Driver initial: __________
COCC VEHICLE USE PROCEDURES
Approval to drive
• Driving approval is required to drive college vehicles or rentals.
• Drivers must be 21 years old or older.
• An Oregon driver license is required. Out-of-state license holders may be granted one-time only driving approval at the
discretion of the Director of Campus Services.
• Driving approval is valid for two years for staff members and for one year for students.
• A staff member must supervise student drivers. When multiple vehicles are used, a staff member must be in the caravan
at all times.
Reasons for Declining Driving Approval (including but not limited to):
•Two at-fault accidents in the past three years •More than two minor traffic convictions in the past three years •A combination of
one at-fault accident and one minor traffic conviction in the past three years •Operating under the influence of liquor or drugs or with
an unlawful blood alcohol content •Failure to stop or report an accident •Negligent homicide, manslaughter, assault involving the
operation of a motor vehicle •Driving on a suspended or revoked license • COCC Speeding Violation.
If a driver has a DUII on their driving record and has completed a Diversion Program to drop charges, they will need to provide proof
that the DUII charge was dismissed due to the Diversion Program to be eligible to drive COCC vehicles. Until the documentation is
received, the driver will not be able to apply for driving approval until three years after their arrest date. Depending on the severity of
the violations, approval can be granted at the discretion of the Director of Campus Services or the Vice President for Administration.
Van reservations are submitted through a Webviewer request. Please check with your administrative assistant to submit these
requests. One-week notice is required for reservations of most fleet vehicles. One-month notice is required for: three or more
vehicles; 15 passenger vans; or the request is for three consecutive days or longer. Requests for vans used throughout the term will
be accepted 2 weeks prior to the start of the term. Department Administrators will be contacted prior to the start of each term to
place requests for scheduled field trips. If the reservation is on a weekend, please ensure arrangements are made to pick up keys
before 4 p.m. on Friday or 1 p.m. during the summer term. Each vehicle has a designated parking spot where it is to remain until your
reservation pick up time. On your return, park the vehicle in its designated spot. Prompt return of the vehicles is mandatory because
vehicles may be scheduled again for another department on the same day. A late drop-off fee of $25 may be charged for vehicles
returned to Campus Services after the return date/time specified in the original reservation request. Please visit our website for
Keys and fuel cards
In most instances, each van key will have its own Pacific Pride and Chevron card for your convenience. Fuel cards will be signed out to
you at pick up. Please verify cards before signing as these will be your responsibility. Please drop off the vehicle keys after each use
to Campus Services. Campus Services will verify the beginning mileage before your arrival. The Campus Services kiosk will be used to
check out the keys and credit cards. Please confirm this information before you leave and if there is a discrepancy please see Campus
Services before you leave with the vehicle. Fuel cards are to be used for COCC or Enterprise vehicle fuel only. Using cards for
unauthorized purchases constitutes fraud and the user will be held liable. The charge for usage of COCC fleet vehicles is $0.82/ mile,
there is a minimum of a $35.00 charge. All vehicles must return with at least ¾ of a tank full, if it is returned under ¾ of a tank there
will be a department charge of $25.
All cancellations or modifications must be made prior to 48-hours in advance of your scheduled rental. If a cancellation is made
within the 48-hour window or there is a no show, the department will be charged $25 per vehicle.
The student/staff driver’s department may be charged the first $500.00 deductible in certain circumstances. This would be determined
by the insurance carrier. COCC will not assume financial responsibility for damage caused by the negligence of the driver renting a
COCC or rental vehicle. This includes, but is not limited to, situations where the driver was not acting in good faith, had been using the
vehicle for non-COCC related reasons, failed to meet licensing requirements or comply with these regulations. In these cases, the
driver may be required to pay all costs resulting from the accident. Anyone in the vehicle who is charged by public officials for any
non-legal actions will be individually responsible and not covered by COCC or any of its representatives or insurance.