Student Organization Vehicle Rentals and Travel Policies

Apr 28, 2018

Scope:  Who is Covered by this Policy?

Undergraduate Students, Student Organizations and Student Sports Clubs

Policy

Renting a Vehicle

Registered student organizations and sports clubs can rent vehicles through the University’s Enterprise Rent-a-Car program. For additional information contact the Office of Finance and Business Services.

Safety Requirements for all Student Organization Vehicle Usage

  1. Use of rented vehicles by a student organization may be used only for official business of the student organization.  Only designated and approved drivers are permitted to drive the rented vehicles. Rented vehicles may not be used for personal business or pleasure.
  2. Drivers and passengers are responsible for ensuring the vehicles are operated in an appropriate and safe manner considering the specific nature of the trip, including such things as road conditions, expected en route weather, distance to be traveled, prolonged driving time, and time-of-day, etc.
  3. Drivers of rented vehicles are subject to all laws, speed limits, and other regulations established by the local jurisdictions through which they travel.  Seat belts shall be worn at all times by all occupants.  Any fines or citations resulting from traffic or criminal violations will be the responsibility of the driver, and not the Miami University.
  4. Drivers must be a minimum of 18 years of age (21 years of age for utility trucks or for trucks with towing package).
  5. Drivers shall not drive between 12:00 a.m. (midnight) and 5:00 a.m.
  6. Trips of greater than two hours must comply with the following:
  • Drivers can only drive four hours without stopping to rest for at least 30 minutes;
  • No single driver can drive more than eight hours total in a 24-hour period; and
  • A front passenger seat navigator must be designated and must be awake at all times.
  1. Drivers shall not drive during periods of travel or weather advisories or at any time during inclement weather of such severity as to make travel unsafe.
  2. For all trips, students are required to fill out the Organization Travel Registration Form found on in Student Activities.

Additional Van and Towing Safety Requirements 

  1. In order to drive a 12 passenger van for student organization purposes, the drivers must be a minimum of 21 years of age and complete required training available via online streaming video, or equivalent training authorized by the Office of the Senior Vice President for Finance and Business Services. Please contact 513-529-4225 to register for training.
  2. In order to drive a vehicle with a towing package or a utility truck, the drivers must be a minimum of 21 years of age and complete any required training available via on-line streaming video or equivalent training authorized by the Office of the Senior Vice President for Finance and Business Services. Please contact 513-529-4225 for instructions for registering for training. No personal vehicles shall be used to tow for University purposes.

Enforcement

Drivers and passengers are all responsible for ensuring the vehicles are operated in an appropriate and safe manner.  As such, in the event that a driver or group fails to comply with these requirements, the students and/or the student organization may be subject to discipline under the Code of Student Conduct.  Without limiting the potential sanctions that may be imposed for such violations, the loss of privileges for renting vehicles may be imposed.

Emergency Notification

In case of an accident, the driver or other member of the group must notify the appropriate local emergency authority (i.e., 911).  The Miami University Police (MUPD) should also be notified.  The MUPD is available 24 hours at (513) 529-2222.  All required notifications by the provider of the rental vehicle should also be followed.

Related Form(s)

Not Applicable.

Additional Resources and Procedures

Not Applicable. 

FAQ

Not Applicable.

Policy Administration

Next Review Date

7/1/2023

Responsible Officer

Sr. VP for Finance and Business Services

Legal Authority

Not Applicable.

Compliance Policy

Yes

Revision History

Edited October 2019

Reference ID

Student Handbook 5.17

Reviewing Bodies

Administrative