Van Reservation Procedures
Facilities currently has two 12-passenger vans and two 7-passenger mini vans available for school use. To accommodate all departments and staff fairly, the following guidelines have been made:
- To reserve a 12-passenger van there must be a minimum of 5 people for the trip.
- To reserve a mini van there must be a minimum of three people.
- If there are 2 or less people for a trip, private transportation should be used with travel expenses submitted to Business Services.
Note: Kirkwood also has two 29-passenger buses that may be available for larger groups. Please see Bus Reservation Procedures.
The following procedures will be followed when reserving, checking out, returning and caring for vehicles. These procedures are not only necessary for us to properly complete paperwork and to maintain vehicles in good mechanical condition and acceptable appearance, but many are also mandated by law and are required by the auditors.
- Contact Facilities to verify that a van is available for dates and times needed. If available complete Van Reservation Form and send to Facilities. This form will serve as your confirmation of reservation. Failure to submit the form may result in cancellation and rescheduling of the vehicle. Include your GL number on the form. A valid GL number must be made available before vehicles will be released for use.
- During and after the trip, complete items on trip ticket and return with credit card, pertinent receipts, and completed mileage book immediately upon your return. This will help avoid any delays to others scheduled to use the vehicles and expedite necessary clerical work. Use the drop box at the west side door of the Facilities building on weekends and after working hours for key deposit. Mileage books may be left on the console of the vehicle after working hours.
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Cancellations may occur for various reasons, in most cases because of unscheduled maintenance caused by mechanical problems. Facilities will give as much notice as possible, however, this could happen at any time. In the event of a cancellation it is the responsibility of each department to make alternative arrangements. Please do not call Facilities.
- The driver must pick the van up and also bring a valid drivers license. A copy of the drivers license will be made and the copy destroyed when the van is returned.
- If vehicles are not picked up within one hour of their scheduled departure time, they will automatically become available for use by others. Reservations for weekend use must have keys picked up no later than 4:00 p.m. on Friday. There is no one in the office on weekends to issue keys. Please call if you have a vehicle reserved that will not be used.
- Luggage carriers will not be allowed on school vehicles.
- These vans are passenger vans, not cargo vans. They are not to be used for transporting equipment. Seats are not to be removed for this purpose.
Note: It is the responsibility of each individual who checks out a vehicle to insure that all passenger conduct is not detrimental to the vehicle and that the vehicle be returned clean and free of trash and debris. This includes cans, mud, paper, pizza boxes, tobacco juice on interiors and in ashtrays, gum, etc. Failure to return vans in outgoing condition may result in denying future van usage.
Please note any mechanical or other damage immediately upon returning vehicle either on trip ticket provided or in person.
