Motor Pool - Passenger Vans

12 and 15 Passenger Vans

E-form Reservations

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.

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 12 or 15 passenger van. 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 the College Vehicle Driver Registration form, and provide the requested information.
  • Once completed, this information is e-mailed to Campus Safety and Alert Driving. Campus Safety 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 on Thursdays. To schedule a test, call x0213 and ask for Carl Field, or e-mail . (Tests may be administered on days other than Thursday under special circumstances.)
  • Campus Safety will notify you confirming your authorization to drive a College van. NOTE: Obtaining driving records can take four to six weeks.


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.

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. If the cancellation policy is abused you may be charged $25/vehicle reserved.

Key Pick Up

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.

Overnight Trips

Groups traveling overnight must provide Campus Safety with the following information PRIOR to departure:

  • 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 on the Student Organization Resources website.

If you are traveling with luggage, no more than 12 people can be transported in a van.

12 And 15 Passenger Van Pick Up And Drop Off

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.

Emergency Numbers And Accident Procedures

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:

  1. Contact the appropriate law enforcement agency, so that a police report may be completed.
  2. Contact Campus Safety at 517/629-5610 and advise the dispatcher of the accident.
    1. Notify Campus Safety of injured passengers and the hospital to which they are being transported.
    2. In the event that the vehicle is not driveable, Campus Safety will contact Facilities Operations to coordinate the disposition of the vehicle, the arrangement of alternate transportation and other necessary assistance for those on the trip as needed.
  3. Upon return to campus, notify Campus Services and Business Office of the accident, to include date, location, and police report number for the incident.