Conditions for Use

Clarification of Reservations – Departments and organizations will be asked to identify the driver(s), the vehicles intended destination and the purpose for the trip. Student Organizations must have provided a vehicle authorization form from Student Programs.

Vehicle Key – The key to the vehicle should be picked up at the Campus Police dispatch center on the top floor of Central Services Building. The fleet vehicles are parked at the Facilities Management parking lot.

Trip Sheet – The driver should completely fill out the trip sheet before returning the vehicle binder.

Inspect the Vehicle – Drivers are expected to inspect the vehicle and report any safety problems before leaving campus and upon return. Included in the pre-trip inspection is clearing the vehicle of snow and ice.

Unauthorized Repairs – Unauthorized repairs are broken keys, vehicle jump-start, lockouts, etc. are the responsibility of the department or organization that sponsors the trips.

Mount Holyoke College requires vehicle safety to be practiced at all times, whether it is a fleet vehicle, department vehicle, pool vehicle, rented or personal vehicle. Academic and administrative departments and student organization will be accountable for vehicle safety. Mount Holyoke College has adopted campus-wide vehicle use and management policy. Familiarize yourself with the policies and follow them.

Seat Belts – All passengers and drivers should be fastened according to Massachusetts State Law. All passengers and drivers seat belts should remain fastened until the driver has reached the destination. The driver should visually check as well as verbally inform the passengers.

Distractions – There should be no loud music, throwing of objects or other driver distractions. Drivers whose passengers are causing distractions should stop the vehicle in a safe place until the distractions have ceased. NO ANIMALS ARE ALLOWED IN FLEET VEHICLES, INCLUDING BUSES.

Cell Phones – The driver may not use a cell phone while the vehicle is moving. If a call must be made or answered by the driver, the vehicle must be stopped and secured before the cell phone is used.

Cargo – Baggage and equipment should be kept in the trunk or behind the last seat in a van and secured to prevent them from becoming dangerous projectiles in the event of an accident. Signals – Turn and lane change signals must be used to signal the driver’s intentions.

Speed Bumps & Potholes – The driver must slow down and use caution when driving over speed bumps or potholes. A van should be brought to a complete stop before proceeding over a speed bump. This will avoid damage to college vehicles as well as prevent jolts to passenger in the rear of the vehicle where the jolt is five times greater than in the front.

Forward/Reverse Motion – Most vehicle accidents occur while traveling in reverse. Avoid backing up whenever possible, such as by choosing a pull-through parking space. When reverse travel is necessary, proceed slowly and use assistance of your passengers. NEVER BACK UP ON A HIGHWAY. Trips – When there is more that one vehicle traveling to the same destination, the “excursion coordinator” (coach, supervisor, director, etc) will be in the last vehicle. Each driver should keep track of the vehicles traveling with her/him. If the driver detects that the vehicle to the rear is missing or has develops problems, the driver in the forward vehicle must immediately turn on hazard flashers, then pull over to a safe location (note: a curving exit ramp or an area of low visibility is not a safe location). If the last van develops problems, the driver should flash their high beans, turn on hazard flashers, then pull over to a safe location. The driver should have passengers get out of the vehicle and away from the road. Determine the nature of the problem and take appropriate action.

Passengers – Picking up hitchhikers is strictly prohibited. Only passengers connected with the event, activity or college business are permitted to ride in college vehicles.

Equipment – Each vehicle is equipped with a first aid kit, a fire extinguisher and accident-warning devise in case of a breakdown. Drivers are responsible for checking to ensure all these items are present in the vehicle prior to the start of each trip. The Fleet Office may replace any items that are not present during business hours. Please make a note on the trip sheet what needs to be replaced.

Weather Conditions – If it is raining, it is recommended that you reduce your driving speed under the posted limit and turn on your headlights. Roads are more slippery at the start of rain since surface oil and grease form slick films that are not washed away until after 20-30 minutes of hard rain. Strong winds also make steering difficult. In such conditions, speed should be decreased. The driver should have both hands on the steering wheel and be alert for other vehicles swerving into his/her path. The driver may opt to pull over until adverse weather conditions have passed.

If it is snowing or ice is expected, it is most likely the vehicles will be released to the departments or organizations for their reservations. If snow or ice start to fall during your reservation, turn on your headlights and have both hands on the steering wheel. Be alert for other vehicles. The driver may opt to pull over until adverse weather conditions have passed. Trips may be canceled due to adverse weather conditions. The on-duty Campus Police Supervisor has the authority to not allow vehicles to be used due to the adverse weather conditions. The on-duty Supervisor will utilize all available information (including but not limited to weather advisories, radio, TV, internet, etc) to assist in determining the advisability of allowing vehicles to leave the campus. As a general rule, the college will cancel trips in order to protect faculty, staff and students that may be using college vehicles. As a matter of policy, the college expects drivers to interrupts their trips when weather conditions deteriorate, find a safe place to wait and to resume the trip once the weather improves.