I. Scope

This policy outlines the process for vehicle rental and use.

II. Introduction

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.

III. Policy

Certain elements of this policy may be administered by members of the campus community at the invitation of the President. The President, however, is ultimately responsible for college policies.

A. 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, such as Biology, Geology, Model UN, etc.
  • Athletic teams
  • Service Learning
  • Other administrative and teaching faculty trips
  • Student activities with faculty member driving, including student clubs and club sports
  • Student activities with no faculty member driving
  • Rentals to affiliated organizations, such as Bethany Theological Seminary

B. Approval of Drivers for College Vehicles

  1. The Department of Public Safety as well as Earlham’s insurance carrier must approve all drivers by completing the certification process, regardless of whether you are renting through the Earlham fleet, Enterprise, Wetzel, or another service.
  2. Drivers must complete the below to become certified to drive a seven-passenger van:
    • Department of Public Safety driver application;
    • Submit two years of driving history;
    • Provide a current valid driver license; and
    • Complete four (4) online courses assigned after information has been submitted to the Public Safety
  3. To become certified to drive a 12-passenger van, applicants must complete the above and pass a driving test scheduled with the Public Safety.
    • Driving test is valid for 12 months and must be renewed yearly.
  4. Drivers with multiple moving violations may be prohibited from driving College vehicles.
  5. Drivers issued a citation or traffic violation ticket as the result of an “at fault accident,” DUI/DWI citation, or a seatbelt violation are not permitted to drive College vehicles for at least one year from the date of the incident.
  6. Drivers involved in an “at fault” accident while driving an Earlham vehicle, or while covered by Earlham automobile insurance, will have their Earham driver’s certification revoked for a period of no less than one calendar year. The driver may reapply no sooner than a year following the date on which their certification was revoked.

C. Parameters of Campus Vehicle Use

  1. Adverse weather and weather advisories may result in cancellation of vehicle use.
  2. At all times, all occupants of College vehicles must wear seat belts.
  3. For trips beyond 100 miles, a faculty member must be in one of the vehicles on the trip.
  4. Drivers must rotate every two hours on trips of more than 250 miles.
  5. Departments must cancel vehicles at least 24 hours in advance, unless weather related, to prevent a cancellation charge.

D. Charges and Fees for College Vehicles

  1. Charges for fleet vehicles are determined by the miles driven, the vehicle used, and length of trip.
  2. A minimum daily charge of $25 is charged for any rental.
  3. Sedans are .66 or if trip is over 85 miles the charge is $65 a day.
  4. Mini vans are .75 per mile or if the trip is over 114 miles the charge is $90 a day.
  5. Twelve (12) passenger vans are .95 per mile or if the trip is over 106 miles the charge is $110 a day.
    • Public Safety will use the most cost-effective charge for your department.
  6. If the vehicle has to be cleaned after rental, additional charges will be incurred. This can range anywhere from $25 if a student worker can clean the vehicle up to $225 if a professional clean is needed.
  7. Fleet vehicles are required to be returned with at least a half (½) tank of gas. A gas card is provided for use. If it is under a ½ tank the driver will have the option to go and fill it up with the provided gas card or a $25 charge if this has to be done by a Public Safety employee.
  8. If an accident occurs while driving all charges not covered by Earlham insurance is the responsibility of the renting department.

E. Outside Leasing by Authorized Agents of the College

  1. If there are not any Earlham or Enterprise vehicles available, Earlham College departments and summer programs must make their own arrangements for a vehicle rental.
  2. Even when there are no fleet or Enterprise vehicles available, all drivers must still be certified by Public Safety.
  3. Vehicles larger than a 12-passenger van cannot be rented.
  4. Seat belts must be worn by all occupants.
  5. For trips beyond 100 miles a faculty member must be in one of the vehicles.
  6. Drivers must rotate every two hours on trips of more than 250 miles.

F. Training

The Department of Public Safety schedules training for new drivers of 12-passenger vans after application requirements and online courses have been completed. Departments and programs are encouraged to provide additional training for their student drivers. Training includes:

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

G. Exceptions

There exist a few special cases where the requirement for a faculty member exceeding 100-miles from campus would create a serious handicap to an 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. A sponsoring faculty member must assure the Director pf Public Safety 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 provisions (documentation is provided on a Public Safety exemption form or submitted to the Director of Public Safety from the responsible faculty member’s Earlham email address).

Petitions to allow such trips (without faculty) that not part of a for-credit academic program must be submitted by a sponsoring faculty member to the Director of Public Safety. These petitions must be reviewed and approved by the the Vice President of Student Life and the Vice President for Finance and Administration.

Such petitions are likely to be approved only under the following circumstances:

  • Provisions #2, #3, and #4 above satisfied; and
  • The activity is closely related to the College’s educational mission; and
  • A faculty member is actively involved in planning the activity (even if not traveling); and
  • 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).

IV. Policy Approval and Review

This policy is reviewed periodically by Earlham’s Director of Public Safety. Amendments must be approved by the College’s Chief Financial Officer.

Policy specifications

Last revision: 11/09/2023
Approved by: Chief Financial Officer
Approval date: 06/01/2019
Effective date: 08/01/2019
Associated division(s):
Associated audience(s):
Associated container(s):
Policy home: https://earlham.edu/policy/vehicle-rental-and-use-policy