Purchasing

The University has vehicles for use through its Motor Pool Program.  Here are some important facts you'll need to know:

The University is committed to protecting both the vehicles and especially the people involved in University trips.  Because of the significant hazards such transportation activities represent, you must review and agree to the following procedures to prevent harm to both persons and property, and to provide fair and safe usage of the fleet.

You must complete a van training class (offered by the University several times a year) before you will be allowed to operate a University van.

Learn more about the Driver Qualifications and Training Policy.

How do I request to use a University-owned vehicle?

Vehicles are reserved by calling the Purchasing Department at Ext. 2444.   Requests are honored on a first come first serve basis.  Students that need to use motor pool vans for their organizations must complete a Authorization for Use of Van form in advance (form can be downloaded from Blackboard under Resources within the Purchasing Department Forms module).  The top portion of the form must be filled out by the student and then signed by a Supervisor or Department Head.  Send the signed form to the Purchasing Department to secure a van for the required date.  Vans are only to be used by organizations which are recognized by the University.  Be sure to review our Vehicle Usage and Reservations Policy as well as our Driving Rules.

Where do I pick up the keys/vehicle?

The keys and key pouch for reserved vehicles may be picked up from the Purchasing Department in 209 Bonds Hall on the day of scheduled usage, and on Friday for the weekend usage.  The keys and key pouch must be picked up before 4:30p.m. Monday through Friday for evening and weekend use.  Because vehicles are frequently used several times on any given day, the vehicles cannot be picked up before, nor returned later than  the times specified on the request form.  Please respect the needs of other vehicle users from the University community by being punctual.  All vehicles will be picked up from the Center Street parking lot.

Where do I return the keys and vehicle after use?

All vehicles will be returned to the Center Street parking lot.  Keys and the key pouch are to be returned to the Purchasing Department by 4:30 the same day or by noon the following business day.  All receipts for purchases of gasoline, oil, and any required maintenance work necessary for safe operation of the vehicle during the trip should be placed in the key pouch.  All debris should be removed from the interior of the vehicle upon return.

What if I have an accident while driving a University-owned van?

There is a booklet in the glove compartment of each van outlining steps to follow in the event of an accident.  All accidents are to be reported to the Purchasing Department within 24 hours even if another vehicle is not involved or there are no apparent injuries or damages.

Driver Qualifications and Training Policy

The vast majority of property damage, personal injury and death from motor vehicle collisions are directly attributable to driver error.  It is a privilege and a heavy responsibility to operate a University motor vehicle, particularly when passengers are involved.  For this reason, the University reserves the right to be highly selective in approving drivers of fleet vehicles.  All individuals seeking permission to drive a University-owned vehicle will be qualified in the following ways:

• Be a current Baldwin Wallace University student or employee.
• Complete the Motor Pool Program's written Application for Authorization to Drive a University-Owned Vehicle (form can be obtained from portal).
• Provide an acceptable current Motor Vehicle Record from their home state, showing their driving record for the last three years, including all collisions and tickets.  The University will obtain this information for employees and students who provide a signed authorization form.
• Verify that he or she has read and understood relevant Baldwin Wallace University driving rules and policies.
• Complete the van training class offered by the University for all drivers requesting to drive a van.

NOTE:  The Purchasing Department reserves the right to deny or revoke an individual's driving privileges should that individual exhibit poor judgment of any kind while driving University-owned vehicles.

Vehicle Usage and Reservations Policy

Vehicle Availability:
University-owned vehicles are available for use by University Departments upon request, if driven by University-approved drivers.  In order to keep vehicles owned by Baldwin Wallace University available for University community members engaged in University business, University-owned vehicles are not available for personal use.

Overnight Trips:

No students are permitted to use a University-owned vehicle for a trip that requires an over-night stay unless accompanied by a faculty or staff member of the University.  The faculty or staff member must be a driver or passenger in the University-owned vehicle for the entire duration of the trip.  An Authorization for Overnight Use of Van form (form obtained from portal) must be turned in to the Purchasing Department before keys will be released for use of the van.

Usage Costs:

Fuel:  The Motor Pool Program will cover all fuel expenses for all daily trips.  The user department must cover all fuel expenses for any trips taken for longer than a one-day duration.  Fleet vehicles are regularly fueled.  If a vehicle is being picked-up and is in need of fuel, a gas credit card will be provided to the user.  All receipts must be turned-in with the key pouch upon vehicle return.

Tolls and Fees:  All tolls, parking and other incidental charges are the responsibility of the user department.

Tickets:  All parking, moving violation or other traffic tickets or fines are the responsibility of the driver. 

Driving Rules for University Vehicles

1. All University employees/students who operate University-owned vehicles must comply with all policies, procedures, rules and instructions covering the use of University-owned vehicles.
    
2. All drivers must possess a driver's license that is valid in the State of Ohio.  Anyone with an accumulation of four or more points for moving violations is prohibited from operating University-owned vehicles until the accumulated point total is reduced to two points.
    
3. University vehicles may be driven only by authorized employees/students of the University.  Students may drive if they are at least 18 years old.
    
4. All drivers of University-owned vans must complete the van training class offered by the University.
    
5. University-owned vehicles must be used exclusively for official University business.  Personal business or pleasure use is prohibited.
    
6. Passengers are limited to those persons who are properly authorized to participate in a University function with an employee/student traveling on official business.  Where properly authorized, this includes the employee's/student's spouse, students or guests of the University whose presence as a passenger is directly related to the employee's/student's official business trip.
    
7. No drivers shall transport more passengers in a vehicle than the vehicle is designed to haul.  In most cases this is the same number of factory-installed seat belts in the vehicles.
    
8. It is the driver's responsibility to ensure the use of seat belts by ALL vehicle occupants.
    
9. All traffic and parking laws are to be obeyed.  All violation fines are the responsibility of the driver involved.
    
10. At no time should a University-owned or rental vehicle be driven at a speed greater than 65 miles per hour.
     
11. All accidents are to be reported within 24 hours even if another vehicle is not involved or there are no apparent injuries or damages.
     
12. Operators and passengers of University-owned vehicles are personally responsible for vehicles operated by them.  Should damage result through misuse or gross negligence, the operator and/or passengers may be required to make restitution to the University.
     
13. University vehicles may not be rented or loaned to outside groups, individuals or organizations.
     
14. Alcoholic beverages and smoking are not allowed in any vehicle owned by, rented by, leased by, chartered by, in the custody of or under the control of the University at any time.
     
15. Trips which require an overnight stay must be accompanied by a faculty or staff member of the University.  The faculty or staff member must be the driver or passenger in the University-owned vehicle and must be there for the entire duration of the trip.