Table of Contents:
Overview
Transportation Procedures
Charter Bus / Public Transportation
Air Transportation / Train
Inclement Weather
Student Drivers
Student Car Rental
On-Campus Car Rental System
Personal Vehicle


Overview

Student organizations planning any type of trip should meet with their advisor/coach and a professional staff member from Student Leadership and Involvement to discuss their planned itinerary, budget, and transportation details, as well as risk management and contracting procedures related to travel.


Transportation Procedures

Organization members may choose to drive to their destinations. Drivers are mandated to stop every 3 hours behind the wheel for a minimum of 15 minutes per stop. Only organization members and advisors/coaches may be transported in these vehicles.

The maximum capacity of a passenger van is limited to nine people, including the driver. These occupancy limits extend to twelve passenger and fifteen passenger vans. The drivers of passenger vans should be limited and must have completed the driver approval request form.


Chartered Bus/ Public Transportation

For trips over 350 miles organizations may choose to use a chartered bus or public transportation for travel.


Air Transportation / Train

Travel involving airline or train reservations must be coordinated with a professional staff member of Student Leadership and Involvement.  Arrangements for transportations to and from the airport will be the responsibility of the organizations members. Reservations must be on a commercial airline.


Inclement Weather

In the event student drivers encounter inclement weather or adverse driving conditions, for the safety of all students on the travel program, they are encouraged to get hotel room(s) as needed for the number of students until the conditions improve.  Student Leadership and Involvement will cover the cost of these accommodations.  Please contact our office to provide us with an update on the current status of your travels.


Student Drivers

Student MUST be approved drivers to operate College owned or rented vehicles. To become an approved driver, student must:


Student Car Rental

Once you have been designated an Approved Driver, you may be authorized to rent a vehicle through the College’s car rental program for certain student group or academic purposes.  If so, please read the Student Car Rental Policy completely.  The College has contracted pricing through Enterprise Car Rentals. To find out about availability and price, you may contact Enterprise at (610) 253-7599.

Prior to each rental, the Enterprise Rental Car Approval for Student Organizations must be completed with the account to be charged and signed by Student Leadership and Involvement (for student organization activities) or by an academic Department Head (for academic activities).  All the information on the form is required including dates of rental and return and drivers’ names.  Student Leadership and Involvement or the academic department will send the form to the Purchasing Office so approval can be given to Enterprise to release the vehicle. Enterprise will not release the vehicle until the form is received in Purchasing.


On-Campus Car Rental System

Two vehicles are available on campus (in designated spots in the lot adjacent to March Field) that can be rented by students 24 hours a day, 7 days a week through UHaulCarShare. These fuel-efficient vehicles can be rented by students, staff, and faculty for a low hourly (or daily) rate depending on your needs.


Personal Vehicle

The College does not encourage use of personal vehicles. If the organization does decide to use personal vehicles, the registered owner of the personal vehicle used for the organization must complete and submit a Driver Wavier form, a valid vehicle registration card, a valid insurance card, and a valid driver’s license to Student Leadership and Involvement at least 48 hours prior to departure.
The College does not provide insurance for the vehicle, its driver or occupants, and is not liable for personal injury or property damage incurred during travel. The vehicle owner/driver should understand that they might expose themselves to personal liability in the event of an accident. Additionally, the College does not reimburse students for mileage, gas, or tolls when using a personal vehicle for travel.