Van Rental Policies and Procedures

For the months of September and October, van reservations cannot be made more than ten (10) days in advance to ensure their availability for honors student use.

The Lee Honors College owns two vans:

• One 12 person van
• One 7 person minivan

The purposes for which the vans may be used, listed in priority order, are:

• Transportation to activities sponsored by the Lee Honors College.
• Transportation to activities sponsored by a Registered Student Organization (RSO).
• Transportation to activities sponsored by another WMU unit or department. Daily rental fee for the 12 person van is $85. Weekly rental fee is $450. Daily rental fee for the 7 person minivan is $45. Weekly rental fee is $250. Rental users must provide a university fund and cost center with the rental request.
• Upon approval of van rental, please complete the usage contract.

Procedures

To reserve a van, please contact Jennifer Clements to request a reservation form. Vans are reserved first come, first served based on the priorities listed above. Requests from RSOs and other WMU units or departments are accepted at any time, but confirmation of availability will be one month prior to requested date. Student requests to use the van(s) must be accompanied by an email from a supervising WMU faculty or staff member to Jennifer Clements. You will be notified of the results of your request and further information regarding van pick-up and return will be provided at that time.

Policies

• Safe operation of an honors college van is of foremost importance. The vehicles are covered by insurance with a $5,000 deductible. The fund and cost center for the unit/department renting an honors college vehicle will be charged the deductible in the event of damage to the vehicle. Please drive the van as carefully as if it were your own vehicle.
• In the event of an accident, call 911, no matter how minor the damage may be. A police report must be submitted at the scene of the accident.
• If the driver or any passengers are injured while traveling in an honors college van, medical expenses will be covered by their own insurance policies.
• The vans have Western Michigan University and Lee Honors College identification on them; when you are driving them, please keep in mind that you are representing the honors college and WMU.
• The vans may only be used for WMU business.
• Only WMU employees or registered WMU students who have been approved by the honors college to drive the vehicle may drive the vans. All drivers must have a valid driver’s license issued in the United States and be at least 18 years old. The license must be presented to a member of the honors college staff at the time the keys are picked up.
• All users must present an approved university travel authorization for the proposed trip in order to be issued keys. The travel authorization must include a list of all parties traveling in the vehicle(s).
• No alcoholic beverages are to be in the vehicle at any time, and the vehicle may not be parked at a bar. The driver may not consume any alcoholic beverages.
• The driver of the vehicle is responsible for any parking and/or moving violations incurred. When returning the vehicle, please ensure that it has a full tank of gas.
• Leave the interior of the vehicle neat and clean. If using the vehicle causes the exterior and/or interior to become dirty, please take it to a car wash for cleaning. The user is responsible for the cost of cleaning the vehicle if it is necessary. Remove all trash from the vehicle. A cleaning fee of up to $500 will be charged to the fund and cost center for the unit or department renting an honors college vehicle if professional cleaning is required.
• If a person or group is found to be violating any of the policies and procedures for use of honors college vans, the honors college reserves the right to suspend van use privileges until further notice.
• Be sure to lock the vehicle at all times.
• Smoking is not permitted in the vehicles.
• Report any perceived mechanical problems to the honors college office immediately: (269) 387-3230.
• Please return the 12 person van to the designated parking area in the west end of the Rood Hall parking lot (Lot # 61). The minivan should be returned to lot #61 also, typically parked in the front of the lot near the road. The van must be returned to campus. The van cannot be kept at a user’s residence.
• If the van and/or the key are not returned by the agreed upon time, the user will be charged the daily rental fee until the van and/or they key have been returned. Others may reserve the van, so it needs to be returned promptly.
• Keys may be picked up either the morning of the rental or the afternoon before. The office is open 8 a.m. to 5 p.m. Monday through Friday. Key pick up will not be available outside those hours.