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Fleet Vehicle Reservations & Guidelines
- General Information
- Who Can Drive a Fleet Vehicle?
- The Reservation Process
- Vehicle Sign-Out and Use
- In Case of an Accident
General Information
The Office of Campus Police Services at The College of New Jersey maintains a fleet of seven vehicles for use by college employees. The fleet is comprised of the following vehicles:
- Three, Seven (7) passenger Ford Windstars
- Four , Seven (7) passenger Dodge Caravans
Who Can Drive a Fleet Vehicle?
Only employees of The College of New Jersey are authorized to operate college fleet vehicles, as only they are afforded protection under the New Jersey Tort Claims Act. Any individual who is on The College of New Jersey payroll is considered an employee, including student workers. For liability reasons, individuals, including students, who are not employees of The College of New Jersey, are prohibited from using college fleet vehicles under any circumstances.
An employee's use of a college fleet vehicle must be within the scope of his/her employment and for official college business only. Personal use is not permitted.
The Reservation Process
Part 1
The Reservation Request Form is available online, and can be found through the link at the top of this page. If you intend to request a vehicle, please fill out the entire form. Request forms that are not completed in full will not be honored. Please note that your supervisor's/advisor's name and signature must appear on the form. It is important that you provide the purpose of the trip you intend to take as this aids in determining whether the trip is within the scope of your employment at The College. Please also ensure that you have included any Additional Driver Information Forms, if necessary. The number of forms attached to the primary request must match the number of drivers listed on the primary request. No request will be processed until all Additional Driver Information Forms have been received. Additional Driver Information Forms can also be found using the link at the top of this page. All forms submissions must be original. No copies or faxes will be accepted.
Part 2
Any employee who wishes to use a college fleet vehicle must have previously submitted a photocopy of their drivers' license for verification. If such verification has not been performed, the reservation request will not be processed and the employee will be informed that his/her license has not been verified.
All reservation requests must be original and must be received at least one week prior to the desired reservation date. Requests received less than one week before the desired date will be processed at the end of the business day on which they are received. It should be noted that short notice requests may impact vehicle availability. You will be notified of the status of your request via email or phone. If your reservation is confirmed, please report to the dispatch window at the Office of Campus Police Services in the Administrative Services Building, fifteen minutes prior to your anticipated departure time. At this time you will fill out some additional paperwork and receive the keys for the vehicle. Please have all listed drivers of the vehicle accompany you to the dispatch window, as you will need to complete a form listing all passengers riding in the vehicle.
Vehicle Sign-Out and Use
Included with the keys will be the registration and insurance cards for the vehicle. These documents must stay with the keys at all times, and must be presented to any requesting police officer. Also included with the keys will be the GASBOY and VISA cards. The GASBOY card allows you to fill the gas tank on campus, using the gas pump located to the right of the Administrative Services Building in Lot 18. All vehicles should be fueled before leaving campus. The VISA card is intended for off-campus use only. It may be used to refuel at an off-campus gas station, or to make emergency repairs to the vehicle it is assigned to. Please be sure to retain all receipts associated with the VISA card, as you will have to submit them to the dispatcher upon your return. Any unauthorized use of the VISA card will result in disciplinary action being taken against the user. This action may include, but is not limited to, a criminal investigation and/or termination of employment.
You are responsible for all of these materials from the time you sign out the vehicle until the time that you return it. You must complete the sections on the Sign-Out form regarding the vehicle's condition prior to leaving campus. This is important since you will be held responsible for all damages observed on the vehicle upon its return.
While driving a college-owned vehicle, it is expected that all traffic laws and speed limits will be adhered to. All fines for any traffic, parking, and any related expenses (e.g. towing), will be the sole obligation of the vehicle operator. While driving a vehicle that carries The College's name, it is important to remember that you represent the institution to others.
In Case of an Accident
If you should have an accident while driving a college-owned vehicle, it is imperative that it be reported to the local police department. Simply exchanging insurance information with the other driver is not acceptable. The accident should be reported even if it does not involve another vehicle. Remember to use the VISA card for all emergency towing/repairs.
In addition, the Office of Campus Police Services must be notified immediately of any accidents involving a college vehicle. The Office may be reached from off-campus by calling (609) 771-2167, or from an on-campus phone at extension 2167.
If you have any additional questions regarding the usage of fleet vehicles, please feel free to contact Campus Police Services, at extension 2167.
