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Fleet Vehicle Procedures

  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 page for important information regarding these options.
  3. All students participating in off-campus events sponsored by either the College or the Carleton Student Association (CSA) are asked to complete a Release & Waiver Form prior to departure.  Keys to College vehicles will not be issued until the proper forms have been filed with the sponsoring department.   Waiver forms and more information are available through the Student Activities Office: https://apps.carleton.edu/campus/campact/guide/travel/
  4. Trip itineraries should be filed with the sponsoring department or with the office that advises or oversees the activities of a specific group for trips that involve traveling farther than 100 miles one-way, or involve a duration of more than 8 hours.  A campus contact person (faculty or staff) who can assist with emergency response must be named and will maintain the itinerary and waiver forms/rosters for the respective groups.
  5. 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. It is illegal in Minnesota for drivers to read, compose or send texts/emails, and access the Web on a wireless device while the vehicle is in motion or a part of traffic, such as at a stoplight or stuck in traffic.  It is also illegal for drivers under age 18 to use a cell phone at any time.  If it becomes necessary for you to use the cellular phone, please do not use it while driving. Ask a passenger to make the call or find a safe place to pull the vehicle off the road prior to using the phone.
  6. 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. Student drivers are required to pick up keys for the trips they are participating in.  Prior to releasing keys, driver licenses will be checked for validity and cross checked against the Authorized Student Driver list by Campus Services staff. 
  7. 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.  For long trips, especially during the winter months, travelers are encouraged to bring blankets, extra clothing, bottled water, matches, candles, high-energy foods, etc.
  8. Each vehicle has a Vehicle Malfunction Report Form located with the Mileage Log Book pages. 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 malfunction 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.
  9. Before you leave:
  • Conduct a walk-around vehicle inspection. Note any damage etc. on an equipment report form;
  • Clear frost or snow from windows;
  • Fill in the beginning mileage in the mileage log record book (kept in the glove compartment or center console);
  • Locate the emergency road kit items to make sure everything is there;
  • The driver and ALL passengers must use their seat belts. MINNESOTA STATE LAW REQUIRES THE DRIVER AND ALL PASSENGERS IN ALL SEATING POSITIONS OF A VEHICLE TO WEAR A SEAT BELT;
  • Check the gas gauge; if necessary, fill the gas tank using the Fleet charge card. You must use a service station that features "Pay at the Pump" service and request a receipt. Select the fuel type that is appropriate for the vehicle (either regular unleaded or E-85). If there is any question about which fuel type to use or if you prefer, choose regular unleaded gasoline.  Be sure to check the oil each time the gas tank is filled. The Fleet charge card can only be used for fuel so you must pay for any other items with alternative funds.

10.     Before returning the vehicle:

  • Check the gas tank;
  • If the gas tank is less than half-full, fill it. As a courtesy to other users you should routinely fill the gas tank regardless of the gasoline level;
  • Return vehicles on schedule. If a conflict arises and you discover you will be delayed, contact Fleet Services immediately so alternative arrangements can be made for the next user.

11.    When you return:

  • Park vehicles in the College Fleet Vehicle area located in the Stadium Parking Lot (just south of the football field). 
  • Complete the mileage log book;
  • Record any problems/concerns, emergency equipment used, etc. on a Vehicle Malfunction Report Form;
  • Check the car carefully, remove all litter and excessive debris, close windows (and latch them if applicable), and lock the doors;
  • Conduct a walk-around vehicle inspection. Report any damage, etc. on a Vehicle Malfunction Report Form;
  • Return the keys, gas credit card & gas receipt, and Vehicle Malfunction Report Form immediately either to the Campus Services Office or the after hours key drop box which is located inside the Sayles Hill front entrance;
  • Report any damage, malfunction, or accident to Fleet Services immediately upon your return to campus.

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