Carleton College maintains a fleet of vehicles that are available for use by the general population of the College for conducting official Carleton College business. The fleet consists of cars, sedans, and minivans. Carleton College does not own vehicles that are equipped to carry more than seven persons. Vehicles that accommodate up to 12 persons may be used but they must be procured from an outside rental vendor. 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, (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 notebook. 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. Student drivers are required to provide a certified copy of their motor vehicle records (MVR) on an annual basis in order to preserve their status as an authorized College driver.
4. Lists of authorized faculty, staff, and student drivers are kept in the Campus Services Office and referred to prior to checking out a vehicle key. Copies of the lists are also available on the academic and administrative computer user’s public/shared drives.
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 $.48 for compact cars and $.53 for mini-vans and sedans.
6. The use of rooftop carriers or similar externally mounted storage containers on College-owned/leased passenger vehicles is prohibited. The College has purchased two cargo mini-vans, 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 one of the cargo minivans. 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 x4443 (Carleton Security at x4444 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.
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.