Middlebury College
Student Organization Travel Policy
OFF-CAMPUS TRAVEL PROCEDURES
Any group of students traveling away from the campus on a College-sponsored trip is required to follow the
guidelines listed below. Forms for travel are available in Center for Campus Activities and Leadership (CCAL),
Commons Office, or Department of Public Safety (DPS).
Start Here: Licenses
Middlebury College wishes to ensure that any individual driving a College owned, rented, or leased vehicle
possesses the ability to safely drive and assume responsibility for their passengers and vehicle. In order to reserve a
vehicle, in addition to possessing a valid driver’s license from your state of legal residence, you are required to
consent to a driver’s background check. A safety workshop is also required for all vehicles and a driving test for
larger vehicles is further required in order that you may show your competence. These classes are offered
throughout the semester. Check with CCAL or your Commons office for the available workshop times. Processing
a Middlebury College Vehicle Driver’s License can take up to one week so please plan ahead.
After completing a defensive driving course (car, 7 and 15-passenger van) a road test is also required to drive a 15passenger van. You may obtain a Middlebury College Vehicle Driver’s License from the Department of Public
Safety. You will need to have a valid driver’s license from your home state and have driven for at least three (3)
years. International students will need to obtain a Vermont license within 3 months of arriving in the state in order
to be issued a Middlebury College license. Keep this license with you at all times when operating the qualified
vehicle. No reservations will be made without this license. In order to maintain your Middlebury College license
you need to maintain a clean driving record. Students with outstanding moving violations will not be permitted to
drive on College business.
License Requirements
* Valid U.S. driver’s license *
* 3 years of driving experience *
* Driving background check *
* Defensive driving test (all vehicles) *
* Road test (15-passenger van) *
How to Reserve Vehicles
1.
Please make sure to arrange to obtain your license or arrange for a licensed driver before making your
reservation.
2.
Arrange for a vehicle through the online Vehicle Reservation Form. Your Commons Coordinator
or CCAL can help. The minimum notice for reserving a vehicle is two (2) weeks prior to the event.
Confirm funding for vehicle use by completing a Finance Committee Request Form and submitting it
for review at the Committee’s weekly meeting. You cannot charge a College vehicle to your
organization’s account without this permission.
3.
To make a reservation you will need to provide: Name of Trip Leader, Exact destination, Organization
/ Commons name, Dates of travel, Time of departure and return, Banner INDEX
4.
A Trip Leader must be designated for every vehicle going on a trip. A Trip Leader is a student
selected by the group to be the contact person for the trip. He/she will be responsible to ensuring the
accuracy of all forms and for contacting the College in case of an emergency or accident. By default,
the person making the reservation for the trip will be listed as the Trip Leader.
How to Pick up and Return a Rented Vehicle:
STEP 1: BEFORE YOU DEPART
Types of trips
There are three types of student trips –
Trip
These are defined as student organization or Commons trips to or from a location with an intact set
of students. Trips must complete all forms and paperwork as detailed below.
Example: Commons trip to Boston to see a baseball game; Debate Team trip to Dartmouth for a
competition.
Shuttle
These are defined as student organization or Commons arranged vehicles to pick-up and/or drop
off individuals from a specific location to another location or multiple locations. Shuttles must
complete the top section of the Trip Departure Form and submit it to the Department of Public
Safety. The hosting department or student organziation must maintain a master list of potential
participants.
Example: Airport shuttles
Car rides
Students using vehicles for local transportation for volunteer activities must submit the following
information to the Alliance for Civic Engagement at the beginning of each term. Students are
responsible for making changes if necessary.
Personal Vehicles: Name of student volunteer; volunteer group; name of occupants of
vehicle (if any); driver’s date of birth; Driver’s license number and State; Midd ID
number; campus phone number; Make, Model, and Year of personal vehicle; License
plate number; Owner’s name; Insurance Company; agent.
College Vehicle Rental: Name of student volunteer; volunteer group; name of occupants
of vehicle (if any); driver’s date of birth; Driver’s license number and State; Midd ID
number; campus phone number
Trips Departure Forms must be completed for a specific destination with the Alliance for Civic
Engagement. This form may be kept by the student and used for multiple trips throughout the
academic term. It is not necessary to complete a new form for each trip.
If a College rental vehicle is used, the student must show their Middlebury College Diver's
License and Trip Departure Form at the Vehicle Rental Office or Heating Plant in order to pick up
the vehicle.
Example: Community Friends
Trip Departure Form
Submit a completed Trip Departure Form when picking up your vehicle from the Heating Plant or the Facilities
Vehicle Rental Office. These forms are available at CCAL, Facilities Vehicle Rental Department or downloaded
from the CCAL website. One form must be completed for each vehicle being used. All drivers must be present to
show their College licenses. The Trip Leader is responsible for insuring that the information on the form is accurate.
Changes
Changes to the form must be communicated to the Vehicle Rental Office (ex. significant delays in reaching the
destination or in returning home; change in students riding in the vehicle).
Delays in return
If you will be delayed past the time of your stated return, please contact the Facilities Vehicle Rental Office as
delays may impact other groups.
Transportation of minors
If underage (younger than 18 years of age) Middlebury College students are transported off campus, the Trip Leader
must have a copy of a Permission Form / release from liability for each underage student signed by the student’s
parent or guardian. Permission Forms must be copied and attached to the submitted Trip Departure Form.
Gas
When using College-owned vehicles, credit cards for gas purchases may be arranged for through the Facilities
Vehicle Rental Office before departure. Receipts must be kept for submission when the credit card is returned. Do
not use your own funds to pay for gas as you will not be reimbursed. The rental rate includes the cost of gas.
Personal vehicles may not be fueled using the College gas pump or College credit cards. Violation of this policy
will result in disciplinary action and loss of driving privileges.
If you are using a College vehicle, before you leave the College please check your gas gauge to make sure that it is
full. If you need gas, follow the following instructions to use the College’s automated gas pumps. The gas key will
be attached to your key ring. The pumps are located behind the Service Building. When you return from your trip
please remember to refill your vehicle.
How to use the gas key:
1. Insert the gas key into the pump where indicated. You will be told when to remove the key.
2. Using the keypad, enter the number of miles on the odometer and press ENTER
3. Using the keypad, enter your ID # and press ENTER
4. Using the keypad, enter the Pump - #01 and press ENTER
5. Lift the lever on the pump to the on postion and pump your gas. When you are finished please return the
gas nozzle to its place. DO NOT TOP OFF THE TANK.
Cash
Trip Leaders should carry with them sufficient cash or credit to resolve most reasonably foreseeable problems.
When using College-owned vehicles, credit cards for gas purchases may be arranged for through the Facilities
Vehicle Rental Office before departure. Receipts must be kept and submitted when returning keys..
Cancellations
Be sure to notify the Facilities Vehicle Rental Office (x5462) or your originating department if you need to cancel
your reservation. Repetitive “no-shows” will result in the forfeiture of your privilege to use the College-owned and
arranged vehicles. Your student organization or Commons account will be charged for “no-shows.”
Use of Personal Vehicles
Groups must follow all procedures outlined in Step 1 of the rental instructions if they are using their personal vehicle
on College business. You must notify your own insurance company in the event of an accident. Travel expenses
will only be reimbursed with Finance Committee approval and after a Trip Departure Form is properly completed
and submitted.
Before You Depart
* Completed Trip Departure Form *
* Gas cards from Facilities Vehicle Rental (College-vehicles) *
* Gas from College pump (College-vehicles) *
* Cash *
* Permission Forms for minors (if applicable) *
STEP 2: PICKING UP THE VEHICLE
During business hours (8:00 a.m. – 4:00 p.m.):
Pick up the keys and your trip ticket from the Facilities Vehicle Rental Department in the Service Building. You
will need to present your Middlebury College Vehicle Driver’s License and a Trip Departure Form.
After 4:00 p.m. or on weekends:
Pick up keys and trip ticket from the Heating Plant next to the Service Building. You will need to present your
Middlebury College license and a signed Trip Departure Form.
Picking up the vehicle
* Write the beginning mileage on the trip ticket. *
*Confirm that the gas tank is full and that all gauges read normal *
* Prior to moving the vehicle, conduct a visual check of the vehicle and a manual check of lights,
brakes and other safety features. Report damage to Facilities Vehicle Rental or Heating Plant. *
* Visually confirm that tires are inflated. *
STEP 3: ON THE ROAD
Students who receive authorization to operate a College owned, rented or leased vehicle must drive responsibly and
safely. All motor vehicles regulations, College policies, and state laws must be followed. The driver is responsible
for passengers. Make sure everyone uses seat belts anytime the vehicle is in motion. This is also a state law.
Long Distance Trips
On long trips, we recommend the driver stop for a rest about every two hours, and rotate with another driver after
three hours, if possible, otherwise hourly stops thereafter. Drivers should avoid driving overnight after working or
competing during the previous eight hours. Don't drive when tired! There must be someone awake next to the
driver at all times (not the back up driver).
Alcohol and Tobacco
No alcoholic beverages (open or unopened) are permitted, at any time, in a College owned, leased, or rented
vehicle. Use of tobacco products (smoking, chewing, etc) is not permitted in College owned, leased, or rented
vehicles.
Capacity and Seat Belts
Do not exceed the capacity of the vehicle or the number of seat belts. Vehicle capacity is limited to the number
listed in the owner’s manual. There must be one seat belt for each passenger.
Traveling In Convoy
When multiple vehicles are traveling in together, all vehicles shall have printed directions to the destination, and the
phone numbers of DPS (802-443-5911) and the intended destination. Wherever possible, the vehicles shall be in
contact via cellular phone. All vehicles should have an understanding as to a plan in the event of separation (i.e.
meeting spots, or a decision to forge ahead to the exact destination alone – as appropriate).
Inclement Weather
If during the course of the trip it is determined by the driver that weather or road conditions are unsafe for travel, the
driver should stop at a safe location and wait for condition to improve. Since weather conditions may vary within a
short distance, the driver should use their best judgment to determine driving conditions. In the case of a state of
emergency, the Department of Public Safety reserves the right to postpone the trip until conditions change and the
state of emergency is canceled.
Emergencies
In case of a vehicular or medical emergency you must contact local authorities by calling 911 immediately. Once
the immediate situation is resolved, the Trip Leader must contact the DPS to notify the College of the incident (802)
443-5911. The trips leader will then communicate with the office responsible for the trip – CCAL or Commons –
to inform them of the situation. Communication will include the nature of the emergency and the group’s plans.
Accidents and Breakdowns
If you have an accident while traveling in a College-owned vehicle or using your own vehicle on College business
you will need to follow the steps below. Reports of accidents will be forwarded to the Dean of Students, Facilities
Vehicle Rental, and the College’s insurance representative. If appropriate, student drivers are responsible for the
payment of deductibles. If the vehicle you are driving has mechanical difficulty (breakdown) you will contact the
Department of Public Safety who will contact the appropriate College officials.
Middlebury College-owned Vehicles:
On Campus
If the accident occurs on College property before leaving on a College-sponsored trip, notify Public Safety
immediately. Public Safety is responsible for investigating the accident and, if necessary, they will notify
the local police. If anyone is injured, the Middlebury Volunteer Ambulance Association should be called
immediately. Public Safety will notify the Dean of Student Affairs Office.
Off-Campus
If the accident occurs off-campus while you are driving a College-arranged vehicle, you must contact the
local authorities (law enforcement or medical) and provide them with information about the accident and
the College’s insurance policy (information provided on the Trip Departure Form). Please request a copy
of the accident report. In addition, you should obtain the name, address telephone number, and insurance
information from any other parties involved. You must contact Public Safety after contacting local
authorities if you in involved in an accident. Include with your statement to the dispatcher all information
relating to the nature of the injuries or damage. The dispatcher will then contact the appropriate College
personnel to assist the group.
If you are involved in an accident that does not result in personal injury or major property damage, you
must report the accident upon your return to campus.
Rented Vehicles
If you are traveling on College business in a rented vehicle you will need to follow the steps outlined above.
In addition, the College’s rental insurance company, and the Facilities Vehicle Rental Office.
STEP 4: RETURNING THE VEHICLE
During business hours weekdays (8:00 a.m. – 4:00 p.m.):
Record the ending mileage and return the keys and trip ticket to the Facilities Vehicle Rental Department.
After 4:00 p.m. or on weekends:
Return the keys and trip ticket with the Heating Plant. If you arrive after hours you will need to use the call box
outside the Heating Plant door.
Returning the vehicle
* Write the ending mileage on the trip ticket. *
* Please make sure that all windows of the car are closed *
* Refill your vehicle with gas (College-vehicles) *
* Remove all trash *
* Lock the vehicle *
Long distance travel policies and guidelines
Student organizations wishing to travel 300 miles or more from campus are required to submit a
travel plan to Student Activities (SA) for vetting. While every effort will be made to work with
student orgs to devise an acceptable plan, SA reserves the right to deny approval for any such
travel should it be deemed necessary to do so for risk management or other reasons.
Relevant policies
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Plans must be submitted to SA a minimum of 1 month prior to the departure date. Plans
submitted less than 1 month prior to the departure date will not be approved.
Groups may drive a maximum of 300 miles, or not more than 6 hours total driving time, per
travel day. Hotel or camping receipts, or other documentation of an overnight stop, may be
checked upon return to campus.
Groups must have a minimum of 1 College-licensed driver for every 150 miles, or 3 hours of
anticipated travel, and switch drivers when these limits are reached.
“Caravanning” (traveling in convoy) is not permitted. When multiple vehicles are involved,
departure times should be staggered to avoid such travel.
Drivers may not use cell phones when driving.
Relevant guidelines
 Groups planning long distance travel (300 miles or more from campus) are strongly encouraged
to investigate mass transit options as possible alternatives to College vans.
 Groups should maximize daylight driving time in their travel plans.
 Groups should exercise conservative judgment regarding driving in poor weather. If in doubt,
postpone your travel or get off the roads until conditions improve.
 Newly College-licensed drivers are strongly encouraged to practice driving vans prior to any long
distance travel. Arrangements to do so may be made through your group’s leadership and the
Vehicle Rental Office.
 All drivers should review the College’s Drivers License policy at
http://www.middlebury.edu/offices/health/ehs/policies/Driverslicense prior to departure.
NOTE: Trips involving vehicles owned by student organizations (eg. Middlebury Mountain Club
van) must submit the name of the contact person for the trip, the destination and purpose of the
trip, a justification for an exception, and the names of all drivers to the group's adviser at least
two weeks before the trip.
IMPORTANT SAFETY AND INSURANCE INFORMATION
If you are in an accident or your vehicle breaks down you must call the
Department of Public Safety at Middlebury College
802-443-5911
General Information
If an accident occurs off-campus while you are driving a College-arranged vehicle, you must contact local
authorities (law enforcement or medical) and provide them with information about the accident and the College’s
insurance policy (information provided below). Please request a copy of the accident report. In addition, you
should obtain the name, address, telephone number, and insurance information from any other parties involved.
You must contact the Department of Public Safety after contacting local authorities if you in involved in an accident.
Include with your statement to the dispatcher all information relating to the nature of the injuries or damage. The
dispatcher will then contact the appropriate College personnel to assist the group.
If you are involved in an accident that does not result in personal injury or major property damage, you must report
the accident upon your return to campus.
College Official and Address
Middlebury College
c/o Tom Corbin, Assistant Treasurer
161 Adirondack View
Middlebury, VT 05753
College Vehicle - Automobile and General Liability Insurance (College Vehicle)
United States Fire Insurance Company
Policy Number: 133-721605-8
Telephone:
888 890 1500, ask the operator for Commercial Auto Claims.
Insurance Cards are in all College-owned vehicles.
Rental Vehicle - Automobile Insurance Company
Claims under the Rental Car Insurance Program are handled by calling the College Insurance Representative at (802)
443-5504. This insurance provides coverage for damage to the rented vehicle. There is no need to purchase
insurance from the rental company. Please notify the College Insurance Representative if you have an accident in a
vehicle from Enterprise or Thrifty.
College Phone Numbers
Middlebury College
Department of Public Safety
Facilities Vehicle Rental
Insurance Representative
Campus Activities
7/23/2016
802-443-5911
802-443-5462
802-443-5504
802-443-3103
Atwater Commons
Brainerd Commons
Cook Commons
Ross Commons
Wonnacott Commons
802-443-3310
802-443-3320
802-443-3330
802-443-3340
802-443-3350