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

Van

  • Vehicles include: an all-wheel drive Ford Escape, a 12-passenger Sprinter van, a 12-passenger Chevy van, and a Ford F-250 Truck. Heavy trailers should be towed with the truck only. 

  • Employees can reserve the OSU-Cascades vans or pick-up truck for university-sponsored purposes. The reservation must be made by an employee of OSU-Cascades, but students can drive if they complete the waiver and van test.

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 vehicle from Enterprise rental or from Central Oregon Community College. Please coordinate COCC rentals with the Transportation & Sustainability Program Manager. 

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. Drivers that delay subsequent reservations will be assessed a late fee.

Driver Authorization

Prior to driving an OSU-Cascades Fleet vehicle, you must complete the necessary Online Driver Authorization Form.

If you wish to drive the van, you must complete Van Training.

Please return signed and completed forms and/or a copy of your van test results to Casey in Obsidian Hall 108. Please email us with any questions.

Adding Vehicle Calendars to Outlook

For PC Users:

  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. /Truck 17-01
    4. /Van 03-01
    5. /Van 16-02
    6. /SUV 18-01

For MAC Users:

  1. Go to the dates you’d like to reserve a car
  2. Create a meeting
  3. Search for the "Cascades VEH" calendars, add the calendar for the vehicle of your choice (truck, van, etc.) to “To:”
  4. Go to Scheduling and verify the vehicle is available for the entire duration of your trip. 
    1. If available, click on “Appointment” and “Send”
    2. If not available go to “Appointment” and delete the current vehicle calendar and repeat steps 3-4

If the vehicle you need is not available, we can reserve through Enterprise or COCC. Contact us via email for assistance.

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. 

Vehicle Rates and Fees

A vehicle usage form is provided in all fleet vehicles and must be completed at the end of each reservation. The form facilitates tracking of mileage for billing purposes, scheduling routine maintenance, and estimating needs for fleet expansion. Departments with dedicated vehicles will be responsible to return the completed form to the business office monthly. 

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).

 

Van (Two available)

SUV

Truck

Hourly (up to 6 hrs)

$5.00

$5.00

$5.00

Daily Rate (Over 6 hrs)

$30.00

$30.00

$30.00

Per Mile (Above 50 mi/day)*

$0.30

$0.30

$0.30

Late Return Charge

$25.00

$25.00

$25.00

Cleaning Fee

$100 - $275

$100 - $275

$100 - $275

Lost Key Charge

$100.00

$300.00

$100.00

*Fuel surcharges may apply if fuel rates exceed $3.50/hour