Using a Campus Vehicle
Washington College Vehicle Usage and Reservation Guidelines
General Policy
Washington College vehicles, managed by the Transportation Department, may not be driven more than 200 miles from campus.
Eligibility for Driving and Reserving Vehicles
- Who May Reserve: Only faculty, staff, student workers, and club presidents may reserve vehicles. Student reservations require staff or advisor approval, and all vehicle use must be for school-related activities only.
- Restrictions: Vehicles are strictly for college business; personal use is prohibited.
Reservation Process
- Standard Reservation: Requests for motor pool vehicles must be submitted at least 3 business days before the scheduled trip.
- Vehicle with Driver Requests: Reservations that include a hired driver require a minimum of one week’s notice.
- Expedited Requests: "Emergency" requests without proper notice will incur a $25 expedited request fee if accommodated.
Vehicle Types and Availability
College vehicles are available on a first-come, first-served basis and include the following:
- 15-Passenger Ford Transits (3 available)
- 7-Passenger Minivans (3 available)
- 5-Passenger Sedans (4 available)
Location of Vehicles:
- Passenger Vehicles: Located at 100 Gibson Avenue, near the Larabee Arts Building.
- Sedans and Minivans: Available in the upper level of the Stadium parking lot in the designated Motor Pool area.
Rates and Additional Charges
Rates are effective as of August 26, 2019.
| Vehicle Type | Daily Rate | Mileage Rate |
|---|---|---|
| Mid-size Sedan (5 seats) | $20 per day | $0.45 per mile |
| Minivan (7 seats) | $25 per day | $0.55 per mile |
| Ford Transit (15 seats) | $30 per day | $0.65 per mile |
Additional Fees:
- Cleaning Fee: $25 minimum
- Expedited Reservation Fee: $25
- 24-Hour Cancellation Fee: $25
- Late Return Fee: $30
- Refueling Fee: $25
- Damage Repair: Billed to the department for actual repair costs.
Vehicle Pickup
Vehicles may be picked up at the designated time. For early morning departures, keys can be collected after 12:00 p.m. the day prior to the trip. Note that taking the vehicle early is not permitted, as it may still be in use.
How to Reserve a Vehicle
To reserve a vehicle, please complete the reservation form at: Vehicle Reservation Form
Required Information:
- Trip Date(s)
- Vehicle Type and Quantity
- Driver’s Name
- Departure and Return Times (requests without times will be rejected)
- Department Name, Budget Code, and Name
- Destination
Submit a separate form for each trip; multiple dates on a single form are not accepted.
Contact Information
For questions, please contact the Transportation Services Office at 410-810-5729.
Interested in becoming a registered driver? Visit our Becoming a Registered Driver page for more information!