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Van Fleet

Chartered student organizations (CSOs) and registered student organizations (RSOs) may reserve university-owned vans to use for off-campus trips.

The Center for Student Involvement (CSI) manages the van fleet. In total we offer 6 vans. Each van is a Toyota Sienna and seats up to 8 people including the driver. Luggage, equipment, and other transported items may decrease the seating capacity, however.

Note: Reservation requests do not guarantee that we will have vans available for the dates you need so be prepared for alternate transportation if we are not able to fulfill your request.

Reservation Priority

Reservation priority groups:

  • 1st priority group: SCCAP and Into the Wild
  • 2nd priority group: all other chartered student organizations (CSOs) and registered student organizations (RSOs)
  • 3rd priority group: university departments

Reservation Protocol

Protocol for reserving vans:

  • Email and await approval.
  • Once approved, a 4-digit pin number to access the key(s) for the van(s) will be assigned.
  • See the “Key Access” section below for details about accessing and returning van keys.

Van Reservation Calendar

It is encouraged to view the online Van Reservation Calendar first prior to submitting reservation requests to see how many vans (if any) are available for the dates needed.

  • Van Reservation Calendar
    • You must be logged in to your SCU email account to view.
    • The calendar is not viewable if you are logged in to a personal Gmail account.
  • If needed, email to inquire about van availability.

Key Access

Pin number:

  • Each group with a confirmed reservation gets assigned a 4-digit pin number to access keys located in a key box at the Campus Safety Services office.

Key box:

  • The key box is located at the Campus Safety Services office in the lobby on the left wall beside the main counter.
  • Each group uses the assigned 4-digit pin number to unlock the key box.
  • Once the key box is open, the group finds its assigned keys and removes them.
  • Upon return from the trip, the group must use the same assigned pin number to unlock the key box and place the keys back in the box.
  • Be sure that the key box is closed and locked after removing and returning keys (the pin number may need to be re-entered to lock the box).

Van Parking

All vans are parked in designated parking spots in the Main Parking Structure (across from the Malley sand volleyball court) on the 2nd floor to the right of the elevator.

  • Once the group is done with the vans, they must be parked in these same spots in the Main Parking Structure.
  • If the designated parking spot is not available when returning the van, the van must be parked somewhere else in the Main Parking Structure – not in another parking garage or lot elsewhere on campus.
  • Keeping vans in the Main Parking Structure helps other groups locate them if they are not in their designated parking spots.

Driver Approval

Each student driver of vans needs to complete the following form (once per academic year, not for every trip):

Additional Details

If groups need to refuel vans while still on a trip away from campus, then they are responsible for refueling vans at a gas station and for covering the cost of gas.

It is also common courtesy to refuel if the gas tank is near empty upon completion of your group's trip.

Although CSI will not reimburse fuel costs, groups may reimburse students if they are able to cover the cost.

A group may be responsible for covering cleaning costs if any excessive messes to the interior and/or exterior are the result of recklessness or negligence by that group.

The SCU Auto Shop will handle all routine maintenance of vans including -- but not limited to -- resetting fluid levels, checking filters, and performing smog checks.

If a group is in an accident, the group is responsible for contacting Tedd Vanadilok (, 847-372-4104) as soon as possible to review the process to ensure:

  • The driver and all occupants are safe.
  • The van gets checked and fixed.
  • The accident gets managed by insurance companies of all vehicles involved.

Liability of the driver (if any) is determined on a case-by-case basis once the University Risk Manager and insurance companies have assessed the accident.

Any issues with the van that require repair must be reported to Tedd Vanadilok (, 847-372-4104) as soon as possible. Once reported, CSI will then work with the SCU Auto Shop on the repair process.

CSI will have the repair cost covered by an appropriate university budget. However, a group may be responsible for covering repair costs if the issue is the result of recklessness or negligence by that group.

Whether on or off campus, tickets for parking and moving violations are the responsibility of the driver to pay. It is up to the group to decide whether it wants to pay the ticket for the driver or keep the responsibility to pay on the driver.

Groups may affix temporary storage racks to the top or rear of vans; racks must be removed after each trip.

Vans may not have any tow hitches affixed to them and may not be used to tow trailers, equipment, or other vehicles for any reason.

Snow chains may be temporarily affixed to tires; however, snow tires or any other alteration of tires are not permitted.

If a van is damaged due to affixing temporary storage racks or snow chains, the group may be charged for the repair cost.

For More Information

Contact: Tedd Vanadilok