Use, Operation, and Maintenance

Location of Pool Vehicles

UMW pool vehicles are located at the Physical Plant building off of Hanover Street, behind the Battleground Athletic Complex and home to UMW Facilities Operations. Administration staff members process all requests for use of vehicles.

Who May Reserve and Drive Pool Vehicles

All UMW students and staff members are eligible to use pool vehicles. The operator must possess a valid driver’s license. A faculty or staff member MUST accompany any student using the vehicles beyond a 200-mile radius. Trips outside the 200-mile radius require approval by the Office of Student Activities and Engagement. A travel plan, roster of all students traveling (including emergency contact information), and supporting documentation is required in order to travel. This information should be submitted to SAE, with each student filling out the “Student Travel Emergency Contact Form and Conference Waiver.” All overnight trips require approval, with SAE having the right to request a mandatory chaperone. All student trips without a chaperone should identify a faculty or staff member who will be a point of contact for them during their trip. All UMW students on a trip are expected to abide by the behavior expectations outlined in UMW’s Student Handbook and the Office of Student involvement’s travel policies. The University recommends limited driving from midnight to 5am. Student driving shifts should be no longer than 3.5 hours.

How to Reserve a Pool Van

All vehicles are booked on a first come, first served basis, with a minimum advance notice of five (5) days.

Requesting a State Vehicle

All requested information must be supplied. Omitted information may result in denial or delay of service; fields marked “TBA” or “TBD” will not be accepted. The person reserving a vehicle must give the date and time which he or she intends to use and return the vehicle and must identify the driver of each vehicle. All vehicles are in great demand, so it is important the operator return the vehicle on time.
The driver should perform an inspection of the vehicle upon receipt, listing any defects on the mileage sheet before departure. The mileage sheet is provided in the packet with the key. Prior to returning the vehicle, the driver should repeat the process of inspection, noting any new damage on the mileage sheet. The sponsoring department and driver are responsible for returning the vehicle in the condition in which they received it–in an identical level of cleanliness, free of defects or damage.

How to Pick Up and Return a Pool Vehicle

To pick up a UMW vehicle scheduled to depart during the normal business hours of 8 a.m. to 5 p.m., one must report to Facilities Services shortly before departure time, but no later than 4:30 p.m. on the day of departure for vehicles scheduled to depart after business hours and on Friday, Saturday or Sunday. One must report to Facilities Services no later than 4:30 p.m. Friday. In most cases, drivers will be issued a vehicle packet containing keys and report forms, and they will be instructed to return for the vehicle at the time and/or date of departure. The vehicle will be located just outside the locked gate at the east end of the Physical Plant.
During the normal work hours of 8 a.m. to 5 p.m. (weekdays), the pool vehicle may be returned to the Physical Plant compound. The operator must complete the Vehicle Use Report and return it, with the keys and checkout package, to the front desk. If the operator arrives after normal hours, the pool vehicle must still be returned to the Physical Plant building and the packet must be dropped into the lock box mounted on the wall at the front door.

Using a Pool Vehicle

The operator of the pool vehicle is not only subject to Virginia traffic laws, but also to UMW rules and regulations. Driving with courtesy and consideration for the public is of the utmost importance.
The operator of a pool vehicle must remember that the state pool vehicle attracts attention and may leave favorable or unfavorable impression, depending on the behavior of the driver and passengers. These impressions reflect on UMW and on the state.
Vans in the vehicle pool have an occupancy limit of (12) people, (11) plus the driver.

What to do in the Event of Mechanical Trouble

All pool vehicles are service and ready to be used as scheduled. However, if the vehicle breaks down and requires assistance, please call the Vehicle Management Control Center (VMCC Program) at 1-866-857-6866. Detailed instruction are located in each vehicle.

Purchase of Fuel

When a vehicle requires fuel outside of Facilities Services’ normal business hours, gas may be obtained from stations that participate in the Voyager Fuel Card program. A station listing and instructions on how to use the card is located in each vehicle.

In the Event of an Accident

  • Call the Police
    • At UMW main campus, contact the University Police 540-654-1025.
    • In Virginia, call the State Police.
    • Outside of Virginia, contact the police in your current jurisdiction.
  • Additional Reporting
    • Contact rental car company (if driving a rental car).
    • Contact University Risk Management 540-654-1018 (after hours contact UMW University Police).
    • Contact Facilities Operations at 540-654-1047 (if driving a state vehicle).
  • General Information
    • Do not admit fault.
    • Do not comment about the accident to anyone but the police and insurance company.
    • Gather Information:
      • Driver’s information (name, address, contact number) & number of passengers
      • Witness information (same as above)
      • Injured parties’ information (if any, same as above)
      • Police information (same as above, including badge number)
  • Gather Evidence
    • Photographic evidence (use cell phone for pictures)
      • Property damage
      • Physical layout of the scene
  • The vehicle is insured by: The Commonwealth of Virginia

Emergency Equipment

All vehicles ate equipped with a spare tire, flares, fire extinguisher, flashlight, and first aid kit.

Securing the Vehicle

Vehicles must be locked when unattended and the key should remain with the individual who checked it out. The Voyager card must be secured and remain with the vehicle at all times. If the card is lost or stolen it must be reported immediately to Facilities Operations and the UMW Police Department. If the card is not properly reported as lost or stolen and fraudulent charges appear on the statement, your department may be liable.