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Fleet Vehicle Policy

Carleton College maintains a fleet of shared vehicles that are available for use by pre-qualified drivers of the College conducting official Carleton College business. The fleet consists of five Hybrid compact sedans, seven minivans, and one cargo van. Carleton College does not own vehicles that are equipped to carry more than seven persons. Vehicles that accommodate up to 12 people may be used for academic programs but they must be procured from an outside rental vendor and drivers must complete the on-line training program provided through Carleton's Risk Manager. Smoking is prohibited in Carleton College fleet vehicles. Pets are not allowed in College vehicles unless they are properly kenneled and restrained.

  1. The driver of a College vehicle is responsible for the vehicle and its occupants. The driver should be familiar with the principles of safe and lawful operation of a motor vehicle and must obey all traffic laws. Failure to assume proper responsibility (safe and lawful operation) for the vehicle and its occupants will result in loss of driving privileges.
  2. College vehicles and rental vehicles being used for College business are to be driven only by “pre-qualified” Carleton College employees or students. To pre-qualify (faculty/staff): Complete a Motor Vehicle Report Release Waiver and submit it to the Risk Management Office. To pre-qualify (students): Complete a Student Driver Application form, apply for a certified copy of your driving record (obtained from your home State's Department of Motor Vehicles) and submit it to Campus Services, attend defensive driver training, and read the Fleet Vehicle Policies/Procedures notebook. Student drivers are required to provide a certified copy of their driving records. Students must renew their driving status in January of each year by submitting a current driving record.  Driver training sessions are held on campus at various times throughout the year.
  3. If an authorized driver is involved in a motor vehicle accident or receives a moving violation, he or she may be required to attend additional defensive driver training. Students may be asked to provide new MVRs upon a qualifying event such as receiving a moving violation ticket or being involved in an accident either in a personal vehicle or a College-owned vehicle. 
  4. The list of authorized faculty and staff drivers is maintained by the College's Risk Manager and may be found on Carleton's shared drive "Collab" , the student driver list is maintained by the Fleet Vehicle Manager.  Copies of both lists are kept in the Campus Services Office and may be referred to prior to checking out a vehicle key. Copies of the student list are distributed to several departments who authorize student travel and upon request.
  5. College vehicles are not to be used for personal business. All vehicle use will be charged through the College’s budget system and a budget number must be supplied for each vehicle reservation. Per mile rates are $.52 for compact cars and $.57 for minivans.  Departments and groups will be charged a 100 mile assessment fee if they fail to pick up a reserved vehicle.
  6. The use of rooftop carriers or similar externally mounted storage containers on College-owned/leased passenger vehicles is prohibited. The College has one cargo mini-van, which can be used in place of trailers and/or rooftop carriers. Trailers containing a boat or other such apparatus that cannot easily fit in the cargo space may be towed using the cargo minivan. The College has purchased a utility trailer which may also be used behind a cargo van when more storage is required. Only authorized faculty and staff who have experience towing trailers are allowed to tow a trailer of any kind behind the College-owned vehicles. STUDENTS ARE PROHIBITED FROM USING A TRAILER OF ANY KIND. All drivers are encouraged to use the space in a cargo van in place of a trailer whenever possible.
  7. When there is a state-issued traveler advisory in effect due to a storm warning, no travel will be allowed. Keys will not be issued for reserved vehicles and everyone traveling in College vehicles should seek shelter until driving conditions improve and all traveler advisories have been lifted.
  8. Accidents that occur on campus property should be reported to Carleton Security immediately. Accidents that occur off campus property must be reported to the local police at the time of the accident and to Carleton Security immediately upon return to campus. If there are injuries or if the vehicle is not in “driveable” condition--either due to an accident or mechanical difficulties--contact Fleet Services at 507-222-4443 (Carleton Security at 507-222-4444 after hours) for assistance. Insurance information is kept in the glove compartment of each vehicle. The College will review all accidents involving College vehicles. Determination of future eligibility for drivers involved in accidents will be made on a case-by-case basis.  Refer to full College policy for Accident Procedures.
  9. Drivers are required to use a “lookout” person to help watch while the driver is backing up a vehicle. Whenever possible, the driver should ask a passenger to assist by getting out of the vehicle and watching until the vehicle has cleared any obstacles and is safe to proceed forward.
  10. Any parking or moving violation citations are the driver’s responsibility. The College will not pay any fines.