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 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 & Deadline
Reservation priority groups:
- 1st priority group: SCCAP and Into the Wild
- 2nd priority group: all other chartered student organizations (CSOs), registered student organizations (RSOs), and university departments
SCCAP and Into the Wild will put in reservation requests 4 weeks prior to trip dates. After this deadline, all other chartered student organizations (CSOs), registered student organizations (RSOs), and university departments are eligible for any vans that are available.
Protocol for reserving vans:
- Email email@example.com 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 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 firstname.lastname@example.org to inquire about van availability.
- 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.
- 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).
Each student driver of vans needs to complete the following form:
- Driver Agreement Form (online form)
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 group may be responsible for covering cleaning costs if any messes are the result of negligence by that group.
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 group may be responsible for covering repair costs if the issue is the result of 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 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 group'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.
- 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 for a few minutes in order to load/unload material, the van must be parked in a lot designated for vehicles with “A” permits. However, after temporarily parking elsewhere, the van must be returned to the designated parking spot on the 2nd floor of the Main Parking Structure or else future reservation privileges may be revoked.
Parking & Moving Violations
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.
Storage, Towing & Tires
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.