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If you experience a problem please:

Notify Fleet Vehicle Services Manager promptly if the vehicle you drove needs repair or attention. Policy requires that drivers return a vehicle with a minimum of a half tank of gas. Courtesy to others dictates that vehicles be returned with a full tank of gas.

If you find a vehicle in violation of any of the fleet procedures please notify the Fleet Vehicle Services Manager so the offending party can be reminded of the rules and policies of using a Carleton fleet vehicle.


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Fleet Vehicle Services

Carleton College maintains a fleet of vehicles that are available for use when conducting official College business. The fleet vehicles are available to faculty, staff, and College recognized student organizations. There is a per mile vehicle usage charge that is billed to the user’s departmental budget number.

Reservations

Reserve vehicles through Fleet Services at x4443. Fleet Services is located in the Campus Services Office, Sayles-Hill 005.

  • Any faculty or staff member may make reservations.
  • Students or student groups wanting to make reservations are required to obtain either a written authorization from the department that oversees their organization or have a representative from the overseeing department telephone the Fleet Services Manager (x4443) and make the reservation for them. Authorization forms are available in the Campus Activities Office, Sayles-Hill 150.

Eligible Drivers

All drivers must possess a valid U.S. driver’s license. All drivers must be pre-qualified and appear on the list of authorized college drivers before being allowed to drive the fleet vehicles. All drivers are expected to adhere to fleet procedures.

  • To pre-qualify (faculty/staff): Complete a Motor Vehicle Report Release Waiver and submit it to the Business Office, Leighton 109.
  • To pre-qualify (students): Complete a Student Driver Application form, (you must attach a certified copy of your motor vehicle record obtained from your home state), attend defensive driver training, and read the Fleet Vehicle Policies/Procedures manual. Defensive driver training sessions are held on campus at various times throughout the year.

Key Pick Up and Return

  • Vehicle keys and MasterCard Fleet charge cards are available in the Campus Services Office and must be picked up during regular business hours Monday through Friday. Drivers should plan accordingly for early morning, late evening, and weekend trips. You may pick up the keys ahead of time, but you may not use the car until the time for which it has been reserved.
    Note: Keys for weekend trips must be picked up before 5 p.m. Friday - or your reservation will be canceled.
  • Keys, gas cards, and gas receipts should be returned to Campus Services immediately upon return to campus. During non-business hours, please use the key drop located in the main entrance of Sayles-Hill.

It is the Driver's Responsibility to:

  • Return the vehicle with a MINIMUM of a half tank of gas. As a courtesy to the next driver, filling the gas tank completely is always preferred.
  • Clear the vehicle of all litter & personal belongings.
  • Fill in the Mileage Log Record Book.
  • Return keys, gas card, and gas receipts promptly.
  • Report any vehicle damage or malfunction.