Rental Policies

Policy Overview

Drivers and passengers are all responsible for ensuring the vehicles are operated in an appropriate and safe manner.  As such, in the event that a driver or group fails to comply with these requirements, the students and/or the student organization may be subject to discipline under the Code of Student Conduct.  Without limiting the potential sanctions that may be imposed for such violations, the loss of privileges for renting vehicles may be imposed.

Making a Reservation

Reservations can be submitted up to three (3) months in advance.  Requests made more than three months in advance will not be considered and will need to be resubmitted at a later date.

Reservations are approved on a first-come, first-serve basis.  All information must be complete at the time of reservation.  Names and information for all drivers must be submitted with the reservation form.  Reservations submitted without driver information will not result in vans/dates being “held” until information is provided.

You will receive an email indicating whether your reservation has been approved or denied.  If you do not receive an email, please contact

Cancelling a Reservation

Cancellations must be made at least 24 hours prior to van pickup time.  Cancellations should be sent via email to  Vans that are not picked up without a cancellation email may result in fees.

Alcohol Use

No transporting/consuming of alcoholic beverages or smoking is permitted in Division vehicles.  Any violations may result in a loss of privileges.

Cell Phone Use

Drivers should never use cell phones while operating Division vehicles.  Any violations may result in a loss of privileges.


Division of Campus Life vehicles may only be operated by approved student and faculty/staff drivers. At no time should anyone who has not been approved and/or trained as a driver operate these vehicles.  All drivers must complete a one-time online training course.  To register for a training session, email

Each driver must pick up and sign for van keys. A valid Drivers License must be provided for review when securing keys and forms.

The driver or passenger(s) should ensure that a cell phone is in the possession of the traveling party for emergency contact purposes. Drivers should not text or call while operating the vehicle.

Picking up Your Van

Van keys must be picked up by the person who is going to be driving the van.  Any additional drivers will also need to show their Drivers License and sign the Trip Ticket.

Van drivers may pick up van keys from the Information Desk on the 3rd Floor of the Benson Center. Please have your Drivers License ready. The Information Desk is open Monday-Friday 7:30 AM to Midnight and Saturday-Sunday from 11 AM to Midnight.

When picking up keys, the driver will receive a Trip Ticket, please keep this and turn it back in at the end of your reservation.

Vans can be found in designated Campus Life parking spaces in Lot J, behind Angelou Hall, at the right rear of the parking lot.

Please inspect your van prior to leaving campus and report low gas tank, cleaning issues or damage to

During Travel

Driver will bear personal responsibility for any moving violations or parking tickets.

At no time should van passenger occupancy exceed 12 individuals.

To the extent possible, distribute luggage/baggage evenly throughout the vehicles when in use/transport.

Do not remove any seats from the vehicles.

Vehicles must be locked when not in use during the reservation period.

There should not be any items or racks placed on or affixed to the roof of the vehicles.

In case of accident or emergency, do not move the vehicle. Contact the local Police Department (if possible) and University Police (336-758-5911).

Returning a Van

Please return your van within 1 hour of your return to campus.

Vans should be returned with a full tank of gas. Failure to do so will result in additional fees. Please note there is nowhere on campus to obtain gas for the vans.

Vans must be returned to their designated parking spaces in Lot J. Lock the van upon parking and leaving it. Failure to do so may result in additional charges.

Please remove all trash/debris accumulated during your trip. When returned, vans should be in the same condition in which they were received. If CP&S staff cleans the vehicle after use, cleaning fees will be added to rental charges. Minimum cleaning fee is $25.

Ready to make a reservation?  Submit now


Need more information?

Contact CPS Administrative Office: