College Van Use Policy

St. Olaf maintains a fleet of vehicles that are available for official business of the College. Vans are available for reservation to staff, registered student organizations, and faculty. Please see St. Olaf’s Vehicle Use Policy for full policy information.

Anyone driving a college vehicle must be at least 18 years old and must be on the approved drivers list. Drivers must pass a motor vehicle background check and maintain the online Alert Driver safety training program certification (must be renewed every three years). Please complete the background check and register for the training.

Due to the popularity of the vans, groups using the vans will be assessed a $30 minimum fee per day of use or the standard mileage rate – whichever is greater. Alternative means of transportation should be used to avoid college vehicles from being parked for multiple days at a time when possible. This applies primarily to local trips (i.e. airport/train station trips) where vehicles will likely sit unused.

Reserving a St. Olaf Vehicle

To reserve a vehicle, please use 25Live Pro

On your 25Live request, you must indicate the following:

• Destination
• Date and Time of Departure
• Date and Time of Return
• Unit name and cost string for the charge
• Number of people traveling
• Driver’s name and cell number

A cancellation fee of $50 will be assessed if your request is not canceled within 24 hours of reservation.

Using a St. Olaf Vehicle

Upon receiving a confirmation of your reservation, you must collect a key packet on the day of your reservation. Key packets can be picked up using the electronic locker outside the Buntrock Office (BC007).  You will receive an email notification when you are eligible to pick up your key packet. All college vehicles are parked in Lot B (Rand parking lot) and must be returned there after the reservation concludes.  Your key packet must also be returned to the Buntrock Office or key drop box immediately after you return the vehicles to the Buntrock Lot.

When returning St. Olaf vehicles, the gas tank should be 3/4 full. Each van packet includes a credit card to be used to purchase gas. If purchasing gas, please make sure that you get a receipt for the gas and leave the receipt in the key packet.

Travel groups of 15 or more are encouraged to utilize a chartered bus if the travel distance is greater than 50 miles one-way.  Northfield Lines is a trusted, local, transportation vendor. Please stop by the Office of Student Activities for assistance with bus reservations.

Please note: SMOKING/VAPING in college vehicles is prohibited. Users who smoke/vape in vans will be assessed a cleaning fee and may have their driving privileges revoked. Also, it is the expectation that the van be returned in a reasonably clean condition, with all trash removed from the vehicle. If the vehicle requires excessive cleaning, a cleaning fee will be applied, and assessed to your group.

To maintain the college van program, staff reserve the right to administer the following charges as necessary:

If a St. Olaf Vehicle is not Available:

Faculty/Staff:  Please call our preferred rental car vendor, Enterprise Rent-a-Car.  Drivers must still be approved through St. Olaf.

Students: The Office of Student Activities can help with renting from Enterprise Rent-a-Car.

• The College disallows the rentals of 12 passenger vans through Enterprise, or other rental car companies.
• Charges vary according to size.
• With rental vehicles, gas is over and above the regular charge.
• Drivers must be 18 if using the St. Olaf account, 21 if reserving as an individual.
• Cancellation of rental vehicles must be made at least 48 hours prior to scheduled use or a cancellation charge will be incurred.