Vehicle Reservation Forms

Policies & Procedures

The vehicles will be parked on the 4th floor of the 43rd and Bluestone parking garage but may be parked at different locations throughout the academic year. The keys are kept in MGB 110 and will be made available on the day the vehicle is required. Key pickups may be made the night before only if you are leaving outside office hours. Other field equipment is available for reservation along with the vehicle including binoculars, bug spray, hand-held GPS, and sunscreen.

1. Fill out the COS Motors vehicle reservation form.
2. This form is the only valid method of making a reservation! Emails (without form attached), handwritten requests, phone calls and personal communications will not be honored.
3. Please make your vehicle reservations at least 5 business days prior to your departure date. BSSF Staff will try to assist you with unexpected vehicle needs but only reservations made 5 business days prior to your departure will be guaranteed.
4. All users must be an authorized driver with the ODU Office for Compliance and Risk Management and have completed the Distracted Driving, Defensive Driving, and 15 Passenger Van trainings assigned by Risk Management. The Office of Risk Management will also request your Motor Vehicle Record. Once approved, drivers must forward the approval email to BSSF@odu.edu or you will not be allowed to drive the vehicles.
5. All users must complete the Equipment Use Authorization Form for each ODU vehicle being checked out if the vehicle is being checked out overnight. This form must be sent to both bssf@odu.edu and fixedassets@odu.edu. For “Final Destination”, please list your home address.
6. Only students of the field course, visiting scholars, ODU AAUS divers, or ODU-sponsored guests may ride in the vehicles. No outside parties may ride in the vehicles.
7. All usage will be charged; usage fee does not include tolls which will be added to any charges. Any research use must have an appropriate grant number included. Charges are per day. Cancellations must be made at least 24 hours in advance to avoid being charged, and so the vehicles are made available to others.
8. Every attempt will be made by BSSF staff to make sure vehicles are fully fueled at pick up. Gas cards are included with the keys for every reservation.
9. In the event of an accident please look in the Vehicle Information Packet located in the vehicle for instructions on who to contact. The State Police must be contacted regardless of the severity of the accident.
10. In the event of a breakdown please make a safe effort to get the vehicle to a secure location off the highway. Please make sure to flag the vehicle and leave a note in the front window with BSSF contact information and the date. Unfortunately, Biology does not have the staff or vehicles necessary to guarantee a switch to a comparable working vehicle. Individual users will be responsible for arranging alternative transportation of their passengers and cargo in the event of a breakdown. Biology will however be completely responsible for the towing and return of the disabled vehicle, the user need only provide Biology staff with the location of the disabled vehicle and any additional pertinent information.
11. Under no circumstances may hazardous materials be transported in any Biology vehicle.
12. The operator is responsible for obeying/complying with all applicable University/local/state/federal laws/policies/procedures.
13. The user is responsible for removing belongings and collecting trash at the end of each use. Wiping down surfaces is encouraged, and wipes will be provided. BSSF staff is responsible for general cleaning including vacuuming. Vehicles will be cleaned by staff every 2-3 weeks. Found personal effects will be delivered to the Biology front office lost and found (MGB 110).
14. There is no personal use of the vehicles allowed. Personal use is a taxable event and subject to reporting on Form W2 and tax withholding.