Making Fleet Reservations

Making Reservations

All fleet vehicle reservations are made through the Fleet Office by emailing the coordinator or calling 413-538-2826 off campus or x2826 on campus, Monday - Friday, from 10am - 3pm. The office is closed on official college holidays, weekends and evenings. Reservations cannot be made or cancelled at any other time; reservations changed or cancelled outside office hours are subject to fines. Requests are accepted up to ninety (90) days prior to the date the vehicle is needed.

At the time of your call or email, the Fleet Office will confirm a priority group (priorities 1 & 2 only) reservation if a vehicle is available. If a request in done by a non-priority group, the reservation will be confirmed between one and two weeks in advance of the date needed. This is to prevent low priority groups from reserving vehicles earlier than priority groups.

If a vehicle is not available for any priority group, the vehicle will be placed on a wait list. If vehicles should become available for the organization or department on the wait list, the vehicle will be given out in order of priority and date the reservation requests were received. This process will start no earlier than fourteen days prior to the reservation request date. The coordinator will contact the department or organization to determine if a vehicle is still needed. If the group cannot be reached, a message will be left and the contact person has until the next business day at noon to contact the Fleet Office to reserve the vehicle. Departments or organizations that do not call back will be by-passed and the next department or organization on the wait list will be contacted.

In the event a college vehicle is not available, the college prohibits the rental of 15-passenger vehicles for any purpose. Only 12-passenger vans, 7-passenger mini-vans or sedans are permitted. All drivers of rented vehicles must be authorized. Unauthorized drivers will not be insured. This policy may not be circumvented by renting a vehicle with a personal credit card. If your trip is eligible to use a fleet vehicle, the rental policy applies. If a faculty or staff member needs to transport more than 12 passengers, appropriately sized vehicles with professional drivers may be requested through the fleet office.

General Reservation Guidelines

All student organizations must be registered with Student Programs and have a Mount Holyoke College bank account. Once the group is registered with Student Programs they must fill out a vehicle authorization from. Student organizations may request the use of fleet vehicles during the academic year, generally September 1st through the final day of the second semester's exam period.


All academic trips must be authorized by a department.


There is no bumping a group once a reservation has been confirmed.


Club Sports are considered as a student organization, not an athletic group.


Larger groups have priority for vans.


Due to the composition and size of the college fleet and the need to equitably serve all customers, vehicles may be used for 12 hours during the college business day, Monday - Friday 7 am - 6 pm. Distance is limited to 500 miles per trip (250 mile radius).

Administrative use includes both academic and general administrative duties. Departments or student organizations who will be using a fleet vehicle for decoration or group errands, it must be authorized.

Extended Use of College Fleet Vehicles

On weekends, breaks or during the summer, departments and organizations may reserve a vehicle for a two-day overnight trip or longer.

 

Owned vehicles may be driven more than a 250 mile radius from campus with special permission. For reference,  Philadelphia is about 250 miles from Mount Holyoke. Concerns with owned vehicles traveling long distances includes availability of the vehicle for several sequential days, cost of retrieval (towing) and trip disruption in case of accident or breakdown. For long-distance trips, it is recommended that a vehicle be rented from a national organization (Hertz, Avis) so that owned vehicles are available for short-term needs and so that a replacement vehicle can be easily obtained in case of accident or breakdown. Trips to Canada are generally prohibited in College owned Vehicles due to the distance concerns and international insurance requirements. Requests for owned vehicle trips to Canada should be made at least 30 days in advance; special insurance cards will have to be obtained for the specific trip. All trips that travel more than 250 miles (one-way) must have a faculty or staff member present in the travel group. 

Bus Reservations

The college owns a 28-passenger mini-bus, 32-passenger mini-bus and a 47-passenger bus. Scheduling is done by the fleet coordinator. Generally, Athletics has first priority for pre-planned trips. Other bus reservations can be accepted up to ninety (90) day prior to the date the vehicle is needed and after the Athletic schedule is complete. There will be charges associated to the reservation for the cost of the driver and operation of the vehicle. Refer to the service charge section for the related fees. The buses are not available for off campus groups. The reservations are on a first come, first serve bases after the previous guidelines are met.