1. Who can use this Motor Pool Drivers must be members of the Loyola College community who are registered with the college’s insurance. All drivers must have approval of the college’s insurance carrier. See ADIS form on our web site. To pick up a vehicle, drivers must bring a valid driver’s license and a a copy of the confirmation form. Drivers will be requested and required to present both driver’s license and confirmation form at the time of pick up. Only approved drivers may drive the vehicle. Scheduled drivers allowing someone else to drive will have their driving privileges revoked. Any department wanting to use a College vehicle needs to provide their own driver. The driver must meet all qualifications listed above. The names of all qualified, authorized drivers are approved by the college insurance representative. All information is then forwarded to the Motor Pool Office.
2. Reservation Procedures Each department should have an appointed staff member as their vehicle liaison. Reservations cannot be processed if made by a student. The department liaison must sign off any request within their department. Please provide the Motor Pool office with the name of the department personnel who will be the vehicle liaison. The Motor Pool will supply the specified liaison with the proper web address and password for them to make their vehicle requests via a web browser. The liaison should not give that information to anyone else, even to a liaison in another department. Information regarding the procedures used to create and submit vehicle requests via the web is available on the Motor Pool web site. Vehicles should be requested at least seven days in advance of the scheduled trip. This is a first come, first serve basis. There is no guarantee that requests can be fulfilled if requests are made with less than seven days notice.
3. Vehicle Check Out A reservation must be made for each event your department plans to attend. Notebooks will not be presented without a verified confirmation form. (When the reservation form is received, stamped, and approved by the Motor Pool, the form should be given to the scheduled driver.) DO NOT send a driver to vehicle check out without the confirmation form. If more than one vehicle has been requested, all drivers must be present with their license and confirmation to be issued the notebooks for the vehicles. A single driver may not pick up all the notebooks.
4. Vehicle Return Vehicles are to be returned to the York Road or Butler parking lot upon return to campus and parked in the assigned area. Please park vehicles in legal spots. Notebooks must be delivered immediately upon return to the designated return area, the Motor Pool office mail slot during off-hours. The vehicle Check Out/Check In form issued with each vehicle must be completely filled in and returned with keys, to the above designated area. Be sure to answer all the questions on the form. Any problems experienced with the vehicle should be recorded on the Check Out/Check In form and also relayed to the campus police during off-hours, or to the Motor Pool office during the hours of 6:30 AM until 8:00 PM Monday through Friday. Any problem, as small as you may think, should be reported to insure that it is taken care of for the next person. Any accident should be reported to campus police during off-hours or to the Motor Pool office during the hours of 6:30 AM until 8:00 PM, Monday through Friday. Record any dents or other damage on the Check Out/Check In form. Each driver is expected return the vehicle at the time given on the reservation sheet. There may be others scheduled to use the vehicle right behind you, so it is imperative that you return the vehicle on time. Do not return the vehicles in a trashy condition. You do not have to wash or wax the vehicle, but we do expect you to clean up your litter. The general cleanliness of the vehicle is the responsibility of the driver. Be sure all windows are closed, doors are locked, and lights are off. If your vehicle is equipped with a safety Club for the steering wheel, be sure that it is installed.
5. Emergency Procedures Emergency protocol and accident/insurance forms can be found in all notebooks and can be downloaded from the Motor Pool web site. Report any accident immediately to Campus Police if the accident occurs on campus. If the accident occurs off campus, contact the local police. Inform Campus Police of this after the fact for their information. During regular hours as stated, be sure to contact the Motor Pool office. If you need roadside service, the vehicles are covered by AAA. Triple A information is in the notebooks. Failure to comply with any or all of these rules and regulations set forth by the Motor Pool office may result in denial of your next reservation request, hours of community service, or suspension.
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