OSU-Cascades has a small fleet of university-owned vehicles and Zipcars available to faculty, staff, and students

When considering whether to use a Zipcar or a fleet vehicle, please consider:

  • Zipcars can only be reserved by the driver; therefore, each driver must have their own Zipcar account.

  • To join and drive a Zipcar within minutes, create your personal account using the Zipcar mobile app.

  • All drivers of fleet vehicles must complete the vehicle waiver; van drivers must complete the additional safety training. Please complete the waiver 48 hours in advance of the trip.

  • Students cannot reserve a fleet vehicle without a faculty or staff member sponsor.

zipcar logo

Zipcar

Who can reserve a Zipcar? Everyone! Students, staff, faculty, and members of the public can reserve Zipcars by the hour or day.

Faculty/Staff

Zipcars can be reserved for personal or business trips by faculty and staff. 

If your primary purpose for driving a Zipcar is business-related trips, please following these steps to create your Zipcar business account:

  1. Please consider your primary purpose for signing up for Zipcar membership. If your primary purpose is for business trips, please send an email to one Academic Dean (Julie, Ron, or Kara) describing the purpose and need for a business account.
  2. Go to zipcar.com/osucbusiness to sign up and create your business account. 
  3. If you need access to a vehicle within 48 hours, please call 541-322-2036 to get a Zipcard personally delivered. Otherwise, Zipcar will mail you a card via snail mail.
  4. Once your Academic Dean confirms membership via email to casey.bergh@osucascades.edu, your account will be activated.
  5. For each trip made for business purposes, please enter an index code when making the reservation. This charge will go toward in-state travel budgets.

To sign up for a discounted membership for personal trips, go to: zipcar.com/osucstaff

Students

Zipcar provides the freedom to be you and the wheels to get you there. Student can sign up for discounted annual membership for $15/year at zipcar.com/osucascades. If you sign up using the mobile app, you can use your smart phone to reserve and unlock/lock the Zipcars.

Public

Please go to zipcar.com/osucascades to sign up for a community member account.

Van

OSU-Cascades Fleet Vehicles

Employees can reserve the OSU-Cascades van, Prius or pick-up truck for university-sponsored purposes. The reservation must be made by an employee of OSU-Cascades. Please complete the following the steps.

Reservations for fleet vehicles are available on a “first-come, first-serve” basis and are limited to the vehicles available. If a fleet vehicle is not available, consider reserving a Zipcar, using Enterprise rental, or renting from Central Oregon Community College.

Each fleet vehicle that is available for general use has a unique calendar in Microsoft Outlook, which shows the availability of the vehicle during a given time and on a given day. You must reserve the vehicle through Outlook and only OSU-Cascades employees have access to the calendars; students must work though a member of the faculty or staff to reserve an OSU-Cascades fleet vehicle.

When reserving your vehicle, we recommend building in a “grace-period”, in case there is unanticipated traffic or a meeting runs long. Vehicles can be scheduled back-to-back, therefore, if your trip ends at 2:00 PM, it is very likely someone else will need to use the vehicle starting at 2:00 PM. Vehicles that are returned late will be assessed a late fee.

Driver Authorization

Prior to driving an OSU-Cascades Fleet vehicle, you must complete the necessary drivers_authorization_form_update_dec2016.pdf (78.33 KB) and, if driving the van, complete the van training.

Van training: http://transportation.oregonstate.edu/motorpool/video/van-safety

E-mail completed forms to Cascades.Drivers@OSUCascades.edu; Please allow three business days to process the completed forms.

Once a driver is approved, an e-mail will be sent to the driver to notify him or her that access has been granted to edit the vehicle calendars.

Adding Vehicle Calendars to Outlook

  1. Open Outlook
  2. Select the Calendar tab
  3. Select the “Home” menu
  4. Under “Manage Calendars", select “Open Calendar", “From Address Book“
  5. In the search bar, type “Cascades VEH”
  6. Select the vehicle calendar you would like to view:
    1. /E-Bike Eleanor
    2. /E-Bike Linus
    3. /Sedan 05-01
    4. /Truck 17-01
    5. /Van 03-01

*Mac users - Follow the instructions above, but note one difference: Instead of a ‘Rooms’ button, you will have a ‘Reservations’ option. Select "Reservations" to open the list to search for a calendar. If this does not work, please call the IT help desk for assistance.

Vehicle Rates and Fees

A vehicle usage form is provided in all fleet vehicles and must be completed and submitted to cascades.vehicles@osucascades.edu on a monthly basis. The form facilitates tracking of mileage for billing purposes, scheduling routine maintenance, and estimating needs for fleet expansion. Placement of the form in vehicles dedicated to a specific department will be the responsibility of that department. Transportation Services will provide relevant information to the Accounting Department for billing.

Fleet usage rates will vary based on type of vehicle, but not age of vehicle. For a trip with a duration of 6 hours or less, the user will be charged an hourly rate. For trips in excess of that duration, a daily rate and per-mile rate will apply (for mileage in excess of 50 miles).

 

Sedan

Van

SUV

Truck

Hourly (up to 6 hrs)

$4.50

$5.00

$5.00

$5.00

Daily Rate (Over 6 hrs)

$27.00

$30.00

$30.00

$30.00

Per Mile (Above 50 mi/day)

$0.20

$0.30

$0.30

$0.30

Late Return Charge

$25.00

$25.00

$25.00

$25.00

Cleaning Fee

$100 - $275

$100 - $275

$100 - $275

$100 - $275

Lost Key Charge

$300.00

$100.00

$300.00

$100.00

Fuel Surcharge (Hourly)

$0.50-$1.00

$0.50-$1.00

$0.50-$1.00

$0.50-$1.00

Fuel Surcharge (Per Mile)

$0.05-$0.10

$0.05-$0.10

$0.05-$0.10

$0.05-$0.10

Scheduling Vehicles

  1. Open the calendar for the specific vehicle you wish to reserve
  2. Check to make sure the vehicle is available. If not, select another calendar or make arrangements with ZIP Car, Enterprise, or COCC, as described above
  3. Go to the Vehicle Outlook calendar you want to reserve, or your calendar, and click on "New Meeting" on the"Home" ribbon
  4. Click the “To...” button to invite the vehicle calendar you want to reserve
  5. Put in the date, time, and purpose of your trip. (Make sure to give yourself adequate time to account for a meeting that runs late, traffic or key pick up)
  6. Send the invite
  7. You will see your request pop up on the vehicle calendar as well as your own

Reservation Changes

  1. Reservations changes or cancelations must be made at least 24 hours in advance, otherwise the user will be charged the daily rate for the vehicle reserved.
  2. In order to make changes, open the Outlook appointment, modify the date and time as necessary, to a time the vehicle is available.