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Vehicle Rental

 

The Fleet Safety Policy identifies the guidelines and training requirements for use of all campus owned, leased, or rented vehicles with additional restrictions for larger passenger vans (10-plus). 

All drivers must complete the required training prior to April 15, 2016. Vehicle requests after this date will be denied without the completion of required training.

For more information about the guidelines and training requirements, email motorpool@augustana.edu or call the Office of Facility Services at 309-794-7278.

Age requirements

Minimum age requirement is 21 for campus owned, leased, or rented cars, trucks, mini-vans and personal transport vehicles (PTVs), such as golf carts, GEMs and Gators.  

Minimum age requirement is 25 for all 10-plus passenger vans, no exceptions. This includes all campus owned, leased and rented 10-plus passenger vans.

Required training

Before driving any vehicle for college business or events, ALL drivers are required to complete the online safety training relevant for the type of vehicle they will be using.

Students only need to complete this training once during their time at Augustana. Employees need to renew their training every four years.

Training for street vehicles consists of three different modules: Defensive Driver (all vehicles); Large Van Module 1 (10-plus passenger vans) and Large Van Module 2 (10-plus passenger vans). Each session takes about 15-20 minutes to complete and can be accessed from any computer on or off campus.

Employees are responsible for requesting the necessary training by completing the Training Request Form. Within 48 hours of completing the request form, the employee will receive an email link to gain access to the training with an assigned deadline. Successful completion of the training is required for all drivers.

Training for PTVs, which consist of golf carts, GEMs and Gators, is different. Those wishing to use a PTV must view the PTV Training PowerPoint and complete the training record at the end. The training record needs to be sent to motorpoor@augustana.edu prior to utilizing a PTV.

Student drivers

Must have at least two years of driving experience.

Complete required training as outlined above

All student drivers are required to pass a Motor Vehicle Record (MVR) check. This process needs only to be completed once during the students' time at Augustana.

The MVR Authorization form must be completed. The completed form should be sent, along with a copy of the driver's license and signed copy of theCredentialed Driver Agreement, to motorpool@augustana.edu for processing. Typically, results take 48 hours.

Frequent drivers

"Frequent drivers" are those who are required to drive for their jobs. They also must complete and pass an MVR check (bi-annually). The MVR Authorization form must be completed. Once completed, the form should be sent along with a copy of the drivers license and signed copy of the Credentialed Driver Agreement to motorpool@augustana.edu for processing. Typically results take 48 hours.

Must have at least two years of driving experience.

Complete required training (every four years).

Occasional drivers

"Occasional drivers" are those who will be driving a campus owned, leased or rented vehicle on a minimal basis. They are not required to do so as part of their job. This could include but is not limited to faculty, staff and volunteers.

No MVR is required for occasional drivers. However, the Credentialed Driver Agreement  and a copy of the driver's license need to be sent to motorpool@augustana.edu.

Must have at least two years of driving experience.

Complete required training (every four years). Volunteers or non-employees can request the online training by using the Training Request Form.

Large passenger vans (10-plus)

Minimum age requirement is 25 for all 10-plus passenger vans, no exceptions. Again, this includes all campus owned, leased and rented 10-plus passenger vans.

Augustana-owned vans now will be limited to local use only (within 50 miles), and will not be available for rental on long-distance trips. Due to this restriction, it is required that contracted rentals be used. Please be sure to plan accordingly, as contracted rental rates may be higher than rental rates for Augustana-owned vans.

K-12 passengers (18 and younger) are not allowed to travel in 10-plus passenger vans at any time. This includes shuttle services on campus for visit days, camps, athletic events or any travel to and from events off campus.

Vehicle reservations

Reservations for renting cars need to be made at least two business days in advance to guarantee availability.

Reservations for renting trucks, SUVs, mini-vans and  10-plus passenger vans need to be made at least seven business days in advance. However, due to the limited availability of these vehicles, more advance notice is suggested.

All campus owned, leased, or rented vehicles are to be reserved using the Campus Vehicle Reservation Form. Upon completing the form, you will receive an email confirmation within 24 hours.  If you are reserving a Enterprise vehicle, you must also fille out the Enterprise Signature on File form and return it to the Facilities Services office.

 

Enterprise Rentals Made Outside Facilities Services Office

  1. If you are renting a vehicle from Enterprise on your own, you must put the rental on your Augustana purchase card
  2. The vehicle must be picked up and dropped off at the location you rented it from.  Do not call and request the vehicle be dropped off at Augustana or be picked up Augustana if you are renting on your own. 
  3. You must follow the Fleet Safety Policy requirements for driving a vehicle for college business (info at top of page).
  4. You must have a Enterprise Signature on File Form filled out and turned in to the Facilities Office before renting on your own. 

During your travel, you must always have the following documents with you:

  1. Current, valid Driver's License
  2. A printed copy of the accident form
  3. A copy of the Augustana auto insurance card.  Copies of the insurance card are in the glove compartment of all Augustana owned vehicles.  They are also placed inside each vehicle rental packet. 

 

Vehicle Rental Prices (Local Only Trips - Quad City immediate area)

      Augustana 12 - Passenger Van Rental Fee's (drivers must be 25+ years or older)

  • Under 4 hours (round trip)    $20.00
  • 4+ hours (round trip)            $40.00

Augustana vans can only travel 70 miles from campus.  Any distance beyond 70 miles will require a Enterprise rental.

 

Golf Cart (6 Passenger) or GEM Car

  • No Charge for campus use
  • Must be 21+ years old
  • Must complete the PTV Training PowerPoint and training record at the end. The training record needs to be sent to motorpoor@augustana.edu prior to utilizing a PTV.
  • Rentals must be used for Augustana campus functions
  • Rentals must be made by a Faculty/Staff member
  • Students CANNOT rent either vehicle

     Enterprise Vehicle Rental Fee's (per 24 hour period)

  • Standard Car
    • Daily       $38.53
    • Weekly   $211.92
    • Montly    $809.1
  • Full Size Car
    • Daily      $40.03
    • Weekly  $220.17
    • Monthly $840.63
  • Mini-Van
    • Daily      $62.53
    • Weekly  $343.92
    • Monthly $1,313.13
  • SUV (medium)
    • Daily      $63.53
    • Weekly  $329.00
    • Monthly $1,334.13
  • SUV (large)
    • Daily      $73.53
    • Weekly  $384.95
    • Monthly $1,544.13
  • 12 - Passenger Enterprise Van (drivers must be 25+ years or older)
    • Daily      $111.03
    • Weekly  $610.67
    • Monthly $2,331.63

Accidents and Insurance

The driver MUST notify the proper authorities (local police, state patrol or sheriff) in the event of an accident. During business hours, Tammy Sullivan should also be notified. 309-794-7203.

A complete report of the accident must be filed as soon as possible at the Business Office. If the vehicle is disabled, have it towed to the nearest repair garage. Do not commit repair work to the garage until authorized by the Business Office. Please obtain an Accident Insurance Form and complete as much information as possible and return to the Business office.  

The Collision Damage Waiver (CDW) should not be accepted, as this will create a redundancy of coverage and increase in the cost of the rental. The College's master insurance policy includes rental vehicle coverage for vehicles valued at less than or equal to $35,000. The coverage includes a $1,000.00 deductible. In the event of an accident, applicable repair costs up to the deductible will be born by the department of the user. An employee operating a College or rental vehicle for College business is covered by the College's worker's compensation and liability policies.