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College Vehicle Fleet Policy

Reservations | Checkout/Keys | Driving | Key Return | License
Inventory | Safety Info | Personal Use | Renting | Accidents

The College vehicle fleet (vans, shuttle bus, trucks, golf carts) is under the control and administration of the Office of the Facilities Services.  The scheduling of college vehicles can be made between the hours of 8:00 a.m. to 4:30 p.m. You may contact us at (925) 631-4286 to inquire whether a vehicle is available on the day you need it. All vehicle requests must be in writing giving date needed, destination, time you are leaving, time you will be returning the vehicle and name of driver. We will accept requests in person, by email or via FAX (925-247-0837).
Please note that the use of College vehicles is a privilege that is available to all members of the Campus Community to be used for college related activities and business. Therefore, users are expected to abide by the following guidelines when driving vehicles on or off campus:

Reservations:

  • All drivers must be on the College’s Approved Driver List.  Drivers must be 18 years old with a current, valid Driver's License issued by the Department of Motor Vehicles (DMV).  New drivers are required to complete an Authorization to Access Department of Motor Vehicle Report form authorizing our insurance carrier to obtain a current Motor Vehicle Record directly from the DMV. Forms must be completed and returned to the Facilities Services Office for processing.  Students will be required to renew their status each fall term.  Staff and faculty will be renewed automatically by our insurance carrier each fall term.
  • Vehicle reservations must be made in writing or in person at the Facilities Services office between the hours of 8:00 a.m. to 4:00 p.m.
  • Vehicle reservations are generally honored on a first-come, first-served basis.  Because these vehicles are available to all members of the community, please let us know if you are not planning to use a vehicle you have reserved.
  • Vehicle reservations should be submitted at least 24 hours in advance of use. Last minute requests may not be honored due to the lack of availability of the vehicle(s) due to prior reservations or scheduled maintenance.
  • All drivers should complete a Vehicle Safety session offered on campus. Sessions are offered twice a year.
  • A special license is needed by the driver of any van or vehicle designed to carry 10 or more passengers, including the driver.   Specifically, drivers of the 15 & 18 passenger vehicles (Vans 3, 4, 5 and 6, and the Shuttle Bus) are required to possess a Commercial Class B License, with the necessary endorsements.  Additional restrictions apply and are explained in more detail below.
  • There will be a mileage charge for use of the gasoline powered vehicles and an account number to be charged must be on the Trip Ticket when the vehicle is returned.  The current charge is .585 cents per mile.

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Checking the Vehicle Out / Picking Up Keys:

  • Keys will be signed out to the driver only.  One driver will no longer be able to pick up keys for another driver.  The driver will sign out the keys and vehicle in person at the office and is personally responsible for the operation and safe return of the vehicle.  Keys are non-transferable from one driver to another. 
  • Keys must be picked-up during office hours so please plan accordingly.
  • Drivers will receive a Trip Ticket which will include the vehicle number and the driver’s name.  The form must be filled out before operating the vehicle (there is pre-trip & post-trip inspection) and be completed in full at the end of the trip and returned with the keys. If the office is closed, drop these items in the mailbox outside the Physical Plant office. 
  • Fuel tanks in the vans are filled to about ¼ tank when they are serviced. However, do not expect fuel tanks to be full when vans are checked out. Every department borrowing a van is responsible for its own gas usage and should have a credit card or cash for gas on the trip.

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Driving College-Owned Vehicles:

  • Because of insurance restrictions, vehicles are never to be driven outside the United States.
  • Drivers of College vehicles must abstain from drinking alcohol prior to or during any use of the vehicle. Use of alcohol is absolutely prohibited in College vehicles.  Use of certain prescription drugs that may cause drowsiness or may affect the driver’s ability to drive safely are also prohibited.
  • Driving in a reckless manner or over the speed limit will not be tolerated. Reports of such incidents may result in loss of vehicle use.
  • Any accidents or damage to vehicles while you are using them, no matter how slight, must be reported to a Public Safety Officer (at the front gate) immediately upon return to the campus, and also to Administrative Services at 631-4571.  You may also be required, as the driver to report the accident to the DMV.  See “Additional Information Related to Accidents” at end of policy for more information.
  • Remember that when you drive an easily identifiable Saint Mary's College vehicle you are representing all members of the College Community and should drive accordingly.
  • A member of the Saint Mary's College faculty or staff member must accompany  (either in one of the College vehicles or following behind) the vehicles in use.

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Returning the Vehicle and Keys:

  • The Trip Ticket and the keys to vehicles must be returned to the Office of the Facilities Services upon returning to the campus. If the office is closed, deposit the keys and Trip Ticket in the box outside the door.
  • Vehicles must be parked in their appropriate stalls or charging stations.
  • Vehicles must be returned with interiors intact and debris cleaned out.
  • A maintenance fee and/or cleaning fee may be assessed if vehicles are returned in poor condition, or if items such as the fire extinguisher, first aid kit, traffic triangles or road flares are missing.

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Driver License Restrictions:

A special license is needed by the driver of any van or vehicle designed to carry 10 or more passengers, including the driver.   Specifically, drivers of the 15 passenger vans (Vans 3, 4, 5 and 6, and the Shuttle Bus) are required to possess a Commercial Class B License, with the necessary endorsements.  A passenger endorsement must be indicated on the license (noted just under the Class indication). Restrictions to the Commercial Class B License are as follows:

  • 15 Passenger Restriction:  Any driver who has taken the pre-trip/mechanical inspection, skills test (parallel parking, side-docking, backing, and right-hand turn), and the “behind-the-wheel” tests in a 15 passenger van are restricted to this sized vehicle or smaller. The driver is not licensed to drive the 29 passenger bus.
  • 29 Passenger Restriction:  Any driver who has taken the pre-trip/mechanical inspection, skills test (parallel parking, side-docking, backing, and right-hand turn), and the “behind-the-wheel” tests in the Shuttle Bus restricted to this sized vehicle (and smaller).  The restriction allows the driver to operate a vehicle with an automatic transmission, without air brakes, and with a gross vehicle weight less than or equal to 26,000 pounds.

Restriction

Description

Approved SMC Vehicle

48

Limited to vehicles without air brakes.

Met by all SMC vehicles

64

Limited to commercial vehicles with automatic transmission

Vans & Bus

74

Limited to 15 passenger van

Vans

76

Limited to vehicles with gross vehicle weight not more than 26,000 pounds.

Bus (and smaller vehicles)

The Office of the Facilities Services and the Department of Public Safety reserves the right to ask drivers of the 15 passenger vans and the Shuttle Bus to present their Commercial Driver License, from time to time.  It is against the law in the State of California to drive a vehicle designed to carry ten (10) or more passengers without a Class B license.  Anyone found to be in violation of any part of the Vehicle Fleet Policy may lose privileges for the entire department, team, or organization for one calendar year.  Not having the proper license for operating such vehicles is very serious and will not be tolerated.


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Vehicles Currently in the Vehicle Pool Inventory:

Quantity in Fleet

Vehicle Description

Vehicle ID Numbers

Required DMV Issued License

License Restrictions

3

8 Passenger Mini-Van

0,1 & 2

Class C

None

4

15 Passenger Van

3, 4, 5, & 6

Class B          with Passenger Endorsement

None

1

29 Passenger (not including driver) Bus

Bus

Class B          with Passenger Endorsement

Must not have a “74” restriction.

1

4 Passenger Electric Golf Carts

 

Class C

None

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Additional Information for Use of the Electric Golf Carts/Vehicles:

  • The driver is responsible for the safe operation of the vehicle.
  • Electric golf carts are not licensed to be driven off campus on public roads.
  • Obey all traffic regulations. Do not drive in excessive speeds. Observe all stop signs. Slow down for speed bumps. Keep arms and legs inside the cart when vehicle is moving. Yield to all pedestrians.
  • Only person authorized by a department supervisor may operate these vehicles.
  • At all times, drive on the streets. Use of sidewalks for these vehicles is prohibited unless no other means of access is available.
  • Vehicles may not be driven in covered walkways (arcades) or brick patios.
  • Parking shall not block, impede, or disrupt the flow of pedestrians or vehicle traffic.
  • Park on hard surfaces (e.g., concretes, asphalt). Do not park on soft surfaces (e.g., landscape, lawn, unpaved surfaces, tanbark covered areas).
  • Vehicles occupancy is limited to the number of seats in the vehicle. Loads must be properly secured. Seat belts if available must be worn.  No person shall ride in the bed of a golf cart.
  • Remove keys when not is use.
  • Vehicles must be returned to appropriate charging station and plugged in at the end of the day.

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Use of Personal Vehicle for College Business:

Any faculty or staff member using a personal vehicle for transporting students or for College related business errands, must be on the College’s Approved Driver List.  You should know that your personal insurance is the primary coverage and the College’s insurance is secondary. If you are not an approved driver listed on the current College’s Approved Driver List, there will be no secondary coverage by the College’s insurance (you may not be covered).


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Renting Vehicles for College Related Business:

If College-owned vehicles are not available or if you need additional vehicles for your College-related business or activity, you may rent them from a rental agency.  Please note, however, that all College Policies related to vehicle use and safety as outlined in this Vehicle Fleet Policy, the Staff Handbook, as well as the Vehicle Code for the State of California are all in effect and enforceable.  You are expected to abide by all policies and procedures.  If you are not properly licensed and approved through the College’s insurance carrier to drive a College-owned vehicle then you are not permitted to rent a vehicle for College use.  Because of insurance coverage limitations, College owned vehicles and rented vehicles may not be driven outside the United States.  When renting vehicles it is not necessary to purchase the additional insurance offered by the rental company.

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Additional Information Related to Accidents:

As explained in the Staff Handbook (November 2007), In the State of California, it is the vehicle driver’s responsibility, if an accident involves death or personal injury or more than $750.00 damage to a car or property, to report the accident within five (5) days to the Department of Motor Vehicles.  You can download an Accident Form from their website:  www.dmv.ca.gov.

All accidents must be reported to Public Safety (631-4282) and Administrative Services (631-4571) immediately upon returning to the campus.  If you are on a trip and not returning to the campus for several days, or if there are injuries or the vehicle is unusable, you must immediately (or as soon as it is safe to) telephone these departments to provide information on the situation. 

Additional Vehicle use policy information may be found in the Saint Mary’s College Staff Handbook (November 2007), pages 71 & 72.
Some examples of reasons why van requests may not be honored are:

  • The van available for a high mileage trip (to San Diego, or Colorado) is not in good enough condition for that type of a trip and suitable vans are already reserved.
  • The department or group does not have a properly licensed driver for the vehicle being driven.
  • The group requesting a van is not going to be accompanied by a SMC faculty or staff member.
  • Trips into Mexico cannot be accommodated since insurance will not cover the vans.
  • Someone from the group, team or organization violated the Vehicle Pool Use Policy (ie. transferred keys to another driver) and lost the privilege to use the vehicles on behalf of everyone.
  • Vans are out of service for repairs.
  • Requests for three or four vans for any extended period may be adjusted since it leaves no vans available for campus use.
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Saint Mary's College of California
1928 Saint Mary's Road
Moraga, CA 94575
(925) 631-4000
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