Executive Council

Authorizes Release:

Chief of Staff for the President

Responsible Area:

Athletics Office

Review Cycle:

Annually or as required

Last Review:

August 2023

Related Policies and Additional References:


As soon as travel needs are known, Athletics coaches and staff should coordinate with the Assistant Athletics Director for Business Operations and Administration and Assistant Athletics Director for Facilities and Operations to request rental vans. Drivers of rented vehicles must have MVR clearance, as verified by the Office of Human Resources; completed the University’s van certification training videos, which are distributed by the University Police Department; be over 21 years of age; be a head coach, assistant coach, graduate assistant or volunteer coach; and be an official member of the St. Mary’s University Athletics staff. They must also have a valid driver’s license and a good driving record. When contracting for rental vans, it is not necessary to purchase additional insurance. St. Mary’s University is covered as long as the transaction is invoiced and a contract is signed. The leasing agency’s procedures should be followed as outlined by their policy regarding the pickup and return of the vehicle.

Athletics Van Policy

To request use of one of the St. Mary’s University Athletics vans, Athletics employees must first submit a reservation request online using the form on Gateway.

Please note that reservations are not final until a confirmation notice is sent from an athletics administrator. Only van certified Athletics employees could request use of the vans and/or use the vans during the reservation period.

Once your reservation request is approved, further instructions will be sent to you concerning the pick-up location and paperwork that must be completed upon the return of the vans.

When picking up the vehicle, the person booking the vehicle will walk around the van with an athletics administrator for a vehicle inspection that includes checking the exterior and interior condition of the vehicle, in addition to noting the fuel level. The van must be returned in the same condition and with a full tank of gas, with a follow-up inspection of the vehicle’s condition.

The vehicle inspection form is located on Gateway. For immediate assistance, please contact Associate Director of Athletics for External Operations or Assistant Director Athletics for Administration and Business Operations.

The vans will be approved based on the following priorities:

  • In-season team travel
  • Out-of-season team travel
  • Recruiting

Only coaches and approved staff are permitted to drive the Athletic Department’s vans. All drivers must have a valid driver’s license on file in the Athletics Department and have passed the institutional background check through Human Resources and the StMU University Police Department.

In case of an EMERGENCY, please CONTACT the following staff immediately, in this order:

  1. Local police if away from StMU – St. Mary’s Police if on campus to file a report
  2. Assistant Director Athletics for Administration and Business Operations
  3. Assistant Director of Athletics for Facilities and Operations

Use of Vans for Team Travel

Department policy states that trips over 100 miles should not be made using Athletics vans. For trips beyond 100 miles, you have to rent vans. Traveling by van is only permitted for up to 250 miles one way. If it appears a trip will exceed that mileage, you will need to recruit another University-certified driver for that trip or contact the Associate AD for External Operations to reserve a charter bus for that competition.

Golf Cart Use

The Athletics Department golf carts may be used for on campus transportation only. However, please note when there is an official game on campus the Assistant Director of Athletics for Facilities and Operations will have priority of the golf carts. Anyone wishing to use a golf cart(s) must first be University-certified prior to driving a golf cart.

It is the responsibility of the Assistant Director of Athletics for Facilities and Operations to oversee the periodic maintenance and weekly fueling of the golf carts. If a problem should occur with the golf cart, please notify the appropriate parties so a work order can be submitted.

All golf carts must be returned clean and parked in the designated area.

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