College Vehicles Policy

The Facilities Department is responsible for the administration of the College's fleet of vans and automobiles, all of which are available for lease by faculty, staff, and student organizations. what follows is a summary of the policies and procedures covering the operation of College vehicles.

Office hours are Monday through Friday, 7:00 a.m. - 3:30 p.m.

Phone: 413-597-2302
Fax: 413-597-4141
E-mail: collegecars@williams.edu

Eligibility

• College vehicles may be leased for College business only. There are no exceptions. All licensed drivers are eligible to lease and drive College vehicles for College business with prior written approval from their Department Chair or Department Head. In the case of student organizations, House Coordinators, and Junior Advisors, prior written approval from a Campus Life Coordinator or the Multicultural Center, if it applies, is required. Any other faculty, staff, or student NOT affiliated with a registered club or organization, the House Coordinator or the Junior Advisor should make reservations through their Department Chair, Department Head, or the Multicultural Center.
• All drivers leasing a College vehicle for the first time in a given academic year will be required to provide the Fleet Administrator with a copy of their current drivers license, and in addition will be asked to sign an acknowledgement that they have read and accepted the regulations relating to College vehicle use.
• All students wishing to lease a College vehicle for the first time in a given academic year will be required to provide a current driving record, Motor Vehicle Record (MVR), from their home state and a copy of their current drivers license. With a credit card, MVRs can be acquired by calling the Department of Motor Vehicles in the issuing state and requesting the record. The cost is approximately $10.00. Every September, a new driver's record must be submitted to Facilities.
• Facilities maintains a list of approved student drivers which is available to all faculty and staff upon request.

Policy Regarding Motor Vehicle Records (MVR's)

As stated above, current driving records must be submitted by all persons wishing to lease a College vehicle. Driving privileges will be denied under the following conditions:

• No more than three (3) moving violations in the past three (3) years, with only one (1) of those violations in the past twelve (12) months.
• No more than one (1) minor accident (any event which results in damage to vehicle and property, or injury to a person, with damages of less than $1,500), for which you are at fault, in the past three (3) years.
• No major accidents (any event which results in damage to a vehicle or property, or injury to a person, with damages exceeding $1,500), for which you are at fault, in the past five (5) years.
• Recorded instance of driving on a suspended license, or for failure to appear in court, within the past five (5) years.
• Conviction for reckless driving within the past five (5) years.
• Conviction for alcohol and/or related driving offense within the past five (5) years.
• Refusal to submit to a blood alcohol test within the past five (5) years.

Driving Tests

All students wishing to drive a College-owned 11 or 12 passenger van must satisfactorily pass a driver's test. Tests are administered by Facilities personnel Monday through Friday. Call 597-2302 for an appointment. This test is given once and is good for four years.

College Car Rental Rates (effective 1/15/09)

4-5 passenger hybrid cars: $0.55/mile (fits 4 comfortably)
5 passenger cars: $0.55/mile
7 passenger mini-vans: $0.55/mile
11 or 12 passenger vans: $0.62/mile

**The number of passengers includes the driver.

Reservations

Anyone wishing to lease a vehicle may call Facilities 597-2302 or e-mail collegecars@williams.edu to make tentative reservations. A Vehicle Reservation Form should then be submitted and signed by the Department Chair or Department Head. In the case of student organizations, House Coordinators, and Junior Advisors, the Vehicle Reservation Form must be signed by a Campus Life Coordinator or the Multicultural Center. Facilities must receive this Form prior to the time of the trip. You may also reserve a vehicle by e-mail from an authorizing person which would include the date and time of departure and the account number to be charged.

NOTE: YOU MUST SUPPLY THE NAME(S) OF THE DRIVER(S) AND ACCOUNT NUMBER TO BE CHARGED BEFORE THE RESERVATION IS CONFIRMED. FAILURE TO DO SO WILL CANCEL THE RESERVATION.

Anyone failing to present the proper authorization will automatically forfeit their vehicle. In addition, failure to pick up or return a reserved vehicle on time may result in additional charges.

Do not request the use of a College vehicle that will be left overnight at an airport or train station. If you cannot use your own vehicle, request to be driven to the departure point and picked up upon return. The requesting department is responsible for making all arrangements for the drivers. A list of student drivers is available through Financial Aid.

If you wish to have a cell phone with the vehicle (11 or 12 passenger vans are equipped with a cell phone), please state this when making your tentative reservation or on your VEHICLE RESERVATION FORM (PDF). Operating instructions will be given to you at the time of your pickup. All phone calls will be charged directly to your department. Emergency 911 calls are free of charge.

Priorities

Reservation requests will be considered based on the priority system outlined below:

1. Admission and Geology - one vehicle each
2. Athletics - provided that requests are received prior to the following deadlines:
   • Fall season (September through November): by August 1st
   • Winter season (December through March): by November 15th
   • Spring season (April through May): by March 15th
3. Administrative/Academic offices
4. Student organizations

Barring unforeseen circumstances, all reservations confirmed by Facilities are firm unless cancelled by the reserving party.

Vehicle Pick Up

1. When practical, keys to a reserved vehicle are to be picked up at Facilities just prior to the departure time indicated on the approved Vehicle Reservation Form.
2. Should the departure time fall outside normal working hours, the reserving organization should make arrangements to pick up the vehicle keys prior to 3:00 p.m. of the work day preceding the trip. The vehicle, however, may not leave the Facilities parking lot prior to the departure time indicated on the Vehicle Reservation Form.
3. Keys to College vehicles are attached to wallets. Inside each wallet is a Trip Ticket, a credit card (provided based on distance of trip), and an Emergency Assistance Card. The Trip Ticket contains the information Facilities has about the trip. This is the form which the driver uses to record the MILES AT START and MILES AT END information. It is imperative that this information is filled out. If this information is missing, an estimate will be used. The Trip Ticket also has a section in which to record any comments about the vehicle or any problems encountered. The credit card is to be used for fuel and expenses for the automobile only (a pamphlet outlining the service stations that honor this credit card is located in the glove compartment). Also enclosed is a PHH Fleet America Emergency Roadside Assistance Card, which is to be used in the case of a vehicle breakdown.
4. Before departing, the authorized driver should make a quick inspection of the vehicle and note any problems on the Trip Ticket. After returning, another inspection should be made and any new problems noted. Call security at 597-4444 after 3:30 p.m. if the vehicle should be removed from travel immediately.

Driving Guidelines

Driving for long distances can be very tiring, which can lead to increased potential for accidents. Because of this, driving limits for all drivers are as follows:

Daytime travel: 3 hours at one time
Nighttime travel: 2 hours at one time

Within 15 minutes of reaching a driving limit, the driver should exit the highway to a safe rest area. The driver must take at least a 15-minute break or another approved driver must assume driving responsibilities.

When the total trip is expected to be completed within 30 minutes beyond the appropriate driving limit, one driver may drive the entire trip without a break. However, if poor weather or heavy traffic threatens to lengthen the trip, the driver should exit the highway to a safe rest area within the normal driving limits. No driver may exceed eight (8) total hours of driving time in any 24-hour period.

No athlete shall drive a College vehicle from an athletic event within four (4) hours of the event. An exception is granted for sports competing within 30 miles of the Williams College campus.

Only a person whose name appears on the Vehicle Reservation Form as the primary or alternate driver is permitted to drive the vehicle. The primary driver is responsible for enforcing this policy.

Vehicle Return

1. Please be courteous to the next driver and fill the gas tank before returning the vehicle.
2. When returning a College vehicle, all debris is to be removed and placed in the trash receptacle adjacent to the Facilities parking area.
3. The completed Trip Ticket and keys are to be placed in the key return box which is adjacent to the rear door of the Facilities service building. Be sure your beginning and ending miles are filled in and that you have noted any problems you encountered with the vehicle. If you have a College cell phone, unplug it, turn it off, and place it in the glove compartment. Be sure the vehicle is locked.
4. If you are late in returning to campus and are concerned about safety, request an escort through Campus Security. For your convenience, a Yellow Emergency Phone is located at the north end of the Facilities parking lot beneath the blue light. DO NOT KEEP A VEHICLE OVERNIGHT.

In the Event of an Accident

An accident shall be defined as any event which results in damage to a vehicle or property, or injury to a person. All registration and insurance information is in the glove compartment. It is the responsibility of the driver to call the police, fill out and submit an Accident Report Form, and obtain necessary information from the other party. Should a College vehicle be involved in an accident during working hours (Monday-Friday between 7:00 a.m. and 3:30 p.m.), the authorized driver must notify and submit proper forms to College Vehicles at 597-2302 as soon as possible. All other times, call and submit the proper forms to Security at 597-4444. There is a blank Accident Report Form in the glove compartment which can be filled out at the time of the accident or immediately upon return to campus.

Unavoidable Delays

Should unavoidable delays be encountered during a trip which prohibit returning the vehicle on time, contact College Vehicles at 597-2302 Monday-Friday between 7:00 a.m.-3:30 p.m.; all other times, call Security at 597-4444.

Loss of Driving Privileges

In addition to the policy regarding Motor Vehicle Driving Records (MVR's), please note that any of the following actions will result in the loss of College vehicle driving privileges:

• Driving to a destination other than that approved by a Dean or Department Chair as indicated on the Vehicle Registration Form.
• Allowing an unauthorized driver (one not listed on the Vehicle Registration Form and/or on who has not taken the Facilities driving test) to drive the vehicle.
• Use of the credit card for purchases other than fuel, oil, and automobile maintenance.
• Picking up a vehicle earlier than your scheduled departure time, or returning a car later than the authorized return time without notifying Facilities or Security as to the problem. See "Unavoidable Delays" above.
• Violating state and federal traffic laws, damaging other vehicles or property, driving while intoxicated, transporting alcohol/drugs, or any other illegal or irresponsible use of a College vehicle.
• There is a Seat Belt Law in the Commonwealth of Massachusetts. If you are stopped and fined for not wearing one, the file will be your personal responsibility. This is in keeping with the present College policy that users of College vehicles are responsible for any fines or penalties associated with driving and parking violations.
• Any unsafe, prohibited, or inappropriate use of College vehicles, or failure to follow the rules as indicated above, may result in the loss of driving privileges and/or a service charge.

Charges and Fines

$25.00	If seats have to be removed in the 11 or 12 passenger vans.
$25.00	If the trip is cancelled and the College Vehicle department is not notified at least 24 hours prior to the scheduled departure time.
$25.00 + mileage	If the vehicle is not returned on time
$10.00 + mileage	If the vehicle does not have 1/2 tank of gas or more
$10.00 + mileage	If all debris has not been removed from the vehicle.
$5.00 + mileage	If you fail to fill out the miles at start or miles at end information on the Trip Ticket. (We charge this set fee to compensate for the time and energy it takes to determine the mileage. Please be advised the mileage will be an approximation and may not accurately reflect the miles traveled. It is to your advantage to remember to fill in the beginning and ending miles.)
$60.00	If you fail to return the cell phone.

Reminder:

Smoking is prohibited in College vehicles!

Updated 26 January 2009