Van Reservation Procedures

Facilities currently has two 12-passenger vans and two 7-passenger mini vans available for school use. To accommodate all departments and staff fairly, the following guidelines have been made:

• To reserve a 12-passenger van there must be a minimum of five (5) people for the trip.
• To reserve a mini van there must be a minimum of three (3) people.
• If there are 2 or less people for a trip, please follow the Rental Car policy.

Note: Kirkwood also has two 29-passenger buses that may be available for larger groups. Please see Bus Reservation Procedures.

The following procedures will be followed when reserving, checking out, returning and caring for vehicles. Many of these procedures are mandated by law and required by the auditors.

To Reserve a Van:

1. Contact Facilities to verify that a van is available for dates and times needed.
2. Complete Van Reservation Form and send to Facilities (this form will serve as your confirmation of reservation)
3. Failure to submit the form may result in cancellation and rescheduling of the vehicle.
4. You must include your valid GL number before vehicle(s) will be released for use. 

To Pick Up a Van:

1. Vans may be picked up Monday - Friday, 8am - 5pm at the Facilities office.
2. All drivers must show a valid drivers license.
3. You will be given a 1) trip ticket  2) mileage book  3) credit card for fuel if needed (p-card may not be used.

To Return a Van:

1. Vans may be returned mon - Fri, 8am - 5pm at the Facilities office. 
2. Please return the following 1) completed trip ticket  2) completed mileage book  3) Keys  4) credit card if issued.
3. If you are returning a van after 5pm, do the following  1)leave the completed trip ticket and credit card inside the completed mileage book  2) place the mileage book on the console in the vehicle  3) lock the vehicle  4) place the van keys in the drop slot in the west side door of Facilities

1. Cancellations may occur because of unscheduled maintenance. Facilities will give as much notice as possible. In the event of a cancellation, it is the responsibility of each department to make alternative arrangements. 
2. If vehicles are not picked up within one hour of their scheduled departure time, they will automatically become available for use by others.
3. Please call if you have a vehicle reserved that will not be used.
4. Luggage carriers will not be allowed.
5. These vans are passenger vans, and not to be used for transporting equipment. Seats are not to be removed for this purpose.
6. Kirkwood's Tobaco free policy must be followed. 

Note: It is the responsibility of each individual who checks out a vehicle to insure that all passenger conduct is not detrimental to the vehicle.  The vehicle be returned clean and free of all trash and debris. Failure to return vans in outgoing condition may result in denying future van usage.

Please note any mechanical or other damage immediately upon returning vehicle either on trip ticket provided or in person.