Motor Pool Guidelines & Reservations

Use of Motor Pool Vehicles & Driver Requirements

Recognized Student Organizations (RSOs) are eligible to utilize Tulane University motor pool vehicles for university-related travel. Refer to the Authorized Driver Policy from the Office of Enterprise Risk Services (OERS) for full driver requirements. To drive a motor pool vehicle, a student must be approved as an authorized driver by OERS. The authorized driver approval for students includes the following:

  • Approved Motor Vehicle Report (MVR)
  • Successful completion of the United Educators Online Defensive Driver Test
  • Successful completion of the Motor Pool Online Class

Tulane University reserves the right to cancel motor pool vehicle trips due to inclement weather and/or campus closure.

Authorized Driver Approval Process

  • The authorized driver approval for students includes the following and typically takes at least 3 weeks to complete:
    • Approved Motor Vehicle Report (MVR)
    • Successful completion of the United Educators Online Defensive Driver Test
    • Successful completion of the Motor Pool Online Class
  • The student shall authorize the university to obtain an annual Motor Vehicle Registry report (MVR) from the issuing state of the driver’s operating license by completing an annual Authorized Driver/MVR Consent form on WaveSync. The MVR check takes at least 7-10 business days to be processed.
  • MVRs will not be approved for any student who has not had their driver's license for more than two years and/or if there is an accident or speeding violation on their record.  Refer to the Authorized Driver Policy for more information.
  • Following submission of the MVR Consent form, you will also need to complete a United Educators Online Defensive Driver Test and Motor Pool Online Class. We recommend you complete the test and class as soon as possible to expedite your request. 
  • If you have any questions, please contact the Office of Enterprise Risk Services at oirm@tulane.edu or 504-865-5653.
  • Motor Pool Online Class:
    • Click Link: https://tulane.instructure.com/enroll/4GACDN
    • Press “Go to the Course” button
    • Scroll down to Motor Pool Classroom Training. Note: You will see Welcome, Motor Pool Notes, and Motor Pool Lecture - MUST WATCH AND SUBMIT FOR CREDIT!!! followed by the Final Exam
    • Start at the beginning of the Module and proceed through it like any other course posted on Canvas
    • Send email to motorpool@tulane.edu
    • You must complete the presentation and answer the questions that are embedded to proceed through the presentation
    • The Final Exam cannot be challenged until you view the Presentation in its entirety.
    • If you have any questions, please contact the Motor Pool Coordinator (MPC), at motorpool@tulane.edu or 504-315-9335
  • Completion of the United Educators Online Defensive Driver Test and the Motor Pool Online Class does not guarantee approval as an authorized driver.
  • Once the MVR is approved, the Office of Enterprise Risk Services (OERS) will update the discussion on the Authorized Driver/MVR Consent form and the driver will receive a notification email via WaveSync.
  • Once the MVR is approved and all required training is completed, the Authorized Driver/MVR Consent form will be approved. The driver will also receive an approval notification via WaveSync.

Motor Pool Vehicle Request Process

  • RSOs interested in reserving a motor pool vehicle must complete the Motor Pool Vehicle Request form on WaveSync at least two weeks before the scheduled trip. Requests received less than two weeks before the scheduled trip will be denied.
  • As stated on the Motor Pool Vehicle Request form under the section titled Authorized Drivers, ALL students driving on the trip must already be certified at the time of the request being submitted.  Failure to meet this driver requirement will result in the trip being denied.  Therefore, it is HIGHLY recommended RSO’s plan ahead and have all students who may potentially drive on a trip become certified at the beginning of the academic semester before Motor Pool vehicle requests begin to be submitted.
  • If you are unsure if you have been certified to drive a Motor Pool vehicle, email motorpool@tulane.edu and include your name, Splash Card ID number, and the recognized student organization you are affiliated with.
  • It is strongly recommended that RSOs identify an additional driver per vehicle, beyond the number of drivers needed per the distance of the trip, in the event of driver illness or emergency.
  • The RSO advisor must electronically approve the request via WaveSync. Motor Pool Vehicle Request Forms will not be processed until advisor approval is completed.
  • Once the authorized driver status is confirmed for all listed drivers and the availability of motor pool vehicle(s) is confirmed, the Motor Pool Coordinator (MPC) will approve the request form and send an electronic notification via WaveSync to the RSO contact. Included in the notification will be an assigned time to pick up the key(s) to the vehicle(s) and complete a pre-trip walkthrough.
  • Drivers must pick up the key(s) and complete the pre-trip walkthrough at the assigned pick-up time. If a student organization is taking multiple vehicles, at least one driver from each vehicle must be present at the pre-trip walkthrough.
  • In addition to the vehicle keys, each vehicle will have a fuel card with a PIN number assigned by the MPC. All vehicle fuel should be paid for with the fuel card. 

Safety Criteria & Use Restrictions

  • Refer to the Authorized Driver Policy for a full list of safety criteria and use restrictions.
  • Drivers and/or passengers may not tamper with or remove dash camera, dash camera power source, GPS, or exterior vehicle magnetic sign.

Return of Vehicle & Vehicle Condition

  • Upon return to campus, driver(s) must return the vehicle(s) to the designated parking location in the Claiborne Parking Lot at the designated time as indicated in the Motor Pool Vehicle Request Form.
  • Upon return the driver(s) must conduct a post-trip walkthrough and complete a Vehicle Inspection Report (VIR) as instructed during the Motor Pool Online Class.
  • All damages to the vehicle MUST be documented on the VIR. Failure to document damages on the VIR could result in further disciplinary action including, but not limited to, loss of the use of the motor pool fleet to or the RSO being held responsible for the damages. The cost to repair damages, up to $2500, will be charged back to the RSO and/or driver found responsible for the damages.
  • All vehicles must be returned with a full tank of gas. Failure to comply with this will result in a $30.00 plus the price to fill the tank charged to the RSO.
  • Upon return, the interior of the vehicle must be cleaned out. This includes the removal of all trash. Failure to comply with this will result in a $100.00 fee charged to the RSO.
  • Keys and the completed VIR must be returned to the top grey lock box that is mounted on the outside of the Shuttles & Transportation Office as shown during the Motor Pool Driver Training Class.

Motor Pool Vehicle Usage Rates

Fees are determined based on the amount of miles traveled as well as amount of time the vehicle is checked out.

  • Less than 100 miles round trip
    • Fuel + $5 per trip fee
    • Paid through individual organization 9 ledger account
  • 100+ miles round trip
    • Fuel + $5 per 0-12 hours of use trip fee
    • Paid by individual organization 9 ledger account

In addition to the fees above, if travel includes the use of toll roads, the RSO must be prepared to pay the corresponding toll(s).

If the Recognized Student Organization (RSO) cancels a trip less than 24 hours before the departure time, the following penalties will apply:

  • The first cancellation will result in a written warning issued to the RSO contact from the Motor Pool Coordinator (MPC).
  • Two or more cancellations will result in a $65 cancellation charge per vehicle per day of scheduled use.  

Motor Pool Violations & Sanctioning

Speeding

  • Driver(s) that are determined to be speeding in a motor pool vehicle will have driving privileges suspended pending an investigation.
  • Driving privileges will be suspended based on the outline below:
    • 6-15 miles over the designated speed limit - driving privileges suspended for 90 days from the date of the incident excluding summer months
    • 16-20 miles over the designated speed limit - driving privileges suspended for one year from the date of the incident 
    • 21+ miles over the designated speed limit - driving privileges revoked indefinitely
  • At the end of the sanctioning period, a new MVR must be completed and the driver must successfully complete the United Educators Online Defensive Driver Test.
  • Drivers may appeal the sanction by submitting a written appeal to the Office of Enterprise Risk Services (OERS) at oirm@tulane.edu within 7 business days from the date notification of the sanction is sent. OERS will review the appeal within 7 business days from the date the appeal is received.
  • Refer to the Authorized Driver Policy for more information on speeding violations.

Camera Tickets

  • Driver(s) are not allowed to have more than 2 camera tickets within the last 3 years.
  • Egregious infractions (speeding in a school zone, blatant disregard for a red light, or 11mph+ over the speed limit) will result in disciplinary action.  
  • A contested camera ticket that is overturned will not go on driver record.
  • Driver is responsible for paying the camera ticket. 
  • At the end of the sanctioning period, a new MVR must be completed and the driver must successfully complete the United Educators Online Defensive Driver Test.
  • Drivers may appeal the sanction by submitting a written appeal to the Office of Enterprise Risk Services (OERS) at oirm@tulane.edu within 7 business days from the date notification of the sanction is sent. OERS will review the appeal within 7 business days from the date the appeal is received.
  • Refer to the Authorized Driver Policy for more information on camera tickets.

Accidents

  • Driver(s) that have an accident while driving a motor pool vehicle will have driving privileges suspended pending an investigation.  Sanctions will be determined at the discretion of the Motor Pool Violations Committee.
  • Drivers may appeal the sanction by submitting a written appeal to OERS at oirm@tulane.edu within 7 business days from the date notification of the sanction is sent. OERS will review the appeal within 7 business days from the date the appeal is received.
  • Refer to the Authorized Driver Policy for more information on accidents.

Questions & Contact Information

For more information or questions regarding the motor pool, contact the Motor Pool Coordinator (MPC), at motorpool@tulane.edu or 504-315-9335.

Return to RSO Handbook