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Vehicle Rental and Use Policy

Amended and Approved by the President — August 8, 2013 (updated May 13, 2015)

The Department of Public Safety is responsible for maintaining the College vehicle fleet. As of November 22, 2004, the College eliminated all 15-passenger vans from the fleet and does not allow off-campus leasing of them. The College fleet is used solely for College-related activities and may not be used for personal trips. A faculty member must accompany students on trips to destinations more than 100 miles away from campus.

Priorities for the Issuance of College Vehicles

Priority is reserved for trips scheduled 30 or more days in advance. For groups providing less than 30 days notice, college-owned vehicles are available on a first-come, first-served basis.

In order of priority:

  • Course related activities led by a faculty member driving, e.g. biology, geology, Model UN
  • Athletic teams
  • Service Learning
  • Other administrative and teaching faculty trips
  • Student activities with faculty member driving, student clubs and club sports
  • Student activities with no faculty member driving
  • Rentals to affiliated groups, e.g. ESR, Bethany, etc.

Approval of Drivers for College Vehicles

  • The Department of Public Safety as well as Earlham’s insurance carrier must approve all drivers.
  • All drivers must complete and pass training sessions for 12-passenger vans.
  • Drivers with multiple moving violations may be prohibited from driving college vehicles.
  • Drivers issued a citation or traffic violation ticket as the result of an “at fault accident” are not permitted to drive college vehicles for at least one year.

Parameters of Campus Vehicle Use

  • Adverse weather and weather advisories may result in cancellation of vehicle use.
  • At all times, all occupants of college vehicles must wear seat belts.
  • For trips beyond 100 miles, a faculty member must be in one of the vehicles on the trip.
  • Drivers must rotate every two hours on trips over 100 miles.

Outside Leasing by Authorized Agents of the College

  • If no Earlham vehicle is available, Earlham College departments and summer programs must make their own arrangements for vehicle rental.
  • The Department of Public Safety as well as Earlham’s insurance carrier must approve all drivers.
  • No vehicle larger than a 12-passenger van may be rented.
  • All student drivers must complete and pass a training session for 12-passenger vans.
  • Seat belts must be worn by all occupants of college-leased vehicles.
  • For trips beyond 100 miles a faculty member must be in one of the vehicles.
  • Drivers must rotate every two hours on trips over 100 miles.


The Department of Public Safety schedules training for new drivers of 12-passenger vans. Departments and programs are encouraged to provide training for their student drivers.

  • Maneuvering a 12-passenger van in large and small parking lots on campus.
  • Backing the van and use of the vehicle mirrors.
  • Experiencing the turning radius of the van around curves on campus.
  • Off-campus practice on an as-needed basis.

Exceptions to the 100-mile Limit for Trips not Accompanied by a Faculty Member

There exist a few special cases where the 100-mile limit on trips with no faculty member rule would create serious handicap to our academic program. The Director of Public Safety is authorized to grant exceptions and allow such longer trips without faculty member attendance, but only under the following provisions:

  1. The trip must be part of an Earlham for-credit activity, and
  2. The faculty member can assure the Director that all prospective drivers have been trained in driving vans (if a van is to be used), and
  3. All travelers must be enrolled in the activity, and
  4. There is documentation of the above two provisions, by signing a form or sending an e-mail.

Petitions to allow such trips (without faculty) but which are not for-credit should be submitted by a sponsoring faculty member to the Director of Public Safety and will be reviewed by the Vice President of Student Life and Vice President for Finance and Administration.

Such petitions are likely to be approved only under the following circumstances: that provisions #2, 3, and 4 above satisfied, that the activity is closely related to the college’s educational mission, that a faculty member is actively involved (even if not traveling), and that the college is actively sponsoring the wider effort from which this trip arises. (Financial support by the Student Organizations Council does not constitute college sponsorship).

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Earlham College, an independent, residential college, aspires to provide the highest-quality undergraduate education in the liberal arts, including the sciences, shaped by the distinctive perspectives of the Religious Society of Friends (Quakers).

Earlham College
801 National Road West
Richmond, Indiana
1-765-983-1200 — Main Switchboard
1-800-EARLHAM (327-5426) — Admission


Earlham admits students of any race, color, national and ethnic origin, age, gender and sexual orientation to all the rights, privileges, programs, and activities generally accorded or made available to students at the school. It does not discriminate on the basis of race, color, national and ethnic origin, age, gender and sexual orientation in administration of its educational policies, admissions policies, scholarship and loan programs, and athletic and other school-administered programs.