Revised 04/16/07
http://sgslter.colostate.edu/Personnel/VehicleReservation/vehregsys.htm
DISCLAIMER
Please be aware that we are managing these vehicles for the benefit of the entire SGS-LTER community. While we will do everything we can to protect reservations, we reserve the right to reassign a vehicle if an emergency situation arises. We know that any such actions by us will create problems for researchers, and will make every attempt to not alter reservations. Please remember that these are not your personal vehicles and that their use is a privilege, not a right. We are expecting you to behave in a professional manner, treat the vehicles well, keep them clean, promptly report mechanical or other problems, use vehicles during the time you reserved them, or promptly release vehicles you may have previously reserved when you have a change in your research plans. We are expecting you to share these resources or coordinate trips when possible so that no one has to walk to their research sites. Misuse of vehicles, unprofessional behavior or abuse of the system will result in loss of privileges.
RESOURCES
VEHICLES
Refer to SGS-LTER on-line “Reserve Vehicle” form (use web address above) for list of available vehicles.
TO USE VEHICLES (Who coordinates the resources? How do I schedule a vehicle?)
Please contact Sallie Sprague to get set-up as an eligible user. The Eligible Driver Form needs to be filled out (available on-line or in the SGS-LTER main office). Copy of valid driver’s license and cell phone number must be on file.
Transportation to/from field station is available daily, leaving at 7:00 AM and returning between 4:00-5:00 PM (Monday-Friday) in the field crew van. It is necessary to contact the field crew to schedule transportation and find out the location of the van on campus. Please arrive at the van between 6:45-6:55 for departure.
A read-only calendar called Vehicle Use Calendar is available for viewing on-line. This indicates what trucks have been reserved on what dates. There is a link to make a reservation on-line (Reserve Vehicle). The request must include the following information: name, daytime and cell phone number, e-mail address, vehicle requested, date and time requested, destination, purpose of the trip, and intention to ride with field crew. If travel is off the CPER or western portion of the Pawnee, special arrangements may need to be made. Only Mark Lindquist and Sallie Sprague are able to schedule vehicles on the calendar. All requests will be done via the reservation form (no verbal agreements) and are automatically copied to both Mark and Sallie. Reservation requests are to be made two working days ahead of the date wanted. Notification will occur by email.
For whatever reason, if plans change and the reserved vehicle is no longer needed, notification to Mark Lindquist and Sallie Sprague through the on-line Cancel Vehicle form 24 hours ahead, if possible, is required.
FREQUENTLY ASKED QUESTIONS
Who can use the resources? People with current U.S. driver’s license involved in LTER-funded projects and projects for which LTER will receive credit. Potential users are required to submit an eligible driver’s registration form and have gone through a registration process with Sallie Sprague.
Do the same reservation rules apply to everyone? Yes.
What if I can’t leave with field crew at 7:00 AM? It will be necessary to make other arrangements. The field crew van is not a chauffeur service.
If I drive my own vehicle, can I get mileage reimbursement? Reimbursement for travel from CSU to LTER Headquarters (66 miles round trip) will be determined by where your principal work location is:
PIs and staff – CSU
Graduate students and other researchers – CPER and Pawnee
Field crew – CPER and Pawnee
Mileage from LTER Headquarters to research sites using personal vehicle will be reimbursed with prior approval. Address questions to project manager, Sallie Sprague (Sallie.Sprague@colostate.edu).
What if I don’t have a car? The options are to ride with the field crew or make other arrangements.
Can these vehicles be used for other reasons, other places? No. These vehicles are ONLY for LTER-related use.
How are keys obtained? First, a key is necessary to get into the SGS Headquarters to access the vehicle key caddy. Coordination of keys will be through Mark Lindquist. Vehicle keys will be in a key caddy at SGS Headquarters on the wall to the right of Mark Lindquist’s office door for specific vehicles. If a vehicle is brought to campus to be picked up, vehicle keys will be in a lockbox on the SGS-LTER main office door.
How is usage, accountability tracked? All vehicles, including field crew vehicles, will have log books to record dates, user’s last name, mileage in and out, gas usage, destination, condition of vehicle left by previous user, problems found and repairs completed.
How will abuses be handled? Things such as not honoring reservation, leaving trash in vehicle, leaving vehicle without gas, leaving vehicle with flat tire (fully functional vehicles come with five good tires), parking vehicle where it is not supposed to be, not reporting damage or problems will result in one warning. The second infraction will result in loss of privileges.
What happens if I have a problem when I have the vehicle? See the Driver Training Guide for specific instructions for specific problems.
What distinction/provisions are there for working on the eastern Pawnee versus CPER? This will be determined on a case by case basis. Address questions to site manager, Mark Lindquist (Mark.Lindquist@colostate.edu).
04/25/07