General Reservation Guidelines

  1. All fleet vehicle reservations are made through the Fleet Scheduler. 
  2. Vehicles are scheduled on a first-come, first-served basis.  A group may reserve no more than three (3) vehicles at a time to allow equal access to vehicles by all campus departments and groups.  If vehicles are available seventy-two (72) hours prior to departure, the group or department may reserve additional vehicles.
  3. Vehicles may not be reserved through the Fleet Scheduler more than sixty (60) days prior to the start of the semester in which they will be used.
  4. Due to the limited number of fleet vehicles and the need to serve all customers equitably, vehicles may be used for up to twelve (12) hours on weekdays.  On weekends departments/groups may reserve a vehicle for a two (2) day overnight trip.  If this standard does not meet a group or department's need an appeal may be made to the Director of Facilities Operations and Maintenance.
  5. Barring unforeseen circumstances, all reservations confirmed by the Fleet Scheduler are firm unless canceled by the reserving party.  Reservations should be canceled at least twenty-four (24) hours in advance to avoid a $30 non-cancellation charge. In the event of poor weather conditions, the Fleet Scheduler or Communications Center may cancel a reservation.  Every attempt will be made to notify the reserving party in advance.
  6. While it is the intention of the College to monitor severe weather conditions, it is the responsibility of the driver to assess driving conditions and to ensure his/her safety and the safety of the vehicle's occupants.  The driver shall use reasonable judgement to avoid hazardous conditions.
  7. All student groups must be registered with Student Activities and have a valid Bowdoin College project code.  Student group drivers must meet all vehicle policy eligibility requirements and complete an Authorization to Drive form for each trip.  
  8. All academic trips, including community service trips, must be sponsored by a department and authorized by the department chair, manager, director, or other approved faculty or staff member.
  9. In order to drive a College vehicle, owned or rented, more than five hundred (500) miles one way from the College campus, or to Canada, all drivers must obtain written approval from a senior officer or dean and the Director of Facilities Operations and Maintenance on an Authorization to Drive form.  The form should be submitted to the Fleet Scheduler prior to reserving a fleet or rented vehicle.
  10. Outside conference groups may rent vehicles from the College.  If not a College employee or student, prospective drivers must submit a driver application, authorize a motor vehicle record check, and successfully complete a Driver Safety program to become eligible to drive a College vehicle.  In addition, the group must provide appropriate insurance coverage and must name Bowdoin College as an additional insured and loss payee.  The Director of Events and Summer Programs will oversee the authorization and use of fleet vehicles by conference groups.