CCEL Van Reservation Request Form

Please complete the following form to request a Center for Civic Engagement and Learning (CCEL) van reservation. Groups requesting to reserve a CCEL van must have at least one CCEL certified driver per van and requests should be submitted at least three business days in advance of your requested date to allow adequate time for processing. 

Check out CCEL's website for more information about the CCEL van driver certification, van use policies and usage rates. At this time, CCEL has three minivans. CCEL vans should be used by groups, not for independent trips. CCEL vans are not permitted to transport non-CWRU participants (e.g., service site clients or program youth). CCEL vans may not be used for trips over 150 miles round trip or for trips outside of the United States. Please note that the vans may not be used on dates when CWRU is closed for a scheduled University Holiday.
 
CCEL van reservation requests are not confirmed until you receive an email confirmation from a CCEL staff member.
Please email commservice@case.edu or call 216-368-6960 if you have any questions. 
Name of person submitting reservation request *


Email of person submitting reservation request *


Cell phone of person submitting van reservation request *


Name of student group, campus department, class, or other organization that will be using the van *


What day would you like to make a van reservation? *
Please list only one date. For multiple dates, please complete the form multiple times. Please note that the vans may not be used on dates when CWRU is closed for a scheduled University Holiday.


What time would you like to start using the van(s)? *
Please note that CCEL vans are not permitted to be driven between 11 p.m. and 6 a.m.


What time would you return the van(s) to the garage? *
Please note that CCEL vans are not permitted to be driven between 11 p.m. and 6 a.m.


How many vans are you requesting to use? *


How many people, including driver(s), do you expect to transport for this reservation? *
Please note that one CCEL van can transport a maximum of 7 people, including the driver.


Please list the name of your CCEL certified driver(s) who will be driving the van(s). *
If the driver changes prior to van use, please notify CCEL staff in advance of picking up the keys.


Is this driver already van certified? They must have taken the EHS certification course, produced certificate, and passed CCEL van certification quiz. If not, please detail the driver's plans to become certified before the time of your reservation request. *


I certify that the drivers' licenses of all drivers will be valid (not expired) at the time of my requested reservation. *


Either you or the driver (if different) should plan to pick up the keys at the start of the reservation if on a weekday before 5:30 pm. If the drive is on a weekend, either you or the driver must pick up the keys on the Friday afternoon prior to the drive. Keys should be returned to the CCEL office if the van(s) return during business hours, or to the CCEL drop box outside of the CCEL office if the van(s) return during the evening or weekend. Please indicate that you agree to this, or give details on an alternative arrangement that needs to be made. *


What are the exact location(s) where you will be taking the CCEL van? Include an address. *


What is your anticipated mileage for this reservation? *
Please note that roundtrip mileage begins accruing when the group starts their trip in the CWRU parking garage and ends when the group returns the the garage; all travel during that time is included in total roundtrip mileage. In the event that actual mileage is different from anticipated mileage, the group's van use rate will be updated to reflect that change.


The cost of gas is not included in the van reservation fee for groups using the CCEL van for a trip that is over 50 miles roundtrip. *


Describe the purpose of your trip(s). *


Student organizations must go through the appropriate risk management planning through the Student Activities and Leadership Office (SAL) or other relevant department (e.g. Athletics, Residence Life) *
If you are a student organization planning an off-campus event, please schedule a risk management planning meeting with the Student Activities & Leadership Office at https://community.case.edu/meetings/m8827/book. If you have more specific questions or if your event is particularly high risk, you can reach out to their staff at studentactivities@case.edu.


Trips that are related to civic engagement (direct service, advocacy, philanthropy, or political engagement) are eligible for a discounted van rate. If you feel that your trip relates to civic engagement, please explain how. *


What is the speedtype that should be charged for this van reservation? *
If you are a student group, your treasurer should know your speedtype as it is managed by UDC or USG.


CCEL Van Reservation Policy
  1. I understand that my reservation is not final until approved and confirmed by CCEL.
  2. I understand that once my CCEL van reservation is approved and confirmed by CCEL, I may only use the van for the duration of the confirmed reservation time. The van may not be checked out before the confirmed reservation time, and the van must be returned to the parking garage (Lot 29) by the return time specified on the reservation.
  3. I understand that van reservations cancellations must be made as soon as possible, but at least 48 hours in advance. If cancellations are made less than 48 hours in advance, the group or individual will be assessed the full amount of their van reservation.
  4. I understand that exceptions to the cancellation policy are made if the driver feels uncomfortable or unsafe driving the CCEL van due to weather, environmental, or medical situations. In that case, the driver should not drive the CCEL van, and the reservation can be canceled at any time with no fees or penalties.
  5. I understand that drivers and their student organization members must monitor weather reports. If adverse or severe weather (e.g. winter snow or ice, mixed precipitation, significant rain event, etc.) is occurring or predicted during the reservation timeframe, the organization should not drive. The group may cancel their van rental with CCEL at no charge due to weather.
  6. I understand that the CCEL vans must be used in accordance to the CCEL van certification and use policies.
  7. I understand that in the event that CCEL is charged fees for traffic/parking violations or a deductible for repair from any damage to the van during use, I will be responsible for the costs and will be ineligible to use the van again until the costs are paid.
  8. I understand in the case of an accident, I will follow the “Automobile Incidents Procedures” (located in Van Use packet found online here) that I have downloaded and read.
  9. I understand the van key should be returned to the CCEL office upon completion of a trip. Failure to do so will result in a fee to replace the key and/or ineligibility for van use until the fee is paid or items are returned.
  10. I understand certified drivers must contact CCEL staff immediately should they, the certified driver, experience any changes or events that impact their eligibility to drive a CCEL van.
I understand and agree to the above slated terms and conditions of my CCEL van reservation: *


I have read the CCEL Van Driver Eligibility Requirements in the CCEL Van Use Packet and the driver(s) for this reservation meets those requirements. *