Vehicle use agreement


One of the objectives of the Bluffton University buildings and grounds department is to provide safe, efficient and dependable transportation for students, faculty and staff. Bluffton University vans are used in support of transit for students and personnel and will be maintained in accordance with the policies and procedures set forth in this document by all persons overseeing or operating the vehicle.

Members of the Bluffton University faculty, staff and operators of campus vehicles will:

  • Place safety of all persons as the number one priority.
  • Help maintain vehicles in safe operating condition.
  • Follow all rules and regulations set forth by the Department of Transportation, as well as all federal, state and local laws.
  • Maximize vehicle life and minimize vehicle service failures.
  • Communicate with one another and work together as a team to keep the vans in good repair.
  • Maintain a system of vehicle maintenance records.
  • Adhere to the preventative maintenance schedule.
  • Take pride in maintaining clean vehicles.
  • Conduct themselves as professionals when using campus vehicles.
  • Be respectful, courteous and polite at all times.

Part One: Certification

  • All drivers must have a valid permanent state driver's license and present a copy to be held on file with the vehicle coordinator for insurance purposes one week prior to the scheduled outing. The driver authorizes Bluffton University and the vehicle coordinator to obtain and store social security information and license information for the purpose of checking his or her Motor Vehicle Record (MVR) as needed. The vehicle coordinator conducts an MVR check on drivers to ensure driver eligibility and submits a list of drivers to Bluffton University's insurance company annually. The vehicle coordinator reserves the right to deny any faculty, staff or student permission to drive campus vehicles if they are inexperienced or have a poor driving record. Drivers are responsible for notifying the vehicle coordinator immediately if they no longer have a valid license or of driving violations.
  • Persons requesting to drive the bus or 12 passenger vans must be at least 21 years of age and have five years driving experience. Persons requesting to drive other campus vehicles must be at least 18 years of age. 
  • It is the responsibility of your department or club to schedule, contract and compensate a driver for transporting students using the Bluffton University vehicles.
  • All first time drivers wishing to operate a campus vehicle must schedule a driving orientation with the vehicle coordinator at buildings and ground at least two days prior to the planned outing. This can only be done after a valid driver’s license has been submitted to the business manager.
  • A Commercial Driver's License (CDL) is required for persons driving the Bluffton University bus. All bus drivers must comply with additional procedural policies as set forth by the Department of Transportation (DOT) and Bluffton University.

Part Two: Policies

  • Bluffton University permits use of its vehicles for approved university activities, functions or events as needed by university departments, athletic teams or campus organizations. Vehicles may not be rented for personal use.
  • Only Bluffton University faculty and staff members are permitted to reserve vehicles for use by campus groups.
  • Campus groups should only travel to destinations listed on the Vehicle Use Form. No side trips are permitted unless preapproved by the director of buildings and grounds.
  • Drivers are responsible for following all rules and regulations set forth by the department of transportation, as well as all federal, state and local laws.
  • Loss of privileges will result from operation of a vehicle in a reckless or abusive manner, failure of the driver to follow established rules and regulations or if they have a chargeable accident.
  • Drivers and groups may only transport authorized personnel, which includes eligible students, faculty and staff members, as well as others who have been approved by the business manager.
  • Persons operating campus vehicles should not exceed 250 miles one-way drive time to reduce driver fatigue.
  • Drivers should not leave vehicles unattended while the engine is running.
  • Drivers should never leave the keys in the vehicle.
  • All drivers must report accidents, malfunctions, damages or traffic violations to the vehicle coordinator or supervisor upon return to campus. Each vehicle is equipped with an accident report form, which should be filled out at the time of an accident and turned in to the vehicle coordinator or supervisor as soon as possible. Accidents should be reported to the local police. All police reports from the scene of any accident or theft should be turned in to the vehicle coordinator or supervisor upon return to campus. 
  • Seatbelts must be worn at all times by passengers and drivers. It is the responsibility of the adult passenger to ensure that they are using the seatbelt.
  • Drivers/passengers may not use or possess controlled substances (including alcohol) while on duty or on school property. Drivers should not be under the influence of controlled substances or alcohol at any time while operating a campus vehicle.
  • Drivers may not use or possess illegal drugs at any time.
  • The transportation of any alcoholic beverages, narcotics or any other illegal substance is strictly forbidden.
  • No smoking in campus vehicles.
  • No hitchhikers are permitted in campus vehicles.
  • Cellular/mobile phones and personal music players (MP3 players) should not be used in any manner while operating campus vehicles. In the event that talking on the phone is necessary while the vehicle is in motion or running, a passenger should use the phone to relay information.
  • To reduce driver distractions, another passenger (if possible) should be designated to assist the driver by reading maps, caring for passenger needs (radio, cell phone, heating/cooling), etc. This person should sit in the front seat passenger side of the vehicle.
  • Tennis shoes or other flat, closed heel shoes should be worn when driving campus vehicles.
  • No animals of any kind shall be allowed inside the vehicle unless express permission is given by the director of buildings and grounds.
  • No roof-top loads or luggage is allowed in campus vehicles, and luggage or other equipment should not be higher than seat level.
  • Any vehicle alterations, mechanical or otherwise must have express approval by the director of buildings and grounds prior to service.
  • No more than 12 persons can be in Bluffton University vans when traveling. No more than 38 persons can be in the Bluffton bus when traveling.
  • Van and bus keys may only be picked up at Buildings and Grounds during scheduled office hours (7:30 a.m. – 4:30 p.m., Monday thru Friday) by an authorized driver. When picking up keys, drivers must sign the Bluffton University Vehicle Use Form stating that they understand and agree to the terms set forth in this document. By signing the Vehicle Use Form, Bluffton University employees are verifying that the vehicle is in good working condition at the time of possession, free of noticeable defects, damages or mechanical issues.

Part Three: rental Vehicle Return Expectations

  • Vehicles should be returned to the buildings and grounds parking lot on the day they are scheduled to return to campus.
  • All vehicles will be returned with a full tank of fuel. If the fuel tank is not full upon the time of return, the tank will be filled and the respective department or club will be charged a $7 fee per vehicle plus the cost of fuel.
  • The interior and exterior of the vehicle should be visibly free of damages. If the vehicle requires excessive cleaning, the club or organization will be charged a $37 cleaning fee per van and a $52 cleaning fee for the bus.
  • Vehicles should be locked and keys and fobs should be turned in to the vehicle coordinator or dropped off in the night deposit box, located on the bay door to the left of the entrance door at buildings & grounds, at the same time.

Part Four: Other Miscellaneous Fees

  • Gasoline costs are the responsibility of the club or department using the vehicle.
  • The club or department will be charged for mileage which occurred during the time of use. Costs will be charged on a per mile basis and will be assessed to the appropriate budget account number of the group using the vehicle.
  • Rental keys not returned to the vehicle coordinator or left in the night deposit box at the time the vehicles are returned to campus will be subject to additional charges.
  • Tolls and unpaid tolls and fines are the responsibility of the club or department renting the vehicle.
  • All costs incurred due to parking tickets or other traffic violations are the responsibility of the person driving at the time of the incident.
  • Costs to repair damages to the vehicles which occurred during the time of rental may be charged to your department or club.
  • Organizations will be charged $10 for each key which is lost during the time of rental.
  • Organizations will be charged $30 for each fob which is lost during the time of rental.

Part Five: Cancellation

  • Organizations are asked to call ahead and notify the vehicle coordinator of the need to cancel a vehicle rental. It is up to the organization to notify any drivers and passengers of any cancellations.
  •  The vehicle coordinator will be responsible for notifying organizations of the need to cancel a vehicle rental. It is the responsibility of the department or club to find replacement transportation and drivers and comply with all rules and regulations set forth by the involved vendor.


Job title Name     Phone number
Director of buildings and grounds Mustaq Ahmed 419-296-4772
Vehicle coordinator Megan Morris 419-358-3236