1. Reserve vehicles through Fleet Services during regular College business hours, giving the date and time needed, type of vehicle required, departmental charge number, destination, and the driver’s name. Any Carleton faculty or staff person may make reservations. Students or student groups wanting to make a reservation, will be required to obtain either a written authorization from the department that oversees their organization or have a representative from the overseeing department telephone Fleet Services to make the reservation for them. Reservations should be made at least 24 hours before use. Sometimes reservations are made several weeks in advance. Since plans may change, making it necessary to alter or cancel arrangements, please adjust your vehicle reservations accordingly. Fleet Services is located in the Campus Services Office - Sayles-Hill 5, x4443.
2. When there are no College vehicles available, you may choose to use your own personal vehicle(s) or make your own arrangements with an outside rental agency. Read the “Transportation Alternatives” section of this document for important information regarding these options.
3. For trips that involve traveling farther than 100 miles one-way, or involve a duration of more than 8 hours, travel rosters with passenger names and an emergency phone contact (including home and work numbers) and trip itineraries must be filed with the sponsoring department or with the office that advises or oversees the activities of a specific group. A campus contact person (faculty or staff) who can assist with emergency response must be named on the travel form and will maintain the roster and itinerary for the respective groups. Blank forms are available in the Office of Campus Activities or the Campus Services Office.
4. Persons traveling out of town are encouraged to take a cellular phone with them. Portable cellular phones are available through the Telecommunications Office. Departments will be billed $5.00 per day plus any telephone call charges made during the time the phone is in your possession. Contact Telecommunications, x5422, to arrange to sign out a cellular phone. If it becomes necessary for you to use the cellular phone, please do not use it while driving. Find a safe place to pull the vehicle off the road prior to using the phone.
5. Vehicle keys 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. To insure that only pre-authorized drivers drive College vehicles, each driver must be named on the sign out sheet.
6. Each vehicle is equipped with an emergency road kit, including flashlight, windshield scraper/brush, tire change tools, and first aid kit. Triangle warning markers are available upon request. There are extra emergency road kits available for check out when traveling in a rental vehicle. For long trips, especially during the winter months, travelers are encouraged to bring blankets, extra clothing, bottled water, matches, candles, high-energy foods, etc.
7. Each vehicle has an equipment report form located in the glove compartment. You should use this form to report any mechanical problems and recording of any items used from the emergency road kits that need replenishing (first aid items, flashlight batteries, etc.). The equipment report form should be turned in with the vehicle keys and not left in the vehicle. For those mechanical problems or safety concerns that should be addressed prior to continued use of the vehicle, drivers should contact Fleet Services x4443 to report the problem immediately.
8. Before you leave:

9. Whenever possible use the Highway 19 campus entrance when leaving or returning to Carleton as an attempt to cut down on the traffic and noise level associated with the First Street entrance.

10. Before returning the vehicle:

11. When you return:

Violations of any of the above policies/procedures may result in loss of driving privileges.