E-FORM RESERVATIONS
An E-form (four part form
available through central stores) is necessary
to schedule a motor
pool vehicle. The following information must appear
on the E-form: account
number for charges, group/class name, contact
person and their
extension, number of vehicles needed, purpose of trip,
number of people
traveling, destination, date(s) vehicle is needed, name(s)
of approved driver(s), and
signature(s) of approval.
Residential Life must approve
requests for Residential Life functions. CPO
must approve requests for
student groups/organizations. Requests for
First Year Experience must
be made through the FYE office. Requests
for out of state travel must
also be approved through the Business Office prior
to sending the e-form to
Campus Services. Albion College vans are to be
used to transport current
students and current staff of Albion College, the
Business Office must approve
any deviation before vehicles can be scheduled.
APPROVED DRIVERS
It is the responsibility of
the department/group/organization to find approved
drivers. Albion College
staff and student driver names must appear on the
“Approved Driver List” to
drive a motor pool vehicle. The
process for applying
to become an approved driver is now
electronic, and is described below:
-Persons wishing to apply to become
approved drivers should go to
www.albion.edu/campussafety , click on 'Van Driver
Registration Form' in the
navigation bar, and provide the
requested information.
-Once completed, this information is
e-mailed to Campus Safety, Facilities
Operations, and Alert Driving.
Facilities will begin the process of obtaining
your driving record, in accordance with
College policy.
-You will receive an email from Alert
Driving with URL and password to log
on to take your test. You must complete
the online training within 14 days of
receiving this email.
- Upon your successful completion of the
online training, print your completion
certificate and contact the Campus Safety
office to schedule your driving test.
Driving tests are conducted
Tuesdays between 8:00 a.m. and
3:30 p.m. To schedule a test, call
x0213 and ask for Carl Field, or e-mail
CField@albion.edu.
(Tests may be administered on days other than Tuesdays
under special circumstances.)
-Campus Safety will notify Facilities
Operations when you have successfully
completed the training portion of the
driver approval process. Once Facilities
has obtained your driving record, you
will receive a letter from them
confirming your authorization to drive a
College van. NOTE: Obtaining driving
records can take up to three weeks.
CHARGES
**The charge for using a 15
passenger van is currently $.55/mile, the bus is
currently $.79/mile
(subject to change)
**If the vehicle is full of
trash and we clean it out, your group will be charged
$25/vehicle.
**If the vehicle is not
picked up and the reservation was not cancelled, your
group may be charged
$25/vehicle.
CHANGES AND CANCELLATIONS
Please notify us of any
changes in dates or numbers of vehicles needed so
we can check on
availability. Please notify us of any cancellations ASAP,
as most weekends we have a
waiting list.
KEY PICK UP
Keys can be signed out BY THE
APPROVED DRIVER Monday through
Friday from 9am-5pm in the
Facilities Building. Keys for weekend travel
need to be signed out on
Friday; HOWEVER, you must not take the vehicle
until the date and time
scheduled.
OVERNIGHT TRIPS
ALL groups traveling
overnight must provide Campus Safety with the
following information
PRIOR to leaving campus:
*names and emergency
contact information for each person traveling
*detailed itinerary
(including accommodations and cell phone numbers)
*signed release form for
each person traveling in the van
These forms can be obtained
in the CPO office or online
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www.albion.edu/campusprog/travel.asp.
If you are traveling with
luggage, no more than 12 people can be transported
in a van.
VEHICLE PICK UP AND DROP OFF
Monday through Friday all
vehicles are ready by 9am on the day they are
reserved for. If you need
the vehicle(s) before 9am, let us know so
arrangements can be made to
have it ready.
When you sign out the keys
you will be given an envelope with the key(s),
checklist(s) and gas cards
(if applicable). With exceptions for weekend
travel and early pick
up, the gas tank will be full and oil checked. Please
remember to check the
gas gauge prior to leaving town. On lengthy trips,
please check the oil when you
stop for gas.
When you return the vehicle(s),
completely fill out the check list(s). It serves
as a reminder to clean
out loose trash and personal items and to secure
the vehicles. A
garbage can is located next to the gas pump for trash. We
are not responsible for
any items left in the vehicle. On the checklist there
is a section to report any
damage to the vehicle while in your possession
(even vandalism). List any
mechanical concerns in the comment section.
The envelope containing the
completer checklist, keys and gas cards (if
applicable) should be placed
in the drop box next to the Central Receiving
door on the west end of
the building. DO NOT leave van keys or gas cards
in the van.
**If you were in an
accident completely fill out an accident report (in the
glove box with the
insurance and registration information and emergency
contact information).
Attach a copy of the police report (or the officer’s
card), and turn it in with the keys. We will contact the insurance
company
to file a claim if necessary.
EMERGENCY NUMBERS
This information is also in
the glove box with the insurance information. If
you have a motor pool
emergency Monday through Friday, 8am-5pm,
call: (517) 629-0260 Laura
McDowell, if you get voice mail, hang up and
call (517) 629-0230
Facilities Office
After 5pm and on the
weekends, call Campus Safety (517-629-1234) and
let them know you have
a motor pool emergency. They will contact the
Facilities Supervisor on
call. Make sure to leave your location, nature of
the problem, and contact
number with the Campus Safety dispatcher.
Repairs for minor
emergencies can be charged to the gas card. If you spend cash, or charge to a personal
card, make sure to save all receipts so we can reimburse expenses!
