WSSU Student Centers Vehicles Usage Policies and Procedures
The Office of Student Centers manages two vehicles that can be reserved and used for university related transport of students for service-learning, community-based projects, and student leadership opportunities.
These vehicles can only be driven by paid students, staff, or faculty employees who are driving in the scope of their job AND are University van trained by WSSU Parking & Transportation staff, or another authorized WSSU van safety trainer. Drivers will also be required to have a valid driver’s license and agree to a driver’s license check by WSSU PD.
Please note, reservations are subject to vehicle availability. Reservation requests made less than one week in advance will not be honored. Our 15-passenger van requires in-person van training and a university van safety course (virtually available on Canvas). Reservations with new drivers in need of training need to be made two weeks in advance.
Guidelines for Vehicle Usage
- College vehicles are to be used for official college business only.
- Authorized college employees must meet the following requirements to drive a Student Centers vehicle:
- Have at least one year’s experience in the class of vehicle operating
- Have a valid driver's license issued in the state of residence for the class of the vehicle being operated and be able to drive a vehicle. Note: Obtaining a driver's license is a personal expense.
- Per WSSU policy, no minors can be transported in the vehicles
- Operate vehicle only for approved use
- Practice safe driving at all times
- Report any vehicle maintenance issues to Office of Student Centers
- Ensure that all trash is collected and disposed of before returning vehicle
- Crumbs, excess sand/dirt, etc. are vacuumed out before returning the vehicle
- Inquire about a gas card at the time of key pick-up if you are traveling outside Winston-Salem and do not return van with empty gas tank
- Fill out and return form along with key packet the by the business day following use
Cautions: Drivers will not qualify to drive a college vehicle if, during the last 60 months, the driver has had any of the following:
- Conviction of a felony
- Conviction of sale, handling, or use of drugs
- Automobile insurance canceled, declined, or not renewed
- Conviction of an alcohol or drug-related offense while driving
- Driver's license suspended or revoked
- Conviction of three or more speeding violations or one or more other serious violations
- Charged in two or more accidents
Drivers will receive a one -year suspension from driving a college vehicle for conviction of speeding 15 mph above the posted limit.
Reserving A Vehicle
Vehicles are reserved through the 25Live Scheduling system. Once you log in to 25Live, go to:
- Search:
- Select Object: Resources
- Type in: Student Centers
- Select from matching resources: Vehicle: Student Centers (Pickup Truck) or Student Centers (Van)
Reservations must be submitted no less than 5 days in advance.
The vehicles are in the Students Centers Vehicle parking spaces. This is where you will depart after check-out and where you will return the van / truck at the end of your reservation.
You may find an unauthorized vehicle in the reserved parking spaces when you return. Should this happen, please attempt parking elsewhere in the area. If no parking can be found, park the vehicle elsewhere and notify Student Centers staff (Mr. Dana Walker) immediately. Please do not "create" a parking spot for the vehicle.
Driver Safety Information
All drivers must be approved by WSSU Parking Services to operate university vehicles. If you are interested in becoming an approved driver at WSSU, please see the drivers’ requirements below:
- Meet the minimum qualifications as outlined below
- Be authorized by Student Affairs or program
- Complete the driver registration process prior to driving on university business
University departments are responsible for ensuring employees who drive on university business complete the registration process before allowing them to drive.
Employees who operate University vehicles (owned, leased or rented by the University) more than four times per year must be on the Approved Drivers List.
Minimum Qualifications:
Drivers must meet the following minimum qualifications:
- Have a valid drivers license in effect for at least three years, not including learner’s permit
- Have a satisfactory motor vehicle record with no more than eight (8) negative points for moving vehicle violations during the last three previous years
Driver Registration Process
Complete and submit the appropriate forms to Risk Management based on whether you are licensed in North Carolina or Out-of-State.
- NC Licensed Drivers
- Out of State Licensed Drivers
Risk Management will request and evaluate your motor vehicle record. Please allow three (3) business days for processing. Once the record is approved, you will receive instructions on completing required driver safety training.
Motor Vehicle Record Checks
Risk Management will examine the motor vehicle records of all approved drivers on an annual basis. Records are considered confidential and maintained by Risk Management. The University reserves the right to perform a motor vehicle record check at any time on anyone on the Approved Drivers List.
- If during this examination an employee’s driver’s record becomes unsatisfactory, the supervisor will be notified, and the individual will not be permitted to drive a university vehicle until their record becomes satisfactory
- If an employee’s DMV point total exceeds eight (8) negative points for moving vehicle violations during the previous three years, the driving privileges of the employee will be suspended or revoked, and may result in the release from university employment
- If at any time an individual’s driver’s license becomes suspended or revoked by DMV, the individual will not be allowed to drive a Student Centers vehicle until the license is reinstated, and the individual must notify their supervisor immediately
- Anty driver convicted of DUI while driving Student Centers vehicle will permanently lose the privilege of driving a university vehicle
Charges and Violations
Any person applying for new employment whose driving history within the past three years reveals any of the following will not be approved to drive Student Centers vehicle:
- DUI
- Speeding in excess of 80 miles per hour
- Leaving the scene of an accident resulting in bodily injury
- Convictions totally more than eight (8) negative points
Drivers convicted of any of the following will have the driving privileges suspended or revoked:
- DUI
- Reckless Driving
- Operating a vehicle during a period of suspension or revocation
- Failure to report an accident
- Hit and run
Appeals
An employee may appeal a notice of suspension or revocation.
North Carolina State Law always requires the use of safety belts when the vehicles are in use.
Insurance, registration, and accident reporting information are in each vehicle.
Cost and Rates:
Starting in the Fall of 2025 semester, there will daily rental for Student Centers vehicles. All rentals are inclusive of insurance and fuel along with local tolls. You do not need to record the mileage or submit mileage for your trip.
List of possible charges:
- 15 passenger van:
- $50.00 per day (in state)
- $100.00 per day (out of state)
- Pickup Truck:
- $25 per day (in state)
- $75.00 per day (out of state)
- Cancellation fee of $50 if reservation is not cancelled 48 hours before the reservation starts time
- Cleaning fee of $50 or $100, depending on the severity if the vehicles are not returned in the acceptable state
- Excessive toll usage and tolls for long trips are subject to additional charge of the toll amount usage
- Replacement fee of $250. If vehicle key fob is lost or not returned
Passenger Roster:
The complete list of vehicle passengers must be emailed to walkerd@wssu.edu prior to your trip. If a passenger roster is not submitted prior to picking up, your reservation will be cancelled.
Cancellation Policy:
The Student Centers vehicles is heavily in demand during the semester. If you learn that you will no longer need to use a vehicle, it’s your responsibility to cancel the reservation by email to Mr. Dana Walker at walkerd@wssu.edu. Any reservations not cancelled within 48 hours of the rental start time will be subject to a $50 cancellation fee.
Fuel
Student Centers staff will keep the fuel tanks always filled for the vehicles, but frequent use (or the length you are driving) you may find yourself with a low tank on occasions. If necessary, please refuel with unleaded gasoline using your university credit card.
Cleanliness:
We appreciate every effort you can make to keep our vehicles clean. Please explain this to your passengers. Before returning a vehicle, please clean all spills and remove all trash. A cleaning fee of $50 or $100 will be charged if the vehicle is left in an unacceptable state. Smoking or pets are not permitted in vehicles!!
E-Z Pass
All vehicles will be equipped with an E-Z Pass transponder. All local tolls are covered in the cost of the vehicle rental. Excessive toll usage and tolls for long trips are subject to an additional charge of the toll amount used.
Keys
You can pick up the vehicle keys from the Student Centers office during normal business hours. Hours of operation are subject to vary during all federal and university observed holidays. Keys must be returned within 12 hours of dropping the vehicle off. Keys can be returned to the Student Centers information desk , or at the drop box located on the wall inside the suite. Keys that are not returned in a timely manner are subject to an additional $25 late fee.
FAQ
Who pays for Gas?
If you are using the van within the above guidelines regarding local service & leadership activities Student Centers covers the cost of gas. If you are traveling outside of Winston-Salem, we will ask for your travel gas cards to purchase.
Where are the vehicles kept?
The 15-passenger van or pick-up truck are parked in the student centers parking space in behind the Thompson Center parking lot. Drivers are responsible for picking them up and returning them to the same location.
How do I get keys?
Once your reservation is approved by email you can pick up the keys at the Office of Student Centers in the Thompson Center Suite G-05 during business hours (8:30am-5pm M-F) no more than one day before you need them. Keys must be returned within 24 hours after your reservation during business hours.
What happens in the event of an accident?
Drivers shall report any accident immediately to Student Centers Director and then complete the Accident Report Form found in the vehicle's key pouch. You will learn this information from the van / pick-up truck safety training you receive before being authorized to drive University vehicles. In the event you need a reminder, guidelines and insurance information are available in the key packet that you will keep.
