Risk Management

Planning a long-distance trip (over 250 miles round trip)? Even if FiCom approves funding for you, you will need to pass a risk management assessment before you are allowed to go. Here are some important things you need to know.

Vehicles
In order to pass risk management, ALL vehicles must be driven by a driver who has passed the Defensive Driving course, often taught monthly at the RCC. Visit the RCC for more information and to sign up for a course.

You may not use a cell phone or a hands-free device while driving a vehicle for a trip.

Using a Hampshire Vehicle
To reserve a Hampshire vehicle (also referred to as a "fleet vehicle"), contact the CLA office at least one week (and no more than 90 days) before you intend to use it to fill out a request form. Make sure you have all of the following:
 * 1) An approved driver (simply passing the Defensive Driving course does not automatically qualify the driver to drive fleet vehicles)
 * 2) Your group's budget number
 * 3) The date and time you need the vehicle, and when it will be returned
 * 4) The location of the trip
 * 5) The reason for the trip

If your request is approved, you will receive the form back via email. Print out this form, pick up a Check In/Check Out sheet and a Trip Roster form and bring all of these to Public Safety to pick up the keys to your vehicle.

When you pick up your vehicle, inspect for new damage and make a safety check so you are not blamed for the damage. Make sure to check for damage again when returning the vehicle.

You will not be reimbursed for gas through FiCom; all money for gas comes from the Van Pool. Make sure you have a receipt from the gas station where you purchased gas. You must return the vehicle with a full tank of gas.

For more information on reserving a fleet vehicle, refer to the (link to pdf download).

Using Your Own Vehicle
In order to be reimbursed for gas, you must be a Defensive Driver driving your own vehicle. As a general rule for liability reasons, you may not borrow another person's vehicle.

For insurance purposes, your personal coverage acts as your primary coverage. If you get into an accident, your insurance will cover the damage. If the amount of the damage exceeds the cost of the insurance, then the college will cover the excess.

For more information: http://www.fivecolleges.edu/sites/riskmgmt/auto/

Renting a Vehicle
Renting a vehicle should be an absolute last resort, if nobody owns a car and none of the Hampshire vehicles are available. You must be at least 21 years of age to rent a vehicle.

Whenever possible, rent a midsize or a compact car to save money. You may not rent 15-passenger vans under any circumstances, and you may not rent any vehicle that is valued over $30,000. You also may not rent and operate a vehicle overseas.

When you are renting a vehicle:


 * Reserve the vehicle in BOTH the names of the individual and the College.


 * Sign the rental agreement in BOTH the names of the individual and the College.


 * Decline liability insurance and collision insurance* offered by the car rental agency for vehicles rented/driven in the United States or Canada. For any non-US or Canadian rentals, you must take the applicable comprehensive and collision insurance provided by the rental company. (* Student groups may purchase the collision insurance from the rental agency, as an added precaution. If you do get into an accident and you are part of a student group, your account will be charged up to $500 for payment of amounts not covered because of deductibles in "at-fault" or surchargable accidents.)


 * It is important to inspect any rented vehicle before driving it. Make sure any dents, scratches or other damage to the vehicle is noted on the rental form. The same procedure should be followed when returning a rented vehicle. Otherwise, your department or the College may have to pay for damages you did not cause. We also recommend that you check lights, turn signals, flashers and wipers as a safety measure before taking the vehicle.