25. Vehicle Reservation Procedures

3. Assistance from the Center for Student Involvement staff. 4. Permission to utilize and maintain an organization storage unit and/or filing cabinet. 5. Permission to utilize resources and supplies in the Center for Student

Involvement project area. 6. Use of the Business Office for financial advising and banking services. All organizations are required to maintain on-campus accounts rather than offcampus accounts, with the exception of national fraternities and sororities). 7. Use of College facilities and room reservations. 8. Use of campus services, including mail, printing and copier services. 9. Use of a Bookstore charge account. 10. Use of an organization social media account(s) once permission has been granted by the Office of Marketing. Failure to comply with this request will result in existing social media accounts being deleted.

To serve as an officer in a student organization, a student: 1. Must be an enrolled student at Franklin College 2. Must have a minimum 2.0 cumulative GPA 3. Cannot be on social or academic probation 4. Must meet any other requirements specified by the organization’s constitution/bylaws/policies. Those requirements may be higher or more restrictive than numbers 1, 2, and 3 above. The organization’s expectations take precedent.

25. Vehicle Reservation Procedures

Franklin College maintains a fleet of six vans (maximum 12 riders) and two SUVs (maximum seven riders) for employees use for college business including academic related trips, athletic events, and recruiting. When using carpool vehicles safety must take prescience over all other priorities. Seatbelts and safe driving practices should be used at all times, including having proper amount of rest before driving and not driving when under the influence of alcohol or prescription medications that affect ability to operate a vehicle in a safe manner.

All employees are required to submit their request through the Facilities work order system. It can be found by going to your GrizLink homepage. https://GrizLink.FranklinCollege.Edu and searching “Reserve a vehicle.”

The following outlines the procedures for using carpool vehicles.

A. Scheduling a Vehicle

• Request are filled on a first come first serve basis, the request should include: • Requestor’s name • Requestor’s telephone number • Dates of travel • Account number to charge • Number of persons traveling • Destination

A Franklin College employee must be the primary driver. If additional drivers are needed an employee must request a student to drive providing the student is 21 years of age, has a valid Page -45

driver’s license and has signed a background check permission slip. All student drivers must be approved to drive by our insurance provider. Background permission slips may be obtained thru Facilities. Please allow a minimum of 48 hours for the approval process.

Students are not permitted to schedule vehicles at any time. Sorority or Fraternity groups are not permitted to use carpool vehicles even if a Faculty or Staff member reserves the vehicle.

B. Picking up the Vehicle

To ensure vehicle is available to others, please do not pick up vehicle until schedule time of use. Keys to vehicles are picked up at the front office of facilities (physical plant). A confirmation sheet will be signed by the person picking up the keys. Keys must be picked up by an employee of the college. At the time of pick up, a “carpool envelope” will be given to the employee.

All Shell gas stations have a keypad to enter a pin number for corporate fuel credit cards. The pin number is written on the outside of the carpool envelope provided. The departmental charge for using the vehicle is .36 per mile and is charged to the department account number the requestor has given Facilities. Both beginning and ending miles should be recorded on the carpool envelope this will ensure correct billing.

C. Driving the Vehicle

In case of an accident the vehicle registration is in the vehicle along with an accident report form for writing the name(s), address, license plate number, details of the accident along with the names and addresses of any witnesses. Following an accident, the police should be contacted and an accident report requested to be made by the officer responding.

All college vehicles can only be used for business purposes and will not be available to employees for their own private use.

D. Fueling the Vehicle

Carpool envelopes contain the vehicle keys and a Shell credit card for fuel only. All

Shell gas stations have a keypad to enter a pin number for corporate fuel credit cards.

The pin number is written on the outside of the carpool envelope provided.

E. Returning the Vehicle

Vehicles must be returned to the carpool area with a full tank of fuel, and free of trash or debris. Please be considerate and respect the next user of the vehicle. All trash should be removed prior to returning.

Key packets with keys, beginning and ending odometer reading, and credit card should be returned to the facilities office. In the event that travel is completed after hours there is a key drop in the front door at Facilities. If vehicle is left with trash or debris a $100 per vehicle cleaning charge will be applied to the department.

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