Vehicle Request Form
Vehicle Inspection Report
Pre-Trip Vehicle Inspection
Motor Vehicle Release Form
College Fleet Vehicle Procedures
Carl Sandburg College has two fifteen passenger Activity Buses, one nine-passenger Ford Van, and one six passenger minivan for the use of College employees for College business. These vehicles are used for athletic events, field trips, meetings, etc. The minimum number of riders required before a van/bus may be used is four (4). Only Carl Sandburg College Faculty or Staff are allowed to drive the vans with a valid drivers license. Before any person may drive the Activity Bus, they must first schedule a session to become familiar with driving it by contacting the Dispatch/Switchboard at 5304 (341-5304). Seat belts must be worn by all passengers at all times when traveling in CSC vehicles.
Please note: Vans are not always scheduled on a first come-first serve basis. Consideration may be given to the size of the group plus length and distance of the trip.
How to reserve a van:
To check and see if a vehicle is available the date and time you need it, go to the "Van Schedule Calendar", which is accessed through the "Public Folders" on the CSC Network. You may access the Van Schedule Calendar through "Public Folders – All Public Folders" in Outlook on your computer when on campus, or through the Carl Sandburg College website accessing CSC Net – CSC Mail and then going to the "Public Folders"
Fill out the Vehicle Reservation Form and do one of the following:
1) Send the form to CSC Dispatch, in the Security office of Building "D".
2) Email the form to: firstname.lastname@example.org , or
3) Fax the form to attention CSC Dispatch at 344-1395 with the date, destination and expected departure and return times and account number to charge, filled out.
After receiving your confirmation from CSC Dispatch, you may pick up keys and a trip mileage card for the van or bus you reserved, at the desk of the CSC Dispatch in the Security Office Building "D". After normal hours you will need to contact Security at 341-5304 to pick up vehicle keys. Depending upon your time of departure, the keys will be available the day of the trip or the evening before. It is essential that you include your departure and return times when you make your reservations so that the van and keys will be ready for you at the appropriate time.
The trip card should be filled out with your (the driver's) name and destination and the current mileage of the van reserved for your use, and number of passengers.
Do not leave any private vehicles in the Maintenance Building Parking Lot, and do not park in the grass.
You will be charged at the rate of .50¢ per mile. The account number you plan to charge this mileage against should be written on your request form and on the trip card.
When returning to campus, as a courtesy, please call Security at 341-5304 when you are approximately 10 minutes from campus so they can meet you, and take the vehicle for the maintenance it needs after the trip. This is also a courtesy to you if you arriving back at campus late at night. Please fill in all of the information requested on the trip card. This includes returning mileage, any problems encountered during your trip, the driver's name and how many passengers. The van should be returned to the parking area where you picked it up. A check of the van should be made to assure that all personal belongings and trash are removed from the vehicle.
Return the keys and trip ticket to the CSC Dispatch. In the event that additional fuel is added and paid for by you please send a copy of the gas tickets to the Dispatch so they may adjust the mileage charged to your departments general ledger account. You will also need to fill out a request for reimbursement and submit it to your Budget Manager for approval. If you return to campus after the offices are closed, lock the keys and completed trip ticket in the van. Security Personnel will service the van and return the keys and trip ticket to the proper person. DO NOT take the trip ticket with you if you leave the keys in the van. The trip ticket always stays with the van keys. You must either turn the ticket in with the keys to the office or leave it with the keys in the van.
Never assume that it is O.K. to keep a van longer than requested. Scheduling is often very busy and tight with vans being used by different groups on the same day. Security personnel have the schedules for van use and monitor their departures and returns. A very late return or no return at all is cause for concern. If you have problems during your trip call Security Personnel at 309-341-5304.
As the staff and faculty are the only people that are authorized to drive the vans, we rely on you to report any problems experienced with the vans. This will assist us in scheduling of general service as well as other needed repairs.
If a college vehicle is not available, a rental can be arranged. This must be done through Dispatch. Also, if you use a rental, the daily rate will be charged to your department. The gas tank must be topped off upon your return to the campus. You are responsible for returning the vehicle to the rental company upon your return.