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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 4 vans. Each van is a Toyota Sienna and seats 7 people including the driver. It is important to note that this request form does 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 & Deadline

Reservation priority groups:

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

The deadline for reserving vans for each priority group is as follows:

  • When class are in session (fall, winter, spring):
    • SCCAP as 1st priority group: 4 weeks prior to the trip date.
    • Into the Wild as 2nd priority group: 3 weeks prior to the trip date.
  • When classes are not in session (breaks and summer):
    • Into the Wild as 1st priority group: 4 weeks prior to the trip date.
    • SCCAP as 2nd priority group: 3 weeks prior to the trip date.

Once that deadline has passed, the next group on the priority list is able to reserve vans.

Reservation Protocol

Protocol for reserving vans:

  • Student organizations must submit the online Van Reservation Request Form and await approval from the CSI Student Assistant.
  • Once approved, the CSI Student Assistant will give the organization a 4-digit pin number to access the key(s) for the van(s) assigned.
  • See the “Key Access” section below for details about accessing and returning van keys.

Van Reservation Calendar

Student organizations are 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 date(s) needed.

  • Van Reservation Calendar (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 scuvans@scu.edu to inquire about van availability.

Van Reservation Request Form

Student organizations must submit a Van Reservation Request Form to request use of vans.

Key Access

Pin number:

  • Each student organization that reserves vans 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 organization uses the assigned 4-digit pin number to unlock the key box.
  • Once the key box is open, the organization finds its assigned keys and removes them.
  • Upon return from the trip, the organization 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).

Driver Approval

Each student driver of vans needs to complete the following form:

Additional Details

In the glove compartment of each van is a packet with the following documents:

  • Accident Protocol
  • Accident Reporting Form (blank forms)
  • Advisor Contact Information
  • Auto Insurance Card
  • DMV Registration Form
  • Parking Instructions
  • Refueling Instructions
  • Roadside Assistance Instructions

CSI will handle refueling of all vans unless groups need to refuel while still on a trip away from campus.

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.

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

For each van, CSI will get the interior and exterior cleaned at least once a year.

CSI will have the cleaning costs covered by an appropriate university budget. However, a student organization may be responsible for covering cleaning costs if any messes are the result of negligence by that organization.

Any issues with the van that require repair must be reported to CSI 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 student organization may be responsible for covering repair costs if the issue is the result of negligence by that organization.

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.

Protocol:

  • If a student organization is in an accident, the driver is responsible for following the Accident Protocol outlined in the packet found in the glove compartment of the van.
  • The protocol includes informing the organization's advisor as soon as possible.
  • A list of advisors with contact information is also found in the packet.

Accident Report Form:

  • The driver is also responsible for completing an Accident Report Form.
  • Blank forms are in the packet.

Liabilities:

  • 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.

Each van has a designated parking spot on the 2nd floor of the Main Parking Structure. If a van needs to be temporarily parked elsewhere on campus, the van must be parked in a lot designated for vehicles with “A” permits.

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

Student organizations 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.