Chapman University's fleet consists of ten (8) person capacity vans. Described in this policy are the requirements, regulations and steps to take to reserve and use a university vehicle.
Vehicles shall be used for official university business only. No personal use is permitted.
Supervisor, Parking and Transportation Services (714) 997-6560 Public Safety (714) 997-6763
Vehicle Request Form
All departments/persons who wish to use a campus vehicle must submit a Vehicle Request Form to Transportation Services for vehicle scheduling and confirmation of the reservation. (The Transportation Services Office can be contacted at Public safety, ext. 6560.)
It takes a minimum of two working days to process driver authorization requests for new drivers; each new driver must be cleared and authorized to drive University Vehicles. If you are not sure whether a driver has been cleared or not, contact the Transportation Coordinator at ext. 6560.
In order to clear a new driver the individual seeking clearance must complete a California Employer Pull Notice Addition Form or an Out of State Employer Pull Notice Addition Form, whichever is applicable, and submit it to Transporation Services for processing. There is a fee to process each request for authorization and the budget number must be listed on the form before it can be processed. Once the form is processed, the individual will be notified whether he or she is cleared or not cleared to drive University Vehicles. Individuals seeking authorization to drive and are receiving monetary compensation from the university for their services, must possess a California Drivers License in order to be processed to drive.
The Vehicle Request Form is divided into three sections.
Vehicle Trip Report Form
A Vehicle Trip Report Form will be given to the driver with the vehicle keys on the day the vehicle is taken. The driver will return this form with the keys on the day that the vehicle is returned.
The form will be filled out as follows:
The vehicle key, Vehicle Trip Report Form and Trip Manifest Form will be picked up and returned to the Public safety office. ID is required at the time of vehicle pickup. The Trip Manifest Form must be completed and left with Public Safety prior to leaving campus. Should an accident occur it is important that the university knows exactly who is in the vehicle. Failure to submit a Trip Manifest Form prior to leaving campus can result in future denial of use of university vehicles.
All vehicles must be returned to their designated parking spaces either behind the Bhathal Student Services Building and the Law School, or in the lower level of the Lastinger Structure by the evening of the day the vehicle was reserved, not the next morning. The only exemption is for those vehicles checked out for trips that require an overnight stay at the place of destination. Vehicles are to be returned to the numbered space that corresponds to the van number.
A Driver's Accident Information Kit is located with the vehicle registration in the glove box. Please refer to the Driver's Accident Information Kit for instructions on "What to do in Case of an Accident". Follow these instructions and be sure to complete the checklist at the scene of the accident to record key information about the accident. The department using the vehicle at the time of the accident is responsible for providing transportation back to the university for all passengers. The department responsible for the vehicle at the time an accident occurs is responsible for damage to the vehicle. If a claim is made against Chapman University's insurance carrier, the responsible department will be charged for the deductible. The deductible amount is $1,000.00. If the damage amount is less than $1,000.00, the department responsible for the damage will pay the full amount of the cost of repairs.