An E-form (four part form available through central stores) is necessary to schedule a 12 or 15 passenger van. The following information must appear on the E-form: account number for charges, group/class name, contact person and their extension, number of vans needed, purpose of trip, destination, date(s) and time van 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 approved by Drew Dunham, Registrar's Office. Albion College motor pool 12 and 15 passenger vans are to be used only for College-related business, the Business Office must approve any exception before vehicles can be scheduled. Per the PET AND OTHER ANIMAL policy for Albion College, animals (with the exception of service animals) are not to be transported in motor pool vehicles.
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 12 or 15 passenger van. The process for applying to become an approved driver is now electronic, and is described below:
The charge for using a 12 or 15 passenger van is currently $.40/mile. The per mile charge includes gas. If you are travelling a distance you will be provided with gas cards to use. Please place gas slips in the envelope with the checklist and keys.
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. If the cancellation policy is abused you may be charged $25/vehicle reserved.
Keys can be signed out by the approved driver Monday through Friday from 9 a.m. - 5 p.m. 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.
Groups traveling overnight must provide Campus Safety with the following information PRIOR to departure:
These forms can be obtained in the CPO office or online on the Student Organization Resources website.
If you are traveling with luggage, no more than 12 people can be transported in a van.
Monday through Friday all vehicles are ready by 9 a.m. on the day they are reserved for. If you need the vehicle(s) before 9 a.m., 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) and checklist(s). Please remember to check the gas gauge prior to leaving town.
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 vehicle(s). A garbage can is located next to the gas pump for trash, if excessive trash or other items are left in the vehicle you may be charged $25 cleaning fee. 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 completed 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 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 with the department's phone number), and turn it in with the keys. We will contact the insurance company to file a claim if necessary.
This information is also in the glove box with the insurance information. If you have a motor pool emergency Monday through Friday, 8 a.m. - 5 p.m., call: 517/629-0260 Laura McDowell, if you get voice mail, hang up and call 517/629-0230 Facilities Office.
After 5 p.m. and on the weekends, call Campus Safety at 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.
If you spend cash, or charge minor repairs to a personal card, make sure to save all receipts so we can reimburse expenses.
In the event that a College van is involved in an accident, the driver is responsible for ensuring that the steps listed below are taken: