SA Van Policy

COVID-19 Update

Due to COVID-19, all individuals using SA vans must wear masks at all times regardless of vaccination status.

Wilson Commons Student Activities manages two 7-passenger vans which are available to be reserved by College Student Organizations, Fraternity and Sorority Life Groups that have been approved for student association supplemental funding, and Wilson Commons Student Activities. 

Vans are reserved through EMS and must be submitted by the approved driver who will be driving the van, using Virtual EMS.

SA Van Policies

  • All van requests must be submitted at least 5 business days before the reservation date.
    • Submissions received after this timeframe will not be accepted.
  • Vans should be used to facilitate the successful operation of your student organization's mission, examples of use include:
    • Educational opportunities
    • Volunteering
    • Group bonding
    • Facilitating events (e.g. pick up supplies or transportation).
  • Vans can be reserved for no more than a 4-hour period. Trips that exceed this time limit must have explicit approval by submitting an Exception Form.
  • Van use is limited to a 25-mile radius of the University (50 miles round trip for each reservation). Trips that will exceed that amount must submit an Exception Form and receive have explicit approval.
  • In general, organizations can only reserve 1 van at a time.
  • Friday or Saturday reservations cannot be made more than 30 days prior in an effort to allow an equal opportunity for student organization van usage.
  • Friday or Saturday recurring reservations will not be considered.
  • All cancellations must be processed in EMS by the organizations VEMS contact. Frequent last-minute cancellations, will be documented and may result in loss of van privileges.
  • Vans returned later than the indicated return time may result in the loss of van privileges.
  • SA vans must be driven by an approved driver. See below for details.
  • If you would like to request an exception to an existing policy, please complete an Exception Form

Approved SA Van drivers

  • All drivers of the SA Vans must adhere to the policies documented in the Safer Driver Program guide.
  • To become an approved driver, a motor vehicle report must be run and submitted via the MVR Submission form along with the Safer Driver acknowledgement.
    • Individuals must have a valid United States driver’s license for at least one year and must have a clean driving history.
    • WCSA works with the Facilities department to run MVRs for New York State licenses.
    • MVRS for out of state drivers must be requested directly through your home states DMV.
  • Approval may take several weeks to obtain, so please plan accordingly.