Van Services and Requests

Overview

The Office of Transportation & Parking offers the services of the Van Program to provide students, faculty, and on-campus departments the opportunity to reserve a van to access off-campus events/locations for approved academic and college sponsored programs. 

Organizers may reserve either a seven (7) passenger or twelve (12) passenger van to support outside classroom learning opportunities and co-curricular programs. Only Providence College students or employees may be drivers or passengers in Office of Transportation vehicles.

Advisors and trip organizers are responsible for securing an approved driver and only requesting vehicles that the driver is authorized to operate. It is their responsibility to ensure that the driver is approved to operate the requested vehicle type before submitting a van reservation request.

Qualified College Drivers are approved through the Office of General Counsel. Only Qualified College Drivers approved through the Office of General Counsel are permitted to operate college vans. For information regarding becoming a Qualified College Driver, please see the General Counsel portal site.

Information formally included in the binder will now be available in the van glovebox, which also includes the vehicle’s current registration and insurance card.

Van Reservation Guidelines

1. Requests must be submitted at least seven (7) full days before the reservation date using the Van Reservation Form. The Office of Transportation will email the organizer if additional information is required or if the request is denied. If an reservation is approved, the Organizer and Driver(s) will recieve an Outlook Calendar confirmation.
2. All requests must provide at least one Qualified College Driver for trips under 150 miles round trip and two Qualified College Drivers for trips over 150 miles round trip.
3. Requests that do not include an approved driver will be automatically denied.
4. Van reservations are intended for school-sponsored clubs and activities. Personal trips, including shopping trips, are not permitted.
5. Overnight trips require special approval and must include a faculty member, advisor, or coach.
6. Groups that fail to use their reservations more than twice in one month will have future reservations canceled and will be required to submit requests on a week-to-week basis.
7. Late or walk-in requests will not be accommodated as they pose a liability risk to the college.

Driver Responsibilities

1. Prior to departing, drivers must review and adjust all vehicle controls before leaving the parking garage, including climate controls, mirrors, seat position, and radio. All doors must be locked and seat belts must be fastened by the driver and all passengers.
2. Drivers must not exceed the vehicle’s approved capacity: a maximum of 12 individuals for Vans 1, 2 and 3, and a maximum of 7 individuals for minivans (A-H).
3. Drivers must familiarize themselves with the planned route prior to departure.
4. Drivers must verify that the vehicle registration and insurance card are present in the vehicle before departure.
5. Drivers must understand and follow all emergency procedures as necessary and complete and return all required paperwork and van materials.
6. Drivers must report all mechanical issues, damage, or concerns to the Office of Public Safety.
7. Drivers may not use cell phones while operating a college vehicle.
8. Seatbelts must be always be worn by the driver and all passengers.
9. No individual may operate a Providence College vehicle while under the influence of alcohol, marijuana, or any drug or controlled substance. The possession or presence of alcohol—open or unopened—marijuana, or illegal drugs is prohibited in any Providence College vehicle at all times.
10. Picking up hitchhikers is strictly prohibited.
11. Drivers are responsible for paying any tickets or tolls incurred and must do so within seven (7) days of issuance.

Van Usage and Return Procedures

1. The Office of Public Safety will release van keys only to the designated driver listed on the reservation.
2. Drivers must complete the required Sign-out Form before keys are released for their reservation.
3. Upon returning the van and keys, drivers must complete the Sign-in Form. The approved driver must notify the Office of Public Safety (401) 865-2222 immediately upon involvement in an accident or any other activities that cause damage to the van.
4. Before returning the van keys to the Office of Public Safety the driver must fully refuel the vehicle with REGULAR GASOLINE ONLY and return it to its assigned parking space in the Anderson Garage (upper level). There is now an RF Fuel Tag provided with each of the van keys to make it easier to refuel at the Physical Plant Fueling Station before returning the van/van keys. The four-digit RF Fuel Tag PIN is listed on the tag. Please have your PC Card available to provide to any staff who need to verify your identity during this process. Failure to adhere to this re-fueling policy may result in the loss of the driver’s van privileges.
5. Remove all trash and personal belongings.
6. Toll fees are the responsibility of the club or organization using the van. Failure to pay fees associated with a trip may result in future reservation denials.

Emergency Procedures for Vehicle Mechanical Issues

1. Pull off the road, if possible.
2. Call the Office of Public Safety at (401) 865-2391 to report the issue. Call them back regularly to provide updates.
3. Call your advisor/supervisor with details of the problem.
4. Use your best judgment and stay calm.

Emergency Procedures for Accidents*

1. Stop immediately and keep calm. Secure the vehicle, off the road, if possible.
2. Take care of your passengers. Check all passengers for any injuries.
3. Turn on hazard lights to warn oncoming traffic.
4. Call 911 or the appropriate law enforcement agency (highway patrol, police, sheriff) to report the incident and any injuries.
5. Do not argue, accuse anyone, make any admissions, blame or apologize for the accident.
6. Call the Office of Public Safety at (401) 865-2391.
7. Obtain complete information as requested on the Accident Reporting Form (included in this packet) and provide it to the Office of Public Safety.
8. Do not talk to media – refer to Public Relations @ Providence College (401) 865-2739.

*A student involved in an accident will not be allowed to drive a college vehicle until the accident review process is completed and the student has been cleared to drive by the Office of General Counsel and the Office of Transportation.

Accident & Damage Reporting

• Drivers must follow all applicable motor vehicle laws and report any accidents to local authorities as required.
• In the event of an accident or vehicle damage, the driver must immediately notify:
  • The Office of Public Safety – 401.865.2222
  • The Office of Transportation and Parking – 401.865.2234

Inclement Weather Policy

• In the event of a snowstorm or inclement weather causing the college to be closed, all van reservations will be canceled.
• Reservations will remain canceled until the college officially reopens.

Authorization

• Only the authorized driver(s) listed on the reservation confirmation will be allowed to sign out the van(s) from the Office of Public Safety on the day of departure.

Van Request Form
(opens in a new tab) Vehicle & Golf Cart Use Approval Process
(opens in a new tab)

Fees that our department does not cover and the driver may be held responsible for:​​​​​​​

• EZ Pass Toll Bills
• Refueling Gas
• Speeding Ticket Violations
• Red Light Camera Violations