Clubs seeking competitive opportunities outside of Northfield must adhere to the following guidelines to insure a safe trip and reimbursement for travel expenses.
- Drivers of personal vehicles must fill in the REGISTRATION OF PERSONAL VEHICLE form and have the form on file in the Club Sports Director office. Please note the Driver Safety Training course required as part of this requirement as listed on the Personal Vehicle Registration Form.
- Clubs must fill in a van usage registration form from Campus Services and obtain the Club Sports Director’s signature before Campus Services will authorize the reservation of a college vehicle.
- Submit pre-trip and post trip forms to the Club Sports Director via the Club Sports website. Pre-trip forms must be submitted least 5 days prior to travel; post-trip forms must be sent in within two business days after returning.
- To obtain travel reimbursement, the treasurer must submit the receipts reimbursement (check request) form to the Club Sports Director. If possible, use the Club Sports purchasing card for purchases prior to departure. Set up a time to meet with the Club Sports Director for assistance.
- For trips that involve traveling outside of Northfield, travel rosters with passenger names, emergency con- tact phone numbers, and trip itineraries must be filed with the Club Sports Director via the pre-trip form.
Cell phones are required equipment for all groups traveling out of town. The driver must not operate a cell phone while the vehicle is in motion.
Statement regarding Cell Phones: 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 a 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.
- Contact the Club Sports Director if you are having difficulty deciding if inclement weather should change your travel plans. If the club suffers financial penalties for not attending the competition the Club Sports Council may assist the club financially, depending on the situation.
- Club Sports are encouraged to use Carleton College vehicles whenever possible. If private vehicles are used the club may reimburse the driver 14¢ a mile for vehicle expenses.
- Students driving college or rental agency vehicles must obtain Campus Services driver certification first. College vehicles are charged to the individual club account for mileage. Check with Campus Services on the mileage rate for the vehicle you are driving. Record miles on the vehicle log.
- Club Sports are not permitted to travel via 12 or 15 passenger vans.
- Campus Services, which is located in the basement of Sayles Hill, keeps a list of approved drivers and authorizes college car use. Contact x4443
- Travel Guidelines for Long Distance Trips
Drivers should be well rested before embarking on a long distance trip.
A maximum of 16 hours or 800 miles of continuous travel, followed by a layover of 8 hours is required.
All night driving should be avoided whenever possible.
Limit driving shifts to four hours per driver with a 10-15 minute break between each two-hour block.
Each four-hour driving shift must be followed by one rest period of a least one hour.
During all driving shifts, a passenger must be awake and seated in the passenger seat next to the driver to insure the driver remains alert.
Six Simple Courtesies for Vehicle Sharing—Campus Fleet Service Vehicles
Using a fleet vehicle for College business is a privilege. Drivers and passengers are expected to follow six simple courtesies to ensure that fleet vehicles are ready for travel when needed.
Each vehicle is used by multiple drivers each day. Adhere to the start and end time of your reservation or you will inconvenience other Carleton travelers.
Six simple courtesies:
- Fill the tank for the next driver. Use the fleet VISA card attached to the vehicle keys and tuck the receipt into the plastic sleeve.
- Clean up after yourself. Drivers bear ultimate responsibility for the condition of the vehicle used. Involve passengers in the clean up of the vehicle's interior at the end of each trip. Remove all litter and personal belongings.
- Store snow brush under the front seat.
- Complete trip details in Mileage Log Record Book in the glove compartment or center console.
- Return keys, fleet charge card and gas receipts promptly. Adhere to the start and end time of reservation.
Notify Fleet Vehicle Services immediately of any vehicle problems so we can correct them for the next driver.
When a club is traveling in a large group, an efficient option for travel is to go by charter bus. Charter bus planning should begin a minimum of two weeks prior to your club’s desired departure date. Charter buses typically hold between 45—50 passengers and come supplied with drivers. Costs of charter buses vary from company to company, but we generally use Northfield Lines. Contact the Club Sports Director for charter bus rental options.
- Gas is included in the cost of most charter reservations. Be sure to double check on this!
- For overnight trips, clubs are responsible for arranging housing accommodations for their bus drivers.
You may need to cover the driver gratuity for your reservation. Make sure to look at your invoice or check
with the rental company staff to clarify before you depart.
Supplemental Bus Funding!
The Club Sports Program recommendation is anytime you are traveling with a group of participants that you take a bus to your activity/event. Isn’t this really expensive? How is this possible?
Club treasurers just need to show the Club Sports Director how much would have been spent by your club to travel to your activity/event via your original plans for transportation, then the Club Sports Program will pay whatever the additional cost is to travel via bus from funding secured through CSA and the Carleton Athletic Initiative. Essentially the Club Sport Program will cover the difference in cost between what you were going to pay, and what it costs for the bus.
Take advantage of this option! (note there is a minimum charge of $50 for charter bus usage)
To set up a bus reservation, teams just need to plan ahead and let Club Sports Director know, ideally 2 weeks in advance.
Traveling via bus is not a requirement, but encouraged as it makes traveling in large groups both easier, and safer. If your team and another team are traveling to the same tournament, team up and ride 1 bus!