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Facilities Services
Music Building 011
Phone: 651-696-6278
Fax: 651-696-6135
facilities@macalester.edu
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Van Safety Protocols
Guidelines
- Rentals to College Departments and Macalester College Student
Government (MCSG) chartered and funded organizations only.
- No more than 3 vans may be used for a singledestination trip.
Groups of 27 or more will be required to use buses with paid drivers.
Contact the purchasing department for bus information.
- Maximum mileage on Fall Break trips is 800 miles round trip.
Maximum mileage on Spring Break trips is 1,800 miles round trip.
No more than 800 miles may be traveled in one day.
- All van drivers must be prequalified. Prequalification includes:
- minimum age of 19,
- driving record check (motor vehicle report),
- classroom/video training,
- successful completion of a behind-the-wheel checkout (for
students) and
- a minimum of 8 hours of local driving experience with Macalester
vans before driving on a long trip.
(Training must occur at regularly scheduled sessions and prequalified
drivers must be identified at the time van reservations are made.
Training is to include mechanical orientation as well.)
- A minimum of one qualified driver per 400 miles of driving
must be identified with a twodriver minimum for any trip.
- A maximum of 16 hours of continuous travel is allowable after
which a layover of at least eight hours is required. Van operation
is prohibited between midnight and 4:00 a.m.
- Cargo trailers and car top storage units are prohibited. Van
occupancy must be reduced to accommodate baggage or equipment.
- Trip itineraries must be submitted for review by the Associate
Dean of Students (for student groups), Director of Safety and
Security. Review will include route, distance/time and programmatic
goals/risk relationships. Denial of rental may occur with agreement
of two of the above.
- Layovers are required in the event of adverse weather and unsafe
road conditions. Renters will be issued a College credit card
for such emergencies and the College will fund layover expenses,
with no charge back renters.
- A faculty or staff sponsor must be identified. The sponsor will
either go along on the trip or provide written acknowledgement
of responsibility to serve as emergency contact here on campus.
Sponsor must attest to the adequacy of trip leader training in
issues of risk management.
- Noncompliance with any of the above will result in suspension
of all rental rights of the offending organization for two calendar
years from the date of the offense.
- Cancellation of a van reservation must be called or emailed
into the Facilities Office 3 days in advance. A late cancellation,
or failure to pick up a reserved van, will result in a charge
equal to the daily rental rate. There will be no charge for unavoidable
cancellations, such as those due to bad weather.
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