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Policies

SA Van Policy

Wilson Commons Student Activities has two 8-passenger vans available to by college student organizations that are flat funded and/or budgeted annually through the Student Activity Fee, college student organizations that have been approved for SA Supplemental funding, and Wilson Commons Student Activities.  RCCL has one 8-passenger van available for CSN organizations and RCCL initiatives.

Vans are reserved through the van request form: Submit a Van Request

SA Van Policies

  • All van requests must be placed at least five (5) business days before the reservation date or they will not be processed.
  • Vans are to be used for educational opportunities, volunteering, group bonding, and to help facilitate events (i.e. pick up supplies or transportation). Any other usage must have explicit approval.
  • Vans are not to be used as a shuttling service. This means that there should be a maximum of 2 trips back and forth to the campus within a reservation and the mileage should reflect that.
  • Vans are not to be reserved for more than a 4 hour period. Any trips that exceed this time limit must have explicit approval.
  • Organizations can only reserve 1 van at a time.
  • Friday or Saturday reservations cannot be made more than 30 Days prior to allow all organizations equal opportunity in utilizing the vans.
  • Recurring reservations cannot be made on Friday or Saturdays to allow all organizations equal opportunity in utilizing the vans.
  • Van requests will not be processed until they have been approved by the SA Secretary and the student organization's advisor.
  • Any cancellations must be emailed to Eric Howard at least 24 hours prior to the time of the van reservation, and will not incur a fee. Cancellations made less than 24 hours in advance will incur a $25 fee.
  • Van use is limited to a 25 mile radius of the University (50 miles round trip for each reservation). Trips that exceed that amount must have explicit approval.
  • Any vans returned later than the indicated return time will incur a $10 late fee.
  • 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. Request a WCSA Exception.

RCCL/CSN Van Policies

  • All van requests must be placed at least five (5) business days before the reservation date or they will not be processed.
  • The van is to be used to support community engagement activities, education opportunities, volunteering, and to help facilitate events. Priority will be given to community-engagement initiatives.
  • Cancellations must be emailed to RCCL (leadership@rochester.edu) at least 24 hours prior to the reservation. Cancellations made less than 24 hours in advance may result in the loss of van privileges for you and your organization.
  • Returning the van later than the indicated return time may result in the loss of van privileges for you and your organization.
  • The van must be returned in good condition. This means all trash must be removed, excess dirt or debris must be cleaned, spills must be wiped, and windows must be closed. All areas of the van condition report must be completed. Failure to meet these requirements may result in the loss of van privileges for you and your organization.
  • If your requested reservation is greater than 25 miles from campus (50 miles round trip), you must receive group travel approval (student organizations only): Submit a Group Travel request
  • Van must be driven by an approved driver. See below for details.

Motor Vehicle Reports (MVR)

  • All drivers of both the SA Vans and the RCCL Van must have their Motor Vehicle Report run prior to driving the vans. More than one traffic violation or collision from the previous calendar year will result in denial of van driving privileges.  All drivers must read, complete, and sign the Safer Driver Program form.
  • Individuals must have a valid United States driver’s license for at least one year to be allowed to drive the vans. The individual’s driving record must be clean as well.
  • MVRs cost $10 annually for New York state licenses. We cannot run MVRs for out of state drivers, so they must obtain a copy of their driving record from their home state’s DMV and provide that to the SA Secretary along with their valid driver’s license in order to be approved as a driver.
  • Individuals without a valid United States driver’s license are not allowed to drive the vans.
  • MVRs may take several weeks to obtain from start to finish. Please plan ahead if you plan on using the vans for transportation.