Vehicle Use

Information

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Every operator of a motor pool vehicle is responsible for understanding and adhering to ALL policies.

Policies

Use Authorization

Fees & Charges

Requirements of Operator

Prior to trip - Inspection

Responsibilities of Operator

Cancellations

Picking Up Vehicles

Returning Vehicles

Road Repairs

Accident Reporting

Insurance


Use Authorization

Only authorized Whitman College faculty, staff, and students may operate a motor pool vehicle. The vehicle may be used only for College business. No one, other than faculty, staff, academic students on business or course work, or attendees of Whitman College's special programs, may ride in Whitman College Motor Pool vehicles.

Fees & Charges

I understand that all charges will be against the department listed at time of reservation.  Charges are for the following: $110 or $100 per day per use of vehicle (Turtle Top or Suburban); One-day vehicle charge for late cancellation or no show;  $350 for lost key with fob; $20 for lost wire adapter; $10 for incomplete travel sheet.


Prior to trip - Inspection:

Before driving vehicle off the Physical Plant lot, I will familiarize myself with the following: 1) First Aid Kit; 2) Flares; 3) Fire Extinguisher; 4) Spare Tire; 5) Jack - not included for Turtle Tops as professional service is required; 6) Tire Chains (winter); 7) Headlights, Taillights and Brake lights; 8) Hazard Lights; 9) Turn Signals; 10) Windshield Wipers; 11)Heater/Defroster; 12) Tire Condition/Inflation; 13) Emergency Brake; and 14) Mirror Settings.

Requirements of Operator

All drivers, regardless of which vehicle they drive, must possess a valid U.S. driver's license. They must keep an updated Profile with State and Expiration date of their valid driver's license.  All drivers must pass a 3-year drivers check through Safety & Environmental Department.  All drivers must be van-certified through the Environmental Health and Safety Office before they are authorized to operate any vehicle of 10 passengers or more. 


Responsibilities of Operator

The operator of a Whitman-owned or Whitman-rented vehicle has, but is not limited to, the following responsibilities:

  • Drugs/Alcohol - Absolutely no drugs or alcohol are permitted in vehicles. No one is permitted to drive under the influence of these substances.
  • Cell Phones - No driver shall use a cell phone while operating a vehicle.
  • Pets - No pets allowed in vehicles.
  • Smoking - No smoking in vehicles.
  • Cargo - Cargo must be stowed and secured in the designated area.
  • Driving Speed - Drivers shall not exceed 65mph. In addition, drivers should decrease speed when dictated by adverse conditions. Under no circumstances should drivers exceed the lower of two or more posted speed limits.
  • Road Conditions - The Passenger Van and Turtle Top Van should not be used for off-road travel, for extended driving on snow or ice, or when large accumulations of snow could be expected.
  • Winter Weather - Travelers in the winter should check weather and road conditions for their planned route prior to departure. If they are dangerous and there is no available alternate route, the trip should be cancelled. Trips cancelled due to weather may not be charged a late cancel fee.
  • Snow/Ice/Frost on Windows - It is the responsibility of the driver to ensure all windows in the vehicle is clear of snow, ice and frost before the vehicle is driven. Do not drive without fully cleared windows. 
  • Passenger Restraints - The driver and all passengers must wear seatbelts at all times. It is the responsibility of the driver to ensure all passengers are buckled.
  • Driver Breaks - The driver of a trip of 5 hours or less must take breaks every 2 hours. Fatigue is dangerous. If you get tired, don't take a chance-take a break.
  • Driver Time Limits/Number of Drivers - Any trip longer than 5 hours requires at least 2 drivers per vehicle. No one may drive for more than 3 hours, or more than two (2) three-hour (3-hour) shifts in a 24-hour period.
  • Length of Trip - All programs are strongly discouraged from traveling more than 600 miles or 12 hours in one day.
  • Driving Restrictions - All programs should avoid driving between 12am-6am.
  • Lights - Headlights MUST be on while the vehicle is in motion.
  • Co-Pilot - The front passenger seat shall be reserved for someone who must remain awake and monitoring the driver.
  • Trip Roster - All Whitman College trips must file one trip roster per vehicle prior to departure. Failure to file a trip roster may result in suspension of driving privileges.
  • Safety Complaints - Safety complaints or concerns may be anonymously reported to the Safety Coordinator, Kathy Rogers in the Environmental Health and Safety Office.
  • Revoking a Driver's Privileges - Drivers who demonstrate a lack of skill, responsibility, or good judgment may have their driving privileges revoked.

 


Cancellations

Reservations MUST be cancelled at least three (3) business days in advance or a one day rental fee (per vehicle) will be assessed to the requestor's account.

Cancellations may be made via the Motor Pool Agile FleetCommander web site or by phone.


Picking Up Vehicles

Vehicles be can reserved for a pick up time at the Physical Plant Services Office, 804 Penrose Avenue, during the following hours:

Summer Hours:  7:30am to 3:30pm.

Academic Year:  8:00am to 4:30pm. 

Vehicles cannot be scheduled for a pick up time on Whitman College holidays, weekends, or during non-operating hours. Weekend trips are accommodated by picking up the vehicle at the closest time the office is open and the charge isn't started until the day of use.  During Summer hours, vehicles may be picked up after 2pm.  During Academic hours, vehicles may be picked up after 3pm.

It is important that you be on time to pick up your vehicle. If you send someone to pick up your vehicle on your behalf, please be sure they are licensed and/or van-certified as the reservation requires.


Returning Vehicles

Vehicle Condition - The returned vehicle should be free of trash or excessive debris. The department which reserved the vehicle may be charged an additional cleanup fee if a vehicle's interior is determined to be excessively dirty. 

After Hours Returns - When returning a vehicle after hours and on weekends, you MUST coordinate your return with the Security Office by calling (509) 527-5777.  A late return fee equivalent to a one-day rental rate per vehicle may be charged for vehicles not returned to the Physical Plant Services Office.

Personal Items Left Behind - Make a final sweep of each vehicle for personal belongings such as water bottles, ear buds, cell phones, laptops, backpacks, clothing, etc. Any personal items found in a vehicle will be sent to the trip leader.

Securing the Vehicle - Confirm that all lights are turned off in the vehicle and lock the doors.

Mileage recording - Record vehicle ending odometer reading on the "Travel Sheet" form to be returned to the Plant Services Office along with the keys.


Road Repairs

While the Motor Pool strives to maintain its fleet of vehicles in the best possible condition, breakdowns do occur. The Motor Pool will make every effort to assist the customer during any breakdown situation to minimize loss time and inconvenience. 

Vehicles which develop mechanical problems while in the local area should be returned to the Physical Plant Services Office at 804 Penrose Avenue. In the event that it would be impractical to operate the vehicle and it is during regular business hours, please call Physical Plant Services Office at (509) 527-5999 for assistance. After hours, please call the motor pool manager cell phone at (509) 386-0046.

If a motor pool vehicle has a mechanical breakdown while on the road, please use the following procedures: 

  • Mechanical/Electrical Concerns - The traveler needs to contact the Physical Plant Services Office (or Security if after hours) for assistance.   
  • Flat Tire(s) - Turtle Top Mini Buses Do not attempt to change a flat tire on a Turtle Top Mini Bus. Jacks are not provided for them and you MUST call a professional service. Suburban SUVs or the Passenger Van You may change a tire on either a Suburban SUV or a Passenger Van; jacks and a spare tire are provided for these vehicles.

 


Accident Reporting

In the event of a vehicular accident, the driver will stop at once. All information related to the accident and all drivers involved MUST written down at the scene. A Driver's Report form is in the vehicle packet for each vehicle. A copy is also available in the "Documents" portion of this web site. Review it ahead of time so that you are familiar with it in the event that you need it.

Please note:  There will be an additional $200 damage processing fee charged for any accidents that need repair.

All accidents, no matter how minor, need to be reported as soon as possible to the Motor Pool office. An Accident Report form must also be completed. Accident Report forms are available from the Environmental Health & Safety Office in North Hall or on their Whitman College web page.

  • When conditions and/or regulations permit, move to the shoulder or side of the roadway to prevent further damage or hazards. If conditions or regulations do not permit moving the vehicle, contact the local authorities immediately.
  • Obtain the names, addresses, and phone numbers of the driver and any witnesses.
  • Share your name, Whitman College address, and phone numbers with the other driver.
  • Report the accident to your supervisor and the Physical Plant Services Office as soon as possible. You may leave a voicemail after normal business hours to notify in the Plant.


Insurance and Vehicle Registration

All Whitman College vehicles are insured. When renting a non-Whitman vehicle for official business, you are still covered under this policy and should decline any insurance offered by the rental agency.

Whitman-Rented Vehicle:  Contact your department head or administrative assistant to obtain a copy of an insurance card that you can take with you when using a rental vehicle from an outside agency. 

Whitman-Owned Vehicle:  Each vehicle has a current registration certificate and a copy of the vehicle's insurance card in the glove compartment.

Whitman College Rental Fleet Services is located at Facilities, 804 Penrose Ave (across the street from the Organic Garden).