Van Services and Requests

Van Service Policy

The Office of Transportation & Parking offers the services of the Van Program that provides 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. 

Driver and Advisor Responsibilities

• 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 these approved drivers may operate Providence College vehicles.
• Van Reservation Guidelines

Van Reservation Guidelines

• Requests must be submitted at least five (5) business days before the reservation date.
• Requests that do not include an approved driver will be automatically denied.
• Van reservations are intended for school-sponsored clubs and activities. Personal trips, including shopping trips, are not permitted.
• Long-distance travel restrictions:
  • Trips over 150 miles roundtrip require a backup driver.
  • Trips over 300 miles one way will not be approved.
  • Overnight trips require special approval and must include a faculty member, advisor, or coach.
• Repeated no-shows: 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.
• Late or walk-in requests will not be accommodated as they pose a risk to the college.

Van Usage and Return Procedures

• Before returning the van, the driver must:
  • Ensure the vehicle is refueled appropriately.
  • Remove all trash and personal belongings.
  • Attempt to park the van in the reserved transportation office parking spots in the back north-west corner of the Anderson Parking Garage.
  • If no reserved spots are available, the driver must:
    • Note the parking location in the Office of Public Safety binder when returning the key, if the vehicle was not returned to its assigned space in the Anderson Garage.
• Vehicle keys, GPS, and binders must be signed out and returned to the Office of Public Safety upon the trip’s completion.
• Toll fees are the responsibility of the club or organization using the van. Failure to pay may result in future reservation denials.

Refueling Policy & Procedures

The Qualified College Driver is responsible for refueling the van before returning it to Anderson Garage. Drivers must have their PC Card available for verification if requested.

• Refueling Procedures:
  • Regular Business Hours (Monday – Friday, 7:00 AM – 3:30 PM):
    • Visit the Physical Plant to obtain the Public Safety fuel fob for use at the fueling station adjacent to the Physical Plant.
  • Outside of Regular Business Hours:
    • Visit Public Safety to obtain the required fuel fob.
• Fuel Usage Reporting:
  • Drivers must record the number of gallons dispensed into the vehicle.
  • This information must be documented on the Gas Log Form when returning the fuel fob.
  • The fuel fob must be returned immediately after refueling.
  • Failure to comply with refueling policies may result in restrictions on future vehicle use.

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 – 401.865.2234

Inclement Weather Policy

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

Van Reservation Form

• The first step in requesting a van is to fill out the van reservation form.
• The Office of Transportation will contact you if they require additional information, if the request is denied, and send you an Outlook Calendar confirmation is the request is approved.

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. Vehicles MUST be returned no later than midnight, unless prior authorization is given, to the assigned space in the Anderson Garage, Level 1.
• For information regarding becoming a Qualified College Driver please see the general counsel portal site.

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