Use of College Vehicles

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Use of College vehicles shall be requested from the Maintenance Department at the earliest practicable time, by calling extension 6407 to check availability first. The College reserves the right to refuse any group or individual the use of college vehicles. The actual Vehicle Request Form is available electronically. All forms must come to the Maintenance Department through the appropriate Vice President’s office.

  1. Use of such vehicles shall be assigned on a priority basis as follows:
    1. Athletic teams, approved instructional field trips, approved student clubs and organizations;
    2. Student groups or individuals representing Columbia-Greene Community College or an approved organization;
    3. Faculty, administration, staff groups, or individuals.
  2. All drivers must submit a complete Vehicle Use Roster and emergency contact information to the Dean of Students to be maintained in case of emergency.
  3. Drivers of college vehicles must be employees of the College or enrolled students in good standing and must be over 21 years of age.
  4. Drivers must possess a valid, unrestricted New York State driver’s or chauffeur’s license.
  5. Student drivers must be accompanied by a faculty or staff member at all times when the vehicle is in motion. (In cases where two vehicles are used for the same trip, the presence of a staff member in at least one of the vehicles will satisfy this requirement.)
  6. Drivers shall obey all existing motor vehicle codes, laws, and statutes. Seat belts must be worn.
  7. Drivers of college vehicles must recognize the magnitude of the responsibilities they have accepted by acting as the driver. It is, therefore, expected and understood that all drivers will act in a mature and responsible fashion while in this capacity. Any deviations of this responsibility may result in loss of the future use of college vehicles and/or College disciplinary sanctions.
  8. Any driver of a college vehicle who receives any motor vehicle violation while using said vehicle will be suspended from further use of the vehicle for an amount of time to be determined by the Dean of Students which determination may also include restitution of future use of college vehicles.
  9. All penalties connected with an operator’s violations of motor vehicle laws must be borne by the driver. Vehicle violations shall be assumed by the College. All parking violations shall be the responsibility of the driver assigned to the vehicle at the time the violation occurred.
  10. The payment of expenses connected with the used college vehicles (gas, oil, etc.) may be made with College credit cards issued with the vehicle keys. Cash reimbursements will be made by the College only on the presentation of receipts. Only College employees may sign gasoline credit card slips.
  11. Responsibility for keeping the vehicle clean and in reasonable order rests with the group or individual assigned use of the vehicle. Routine maintenance, state inspections, etc. are the responsibility of the Maintenance Department.
  12. Any accident or damages incurred through the use of college vehicles must be reported to the Business Office immediately upon return to the College. This initial report must be followed by a written accident report. (Accidents involving students shall also be reported to the Dean of Students.)
  13. Any problems or malfunctions of college vehicles should be reported immediately to the Maintenance Department.