Vehicle Check In/Check Out Policy and Procedure

Policy Number: #400

Responsible Executive(s):

  • Senior Vice President and CFO

Responsible Office(s):

  • Campus Safety, Physical Plant, Auxiliary and Business Services

Date Adopted: 12-01-2013

Date Revised: 01-01-2021

A. Purpose

The intent of this policy is to maintain a safe and reliable means of transportation for University approved drivers/operators for the purposes of conducting University business and related activities. To accomplish this, operators must read, understand, assume the responsibilities, and perform the actions as outlined in this policy and procedural outline. In addition, trained Physical Plant vehicle inspectors shall inspect each vehicle after each use to determine and ensure that each vehicle upon its return, and before subsequent use is free of damage, or new damage is noted appropriately, has been cared for by the operator in a manner as outlined in this policy, and is safe for operation or is in need of repair prior to future operation.

B. Policy

Vehicle Folder


Each vehicle will contain one Vehicle Folder (VF) that will be used to primarily verify who was the operator and when use of the vehicle occurred. This verification will be tracked in the “Verification of Use Log” on the back side of the VF. Additionally, the VF will include a “Vehicle Inspection Reminder” that will serve as a point-by-point reminder for operators as to what items should be checked on the vehicle prior to use, and in the case of long-term use, checked periodically during use. The VF will also have a “Comment Section” that will require operators to indicate maintenance items performed on the vehicle while in their care - such as adding oil and how much, and/or airing up tires and /or list problems or concerns encountered during use. The VF will also contain a section containing “Important and Pertinent Information” for the vehicle operator to be used as needed during use. Items such as the vehicle’s registration, proof of insurance, and other important information, such as what to do in the case of an accident, or breakdown etc. Each section is elaborated in greater detail below.

Verification of Use Log:

Each time the vehicle is used by a new operator, the operator shall fill out the Verification of Use Log located on the back page of the VF. The operator shall list the following information in the next available row under the appropriate labeled column as indicated:

  • Date and time of check out
  • Print his or her name legibly
  • List the mileage both starting and ending
  • Sign the form in the column as indicated

By signing the Verification of Use Log, the operator indicates that he or she understands the rules of operation for University vehicles, and is an approved authorized University driver. In addition, by signing, the operator indicates that they have diligently performed the maintenance checks as indicated on the vehicle inspection reminder located on the inside right hand portion of the VF as well as indicating agreement to perform these maintenance checks throughout long term use of the vehicle.

The right most column of the Verification of Use Log is to be used to verify inspection after use. In most instances this will be filled out by a Physical Plant staff member who is trained to inspect the vehicle and ensure and verify that the vehicle has been returned in good working order, without damage, with a full complement of information in the VF, is safe for continued use (for example the comment section does not include issues that would prohibit continued use of the vehicle without first need of repair), items pertinent to the vehicles operation such as the vehicle’s road side emergency kit, the spare tire and vehicle jack are intact and in the vehicle and the vehicle has been cleaned for the next user.

Physical Plant will have trained vehicle inspectors available M-F 7:30am to 5:00pm and on Saturday and Sunday 7:30am to 3:00pm

Vehicle Inspection Reminder:

This sheet provides information only and serves as a reminder and should not be written on. The sheet is located on the right hand side on the inside portion of the VF. The Vehicle Inspection Reminder indicates what items an operator must check prior to operation of a vehicle, and periodically during trips of long duration. When the operator signs the Verification of Use Log located on the back side of the VF as described above, the operator indicates that he or she has in fact checked all items listed on the Vehicle Inspection Reminder sheet.

Comments Section:

The VF also contains a Comments Section located on the left hand side of the inside portion of the VF. The purpose of the Comments Section is for the operator to legibly write on it while also indicating the date and time of vehicle use, matching the same date and time they previously indicated on the Verification of Use Log. This way, comments can be distinguished between one operator and another. The Comments Section is to be used by operators to communicate items pertinent to the up-keep, maintenance, and safety of the vehicle. These comments will be read by the inspector who is inspecting the vehicle after each use. The inspector will ensure all comments are routed to the proper individual or mechanic on duty to be remedied if needed.

Examples of comments might include the following:

5/10/20 - 5:00pm - Added several quarts of oil and added several ounces of brake fluid

5/12 /20 - 9:00 am - Right headlight failure - switched use to another vehicle

5/13/20 - 10:00 pm - Vehicle pulls slightly to right when braking

5/15/20 - 7:00am - Vehicle registration and proof of insurance appears to be missing

Important and Pertinent Information:

Items Operators can expect to find in the VF

  • What to do in Case of an Accident
  • Vehicle Owner’s Manual
  • What to do in Case of Vehicle Breakdown
  • Vehicle Registration
  • Location of Spare Tire and Jack
  • Proof of Insurance Card
  • List of Items in Road Emergency Kit
  • Type of petrol - Gas or Diesel
  • Tire Air Pressure Requirements
  • Location of Gas Tank Filler Spout
  • Types of replacement fluids required for that particular vehicle
  • A copy of the vehicle check in /check out policy and procedures

Vehicle Scheduling

As part of this process, it is necessary to have all owners of departments’ vehicles that are subject to open use by approved university drivers (see list of vehicles attached in appendix A “List of Vehicles Subject to Open Use”) schedule use of their vehicles on a single online site so that all potential users, maintenance personnel, and vehicle inspectors have access to relevant information. An example of the type of information available on this site should include the ability to determine, and/or be made aware of available vehicle resources. In addition, Physical Plant shall be made aware of who is authorized or has been authorized by vehicle owners to reserve and operate a vehicle, when authorized operators will be picking up the vehicles’ keys and checking out a particular vehicle, and finally scheduling on a single site allows Physical Plant access to allow Plant managers to schedule a trained inspector appropriately to inspect vehicles upon the time of the vehicle’s return listed on the schedule.

All vehicle “owners” listed as “contacts” on the “List of Vehicles Subject to Open Use” sheet, or their delegates (it is recommended that there be two delegates listed beside the main person listed for each vehicle) must be contacted to reserve a vehicle. Only through these owners /contacts, or their listed delegates, can a vehicle’s use be authorized and scheduled. Owners of vehicles will begin using the 25Live program to schedule use of their vehicles (if not already doing so) by January 1, 2014. The set - up of R -25 Live program for vehicle scheduling and the training of staff on the use of the R-25 Live will be done by Auxiliary and Business services staff who currently work with R - 25 live on a regular basis and have the greatest experience with its use.

Departments listed above may choose to require that anyone scheduling their vehicles for a use that is not within that department do so two weeks ahead of use date so that the priority use and scheduling of vehicles go the owner department.

It is not known to the authors of this document what the exact capabilities of R-25 Live program may be they do however recommend the following fields of information be included if possible in the program when scheduling vehicles:

  • Authorized driver’s name
  • Authorized driver’s cell number
  • Authorized driver’s office number
  • Authorized driver’s department and or affiliation to Regis (i.e., student etc.)
  • Authorized driver’s budget number
  • Number and known names of passengers
  • Date and Time out
  • Date and time of return
  • Destination/purpose
  • Statement as to where to pick up keys (i.e., Physical Plant reception desk, Desmet Hall)

Before any department vehicle owner/contact or his delegate reserves a vehicle for use by a potential operator that owner or delegate must ensure that that particular operator is an authorized and university approved driver for that particular vehicle, has read, understands and agrees to the Regis University Vehicle use Guidelines and Procedures available on line, as well as the contents of this policy (i.e., the Vehicle Check In / Check Out Policy and Procedure). The aid of Auxiliary and Business Services department is suggested in aiding listed vehicle owners in determining individuals that are currently listed as university authorized and approved drivers.

Vehicle pick up

The authorized pick up site for all Regis University vehicle keys is the Physical Plant reception desk if picking up keys during regular business hours, 7:30a-5:00p, M-F. If vehicle keys are to be picked up on Saturday or Sunday, between the hours of 7:00am and 3:00pm, complete the following:

Notify Campus Safety that a vehicle needs to be picked up. Campus Safety will radio Physical Plant employee to meet the operator at the DeSmet Compound gate. The Physical Plant employee on duty shall check the 25 - Live schedule and gather information needed to ensure use has been previously authorized and scheduled. The operator shall wait for Physical Plant employee to meet the operator at the compound gate with the keys. Only previously approved drivers with vehicle reservations will be allowed to pick up the keys. Under no circumstances shall drivers be allowed to come to PP to request keys for vehicles that are not previously reserved through proper online procedures. A valid driver’s license is required for key check out and must be shown to the PP representative at the time of pick up. The name of the operator must match the name on the reservation.  No other operator shall be allowed to substitute for the authorized operator listed on R-25.  No Regis ID cards, DL copies or facsimiles will be accepted in place of a valid driver’s license for key check out. The operator must fill out and sign and date the vehicle check out /check in sheet located at the reception desk or in possession of the PP employees before receiving the vehicle keys. The PP employee shall then issue a WO for inspection of the vehicle based on the time and date for return of the vehicle as listed on 25 live.

Vehicle Drop-off Procedure

There is an assigned parking stall for each vehicle.  The vehicle number, located near the driver’s side door, corresponds to the numbered parking stall.  Vehicles must be returned to the assigned parking stall in the parking area east of O’Connell Hall. 

Upon return, it is the responsibility of the user to complete the following items:

  1. Vehicles must be returned with a full tank of fuel.
  2. Document the end mileage information on VF.
  3. Perform a visual inspection of the vehicle and document any new damage in the VF.
  4. Report any problems encountered while using the vehicle in the comments section of the VF.
  5. Ensure you have signed the VF in the signature line.
  6. Leave VF in glove box of vehicle.
  7. Remove all trash and other debris from vehicle.
  8. Remove all personal items.
  9. Lock the vehicle.
  10. Return the key.
  1. If returning during regular business hours, 7:30a-5:00p, M-F, return key to Physical Plant reception desk located in the basement of DeSmet Hall through the east ground level entrance.
  2. If returning after hours, return key to the black key drop box located to the east of the Physical Plant compound gate.

    If vehicle is returned on Saturday or Sunday, between the hours of 7:00am and 3:00pm, complete the following:

  3. Notify Campus Safety that a vehicle is being returned and have them radio Physical Plant to inspect.
  4. Campus Safety will radio Physical Plant employee to meet driver at the DeSmet Compound gate.
  5. Wait for Physical Plant Employee to meet you at compound gate.

Vehicles will then be inspected by Physical Plant upon each return.  Any documented issues or new-found issues will be addressed prior to the next check-out.

Exception to Drop Off Procedure

Operator A drops off the vehicle and performs all necessary actions as described in this policy during a time that is outside of the normal business hours (7:30am-5:00pm, M-F and 7:00am -3:00pm, Weekends). Operator A is aware that there is a need for Operator B to use that same vehicle sometime prior to the start of the next day’s business hours i.e., prior to the time that a Physical Plant trained inspector would be available to provide the normally required inspection between use. Through independent and mutual agreement between operator A and operator B an exchange of keys may take place. In such instances both operator A and operator B must agree to inspect the vehicle and together agree that the vehicle is in good working order, there is no new damage to the vehicle, the vehicle is safe to operate, and all items belonging to the vehicle such as the vehicle roadside emergency kit and items in the VF remain wholly intact inside the vehicle. Upon inspection by both parties they both initial the “Verification of Use Log” in the “Inspected By” column indicating they have properly inspected the vehicle. Operator B is then free to use the vehicle as needed. The vehicle is then inspected by a Physical Plant inspector at some future time after operator B’s use and drop off of the vehicle, but prior to any other use of the vehicle.

Vehicle Inspection Procedure

All vehicles will be inspected by a Physical Plant trained vehicle inspector who shall inspect each vehicle after each use and before re-use by a subsequent operator (see exception noted above) to determine and ensure that each vehicle upon its return, and before subsequent use is free of damage, or new damage is noted appropriately, has been cared for by the operator in a manner as outlined in this policy, and is safe for operation or is in need of repair prior to future operation), items pertinent to the vehicles operation such as the vehicle’s road side emergency kit, the spare tire and vehicle jack are intact and in the vehicle and the vehicle has been cleaned for the next user. Physical Plant will have trained vehicle inspectors available M-F 7:30am to 5:00pm and on Saturday and Sunday 7:30am to 3:00 pm.

Each vehicle will have a vehicle inspection folder that will be accessible to each inspector during a vehicle’s inspection. Among the items in this folder, shall be a tire pressure gauge and a set of vehicle keys, photographs of each vehicle taken of the left, right, front and rear of the vehicle.  These photographs shall be dated and serve as documentation for any existing damage. The folder will also contain individual vehicle inspection log sheets. On the back side of this sheet will be four sided representational view of the vehicle. It will be used by the inspector to note new damage. At a subsequent time a new photo shall be taken of this new damage. It will then be dated and placed in the file. Lastly each vehicle inspection folder will contain information specific to each individual vehicle. Among the information that will be pre-printed in the file sheet shall be:

  1. License plate number and vehicle designation number
  2. Vehicle make and model
  3. Department of ownership
  4. Departmental contact
  5. Phone number of contact
  6. Motor oil type and viscosity
  7. Transmission fluid type
  8. Coolant type
  9. Tire pressure front
  10. Tire pressure rear
  11. A list of all materials that are to be in the Vehicle Folder and vehicle road side emergency kit.
  12. The location of the spare tire and the vehicle jack.

The inspector shall fill out the preprinted, inspector’s reminder/ check - off sheet that is included among the items in the vehicle’s inspection folder. The Trained Inspector shall perform, observe and note appropriately as to the condition and existence of each of the following items at each inspection:

  1. Name of inspector, date and time of inspection
  2. The trained inspector shall walk completely around the vehicle, noting any damage to the body, bumpers and all window glass.  Any damage which exists is to be noted on the vehicle inspection sheet and reported via email to the Physical Plant Mechanic as soon as possible.  While walking around the vehicle, the inspector shall check the tire pressure.  If a tire is more than 5 psi lower or higher than it should be, that information should be noted on the inspection check sheet and reported to the Physical Plant Mechanic as soon as possible.
  3. The motor oil, transmission fluid, coolant level and the power steering fluid levels shall be checked and topped off if necessary. Any of these fluids which require replenishment shall be noted on the inspection sheet.
  4. An extra comment line is included for any notes which the inspector chooses to pass along
  5. The inspector must check the last vehicle operator’s comments on the VF and address any operator comments and/or vehicle issues listed.
  6. Check the vehicle’s roadside emergency kit against its list of contents
  7. The inspector shall check the existence and condition of the spare tire and vehicle jack.
  8. Ensure that the vehicle is clean and large trash has been removed.
  9. Lastly the inspector shall check the contents of the VF and ensure that all contents remain intact or otherwise note what is missing.

A Trained Inspector upon notification that a vehicle has returned and upon notification to inspect by the vehicle fleet manager and issued physical Plant WO shall pick up the Inspectors Folder for that vehicle and begin the inspection process as soon as possible to ensure the vehicle is inspected and ready for use in a timely manner. Before the inspection, the inspector shall ensure the Workforce Technician has the key returned to him/ her from the operator or that the key is in the key drop box. If it is in the key drop box the inspector shall obtain the key from the drop box and return the key to the key lock box that contain s all vehicle keys located near the work force coordinator work station.

Physical Plant shall train 14 vehicle inspectors to insure there is appropriate coverage and inspectors are available when inspections are needed.  These trained inspectors shall include all of the four weekend Physical Plant personnel, eight rotational general on - call personnel and two members from the Landscape Department.

The training for the Trained Inspectors shall include:

  1. Familiarization with the location of all dipsticks and fill tubes.
  2. Location of all consumable fluids.
  3. Familiarization with the Vehicle Folder as well as the Inspectors folder.
  4. Key card access to the Key Lockbox if used.
  5. Training on what types of problems constitute an emergency and the authority to lockout/ tag out any vehicles deemed unsafe.
  6. Contents and location of vehicle road side emergency kit location of the spare tire and jack.

A Physical Plant Senior Fleet Mechanic will review the inspector’s documented results at the end of every day verifying among other things that operator comments are being addressed, needed repairs were performed in a timely manner, determine a vehicles discontinued use was justified and if an inspector is performing inspections correctly or may be in need of additional training.  Reviewed copies of the inspector’s sheets shall be placed in the appropriate vehicle's master file for reference.

When an inspector determines from visual evidence that a vehicle has not been cared for by a particular operator in a manner as outlined in this policy, a Vehicle Operator Error Report shall be filled out by the inspector - a copy of which shall be placed in the inspectors vehicle folder and a copy sent to the

In all cases when damage to a vehicle is reported, Campus Safety shall be notified and shall provide an incident report to document the damage upon the vehicles return to campus. In the case of a vehicle being incapacitated and not returning to campus, Campus Safety (CS) shall obtain the appropriate police report(s). It is expected and required that operators report any damage to Campus Safety (4122) and Physical Plant as soon as possible after the damage occurs and ensures that all damage is documented by a CS incident report. Operators must follow through and ensure that the campus safety incident report is filled out while that operator is present. The operator must then take a copy of the completed report to Auxiliary and Business Services department for a determination of corrective action.

Vehicle inspectors who discover damage that has gone unreported shall immediately notify CS and ensure an incident report is completed immediately. The inspector shall fill out the operator error report and attach a copy of the CS incident report and send a scanned copy to Auxiliary and Business Services department for immediate remedial action.

It is recommended that the “Regis University Vehicle Guidelines and Procedures” be adopted into this policy and vice versa.