5. Departments that need a vehicle on an extended basis may contact Enterprise Rent-a-Car for their needs. Contact the Enterprise Rent-a-Car office for authorization of overnight location for cars assigned to persons at off-campus activities.

6. Extended use of vehicles for faculty, administration and staff will follow these guidelines: (1) The vehicle must be used as an integral part of the users work assignment and should require usage of 900 miles or more monthly, and (2) The user’s home and work center mitigate cost-wise against bringing the car back to campus each day. Special approval is required.

7. Drivers of vehicles must have a valid drivers license. The user of the vehicle is required to sign a statement as it appears on the Transportation Request.

“I certify that this vehicle will be driven only by authorized university staff,
faculty, students or visiting scholars/artists with a valid drivers license. I
further certify that the vehicle will only be used for authorized university
business. I am aware that use other than authorized university business
could result in possible disciplinary action.”

8. A charge will be made to the user of the vehicle at the rate in effect at the time.

9. The user of an Enterprise Rent-a-Car vehicle will be required to sign a rental agreement. User should inspect the vehicle condition before signing this agreement.

Vehicle rates include insurance, but do not include parking or toll fees.

The daily minimum will apply whenever a scheduled vehicle is not used unless notice of cancellation is received at least the day preceding the scheduled departure.

B. ASSIGNMENT OF Enterprise Rent-a-Car VEHICLES
INCLUDING CARS AND VANS

1. Authorized use of a vehicle by members of the faculty, administration, and staff is defined as follows:

a.General university and departmental business.
b.Conferences, seminars, and other meetings.
c.Teaching of Continuing Education courses and related activities of Continuing Education.
d.Field trips, when the department head initials the transportation request. Faculty member to accompany trip.
e.Coordination and supervision of student teachers.
f.Scouting, recruiting, and travel to games by the athletic department.
g.Travel by university musical organizations and other official university groups.
h.Vehicles shall not be used for travel to gather data for principal use in the writing of books or for inclusion in work toward personal degrees.

2. Authorized use of a vehicle by student organizations is defined as follows:

a. A student organization that is registered with records on file at the Office of Student Activities and that maintains an account within the university accounting system is eligible for consideration for the use of vehicles for organization-related travel. Following the principles of the University Affirmative Action Program, a factor in the consideration shall be that membership in the organization is without regard to race, color, religion, national origin, or sex.
b.The purpose of the vehicle usage will meet the same criterion as applicable to faculty and staff.
c. The Request will be forwarded through the Office of Student Activities at all times and be approved by the Director of that office or a designated representative.
d. The organization using the vehicle will be billed for usage according to the usual departmental billing procedure.

3. Authorized use of a vehicle by students is defined as follows:

a.Vehicles may be used for the transportation of students where travel by the student to off-campus locations is a required part of the course, not including student teaching, for all students enrolled in the course. HOWEVER, A VEHICLE WILL NOT BE DISPATCHED TO A STUDENT ON AN INDIVIDUAL BASIS TO FULFILL SUCH REQUIREMENTS. TRANSPORTATION BETWEEN UNIVERSITY FACILITIES IN THE KALAMAZOO AREA IS NOT AUTHORIZED. VEHICLES FOR THIS USE WILL BE DISPATCHED ONLY WHEN EITHER THE DEPARTMENT CHAIRMAN OR GRANT DIRECTOR AND THE APPROPRIATE DEAN APPROVE THE TRANSPORTATION REQUEST.
b.When participating in any other activity or program approved by the appropriate Vice President for university involvement and when including his specific approval for student use of transportation services vehicles therewith, students may use vehicles for such participation.
c.When a group using vehicles approved for one of the departmental purposes as listed in Section B.1, WMU students may drive such vehicles. All passengers in such
vehicles must be WMU faculty, WMU staff or enrolled WMU students.

revised Wednesday, 05-Jun-2002 11:00:21 EDT