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Union University

Safety & Security

Safety & Security at Union

University Vehicle Reservations

Union University maintains vehicles for use by authorized faculty, staff and students for the purpose of University business or University-related activities. The University has two (2) SUVs (five passengers plus the driver) parked in designated marked spaces in the Hammons Hall parking lot.

Only faculty, staff and students listed on the Union University Approved Driver List may drive a University vehicle or personal vehicle for Union-related business. If you have questions about whether or not you are on the list of approved drivers, contact Safety and Security at 731-661-5018 or security@uu.edu.

The Office of Safety and Security will retain all documentation related to the authorization process and, upon request, provide said information to the underwriters of Union University insurance.

University Vehicle Reservation Request Form

Vehicle Usage Requirements:

  1. University vehicle requests must be made by a Sponsor (Faculty, Staff or Administration).
  2. Vehicles will be assigned on a first-come, first-served basis. Vehicle reservations are not accepted sooner than two months before each semester begins (first day of class).
  3. Please plan to reserve a vehicle(s) at least one business day prior to departure unless a special circumstance needs consideration. This allows our personnel time to ensure that the vehicle has been cleaned and that all authorizations have been completed.
  4. Vehicle reservations are made by completing the University Vehicle Reservation Request Form (see top of page).
  5. Confirmation for your vehicle reservation will be e-mailed to you along with instructions for submitting passenger list information.
  6. Faculty and Staff advisors must accompany student organizations in the vehicle if the group is traveling to an event over 60 miles from campus unless special arrangements are made with the Dean of Students. An exception to this would be a trip specifically designated for transportation to/from the Memphis or Nashville airports.
  7. The Sponsor is responsible for enlisting a Union approved driver.
  8. The driver is requested to call the Security cell phone, 731-394-2922, around the time of scheduled departure to meet a Security Officer at the vehicle (located at the Hammons Hall parking lot.) A Security Officer will promptly deliver the Trip Sheet and vehicle key. Please allow approximately 5-10 minutes for the Security Officer to arrive.
  9. The driver is responsible for making sure all occupants are recorded on a vehicle passenger list for the security officer via the QR Code located on the dash of the vehicle. The driver is responsible for ensuring all occupants fasten seatbelts.
  10. Vehicles should be returned as scheduled on the Trip Sheet. The driver is expected to call Safety and Security if there is an unavoidable delay in returning to campus.
  11. Vehicles should be given the best possible care, free of trash and debris. An additional cleaning fee will be charged for vehicles returned in an exceptionally unclean state.
  12. Malfunctioning equipment or any problems relating to the operation of the vehicles should be reported in writing on the Trip Sheet.
  13. Safety while on the road is key! In case of a maintenance issue or breakdown, the driver should ensure the vehicle is safely off the road and all occupants are in a safe place. Call Safety and Security, 731-394-2922, for appropriate procedure. If necessary, make contact with appropriate local authorities.
  14. In case of an accident or injury, call 911 to contact local police and obtain a police report, then call Safety and Security, 731-394-2922.
  15. All accidents must be reported to appropriate authorities and to Safety and Security. An accident report should be filed at the scene.
  16. Any traffic violation(s) issued against the driver for any reason will be the responsibility of the driver, not Union University.
  17. Vehicles are to be returned full of fuel.
  18. Upon returning to campus, the driver should call the Security cell phone, 731-394-2922, to alert a Security Officer. The officer will retrieve the completed and signed Trip Sheet, vehicle key and fuel receipts.
  19. The use of cell phones and other portable electronic devices while driving is prohibited. Specifically, drivers may not receive or place calls, check phone messages, electronically message or email, utilize social media or the internet while driving. Please pull over to a safe location to interact with electronic devices.
  20. Don’t forget to register your trip in the Horizons Travel Registry!