Vehicle Use


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Updates to the Fleet, effective 08/24/2020

Please be aware of the following new fleet procedures put in place to help control the spread of COVID-19:

  1. Reservation Submission
    1. Please submit fleet vehicle requests at least 3 business days before beginning of reservation.
    2. “Grab-and-Go” reservations will not be permitted until further notice.


  2. Face Coverings
    1. Face masks must be worn at all times when more than one person is occupying a vehicle. And keep passengers to as minimal of a level as possible.


  3. Post-Trip Interior Sanitization
    1. At the completion of the reservation, as part of post-trip inspection, the driver is required use the provided sanitizer wipes to clean the inside of the vehicle, especially touch-points and seats.


  4. Inspection Forms
    1. The trip inspection forms have been updated and need to be turned in at the conclusion of the reservation, upon checking the vehicle in. These forms include an area for the driver to initial that the inside of the vehicle was misted with the sanitizer spray before checking in the keys.


  5. Buses
    1. It is recommended that passengers try to only occupy every other seat when possible.

These procedures will be in place indefinitely. If you have any questions, please contact David Wandrey at 319-398-4974.


The following information (last updated on August 24, 2020) can be found in the glove compartment of every Fleet Service vehicle. Every operator of a fleet vehicle is responsible for understanding and adhering to ALL policies. Failure to follow these policies may result in the revocation of the privilege to drive a fleet vehicle.


Qualifications- Fleet Vehicle Driver and Approved Vehicle Use
Fleet Vehicle Privileges
Reporting Damage
Fleet Vehicle Service Highlights
Picking Up Vehicles
Returning Vehicles
Road Repairs
Accident Reporting


Qualifications - Fleet Vehicle Driver and Approved Vehicle Use

Kirkwood employees driving a vehicle on any Kirkwood business must be a qualified driver by completion of the Motor Vehicle Record (MVR) review through the Human Resource department and be able to provide a currently valid driver’s license.


Fleet Vehicles are available for only Kirkwood employees to drive and for Kirkwood related business travel.  All Kirkwood employees are eligible to use a Fleet Vehicle, and any length of travel qualifies for using a Fleet Vehicle.


Under certain circumstances a Kirkwood vehicle may be driven to a private residence and parked overnight such as when the driver is departing early in the morning or returning from a meeting/travel late at night.  When possible, the vehicle should be parked off the street and should always be locked.  Though drivers are permitted to drive a Kirkwood vehicle to a private residence, vehicles are not to be driven for any personal use.


Responsibilities of Operator

The operator of the vehicle has, but is not limited to, the following responsibilities:

  1. Safe operation and security of the vehicle until it has been returned to the Motor Pool.
  2. Strict adherence to all traffic and parking laws. A practice of road courtesy at all times. YOU are responsible for moving and parking violations.
  3. Safety belts are to be worn by all occupants of the vehicle at all times the vehicle is in motion. The driver is responsible for ensuring that all occupants comply with this requirement!
  4. Do not abuse this vehicle! Vehicle damage resulting from abuse is subject to payment by the driver's department (or organization).

Domestic and non-domestic animals are NOT allowed in the vehicles with the exception of service dogs. (Please indicate a special vehicle requirement when making the reservation, of the need to transport a service dog.)


Vehicles are not to be used for towing unless equipped with a towing package as specified on the fleet reservation form. No objects are to be placed, mounted, or tied to the outside of any motor pool vehicle. Damage resulting from any of these conditions will be the responsibility of the requester's department.


Smoking is strictly prohibited in all fleet vehicles according to Kirkwood Policy and the State of Iowa Smoke Free Air Act.



Fleet Vehicle Privileges

Using a Fleet Vehicle is a privilege and violations are subject to corrective action which could include denial to use the Fleet Service.  If denied use of the Fleet Service, an individual will also be denied driving privileges for any KCC business.


KCC Fleet Vehicles are easily identified and common sense must be used in the operating and parking of a college owned vehicle.  All State and Federal laws must be adhered to when driving a Fleet Vehicle and vehicles are expected to be returned full of fuel and clean.



Reporting Damage

In the event of a serious accident or injury take immediate appropriate actions to secure needed assistance. 

  • Any serious or minor accident must be reported immediately to Campus Security at 319-389-1774.  A report must also be made to the Director of Risk Transfer within 24 hours of the accident.
  • Minor accidents must also be reported to Facilities and Security, 319-398-5561, no later than the return of the vehicle.

When possible provide pictures of any damage.




Fleet Vehicle Service Highlights

Fleet vehicles consist of a number of vehicles including cars and vans that are available for use.   Travelers should first consider reserving a vehicle from Facilities Fleet Service for KCC related travel whenever it is determined to be the most economical.

For specific information regarding this service, go to Fleet Vehicle Information.   Information contained in this document is subject to change.


Highlights of the information provided:


Fleet Vehicles:

A list of the fleet vehicles available and their intended use.   


Using a Fleet Vehicle:

Fleet vehicles are available through the Facilities & Security Department.  Facilities manages the Fleet services such as making reservations, checking out - checking in of vehicles, and vehicle maintenance including wear and tear. 

At the end of use, vehicles must be returned clean and with a full tank of fuel.  Absolutely no smoking is allowed in a fleet vehicle.  Any violations will result in additional charges to the department for correction of the issue. 


Cost of Using Fleet Vehicles:

To recover the cost of maintenance, wear and tear, and replacement of fleet vehicles, a charge will be made to each department based on their use.  This will be completed monthly by an interdepartmental transfer.  The amounts charged can be found under Fleet Vehicle Information.


Charges back to the department will include a cost for vehicle use.  Fuel that needs purchased while using a Fleet Vehicle will be paid with a fuel credit card that is provided with each fleet vehicle.  The credit card is to be used only for fuel, only during the travel and to fill the tank before returning the vehicle.


Picking Up Vehicle

Keys can be picked up 24-hours a day from the automated KeyLocker system located in the vestibule of the West entrance of the Facilities and Security building.  The vehicles are located in numbered parking spots across the street in the West parking lot of Facilities and Security.


Returning Vehicles

Returning vehicles late without notifying the fleet services staff may result in revocation of fleet privileges. Contact the Facilities office, 398-5561, if you believe you will be late in returning your vehicle.


The returned vehicle should be free of trash or excessive debris. The department which reserved the vehicle shall be charged a $20 clean up fee if a vehicle's interior is judged to be excessively dirty.


Please make sure vehicle is parked in it's designated, numbered, parking spot.  Ensure that the vehicle is locked and all lights are turned off. Return keys to the automated KeyLocker system located in the vestibule of the West entrance of the Facilities and Security building. 


Road Repairs

  1. In the event roadside assistance is needed, please call Best Roadside Service at 1-866-201-0402
  2. Member ID: Last 6 of VIN (Vehicle Identification Number)
  3. A service provider will be sent to provide assistance.
  4. Most roadside service expenses are covered.  In the event the service is not covered, and it is not safe or you are not able to complete your trip, contact Facilities for assistance.  Minor repairs may be paid for with a p-card.


Accident Reporting

In the event of a vehicular accident, there is an Accident Kit in each vehicle glove box detailing what to do.  (There is also a copy of all of the forms entitled Accident Kit under the Documents heading on the log in screen.)




All Fleet Service vehicles are insured under a Kirkwood insurance policy.

Proof of Insurance can be found in the "Accident Kit" in the glove box of each vehicle as well as in the "Documents" section of this website under both "Accident Kit" and "Proof of Insurance".