Fleet vehicles are paid for on a trip-by-trip basis by the organization renting them, avoiding the need to use an external rental company.

Fleet Vehicle Policy

The following information on this page is a summary of the process to reserve and use a campus fleet vehicle, as well as becoming a certified driver. Anyone wanting to make use of a campus fleet vehicle must read and follow the Fleet Vehicle Policy before reserving or driving a vehicle.

Read the Fleet Vehicle Policy

Availability of vehicles

There is one 7-passenger van, two 12-passenger vans, and a Community Connections Car available through Security.

All vehicles are available on a first come first serve basis. There are no publicly available calendars to see when they are reserved. Call Security at 608-363-2355 or email us at security@caminal-equip.com to see what slots are open and available.

If there are no vehicles available, we will provide you with further information about renting a discounted vehicle from our local Enterprise Rent-A-Car at 944 4th St. You must plan accordingly since they will normally require the driver to be 21 years of age or older. Our WAICU membership allows any Beloit College employee or student with a valid college ID to use discounted rates.

Reserving Vans

Any member of the campus at large can make a reservation for the fleet vans. You do not need to be a certified driver to make the reservation.

All requests must be submitted via email to security@caminal-equip.com and will generally be responded to during business hours Mon-Fri from 8:00 a.m. – 4:00 p.m. While we may be able to assist you on weekends in an emergency, it is highly recommended you contact us during regular hours due to the Dispatch Coordinator handling the majority of reservations.

You must have an account number and tell us which certified driver/s will be driving to finalize the reservation.

Community Connections Car

The Community Connections Car is only available to students for volunteer opportunities and internships in partnership with Security and Career Works. Community Connections drivers and students can read their unique policies here.

Becoming a certified driver

Any student/faculty/staff who has had a Driver’s Record Check for the year and Drivers Training is considered a Certified Driver. A Certified Driver may drive any campus vehicle, including those managed by other offices, and are added to the campus driver group upon certification for any driver requests the campus might have.

You may not drive the vehicle if you are not certified to do so.

Drivers Record Check

To drive campus-owned vehicles, you must undergo a ‘Background Check/Drivers Record Check’. Email Security with your request and we will respond to you during business hours Monday - Friday from 8:00 a.m. - 4:00 p.m. with a Google Form which can be filled out. You will need to submit a picture of your valid U.S. Driver’s License which is required to rent a college-owned fleet vehicle.

If you know you’ve had multiple infractions on your driver’s record, please ask about the requirements before submitting a check.

A ‘Drivers Record Check’ is required once per year.

Driver’s Training

Once your Drivers Record Check clears, you will need to schedule a Driver’s Training with Security. The training lasts between 30-45 minutes on average and can be scheduled between 8:00 a.m. - 10:00 a.m., and 11:00 a.m. - 3:00 p.m., Monday – Friday, with few exceptions. If you are unable to undergo training within these hours, we will try our best to accommodate you.

The training consists of having you drive one of Security’s 12-passenger vans while a Security Officer sits in the passenger seat. This is done to familiarize you with the vehicle’s controls and how it handles. This training is only done once per driver and lasts for your entire tenure with the college. If you get trained as a Freshman, you don’t have to be trained as a Sophomore, Junior, or Senior.

Faculty/Staff have reduced requirements which do not require them to take the Driver’s Training unless you request it. We recommend doing so if you are nervous about driving larger vehicles or have never driven one. This is so you can be confident with the vehicle before a trip.

You can find a copy of the Van Training guide here. 

Vehicle pick up and drop off

The certified driver, previously agreed upon when the reservation was made, must be the one who gets the keys and drives the vehicle.

Pickup

Vehicle keys can be picked up and dropped off by the certified driver at the Security Office in the north hallway in the basement of Pearsons Hall.

• The certified driver will be given a trip ticket to record mileage, the account number, and other various information.
• We will check to make sure the certified driver has their driver’s license with them, then issue the keys for the reserved vehicle.
• If you are going on a club/department trip, you are also required to give us a legible passenger list with the first and last names of all the occupants.
• Security will not issue the keys to a different person that is listed on the Trip Ticket / Reservation request, or someone who does not have their driver’s license physically on them. A picture of your license does not count.
• Each driver should do a pre-trip inspection of the vehicle before departing the parking lot. This is done to identify any new damage, which you were not responsible for. If you do not report damage before leaving, and Security finds damage after it’s returned, your club/organization may be held liable for the damage even if you did not cause it.

Return

Vehicle keys should be returned by the certified driver to the Security Office in the north hallway in the basement of Pearsons Hall.

• It is expected that each driver will fill the vehicle’s gas tank if it is less than ¾ full at the end of the trip as a courtesy to others. You will often need to prepay inside the gas station AND swipe the card twice for it to accept the card before entering the PIN/Driver code. The use of the chip or first card swipe usually gives an error due to updated card readers & bank regulations.
  
  • Van 2 has a 20-gallon tank. Vans 3 & 7 have 31-gallon tanks.
  • The Community Connections Car has a 13.2-gallon tank and should be refueled if it is below half.
    
• The beginning and ending mileage of the vehicle shall be recorded by the driver on the provided trip ticket. Make certain that you turn the trip ticket in at the end of the trip.
• Each driver should do a post-trip inspection of the vehicle at the end of the trip for damage and to remove any debris from the interior and exterior.