SA Van Policy

Wilson Commons Student Activities manages two Students’ Association Government funded 7-passenger vans, which can be reserved by non-exclusive College Student Organizations. Exclusive College Student Organizations; including, Fraternity and Sorority and Residential Life Groups, who have received supplemental funding can also reserve the vans.

College Student Organizations should refer to their Resource Agreement’s membership type to determine if they can request to reserve a van.

Van Usage Expectations

  • SA Vans should only be used to support the success of your Organization’s mission. Examples of use include:
    • Educational or volunteer opportunities (i.e. off-campus tutoring)
    • Group bonding
    • Facilitating events (i.e. picking up supplies or transportation to an event)
      • Don’t forget – most Student Organizations can request event supplies through the Supply and Resource Request Form. Check out our inventory here, or connect with your advisor for more information.
  • Van usage is limited to a 25-mile radius of the University. 50-miles round trip for each reservation.
  • In general, Organizations can only reserve one van at a time.

Become an Approved Driver

SA Vans must only be driven by University approved drivers. Follow the steps below to become an approved driver, if your Organization meets the requirements outlined above.

Qualifications:

  • Individuals must have a valid United States driver’s license for at least one year. We unfortunately cannot accept or process international driver’s licenses.
  • Driving record must be clean.
  • Approved drivers must adhere to the Safer Driver Program guide.

Step One – Discuss with your executive board to determine who qualifies to be your Organization’s approved driver.

  • No more than three executive board members can be approved per Organization.

Step Two – Have the identified executive board member(s) submit a(n) MVR/Safer Driver Program form.

  • Individuals with an out of state license will need to run a Motor Vehicle Report (MVR) for their state through their local DMV. Costs may vary. Produced reports will then need to be uploaded through the MVR/Safer Driver Program form.
  • The University’s Facilities & Services Department will process all NYS MVR requests.

Step Three – Wait to receive an approval through CCC before reaching out to request a reservation. Instructions on how to submit a reservation through Virtual EMS will be e-mailed to you once your submission is approved.

  • Approval times vary. Please plan accordingly.

Reservations

  • Van reservation requests must be made 10 days prior to the program/activity date. Submissions received outside of this timeline will be reviewed case-by-case.
  • Requests cannot exceed 4-hours. Vans returned later than the indicated time may result in loss of privileges for the entire Organization.
  • Cancellations must be made in EMS by your Organization’s VEMS Contact. Frequent last-minute cancellations will be documented and may result in loss of privileges.

Policy Exceptions

To request an exception to any portion of the policy listed above, please submit an Exception Form.