end of the trip, the van shall be parked in Lot 20 (next to Athletic Field) and contact Security for inspection by an officer who shall indicate on the form that it was inspected. The form will be returned to the operator.
7. After inspection, the van shall be locked. The key and the form will be returned to a Security representative.
8. Any tickets (moving violations, parking violations or otherwise) given by police or campus security are the sole responsibility of the driver of the vehicle.

Cleanliness and Fueling the Vans

1. The operator of the van is responsible for gassing and ensuring that the vehicles are kept clean. All fueling will be done at the Grounds shed. This will be accomplished one of two ways:
a. When the vehicle is gassed up after hours, the officer opening the gate to the fuel area will look inside the vehicle to ensure cleanliness
b. During regular hours, the van is to be gassed and returned to Lot 20 (next to Athletic Field) where it will be inspected by a Security officer.
2. In either case, if the van is found to be dirty, the van will be taken to a car wash and the department using the van will be responsible for the cost of cleaning.
3. In order to be fiscally conservative, in the event the van requires fueling and will be unable to make it back to the university, only the amount of fuel absolutely necessary to ensure the vehicle can be driven back will be purchased. The fuel cost will be charged to the department.

Reservation Procedures for Student Activities

1. Van will only be given to currently registered organizations for use with groups of over four (4) passengers. Requests must be submitted no less than two (2) weeks in advance.
2. An advisor or another member of the faculty, staff or administration must accompany all approved, funded travel outside the state of Florida. Documentation of a chaperone must be indicated on the space provided on the front of this form.
3. Organization must have prior approval of SAFC (for SAFC funds) or the organization (for organization funds) before requesting van use.
4. Van request forms are available only in the Student Activities office.
5. The check in and check out forms will be made available to drivers when they are approved for use.

Student Activities Operator Duties

All drivers must be registered with the Department of Vehicle Maintenance and the Office of Student Life. Any organization found to be using the Van with a non-registered driver may be brought up on Code of Conduct or Organization charges. Any tickets (moving violations, parking violations or otherwise) given by police or campus security are the sole responsibility of the driver of the vehicle. Organization funds will not be used to pay for tickets.

For insurance purposes, only students/faculty/staff approved by the university and on our list of approved drivers will be allowed to operate the van. Students not on the list are not permitted to operate the van.

Not approved?

Student Activities Cleanliness and Fueling of the Vans

1. Organizations will be charged .25/mile + the cost of gas used. In order to be fiscally conservative, in the event the van requires fueling and will be unable to make it back to the university, only the amount of fuel absolutely necessary to ensure the vehicle can be driven back will be purchased.
2. The Van must be returned CLEAN. If the Van is returned dirty, the organization will be charged a $50.00 cleaning fee.
3. It is the responsibility of the driver to inspect the van prior to accepting the keys. If there are any body damages (dings, dents, etc.), please fill in the Body Damage section of the Check-in/Check-out Form. If the body damages exist before
departure, you must specify this on the Van form.
4. Damages that occur or those that are unaccounted for will become the responsibility of the campus organization.
5. Organizations are not permitted to have copies of the vehicle keys made. If additional keys are required, please request them from transportation.

Operator Duties

1. The operator of the vehicle will come to the Security Office to pick up the van key.
2. They will be provided a form that must be filled out completely at the beginning and end of the trip.
3. The operator of the van is responsible for ensuring the van is fueled after use.
4. Prior to the trip the operator and Security officer shall inspect the van for damage, fuel level, tire inflation.
5. All damage found should be marked on the assigned form. Substantial damage should be reported to the Security office immediately.
6. At the end of the trip, the van shall be returned to Lot 20 (next to Athletic Field) and contact Security for inspection by an officer who shall indicate on the form that it was inspected. The form will be returned to the operator.
7. After inspection, the van shall be locked. The key and the form will be returned to a security representative.

Maintenance of the Vans

1. Facilities will be responsible for the maintenance of the vans as dictated by their maintenance procedures.
  • Every 3000 miles or 3 months, whichever comes first.
  • Vans reserved for extended use with close to 3000 miles since the last maintenance will have the maintenance done on them prior to the trip.
2. The cost of the van maintenance will be borne by Facilities.
3. Inspection of the van shall include, at a minimum; tires, body condition, brake issues, etc. Any issues shall be noted on the vehicle inspection form and the vehicle taken out of service until inspected by Facilities.