RIT Van Rentals

Parking and Transportation Services offers a minivan charter/rental service on a first-come, first-served basis for approved university-related functions for all students, faculty, and staff.  All drivers must be certified at the time of request.

 

RIT Service Center

reserve.rit.edu

RIT Parking and Transportation Services Van Rental Policy

PURPOSE AND SCOPE

The purpose of this policy is to establish standards which shall:

  1. Proper procedure for requesting a van rental.
  2. Help ensure the safe operation of RIT owned vehicles during rentals.
  3. Help Ensure the safety of drivers and passengers during rental.

  1. Requesting a Rental
    1. All rental requests must be submitted no later than fourteen (14) days prior to the requested date.
    2. Rental requests are managed on a first come, first served basis.
      1. Recognized Student Clubs and Organizations have priority for all Student Affairs vans up to 7 days prior to the day of use.
      2. All other organizations have priority for all Parking and Transportation Services vans up to 7 days prior to the day of use.
      3. Only two (2) vans per organization, per request/rental timeframe. If one organization has multiple rental requests for the same timeframe, that organization will be limited to two (2) vans during that time.
        1. Third van requests will be granted seven (7) days before the requested date if a van is not needed by another organization.
    3. Recognized Student Clubs and Organizations must submit their rental request through reserve.rit.edu, all other organizations must submit their rental request through the RIT Service Center
    4. All drivers must be certified at the time of the request. If a listed driver is not certified to drive RIT owned vehicles they will be omitted from the request. If this results in the minimum number of drivers for a rental to not be met, the request will be adjusted and/or denied. See section 4. RIT Driver Certifications for more information.
    5. Recognized Student Clubs and Organizations will receive an email with confirmation that your rental request has been approved. All other organizations will receive confirmation via the RIT Enterprise Service Center. No rental request will be considered approved without this confirmation.
  2. General Information for All Rentals
    1. All vans (Students Affairs and Parking and Transportation Services) have a maximum capacity of seven (7) individuals, the driver and six (6) passengers.
    2. Vans must be parked in the Parking and Transportation Services area of Grace Watson Circle parking lot upon return.
      1. Vans cannot be parked in the residence halls or apartments.
      2. For local requests over multiple days, the van must be returned to the Parking and Transportation Services area of Grace Watson Circle parking lot each night.
    3. Vans cannot be rented for more than four (4) days (96 hours) unless authorization is given by the Transportation Services Manager.
      1. Student Affairs van rentals require the additional authorization of the Student Club & Organization Event Management Process.
    4. A rental fee of $90 per van per day is assessed for any Parking and Transportation Services van rental.
      1. Student Affairs vans rented by a Recognized Student Clubs/Organizations do not have a rental fee.
    5. The borrowing organization is responsible for all fuel, tolls, fines, fees, or damage while using the van except for those incurred by the driver if negligence is shown.
      1.  Failure to return a van with a full tank of fuel will result in a fee of $5.50 per gallon filled. A penalty of $25 may also be assed.
    6. Cancellations must be received twenty-four (24) hours prior to a trip’s departure, or by 3pm on Friday for any Sunday or Monday rental.
      1. Parking and Transportation Services will email confirmation of the cancellation request. There is no charge for cancelling a van if made within the proper timeframe.
      2. A non-cancellation fee equal to one day’s rental will be assessed for any cancellation made within twenty-four (24) hours of a trip’s departure or after 3pm on Friday for any Sunday or Monday rental.
      3. The driver and organization will lose van privileges for an academic semester (Fall, Spring or Summer) after two (2) no-shows or unverified cancellations within that semester.  The loss of privileges may extend to the next academic semester should the second infraction occur within 45 days of the end of the current semester.
    7. Van packets must be filled out for each rental by the renting organization. These packets include the following:
      1. Renter information, renter responsibilities and driver responsibilities.
        1. Only drivers that are listed on the rental are approved to drive the van.
        2. Any organization who permits an unauthorized driver to operate a van may be excluded from renting vans from Student Affairs and Parking and Transportation Services in the future.
      2. Passenger Manifest Listing
        1. False information given on this manifest, or failure to complete this manifest, may result in the revocation of a driver’s certification.
      3. Van Charter Report
        1. Pre and post rental vehicle check.
    8. Van packets and keys are to be returned by 10am the business day following the rental if the return time is outside of normal Parking and Transportation Services Office hours, Monday through Friday 9am to 3pm.
      1. Failure to return the van packet and key by the time listed above will result in an assessed fee equal to one day’s rental.
    1. No food is to be transported/consumed in the vans.
    2. New York State law and RIT policy prohibit smoking and/or vaping in the van, the use or transportation of controlled substances and/or alcohol by anyone using the vans.
    3. New York State law and RIT policy requires that the driver and all passengers wear seatbelts while using the van.
    4. The renting organization is responsible for notifying the RIT Public Safety supervisor, the Transportation Services Manager, and (if a Student Club/Organization only) Student Affairs of any accidents or traffic violations that the van was involved in regardless of fault.
    5. Parking & Transportation Services may occasionally need to cancel van reservations due to unforeseen circumstances such as mechanical issues or inclement weather. In such instances, the renter will be notified as soon as possible.
      1. The renting organization, not Parking & Transportation Services, will be responsible for making alternate transportation arrangements.

  1. Travel Distance
    1. Trips over 250 miles one way must have two RIT certified drivers.
    2. RIT certified drivers are limited to a maximum of four (4) hours of driving per day.
    3. Only two (2) certified drivers are permitted to operate a van per day, with driving time not to exceed eight (8) hours total.
    4. Domestic Van Rentals
      1. Domestic van rentals, with two certified drivers will be approved for the following states:
        1. Connecticut
        2. Delaware
        3. Maryland
        4. Massachusetts
        5. New Hampshire
        6. New Jersey
        7. New York
        8. Ohio
        9. Pennsylvania
        10. Rhode Island
        11. Vermont
        12. Washington DC
        13. West Virginia
      2. Domestic van rentals, with two certified drivers may receive approval, depending upon if driving time is within eight (8) hours, for the following states:
        1. Indiana
        2. Maine
        3. Michigan
        4. Virginia
      3. All other domestic travel locations that are not listed above, will not receive approval for a Student Affairs or Parking and Transportation Services van.
    5. International Van Rentals
      1. International van rentals, with two certified drivers may receive approval, depending upon if driving time is within eight (8) hours, for the following Canadian provinces:
        1. Ontario
        2. Quebec
      2. Please note that for Recognized Student Clubs and Organizations, prior authorization from the Student Club & Organization Event Management Process must be provided to approve any international travel.
  2. RIT Driver Certifications
    1. Student Driver Certification
      1. Processed by the Transportation Services Manager
      2. Student must have a valid US or Canadian driver’s license.
        1. Students with a driver’s license issued outside of New York must provide a three (3) year Motor Vehicle Record on state letterhead, from their state/province of residence.
      3. Requesting student must submit the request through the RIT Service Center
        1. For assistance with the Authorized Department section, speak with either the club/organization advisor or Student Affairs.
        2. The certification process must be initiated by the student being certified; an employee cannot submit a request on behalf of a student.
      4. Once all the required paperwork is submitted, processing time can be up to seven (7) days.
      5. Student Certifications are valid for one year from the date of issuance, or the expiration date listed on the student’s driver’s license, whichever comes first.
    2. Faculty/Staff Driver Certification
      1. Processed by Lori Sykes ljspsn@rit.edu
      2. Must fill out the LENS MVR form.
      3. Must have a valid New York state issued driver’s license.
    3. For more information regarding certification requirements, please see Appendix A RIT Vehicle and Driver Safety Highlights.

 

Appendix A

RIT Vehicle and Driver Safety Procedure Highlights

(the section numbers listed correspond to the same sections of the Vehicle and Driver Safety Procedure)

  1. USE OF RIT OWNED OR LEASED VEHICLES
    1. RIT owned, leased or rented vehicles (RIT vehicle) may be used for RIT business by authorized drivers only.
    2. Authorization of drivers shall be restricted to RIT faculty and staff, except in those cases where students may be authorized for limited use of certain vehicles.
    3. An authorized driver is an individual who has met the requirements of Section 3 (of the RIT Vehicle and Driver Safety Procedures) and who has been granted permission by a college or department to use an RIT vehicle.
  1. ELIGIBILITY REQUIREMENTS FOR AUTHORIZED DRIVERS
    1. Drivers must:
      1. Possess a valid U. S. driver's license. Drivers of commercial vehicles must possess a valid commercial license.
      2. Have a safe driving history as defined in Section 4 (of the RIT Vehicle and Driver Safety Procedures).
    2. Faculty, staff or students who do not meet the eligibility requirements, will not be permitted to drive for RIT business. If current duties cannot be performed without driving responsibility, the individual may be reassigned to another open available non-driving position for which operating a motor vehicle is not an essential function and for which the individual is otherwise qualified. In the absence of a reassignment, failure to meet the eligibility requirements of a position shall result in the termination of the individual.
  2. SAFE DRIVING HISTORY AND MVR REVIEW
    1. A safe driving history is determined by Human Resources for employees and by the Facilities Management Services (FMS) Transportation Services Manager for students (including student employees). Motor Vehicle Records (MVRs) which include motor vehicle accident reports (including RIT Public Safety reports) and other reports may be used to make the determination. MVRs are reviewed upon hire. For faculty and staff, new violations are reported to RIT by the Department of Motor Vehicles (DMV) on an ongoing basis through an automated program. Motor vehicle accidents involving RIT owned and rented vehicles are reviewed quarterly by RIT’s Safety Committee.
    2. New York State MVRs are obtained by Human Resources or the FMS Transportation Services Manager. Out of state MVRs are to be provided by the driver, on state letterhead, from their state of residence.
    1. A safe driving history will not include conviction of any of the following:
      1. A currently suspended or revoked license.
      2. Driving While Intoxicated within the past 5 years.
      3. Driving While Ability Impaired within the past 5 years.
      4. Reckless driving within the past 3 years.
      5. Using a motor vehicle to commit a felony.
      6. Leaving the scene of an accident.
      7. 3 or more moving violations or preventable accidents within the past 3 years.
      8. 2 or more moving violations or preventable accidents within the past year.
    2. Accidents which occur on RIT business will be reviewed by the University Safety Committee to determine whether the accident could have been prevented by the RIT driver.
  2. DRIVER’S RESPONSIBILITIES
    1. Drivers of vehicles used for RIT business are required to:
      1. Report any change in safe driving history, per section 4.3, immediately to Human Resources (for employees) or the FMS Transportation Services Manager (for student van users). If the license is revoked or suspended, operating privileges will be terminated.
      2. Wear seat belts at all times and require passengers to wear them. Under no circumstances should the number of passengers exceed the number of seat belts.
      3. Possess the legal class license required for the vehicle being driven.
      4. Not allow drinking of alcoholic beverages and/or use of controlled substances in an RIT vehicle at any time.
      5. Not be under the influence of controlled substances and/or alcohol.
      6. Operate RIT vehicles in accordance with applicable local and federal laws and RIT regulations.
      7. Never transport passengers, such as hitchhikers, family members or friends for unauthorized use.
      8. Use hands-free technology with cellular phones
      9. Refrain from texting and other use of electronic devices while driving
      10. If you are in an accident do NOT admit fault. Follow the instructions in Appendix B.
      11. Immediately report all accidents/damages to your supervisor and Public Safety at (585)475-3333 if you are in an accident while on RIT business.
    2. Traffic or parking violations and citations incurred while driving on RIT business are the sole responsibility of the driver.