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. Please note that requests must be made at least one week of reservation to be guaranteed.

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(s)

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

Using a St. Olaf Vehicle

Van Parking + Key Pickup

Key pickup is located at the RecRe box outside the Buntrock 007 office. 

• Prior to your reservation, you’ll receive an email from RecRe with instructions for opening the corresponding box with your keys. 
• Note that the name on the RecRe reservation will correspond to the 25Live Requestor. If the requestor is unable to pick up the keys, no problem! The Buntrock Office staff can help with the checkout during our office hours.
• Where possible, keys are available for pickup at least one day in advance for convenience. This does not mean the van is immediately available for use – vans cannot be used under any circumstances outside the reserved time in 25Live.
  • Vehicles are often used back-to-back and failure to comply will have implications on another client’s reservations, maintenance updates, or vehicle checks. Please be respectful of this campus-wide resource.
  • If you have an early start, you are required to reserve additional load in time in 25Live. All vehicle use is billable time.

All vans are located in the parking lot to the left of Rand Hall. Numbers are displayed on the back of each van.

Before Your Trip

• Complete a trip log scanning the QR code on the stickers located on the driver’s door and above the ignition.
• Check the key packets to verify the card holder has both an insurance card and credit card. These cards should be used to purchase gas for the vehicle during the trip.

After Your Trip

• Refill the gas tank so it is at least 3/4 full.
• Ensure the van is returned to the Rand lot. Please park near the other vans so that all fleet vehicles are consolidated. Check to make sure you parked within the parking space lines.
• Complete a trip log scanning the QR code on the stickers located on the driver’s door and above the ignition. 
• Put any gas receipts from the trip into the key packet.
• Refresh the van using the cleaning equipment inside the vehicle and return the van to its standard setup (seats folded up, trash thrown, windows rolled up, floor mats reset appropriately).
• Return the key packet to the Key-Envelope Drop located outside Buntrock 007 office. Keys must be turned in immediately following your reservation.

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.