Transportation Services of the Administrative Services Core

Policies and Procedures

Purposes:
The Vanderbilt Kennedy Center car can be used for the following purposes; these purposes are listed in order of priority when deciding on conflicting requests.

1. To transport Vanderbilt Kennedy Center research participants to and from a research site when the participants lack their own transportation and would otherwise be unable to take part in the project.
2. To transport staff responsible for psychological/educational screenings and assessments when the testing must be done off-campus.
3. To transport Center staff on and off campus when they are on Kennedy Center related business.

Guidelines:

1. Purpose for car use must be one of three purposes stated above. Personal use is prohibited.
   
2. Projects that require extensive use of a vehicle (e.g., more than 10 hours per week) than can reasonably be accommodated are expected to make use of automobiles available through private rental agencies or to arrange taxi service, over and above the basic service made available to all projects. In those instances, rental or taxi charges are the responsibility of individual research projects, not the Kennedy Center Administrative Core.
3. Driver must have a valid driver's license and be a Vanderbilt employee or student, and a photocopy of driver's license will be kept on file. Driver must complete a "generic" Vanderbilt form annually. First-time users of KC car also need to complete KC car registration form. Contact Peggy Chatfield for both forms.
4. The car is to be used only for local transportation (i.e., in Davidson and surrounding counties); it is not intended, e.g., as transportation to conferences in other regions of the state or in other states.
5. Administrative Services staff are responsible for car maintenance (e.g., periodic servicing) and insurance.
6. Reservations are made on a first come-first served basis. When requests are made for the same time period, priorities (see above) determine car assignment. If the car has been reserved by staff for a business activity and a request for research participant transportation is made later for the same time period, staff will be asked to make other transportation arrangements.
7. When issues arise involving competing priorities and needs, Peggy Chatfield will refer to Tim Stafford (Core Director) for resolution.
8. A reserved car may be released to others if it is not taken within 30 minutes following its scheduled pick-up time.

Procedures:

1. To reserve the car by internet click here to complete request form. Or call Peggy Chatfield, 322-8146, fax 322-8236, or e-mail Peggy Chatfield. Since only a single vehicle is available, users are advised to make reservations as soon as they anticipate need. If the vehicle was reserved but will not be used, person who made reservation is expected to call or e-mail Peggy Chatfield as soon as possible to cancel reservation, so that car will be available for other users. If Ms. Chatfield is unavailable, contact Sue King, 322-8232.
2. Shortly before reserved time, driver should pick up car keys from Peggy Chatfield in 406 MRL. First-time drivers will be asked to present license for copying. Driver is to record beginning and ending mileage and approximate gas amount at end of use, and to report any problems encountered during use; forms for this purpose are in car.
3. Driver should return car to the KC reserved space in Lot 95 (off 21^st Ave. S.) and return keys to Peggy Chatfield. If another car is in that space, park the car in a Zone 1 space (but not Fire Lane, Reserved, Handicapped, or Metered spaces) and tell Peggy Chatfield where you left the car.
4. Driver and passengers must use seat belts; driver is responsible for seeing that passengers comply. Children must use car safety seats or seat belts, as appropriate by age and size, and children should ride in rear seat. Child seats should be stored in trunk when not in use. If you have not been trained in proper use of child safety restraints, you must be trained; contact Peggy Chatfield to schedule training.
5. Since the car is used to transport children, smoking in the car is prohibited at any time (regardless of whether children are present).
6. Drivers are responsible for keeping car interior neat and clean (e.g., papers or other items should not be left in car after use).
7. The driver and all passengers are covered by Vanderbilt insurance.
8. If gas is needed, driver should refill tank at Shell in Hillsboro Village (1820 21^st Ave. S.). Driver should go inside and request that gas be charged to Kennedy Center account.
9. If you have problems with the car that warrant it being towed while it is in your possession, please call Martin's Wrecker Service, 256-9502.