Checking Out Pool Vehicles | www.hampshire.edu
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Checking Out Pool Vehicles

We use Check In/Check Out sheets for damage assessments, beginning/ending mileage and the trip roster. All paper work should be completed, stapled together, and put in the Pool Vehicle Completed folder.

When you make a vehicle request through Colleague, a five digit number is generated (ex: 10001), a confirmation email is sent to the budget manager and the person who typed in the request. The email with the request number is needed at the time of vehicle checkout.

At Check Out:

  1. Use XMVP to review the vehicle's recorded current condition. Locate the request in the list. Detail into the request information to review check-out/check-in times.
  2. Manually inspect the vehicle for damages with the driver. Make note of damage issues and the mileage.
  3. Campus police evaluate the current situation. Proceed to check out the vehicle if you approve. Otherwise, explain why the checkout will not happen.
  4. Use XMVO check out the vehicle request. Update the vehicle condition (if needed). Update the current mileage (if needed). Save to check out the vehicle.

At Check In:

  1. Use XMVP to review the vehicle's recorded current condition. Locate the request in the list. Detail into the request information to review check-out/check-in times.
  2. Manually inspect the vehicle for damages with the driver. Make note of damage issues and the mileage.
  3. Use XMVI to check in the returning vehicle. Update the vehicle condition (if needed). Update the current mileage.

Pool vehicle handbook

Trip roster form

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Campus Police Department
Hampshire College
893 West Street
Amherst, MA 01002
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