Van Reservation

Usage Policy for OWU Vehicles for Group Travel

If you are traveling on behalf of the University with your student organization, you must complete a Travel and Transportation form on Engage. The travel form must be completed and submitted 7 business days prior to departure.

OWU Van Registration

Motor Pool Policy (coming soon!)

Driver Requirements

Only pre-authorized drivers may drive University vehicles for group travel. In order to be authorized to drive a University vehicle for group travel an individual must:

• Be eighteen years of age and have two years of driving experience.
• Fill out and submit a Motor Vehicle Report (MVR) release form. The form can be found at owu.edu\transportation.
• Complete MVR release electronic form. Public Safety will acquire a MVR report to determine if the driver applicant is qualified.
• Qualified applicants will receive an email with instructions to complete an on-line driver safety training modules administered by the University's insurance carrier.
• Be approved by the University Insurance Carrier*

The University reserves the right to deny authorization or withdraw authorization to drive a University vehicle for any reason at any time. Applicants that are denied authorization will be notified.  Student, employee and volunteer drivers must re-register every 2 years.

Charges

Note: If a van is reserved, you must cancel your reservation at least 3 business days in advance. 

*Cancellations due to weather or circumstances beyond the control of the sponsoring department will not incur a late charge, on a case-by-case basis.

**Half-Day Rate is a vehicle reserved for five hours or less.

To Reserve a Van 

1. Reservations for the use of University vehicles for student organizations are made through the Student Involvement Office. Requests for University-provided transportation must complete the Travel and Transportation form on Engage.
2. The Student Involvement Office will review the submitted form and either accepted or deny the request. If the request is accepted, the Student Involvement Office will arrange for the vans to be reserved through Motor Pool. 
3. Individuals who submitted requests will receive an email notification when the request is approved or denied. 

Picking up Your Van

Vehicles can be signed out at the Motor Pool Office on the date indicated on the reservation. The SIO Student Purchasing Coordinator or the Assistant Athletic Director (club sports only) can provide this information. Keys may not be picked up any earlier than 1 hour before the scheduled departure time.

• Motor Pool Hours: Monday – Friday, 7:00 am to 3:00 pm
• Motor Pool Address: 30 Wilmer Street, Delaware Ohio
• Weekdays after hours (Monday-Thursday 3:00 pm - 7:00 am), keys must be picked up no later than 3 pm on weekdays. 
• Weekends after hours: (3:00 pm  Friday - 7:00 am Monday)
  • Contact Public Safety at x 2222. An officer will meet you at the Motor Pool Office

VEHICLE SIGN OUT: At this time the driver must sign for the keys, fuel card, vehicle notebook, and any other items requested for the trip.

GROUP TRAVEL FORM: A Group Travel Form must be completed and presented when picking up any vehicle.  This form includes a list of all drivers and passengers. 

KEYS WILL ONLY BE GIVEN TO A DRIVER LISTED ON THE GROUP TRAVEL FORM.  The group travel form can be found at owu.edu\transportation  

VEHICLE INSPECTION: The driver must walk to the vehicle with the Motor Pool representative to perform a visual inspection, noting any damage or lack of cleanliness at that time

Returning Your Van

DROP OFF: Vehicles shall be returned to the Motor pool office on the date and time of the reservation.

VEHICLE SIGN IN: All keys, fuel card, vehicle notebook, and any other items signed out with the vehicle are to be left with Motor Pool representative.  (If the vehicle is returned after hours, place items in the night deposit slot in the main Motor Pool door.)

VEHICLE INSPECTION: A post-vehicle inspection will be performed and damage will be noted and charged to the department/organization that requested the vehicle.

• All vehicles are to be returned in the condition in which they were received.
• Vehicles must have ¾ tank of fuel.
• All loose trash must be properly disposed of.
• If the vehicle's interior is dirty, fuel is needed or items are lost, the department/organization that requested the vehicle will be charged.