CSB/SJU Vehicle Reservations
The use of college/university-owned vehicles reserved through the Department of Security (CSB) or the SJU Fire Department/Life Safety Services (SJU) is restricted to college/university-related activities. Faculty/staff must have completed a defensive driving course prior to using a vehicle for college/university-related activities.
The use of college/university-owned vehicles by students is restricted to medical appointments (CSB) and some college/university-related activities (CSB/SJU). Vehicles cannot be reserved for a student's personal use. Students must have completed a defensive driving course prior to using a vehicle for college/university-related activities. Authorization to reserve a vehicle must come from faculty/staff, an advisor for any extra-curricular activities, and/or a security officer. Any campus clubs wishing to use a college-owned vehicle must obtain authorization from the CSB Student Activities office. (NOTE: Completion of the defensive driving course is not required when a vehicle is being reserved by a CSB student for medical purposes).
1. Reserving a Vehicle
a. College of Saint Benedict-owned vehicles
1). Vehicle reservations are made in one of three ways: (1) by calling the Security Office at x5000 during normal business hours (8:00 am - 4:00 pm, Monday through Friday, excluding legal holidays), (2) by e-mailing firstname.lastname@example.org, or (3) by stopping in at the Security Office in person. The requesting party should also provide an account number in which to charge the vehicle to. If no account number is provided, the vehicle will not be released.
2). No-shows for vehicle reservations that are not canceled at least 48 hours in advance will be charged $25 for cars and $50 for vans or mini-buses.
b. St. John's University-owned vehicles
1). There will be no reservations taken for any of the St. John's vehicles unless they are in written form. This should be done by sending an e-mail to email@example.com . Included in the request should be the date(s) requested, time period, type of vehicle (i.e. mini-bus which is a 15 passenger vehicle; a mini-van which is either an 11 or 7 passenger vehicle; or a car). The requesting party should also provide an account number in which to charge the vehicle to. If no account number is provided, the vehicle will not be released.
2). Advance notice by e-mail will be the only way cancellations will be accepted. Send them to firstname.lastname@example.org. No shows on vehicle reservations that are not cancelled at least forty-eight hours in advance will be charged $25 for cars and $50 for vans/mini-buses.
2. Check-out Procedure
a. College of Saint Benedict-owned vehicles
1). Presentation of a valid, state-issued driver's license must be given at the time of the check-out. A valid license must be in the driver's possession at all times when operating a college-owned vehicle.
2). Anyone checking out a college-owned vehicle must complete and sign a Transportation Department Charge/Vehicle Log form. ONLY QUALIFIED DRIVERS may operate the vehicle.
3). Keys will be released no earlier than 1/2 hour prior to the scheduled usage at the Security Office (first floor of Mary Hall Commons), during normal business hours. Outside of normal business hours, call Security at 320-363-5000 for assistance.
b. Saint John's University-owned vehicles
1). Presentation of a valid, state-issued driver's license must be given at the time of the check-out. A valid license must always be in possession when operating a university-owned vehicle.
2). Students who have permission to drive a university-owned vehicle must complete the Car and Van Rules/Regulations form each time they check out a vehicle. ONLY THE AUTHORIZED DRIVER may operate the vehicle. If more than one driver, all must sign and present driver's licenses.
3). Keys will be released at the SJU Fire Hall no earlier than 1/2 hour prior to scheduled usage (unless being used after office closing hours). After hours, call Life Safety Services at 320-363-2144 for assistance. Keys can be picked up at Life Safety Services. For directions to Life Safety Services, call Life Safety at 320-363-2144, Monday through Friday, 9:00 am - 4:00 pm.
3. Maintenance and Return of Vehicle
a. College of Saint Benedict-owned vehicles
1). Vehicles are expected to be returned at the scheduled time. If unforeseen circumstances prevent the timely return of a vehicle, the Security Office (320-363-5000) must be notified. If a vehicle is returned more than one hour late, without prior approval, a $50 late fee will be charged.
2). Vehicles should be returned in clean condition. The Transportation Department will do the normal cleaning and maintenance of the vehicle. Any unusual maintenance or cleaning costs incurred due to negligence or carelessness will be charged to the user.
3). Vehicles must be returned to the reserved parking area where they were obtained. Keys and the completed mileage log sheet can be left in the drop box in the hallway next to the Security Office main door (Mary Hall Commons) or at the Maintenance Shop door drop box (look for the sign on the door). Remember to fill out the beginning and ending mileages.
b. Saint John's University-owned vehicles
1). Vehicles are expected to be returned at the scheduled time. If unforeseen circumstances prevent the return of a vehicle, the Fire Chief (363-2742) or Life Safety Services (363-2144) must be notified. If a vehicle is returned more than 1 hour late without permission, a $50 late fee will be charged.
2). Vehicles should be returned in clean condition. The Transportation Department will do the normal cleaning and maintenance of the vehicle. Any unusual maintenance or cleaning cost incurred because of negligence or carelessness will be charged to the user.
3). Vehicles must be returned to the North side of Joe Hall where the vehicle was obtained. Keys for the vans should be returned to Life Safety Services (basement of Tommy Hall). Remember to fill out the beginning and ending mileages.
4. Traffic crashes or Damage to Vehicle
1). In the event of a collision, the driver should refer to the instructions located in the glove compartment of the vehicle. All traffic crashes involving CSB vehicles must be reported to the Security Office as soon as possible but in any case within 24 hours (320-363-5000). Traffic crashes involving SJU vehicles must be reported to Life Safety Services as soon as possible but in any case within 24 hours (320-363-2144).
2). A traffic crash is not an "accident". It is the result of a driver not acting reasonably to avoid the collision. A preventable collision is "one in which the driver fails to do everything reasonable to avoid it". Facts show that the majority of collisions are preventable. It is even more important to note that those same facts indicate that violations are the cause of most crashes.
Driving violations must be reported to the Department of Security (CSB, 320-363-5000) or Life Safety Services (SJU, 320-363-2144) - immediately. Violations may jeopardize your eligibility to operate a college/university-owned vehicle in the future. All violations, including parking violations, are the personal responsibility of the person or group using the vehicle.
CSB/SJU MOTOR POOL REGULATIONS
(The guidelines in this policy apply to both college-owned and rented vehicles)
The College of Saint Benedict/St. John's University have developed these regulations in the best interest of safety for our students, faculty and staff. The regulations represent industry standards, best practices, and insurance company requirements. CSB/SJU operates a motor pool consisting of a combination of mini-buses, mini-vans, and automobiles. Additional vans are rented off-site by various departments throughout the year. Motor pool vehicles and rental vehicles are available for use in college activities that are directly related to the various departmental activities of the institution(s).
These Motor Pool Regulations apply to all college/university sponsored van trips whether using a college/university-owned or rental van(s).
- All van drivers must be pre-qualified, to include: (1) minimum age of 20 years, (2) driving record check, and (3) Defensive Driving program completion.
- No more than 3 vehicles may be used for a single-destination trip. Groups of 33 or more will be required to use buses with paid drivers.
- A maximum of 800 miles may be traveled in one day.
- A minimum of one qualified driver per 400 miles of driving must be identified, with a two driver minimum for any trip over 400 miles.
- A faculty or Department sponsor must be identified for all trips of 400 or more miles. The sponsor will either go along on the trip or will provide a written acknowledgement of responsibility to serve as an emergency contact on campus.
- Vehicles must stop at a safe location for trips of more than 250 miles at least once every 4 hours or 200 miles of operation for a driver change and a minimal vehicle check (walk around the vehicle, visually inspecting tires and the operation of all lights).
- A maximum of 16 hours of continuous travel is allowable, after which a lay-over of at least 8 hours is required.
- Trip itineraries must be submitted for overnight trips or trips of 400 or more miles. Itineraries are subject to review by the faculty or department sponsor and the respective Director of Security/Director of Life Safety Services.
- Cargo trailers and cartop units are prohibited unless the vehicle is being driven by a CSB/SJU employee and the use of the trailer/carrier is approved by the department sponsor and the respective Director of Security/Director of Life Safety Services. (This provision is currently under review)
- No student will be allowed to operate a college/university-owned vehicle with a trailer of any sort attached. (This provision is currently under review)
- Non-compliance with any of the above regulations may result in suspension of all rental rights for the offending departmental organization for two calendar years from the date of the offense.
- The driver will operate the vehicle in a safe manner, observing all municipal, county and state ordinances and laws pertaining to the operation of motor vehicles.
- The driver will announce at the beginning of each ride that passengers must use their seat belts. Seat belts will be worn at all times by the driver and all occupants.
- Vehicle headlights will be turned on at all times while the vehicle is in motion.
- A co-pilot or navigator is recommended on all extended trips during the hours of darkness.
- The use of tobacco products, alcohol, or illegal drugs is prohibited. The driver must not operate the vehicle for a minimum of 12 hours after his or her last drink of alcohol.
- The driver will not eat while operating the vehicle.
- The driver will NOT use a cellular telephone or other two-way communication device while the vehicle is in motion.
- On long trips (overnight), the driver will check and maintain fluid levels, tire pressure, and exterior lights.
- The driver will ensure that all interior and exterior lights are turned off and all doors and windows are locked while the van is parked.
Any of the following violations/conditions within the past five (5) years renders the driver UNACCEPTABLE for operating college/university-owned vehicles or privately rented vehicles used for college/university-related purposes:
- Driving while intoxicated or under the influence (DWI, DUI, OUI, etc)
- License suspension(s)
- A conviction for reckless or careless driving
- A conviction for drug charges
- A conviction for leaving the scene of an accident
- A conviction for vehicular homicide
- A conviction for similar offense in this State or elsewhere
In addition, any of the following violations/conditions within the past three (3) years:
- Maximum of two moving violations in combination with one at-fault crash
- Maximum of three moving violations with no at-fault crashes
- Maximum of two at-fault crashes with no moving violations
The College of Saint Benedict and Saint John's University reserve the right to deny the use of a college/university-owned vehicle to anyone whose driving record and/or personal history demonstrates a disregard for regulations, safety, or the rights of others.
BY SUMITTING THE FOLLOWING COURSE REGISTRATION FORM, YOU ACKNOWLEDGE THAT YOU HAVE READ AND UNDERSTAND THE TRANSPORATION POLICIES AND MOTOR POOL REGULATIONS NOTED ABOVE. YOU FURTHER ACKNOWLEDGE THAT YOU AGREE TO COMPLY WITH THEIR PROVISIONS. YOUR FAILURE TO COMPLY COULD RESULT IN THE LOSS OF OPERATING PRIVILEGES FOR YOU AND FOR THE ORGANIZATION THAT YOU REPRESENT.
You will need the following information available to complete the course registration form:
- A budget number (obtained from your sponsoring Department/Organization). Your sponsoring department or organization will be charged a nominal fee (recently raised from $5 to $12 due to increased costs for driving background checks) to cover program and administration costs. CSB faculty/staff/students (CSB ONLY) - If you prefer to pay this fee yourself, enter "CASH" in the budget number field. You will then need to stop in at the CSB Security Office during normal office hours (8AM - 4PM, Monday - Friday, excluding legal holidays) to pay the fee in person (cash only). Your defensive driving certification, will not be processed until this fee is paid. The "CASH" option is not available for SJU faculty/staff/students.
- Your drivers license number
- Your banner ID number
If you agree with the statements noted above..... Register for the Defensive Driving Course.