Carleton College maintains a fleet of shared vehicles that are available for use by pre-qualified drivers of the College conducting official Carleton College business. The fleet consists of three sub-compact cars, one mid-size sedan, nine mini-vans, and one cargo van. Carleton College does not own vehicles that are equipped to carry more than seven persons.

Vehicles that accommodate up to 12 people may be used for academic programs, but they must be procured from an outside rental vendor and drivers must complete an online training program provided through Carleton’s Risk Manager.

  1. The driver of a College vehicle is responsible for the vehicle and its occupants. The driver should be familiar with the principles of safe and lawful operation of a motor vehicle and must obey all traffic laws. Failure to assume proper responsibility (safe and lawful operation) for the vehicle and its occupants will result in loss of driving privileges.
  2. Smoking is prohibited in Carleton College fleet vehicles.
  3. Service animals are allowed in college vehicles, provided they are properly kenneled and restrained. Pets are not allowed in college vehicles.
  4. College vehicles and rental vehicles being used for College business are to be driven only by “pre-qualified” Carleton College employees or students. To pre-qualify (faculty/staff): Complete a Motor Vehicle Report Release Waiver and submit it to the Risk Management Office, do the online defensive driver training. To pre-qualify (students): Complete a Student Driver Application form, apply for a certified copy of your driving record (obtained from your home State’s Department of Motor Vehicles) and submit it to Campus Services, do the online defensive driver training, and read the Fleet Vehicle Policies/Procedures manual. Students must renew their driving status in January of each year by submitting a current driving record.
  5. Fleet vehicle keys must be picked up by the driver of a vehicle (one set of keys per driver). Alternatively, a department may send a list of drivers to Fleet Services prior to pick up so Fleet Services may confirm the authorized driver status of each listed driver.
  6. If an authorized driver is involved in a motor vehicle accident or receives a moving violation, he or she may be required to attend additional defensive driver training. Students may be asked to provide new MVRs upon a qualifying event such as receiving a moving violation ticket or being involved in an accident either in a personal vehicle or a College-owned vehicle.
  7. College vehicles are not to be used for personal business. All vehicle use will be charged through the College’s budget system and a budget number must be supplied for each vehicle reservation. Per mile rates are $.52 for compact cars and $.57 for minivans. Departments and groups will be charged a 100-mile assessment fee if they fail to pick up a reserved vehicle. If a reserved vehicle is not returned to the Stadium lot by the end of the reservation period, a 100-mile assessment fee will be applied for each day it is late.
    1. Note: As of July 1st, 2020, prices will increase to $0.60 per mile or $5.00 whichever is greater.
  8. The use of rooftop carriers or similar externally mounted storage containers on College-owned/leased passenger vehicles is prohibited. The College has one cargo mini-van, which can be used in place of trailers and/or rooftop carriers. Trailers containing a boat or other such apparatus that cannot easily fit in the cargo space may be towed using the cargo minivan. Only authorized faculty and staff who have experience towing trailers are allowed to tow a trailer of any kind behind the College-owned vehicles. STUDENTS ARE PROHIBITED FROM USING A TRAILER OF ANY KIND. All drivers are encouraged to use the space in a cargo van in place of a trailer whenever possible.
  9. When there is a state-issued traveler advisory in effect due to a storm warning, no travel will be allowed. Keys will not be issued for reserved vehicles and everyone traveling in College vehicles should seek shelter until driving conditions improve and all traveler advisories have been lifted. Campus Services may cancel a reservation if it determines that travel is, or may become, unsafe.
  10. Accidents that occur on campus property should be reported to Carleton Security immediately. Accidents that occur off campus property must be reported to the local police at the time of the accident and to Carleton Security immediately upon return to campus. If there are injuries or if the vehicle is not in “drivable” condition — either due to an accident or mechanical difficulties — contact Fleet Services at 507-222-7185 (or Carleton Security at 507-222-4444 after hours) for assistance. Insurance information is kept in the glove compartment of each vehicle. The College will review all accidents involving College vehicles. Determination of future eligibility for drivers involved in accidents will be made on a case-by-case basis.  Refer to full College policy for Accident Procedures.
  11. Drivers are required to use a “lookout” person to help watch while the driver is backing up a vehicle. Whenever possible, the driver should ask a passenger to assist by getting out of the vehicle and watching until the vehicle has cleared any obstacles and is safe to proceed forward.
  12. Any parking or moving violation citations are the driver’s responsibility. The College will not pay any fines.
  13. Fleet vehicles are not available for trips to destinations more than 100 miles from Carleton. Campus Services may make an exception in cases where a Carleton faculty or staff member is accompanying the trip. For trips further than 100 miles away vehicles should be rented from an outside vendor; this is often a less expensive option for longer trips. Information on rentals with Enterprise/National through the State of Minnesota contract can be found in the College Handbook.