Introduction/Overview
The Central College vehicle transportation policy contains information regarding requirements to drive, how to become authorized to drive, and guidelines for reserving and using a Central College owned vehicle or an Enterprise rental vehicle
The college maintains a fleet of vehicles for the purpose of meeting the transportation needs of the college to functions and activities on and away from campus. The college fleet is for Central related business and activity use only.
All drivers must be approved registered Central College drivers before driving on business for Central College, this includes driving college owned vehicles, rental vehicles, personal vehicles, and campus or rented golf carts and UTV’s.
Who can drive?
Faculty, staff and students are eligible to drive for Central College if the following minimum requirements are met:
- Hold a valid US license
- Drivers must be 18 years old to drive a car or minivan and 20 years old to drive a 12-passenger van or a 15-passenger minibus as required by the college’s insurance provider.
- Drivers must also be an employee or current student of Central College. Note: Volunteers, international students and language assistants are not permitted to drive Central owned vehicles per the College’s insurance provider
- Read and agree to the College’s fleet transportation policy
- Violations incurred in the last 3 years: No at-fault accidents, any combination of 3 or more moving violations, driving with suspension, revocation or administrative restriction, leaving the scene of an accident as defined by state laws, or reckless driving
- No type A violations in past 5 years (see below)
TYPE A VIOLATIONS
License suspension or revocation within the last 5 years
OMVI within the last 5 years
Aggravated assault w/ vehicle
Operating without a license
Hit and run
Leaving the scene
School bus stop sign violation
Surrendered license
Central College and/or their insurance carrier reserve the right to decline authorization for any driver based on an individual’s traffic violation history or motor vehicle accident history.
How to become authorized to drive
To become authorized to drive, you must register every year beginning July 1 with the Facilities Management office. Following are the requirements:
- A registration form must be completed and submitted. Register to Drive Central Vehicles
- All registering drivers must attach to the form a copy of their driver’s license and a non-certified copy of their driving record. Find information on obtaining an Iowa Non-Certified Driving Record here. If your driver’s license is from a state outside of Iowa, please visit the website of the department of transportation for the state you are licensed in.
- As of July 1, 2024, all persons registering to drive must complete Defensive Driving for Non-Commercial Vehicles training. All persons planning to drive a golf cart or UTV, must complete the Golf Cart and Utility Vehicle Safety training. All persons planning to drive a 15-passenger minibus or 12-passenger van, must complete the 15-Passenger Van Safety training (must be 20 years old to drive a 12-passenger van or a 15-passenger minibus as required by the college’s insurance provider). Links to the training can be found here Required driver's training or are included in the driver’s registration form. To be authorized to drive , in addition to the video training included in the driver’s registration, hands-on training must be completed. 15 passenger minibus training sessions will be offered through Facilities Management. Links to the video training and the in-person training schedule are included in the driver’s registration form. Please contact Janine Fontana at fontanaj@central.edu or Sandy Schippers at schipperss@central.edu for details and questions.
- Everyone must sign off on the form, giving permission to have Central and/or Central’s insurance carrier review or obtain information on your motor vehicle record.
- By typing or signing your name on the form, you are agreeing to the terms in the Central College Vehicle Transportation policy.
Driver disqualification
It is the responsibility of each approved driver to notify Facilities Management of any infractions that occurred during the year after registering to drive. Approved drivers subsequently found, during the annual MVR process, not meeting the above requirements will be notified and removed from the approved drivers list. Drivers removed from the list will not be permitted to drive a college owned, leased, rented, personal vehicle or golf cart/UTV for College business. Individuals whose position is dependent upon approved driver status may be given a 30-day probation period before termination of employment or may be transferred to another available position not requiring the operation of a motor vehicle.
Central College and/or their insurance carrier reserve the right to revoke driving privileges at any time. Disqualified drivers may elect to file a formal appeal to the Human Resource Office and Business Office.
Fleet vehicle vs personal vehicle
For employees who do not have specific vehicle arrangement contracts, it is preferable that you use a college fleet vehicle for business related travel. When this is not feasible you may drive your own vehicle and be reimbursed for mileage or rent a vehicle from Enterprise, Central’s preferred provider. For more information regarding use of personal vehicle please visit the Employee Policies, Use of Personal Vehicle and College Vehicle.
Central fleet vehicle reservation guidelines
A vehicle request form, complete with a budget number and department head approval, is required with vehicle reservations. By clicking on this link, you will be able to submit a vehicle request, view your request history, and view the cost of trips once completed (trip expense will be shown after being posted by the Controller’s office). We advise that if you have an immediate need for a vehicle (less than 3 days to date needed), call Facilities Management to ensure vehicle availability in addition to filling out the form. Please note that vehicle reservation requests are only processed during regular office hours. If you have any questions or concerns, please call x-7676.
Vehicle requests must include the following. Please ensure the accuracy of all information before submitting the form.
a. Department Head email address
b. Budget number to be charged
c. Trip date(s) and departure and return times
e. Destination
f. Number of passengers
g. Driver names and cell phone numbers
Approved travel
College owned vehicles are authorized only for travel directly associated with:
1. Instructional programs of the college including field trips
2. Grant program administration
3. All approved non-academic activities
4. Official college business and professional meetings
College owned vehicles are not authorized for travel directly associated with:
1. Commuting to and from work
2. Running personal errands
3. Commuting to and from personal appointments
4. Any travel not directly associated with, or previously approved, college business.
It is the responsibility of the approving department and the user to ensure that the vehicle is used for approved college activity only.
Student overnight travel
If you are taking students on a trip that will require an overnight stay, except for Athletic competitions, a Student Travel Itinerary form must be completed and submitted to the Student Development Office 48 hours prior to departure. Please call the Student Development office for more details.
Student requests for fleet vehicles
Student requests for vehicles should be coordinated through faculty, staff, or Student Development. Students taking overnight trips or traveling out of state must have a staff/faculty member in attendance unless a member of the SLT approves the trip and confirms this with the Facilities Management office.
The campus fleet
Minivans, and minibuses are available for use by college employees & students on approved college business (must be 18 years old to drive a car or minivan and 20 years old to drive a 15 passenger minibus). The vehicles will be assigned on a first-come, first-served basis. Reservations could be subject to change due to demand, budget responsibility and/or equipment failure. All drivers must be approved Central College drivers.
Fleet vehicle charges
The rate schedule is as follows:
Automobile charges per mile
(subject to change)
Minivan 0.42 7 people
Minibus 0.54 15 people
Bus 0.73 52 people
Personal reimbursement 0.32
There will be a minimum trip charge of $10. Trips that incur mileage charges over $10 will be charged for the mileage only, any trips that incur mileage charges under $10 will pay the min. $10 trip charge only (additional fees may be charged as needed, example: late fee, lost ticket fee, etc.).
- A packet containing vehicle keys, reservation form and gas card (fuel only) is issued at Facilities Management and may be picked up prior to departure. Keys may be picked up in the Facilities Management office vestibule from 7:30 am - 4:30 pm. Note: Failure to cancel reservations 24 hours prior to use or to pick up the keys will result in a $20 fee charged to the budget on the requisition.
- Do not pick up the vehicle any earlier than your scheduled time on the vehicle request form. Unauthorized early vehicle pickups may result in another reservation being left without their vehicle or needed service not being performed prior to your reservation. If needed, contact the Facilities Management office for approval for an earlier pick-up time. Violators will be charged a $20 fee.
- Due to parking limitations, please park your personal vehicle in the parking spots the fleet vehicles are parked in and not in the parking spots by the Facilities Management entrance. We understand this is a bit of an inconvenience, but it frees up parking by the building for Facilities Management drop in customers.
- Please read the odometer on the fleet vehicle before you start and record the odometer reading on the vehicle reservation form. (If the trip miles are not filled in completely a $5 fee will be charged to your budget).
- The user is responsible for checking the general condition of the vehicle before leaving the fleet parking lot. Ensure the following components are in good working order and/or you know where the controls are located:
- Brakes
- Steering mechanism
- Lights
- Tires
- Windshield wipers/washers
- Rear-vision mirrors
- Horn
- It is the user’s responsibility to de-ice and remove snow from their reserved vehicle during the winter months. Please plan accordingly. Ice scrapers are provided in all Central fleet vehicles during winter months.
- All college owned fleet vehicles have a red binder in the vehicle containing the Central College Vehicle Transportation policy, an insurance card, and forms for accident reporting.
- The number of passengers may not exceed the number of seatbelts. All occupants are required to wear seat belts.
- Users are not to keep college owned fleet vehicles at their personal residence overnight. We do make exceptions for extenuating circumstances but advise against it. It must be pre-approved with the Facilities Management office.
Vehicle Use Guidelines – while on the road
- Any trip longer than 8 hours of traveling time (one way) requires two or more drivers per vehicle.
- All drivers must abide by all state & federal traffic laws. The assigned driver will be held responsible for resolving all traffic citations, parking citations, and reporting any accidents while the vehicle is under the jurisdiction of the assigned driver. The driver assumes responsibility for any fines resulting from parking and traffic violations.
- The use of cell phones while driving is prohibited. While the college encourages drivers to maintain/possess a cell phone as added safety, drivers are required to pull off the roadway in a safe location such as a rest stop, parking lot, or other area away from traffic before making or responding to a call.
- Towing charges incurred during use due to inclement weather or driver negligence are the responsibility of the approving department. Towing charges incurred due to equipment failure will be the responsibility of Facilities Management.
- Exercise extra caution when backing up the vehicle.
- Use headlights ½ hour before sunset and after sunrise and during periods of reduced visibility.
- Turn off ignition, remove key, and lock the vehicle when unattended.
- Smoking, alcoholic beverages, and controlled substances are prohibited in any fleet vehicle. DO NOT drive while under the influence of alcohol, drugs, or medications that could affect your driving performance.
- DO NOT pick up unauthorized passengers. Having a non-Central person as a passenger is highly discouraged due to liability reasons.
- DO NOT tow or push another vehicle or trailer without authorization.
- No animals are allowed in Central owned vehicles with the exception of service animals. Animal species other than dogs, emotional support animals, comfort animals, companionship animals, and service animals in training are not service animals.
Vehicle Use Guidelines – Accidents or incidents while on the road
- Report any serious defects, safety concerns, incurred damage, breakdowns or vehicle incidents to the Facilities Management office at x7676 during business hours and after hours 641-628-9000 (this includes if the check engine light is on or if you’ve hit a large animal, such as a raccoon or deer, to determine if the vehicle is safe for operation). Regardless of severity, location, or who is at fault, incidents, damage or concerns need to be reported. Fill out an accident or incident form which is in the red binder in the vehicle and turn into Facilities Management as soon as possible.
- Unless approved by the Director of Facilities Maintenance, in consultation with the College's mechanic, any damaged college vehicle must be returned to campus following an incident.
- In the event of an accident involving another vehicle:
- Make no statement to anyone other than to law enforcement or Central College personnel.
- Do not discuss payment of damage.
- Admit no liability.
- Move the vehicle only when instructed by law enforcement, unless your best judgment under the circumstances is that moving the vehicle is the best and safest course of action.
- Pending further investigation after an incident or accident, driving privileges may be suspended or revoked.
- Failure to report any incidents and/or failure to complete an accident report form within 24 hours may result in loss of all driving privileges of Central owned vehicles.
- Damage caused by careless or reckless driving may result in your department/organization being charged the cost of repairs.
Vehicle Use Guidelines – when you return
- Vehicles need to be returned with a full tank of gas, so the next user has a full tank of gas for their trip. Use the wex FLEET card in the pouch to purchase gasoline. If you are asked for an additional ID #, look at the back of card for the PIN #. Please place gas tickets in the pouch. Please note that the vehicle may have a locking fuel cap. (Remove the fuel cap, then insert the fuel key and turn the key to engage and remove fuel cap. Then to replace the fuel cap, remove the key and turn fuel cap to the right until ratcheting is heard. The fuel cap is now locked.)
- Vehicles must be returned to the south side of the Facilities Management parking lot by the scheduled return time on the vehicle request form (failure to do this will result in a $20 fee charged to user’s budget). Delays will disrupt the schedule of subsequent reservations.
- When the car is returned to the Facilities Management parking lot, record the odometer reading on the reservation form in the pouch.
- Write any minor issues, concerns or pertinent information on the reservation form.
- Double check that everything you brought with you is taken out of the vehicle, not only personal items but also trash (if it is necessary for us to remove trash and clean the vehicle due to circumstances beyond normal use, a $15 fee will be charged to your budget). If a spill does occur, please notify the FM office or write this on the trip ticket.
- Make sure that dome lights and headlights are turned off.
- Lock the vehicle.
- The pouch, keys, gas card receipts, and the completed reservation form need to be returned to the Facilities Management Office. If the office is closed, please use the large gray drop box by the FM office entrance.
Central fleet vehicles are checked weekly for cleanliness, damage and to document odometer readings for oil changes and service needs. Maintenance issues are promptly followed up on by the campus fleet mechanic. Washing, waxing, and interior cleaning are done on an as needed basis and as the Facilities Management schedule permits.
Enterprise Rental Vehicles
Enterprise is designated as the preferred provider of rental vehicles for Central College business travel. In addition to sedans and minivans, 15 and 12 passenger vans may be rented, however no more than 12 passengers (including the driver), should ever be in a 15-passenger van at any time. Every Enterprise rental reservation must include Central College’s name and account number to receive the proper rates and all the benefits.
Central College Enterprise Account # N701166
Click here to make an online Enterprise vehicle reservation. If you need assistance with an Enterprise booking, website question, billing question, customer service or any other issue, please see the contact #’s below.
Enterprise’s Pella office 641-620-1133
North American Reservations 1-800-261-7331
Customer Service 1-800-264-6350
In the event of an on the road mishap or if roadside assistance is required, Enterprise assistance is available 24 hours a day, 7 days a week. Enterprise Roadside Assistance 1-800-307-6666.
Only Central College owned trailers may be towed with select college owned vehicles. DO NOT tow a trailer without authorization. Please contact the Facilities Management office for authorization.
Chauffeurs and Airport and Bus/Train Station Trips
Facilities Management will continue to provide airport/bus/train delivery and pick-up for students, faculty, candidates, Board of Trustees, and others approved by authorized personnel. Student trips are coordinated and approved through Student Development. This service is for a minivan or 15 passenger minibus to the Des Moines Airport, Des Moines train station, or the Ottumwa train station. Due to extended miles and driving time, we will not serve trips to the Kansas City and Omaha airports. Chauffers are also available for other approved trips. Facilities Management will provide a certified driver and will charge the requestor's budget account for the driver’s time at $20 an hour and vehicle mileage charges (see Vehicle Mileage Charges). Please submit a vehicle request and provide Facilities Management with trip information (i.e., airline, flight #, cell phone #’s). Trip information is vital to the driver in the event of arrival or departure delays. The availability of chauffeured trips is not guaranteed, so please plan well ahead. Please note, reservations for the large 52 passenger buses are made with Athletics. Please contact Tim Wilkinson at wilkinsont@central.edu for bus driver’s costs and information.
Campus Errand Vehicle
The campus errand vehicle is available for campus wide office and department use daily for quick trips around campus and town. Drivers must be certified Central College drivers. Please contact the Info Booth x-9000 to schedule its use. The campus errand van is parked on the north side of Maytag. These small trips will be charged to the user’s department budget at the minivan mileage rate. The errand vehicle is available on a first-come, first-serve basis; however, the availability is scheduled around the use by the Post Office and Student Development.
Golf Cart/UTV Operation Requirements
All operators of golf carts and UTV’s are required to be authorized Central College drivers and must have completed the Golf Cart training on their Central driver’s registration. Department heads and supervisors are responsible for ensuring staff and students are registered to drive. In addition to the golf cart training, operators are required to receive machine-use specific training from their supervisor.
Golf carts and utility type vehicles (UTV’s) are used to go between areas on campus quickly and quietly. They are of significant value to the college for efficiency and economic transportation. Recognizing that golf and utility carts are moving vehicles, the following guidelines are provided to ensure safe operation on the Central College campus. The objective is to prevent any injuries to the public or members of the campus community and to prevent any property damage. It is the responsibility of the individual departments with golf cart and UTV’s to require that these guidelines are followed and that drivers receive training to ensure these guidelines are followed.
Golf cart / UTV’s shall observe all vehicle traffic laws (e.g., stopping at stop signs, yielding to pedestrians …).
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Vehicles shall not be operated in a manner that may endanger passengers, other members of the campus community, or property. Use common sense while using carts – they are not toys. No horsing around is permitted. Anyone found violating safe and proper use of carts will be prohibited from using them until further notice.
- The pedestrian has the right-of-way AT ALL TIMES. Operators of carts will permit this right-of-way.
- Carts are not to be operated with more passengers than seating is provided
- All occupants in the cart should keep hands, arms, legs, and feet within the confines of the cart at all times when the cart is in motion.
- A cart should be operated on campus at a speed equivalent to a well-paced walk and no faster than 10 mph. This maximum speed may be subject to the terrain over which it is being driven, the weather conditions, and the total weight of the golf cart and passengers and any equipment being carried.
- Carts shall not block entrances, exits, stairs, sidewalks, fire hydrants, fire lanes, handicap ramps or thoroughfares. Use extreme care at building entrances and upon entering/exiting enclosed areas. Do not park within 20’ of a building entrance or exit, except at loading docks.
- Never leave the keys in the ignition when unattended. When the cart is not in use, the operator must place the cart control lever in the park or neutral position, remove and secure the key, and set the parking pedal brake.
- When using the cart to carry packages or merchandise, be sure not to overload the cart. It is recommended that loads not extend more than one foot from either side or front of the cart.
- Use of cell phones, pagers, and radios are prohibited while driving a cart.
Operator must pull over and stop to make or receive calls or messages.
- Never back up without making sure there is no person or obstruction behind the cart.
- Never shift gears while the vehicle is in motion.
- Avoid operating carts on lawns and avoid cutting corners. Our grounds staff works hard to maintain the lawns. Operate carts on hard surfaces whenever possible.
- Approach sharp or blind corners with caution and reduce speed.
- Inspect the vehicle prior to use. Check for: proper tire inflation, battery charge or fuel in tank. Ensure brakes work properly and forward and reverse gears engage.
In the event of an accident involving a golf cart / UTV, normal Central College reporting procedures are to be followed including the submittal of a Facilities Management Vehicle Accident Report.