University Motor Vehicles and Use of Personal Vehicles

(The information below was taken from the Elon University Student Handbook, which serves as the official Elon University policy. It is listed here for your convenience.)

The University maintains vans, SUV’s and cars (collectively referred to as University vehicles) for use by recognized student groups, faculty and staff for official university business. Only those persons on the University's approved drivers list and who maintain a good driving record may operate a university vehicle.

In order for students to be eligible to operate University vehicles, a University Motor Vehicle Drivers Training Course must be completed. The course consists of an online application, classroom instruction and road test. To qualify for the course, students must be at least 19 years of age, have had three years of driving experience and maintain a safe driving record. Faculty and staff are not required to complete the course only if they are driving university motor vehicles designed for fewer than 7 passengers.  However, if they are operating a motor vehicle that holds more than seven passengers then they must also complete the Motor Vehicle Drivers Training Course. An online driver’s application must be submitted and approved before drivers can take the training course. Once the driver successfully completes the Motor Vehicles Drivers Training Course they will be added to the University’s drivers list. Driver application forms are available ONLINE through Business, Finance, and Technology. Please note that only drivers who meet the underwriting standards of the University’s insurance company will be approved to drive University vehicles.

Student groups who use university motor vehicles must have a faculty/staff advisor with them if the vehicle is taken outside a 60 mile radius of Elon University. Faculty, staff and students are insured by the University's policy while operating University owned or University rented vehicles. Students and employees’ personal automobile coverage is primary when using their own vehicles on University business including attending events required for academic credit.

Students are expected to uphold all local, state and national laws when driving University vehicles. Students are also expected to uphold the Elon University Honor Code and will be held to the Elon University Student Code of Conduct while driving or riding in University vehicles. Alcohol is prohibited in University vehicles at all times.

Policies for Driving Motor Vehicles for University Organizations

All motor vehicles driven during activities or trips, whether owned by the University or leased for the duration of the trip may be driven only by approved Elon University drivers. These vehicles must be operated in full compliance with applicable campus policies and state laws. Each organization is responsible for ensuring that each trip has approved drivers. Organization Advisors and their members are eligible to use the Elon University motor vehicles for travel throughout the school year. These vehicles require certified drivers and the keys to be picked up prior to departure.  All reservations require that all of the following items are submitted before van keys can be picked up: the passenger list, organization or department account number, driver and license information, and the destination of travel with anticipated mileage. Keys can only be picked up during the Moseley Center’s regular hours of operation (http://www.elon.edu/e-web/students/campuscenter/hours.xhtml).

To become a Certified Elon University Motor Vehicle Driver:

  1. Drivers must have no less than three years of driving experience, must not be a first-year student, and must submit an online application in order to be considered for approval.
  2. Once the application is approved, drivers must read and become familiar with the Elon University Guidelines for Motor Vehicle and successfully complete the University Motor Vehicle Drivers Training course.
  3. Use of the 15 passenger mini-bus requires additional training. Inquire at the information desk located in Moseley Center for more information.
  4. Elon University may make exceptions to the policies based on an individual's driving history or special needs.

Who can use Motor Vehicles? All students who are members of recognized student programs and organizations that are traveling off campus for an event. The student drivers are required to be motor vehicle certified with the Moseley Center. The motor vehicles are available for service projects, practices, games, break trips, travel to conferences and other approved activities. The organization must not exceed the number of approved occupants in a motor vehicle at one time when traveling. This is governed by the number of seatbelts provided.

How much will it cost? Student organizations are responsible for covering the cost of travel, including gas. Elon University has 12-passenger vans, a 9 passenger handicapped accessible van, 7 passenger mini vans, a 14 passenger mini-bus, and a 24-passenger bus (requires CDL to drive).  (The Kernodle Center’s Safe Ride program has some cars for use only within one mile of the campus.)  Located in the Colonnades parking lot, these vehicles provide student organizations the opportunity to travel off-campus for events. The 9 and 12 passenger vans have a thirty gallon tank and get approximately 13.5 miles per gallon.

Reservations: Reservations are on a first-come, first-serve basis. A student organization/program member must complete online reservation form through PhoenixCONNECT at www.elon.edu/PhoenixCONNECT.

Check In, Check Out: The motor vehicle check-in and check-out will be handled by the Moseley Center staff on the day of the scheduled trip. (Keys can be picked up the day prior to the schedule trip if leaving before the building’s hours of operation). At the time of motor vehicle check out, the driver is required to be certified, have a valid driver's license, and be on the University's approved driver's list (requires a license check by the University's insurance company). The driver must provide the destination and anticipated miles to be traveled, the organization/department’s account number, and a passenger list (passenger list may not be required in some situations). A key will be given to the driver with a matching number which can be found on the front windshield of the van. If the assigned van is not filled with gas, contains trash, has been damaged or needs immediate maintenance call the Moseley Center at 336-278-7215.

Upon returning from the trip, the key along with a completed motor vehicle mileage card (affixed to the keys) should be turned in to the Moseley Information Desk immediately. If the organization/group returns during an off hour, the driver is responsible for making sure that the key is at the Moseley Information Desk for the next group to use the following morning.  All motor vehicles must be returned cleaned by emptying all trash and removing all belongings. It also must be returned with a full tank of gas! There is a minimum $25 fee for not refilling the gas tank or removing trash.

Driver Responsibility:

  1. Driver(s) must have a valid driver's license with them.
  2. Driver(s) or organizations are personally responsible for any law violations that result in warrants, fines, tickets, or damage.
  3. Driver(s) or organizations are financially responsible for uninsured costs, including the deductible, incurred in any accident in which they are involved.
  4. Ensure all passengers wear seatbelts.
  5. Do not use cell phones or other electronic devices while driving. Calls or texting is prohibited.
  6. Drive no faster than the posted speed limit or 65 mph, whichever is lower.
  7. Follow all traffic safety laws

Advisor's Responsibility: To verify the trip in regard to its appropriateness, length, destination, and purpose. The role of the advisor is to review with the student trip leaders and officers the group’s reservation and understanding of all policies, and advise the students to provide all required motor vehicle and trip information. University policy requires an advisor to accompany all student trips outside of a 60 mile radius of Elon University, or advise the students on finding an appropriate university faculty or staff person to do so.