The Lawrence University Physical Plant department operates a motor pool of owned, leased, and rented vehicles. These vehicles are available for use directly related to academic, departmental or organizational activities of the university. Vehicles may be reserved only by university departments, LUCC and/or university recognized funded organizations.
Non-compliance with the vehicle use policy may result in suspension of all vehicle privileges for the offending organization/department for up to two years from the date of the offense.
Reservations
Buses
Costs
Cancellations
Driver Qualifications
Driver Responsibility
Trips Over 200 Miles One Way
Inclement Weather
Key Pickup, Vehicle Parking, Key Drop Off
Vehicle Maintenance
If An Accident Occurs
Vehicle Rental Insurance
Operating Personal Vehicles For University Business
Reservations [Table of Contents]
Vehicle rental requests that originate in Appleton should be arranged through Physical Plant.
No more than 3 vehicles may be used for a single destination trip. Groups greater than 21 are required to use buses with paid CDL drivers.
A vehicle reservation form needs to be completed (shaded area) and submitted to the office of Physical Plant during normal business hours 8:00 a.m. to 5:00 p.m. Monday - Friday. Vehicle use is subject to availability. A faculty or a staff sponsor must approve all vehicle reservation forms. The sponsor must support the programmatic goals of the trip.
Only university-authorized drivers are allowed to operate a university owned, leased, or rented vehicle. All authorized drivers must be identified no later than when the vehicle is picked up. All authorized drivers must sign the reservation form at the time the vehicle is picked up.
Groups with more than 21 participants are required to use buses with paid CDL drivers. The sections of this policy on passenger lists and inclement weather still apply to groups who contract to travel by bus.
The cost for vehicle use is the Internal Revenue Service mileage rate. The mileage rate is adjusted on July 1 of each year. There is a minimum charge of $15.00. The charge back to the appropriate department's account number is applied at the end of each month.
Gasoline for university vehicles is paid for by Physical Plant. Physical Plant will reimburse any personal expenditure for gas for university vehicles. All receipts for gas purchases must be returned to Physical Plant with the keys and travel packet. For trips over 30 miles, a gasoline credit card will be provided.
The departmental or organizational account may be liable for the amount of the $500 insurance deductible in the event of physical damage to a vehicle.
A $25.00 fee may result if the vehicle is returned with excess debris and/or less than 3/4 tank of gas.
A charge of $50.00 may result if there is a late cancellation, failure to pick up a reserved vehicle, or a vehicle is picked up before the designated reservation time.
Cancellations [Table of Contents]
Cancellation of a vehicle reservation must be called in to Physical Plant at least 3 working days in advance. There is no charge for unavoidable cancellations, such as those due to inclement weather.
Driver Qualifications [Table of Contents]
All vehicle drivers must be prequalified by the office of Physical Plant.
All vehicle drivers must be at least 21 years old, have a valid U.S. driver's license and 2 years of driving experience.
Driving privileges may be suspended or terminated if the applicant's record indicates an unacceptable number of accidents or violations. Driving privileges may be denied if the applicant has more than two incidents of moving violations, accidents, or a combination of the two over the previous three years. If a single violation or accident is severe such as DWI, excess speeding of 20 mph and over, reckless driving, etc., the applicant will be denied. For the safety and well being of the passengers, Lawrence University reserves the right to deny any applicant. Physical Plant will review the driving records.
Driver Responsibility [Table of Contents]
The driver must operate the vehicle in a safe manner, observing all ordinances and laws pertaining to the operation of motor vehicles. The drivers must also observe the Vehicle Use Policy and assure adherence to its expectations.
The driver will announce at the beginning of each ride that passengers must use their seat belts. Seat belts must be worn at all times by all occupants.
Vehicle headlights must be turned on at all times while vehicle is in operation.
The driver and passengers are prohibited from using any tobacco products, alcohol, or illegal drugs. Also, the driver and navigator are prohibited from using any substance that may reduce attentiveness or cause drowsiness. The driver must not operate the vehicle for a minimum of 12 hours after his or her last ingestion of any controlled substance.
The driver must not use a phone while the vehicle is moving.
Vehicle load capacities must not be exceeded, including number of passengers, cargo weight, or any combination thereof. Capacity information is located on the inside jamb of the driver's door. No roof storage is allowed on passenger vans or SUV's.
On long trips, the driver must check and maintain fluid levels, tire pressure, and operation of lights. This should be done every 250 miles or before a new driver begins to operate the vehicle.
The driver must ensure that all interior and exterior lights are turned off and all doors and windows are locked when the vehicle is parked.
The driver must record the beginning and ending odometer readings on the vehicle reservation form, as well as complete the driver's log on trips over 200 miles one way.
Accidents must be promptly reported to law enforcement authorities and Lawrence University office of Physical Plant (see the accident report packet in the travel packet or on the clipboard).
Fines resulting from traffic or parking violations will be the obligation of the driver.
The driver is responsible for depositing a complete and accurate passenger list of all occupants in the drop box immediately before departure when traveling more than 30 miles one way. The drop box is located by the Art Center/Library turn around off of Lawe Street.
Trips Over 200 Miles One Way [Table of Contents]
A complete and accurate passenger list of all occupants must be in the drop box immediately prior to departure, when traveling more than 30 miles one way. The drop box is located by the Art Center/Library turn around off of Lawe Street.
When traveling more than 200 miles, additional authorized driver(s) are required for each vehicle. Each driver should drive no more than 4 hours at a time. The driver must take at least a 2-hour break before driving again. No single driver can drive more than 8 hours in a 24-hour period. A minimum of 2 qualified drivers must be identified per 400 miles.
A navigator must be assigned to assist each driver. The navigator must stay awake while on duty.
The entire driver/navigator team should be replaced every few hours, or at least every 4 hours.
A driver's log must be maintained for any trip over 200 miles one way. The driver is required to keep track of the number of hours he or she is operating the vehicle. Each driver is required to fill out the driver's log for each day (24 hour period) that he or she is driving.
A travel packet will be provided at the office of Physical Plant. This packet will include a wireless phone, charger, credit card, insurance information, and emergency phone numbers.
Layovers are required in the event of adverse weather and unsafe road conditions. A university credit card would be available for such emergencies. Call Security 920-832-6999 for the credit card information. These types of expenses may be funded by the university, subject to review and approval by the Business Office and sponsoring department head.
A faculty or staff sponsor must be identified on the vehicle reservation form. The sponsor either goes along on the trip, or provides written acknowledgement of responsibility to serve as emergency contact on campus. The sponsor must support the programmatic goals of the trip.
The Vehicle Use Travel Sheet must be submitted to the sponsor for review. The sponsor and the contact person for the organization should have a discussion about the trip. This discussion should include the route, distance, time frame, programmatic goals, and safety/security issues. The sponsor or the office of Physical Plant may deny use of a vehicle if the trip does not meet the insurance policy requirements of the university.
Liability Waivers must be completed, signed, and return to Physical Plant when a trip exceeds 200 miles one way, a trip involves any overnight travel and/or the nature of the activity or setting requires activity or presents inherent risks beyond normal daily routines. Waivers must be completed when required by both student and non-student participants in the trip or activity.
Inclement Weather [Table of Contents]
When Storm Advisories, Storm Warnings, and/or reports of adverse driving conditions include the planned driving route for a Lawrence-sponsored trip, the trip sponsor overseeing that trip and the Office of Physical Plant will consult to determine whether to continue the trip as planned, delay the trip, or cancel the trip. In order to have an informed conversation, the trip sponsor should consult resources such as the following in order to ascertain the current and future weather and road conditions:
Based on the available information on weather and road conditions, the trip sponsor and the Office of Physical Plant will weigh the risks associated with running the trip, as well as any options for altering the trip route or itinerary. The office of Physical Plant will then make the final decision on the disposition of the trip.
Key Pickup, Vehicle Parking, Key Drop Off [Table of Contents]
Vehicle keys are to be picked up at the Physical Plant office during normal business hours 8:00 a.m. to 5:00 p.m., Monday - Friday. Keys will be attached to a clipboard along with a reservation form, driver's log(s), accident/emergency information, and a travel packet if needed.
Vehicle keys for evening, weekend, and holiday use are issued in advance, during normal office hours. A given vehicle may be scheduled for several trips over a weekend, with each group having keys in their possession. Vehicles may be used only during the hours reserved.
Vehicles are to be parked along the west side of Landis Peabody.
At the conclusion of the trip, the keys, clipboard, all vehicle/driver related forms and the travel packet (if issued) must be promptly returned to Physical Plant office or after hours to the drop box located at the back entrance of Physical Plant.
Vehicle Maintenance [Table of Contents]
All vehicle maintenance is the responsibility of Physical Plant. Exceptions include long trips when it is the responsibility of the driver to check and maintain fluids and tire pressure as recommended by the manufacturer.
If the vehicle is damaged or needs repairs, the driver should follow the information sheet provided with each clipboard/travel packet.
Users of university and rental vehicles are asked to return them with a minimum of 3/4 tank of gasoline. Users of university and rental vehicles are expected to return the vehicle clean and free of trash.
If An Accident Occurs [Table of Contents]
Take necessary steps
to protect life.
Contact the police.
Comply with police instructions.
Do not assume or admit fault. Others will determine liability and negligence
after a thorough investigation.
Report the accident to Physical Plant
920-832-6601 as soon as possible.
Vehicle Rental Insurance [Table of Contents]
If there is a break-down or accident and a vehicle needs to be rented, or if renting a vehicle for university business, the auto insurance coverage for the rental should be declined when renting in the United States or Canada. Auto insurance coverage is required in all other countries.
Operating Personal Vehicles For University Business [Table of Contents]
When using your personal vehicle for university business the primary liability coverage shifts from Lawrence University to your personal auto insurance. Your personal auto insurance is the primary payer in the event of a liability loss. Lawrence University's auto liability insurance is in excess of the employee's personal auto liability insurance.
Lawrence University recommends all drivers using their personal vehicles for university business carry personal auto liability insurance with limits of at least $300,000 per occurrence and requires at least $100,000 per occurrence.
Lawrence University is not responsible for the physical damage to an employee's vehicle. Therefore, employees should also have their own collision and comprehensive insurance coverage.
Anyone transporting students in personal vehicles for university business must be an authorized driver, including faculty, staff, students, and volunteers.
Revised 3/26/04