Overview
Iowa State University vehicles are to be used only for university-related business by ISU employees acting within the scope of their employment or delegated responsibilities, which may include assisting a Student /Campus Organization. They may also be rented and used by ISU's agents or by authorized ISU volunteers whose approved scope of service includes university vehicle use. Such use of university vehicles is subject to the Fleet Safety and Vehicle Use/Rental Policy and its procedures (see policy http://policy.iastate.edu/policy/vehicle). Resulting liability claims are processed pursuant to the Iowa Tort Claims Act, Chapter 669 of the Code of Iowa.

Liability for activities of ISU student/campus organizations (hereafter also referred to as organization or organizations) and their use of university vehicles is not covered by the Iowa Tort Claims Act in all situations. The university has commercial automobile insurance coverage for organization use of university vehicles. As a result, the procedures below apply for organizations' use of university vehicles as agreed upon in the terms and conditions of ISU's commercial vehicle insurance coverage.

Student/campus organizations and advisers should be mindful that the use of University vehicles needs to be for ISU business or for the benefit of ISU, as well as, consistent with the mission of the student organization; and the driver considered an agent of or volunteer to the university (not the organization), before tort claim coverage would be provided in the event commercial insurance limits are exceeded. That determination would ultimately be made by the Attorney General's Office, based on the facts of the claim or lawsuit.

Transportation Services retains the right to deny use of a vehicle by a student/campus organization or sports club, if in its sole opinion safe vehicle operation cannot be ensured due to weather/road conditions, there has been a past failure of the organization to follow Transportation Service's policies or procedures or the university's Fleet Safety and Vehicle Use/Rental policy and its associated procedures, or due to a past/current failure to adhere to the Student Organization travel policy. Use of a university vehicle is a privilege and is not an organization's right. The university may refuse to rent a vehicle, should the situation dictate this action.

Procedures for Use of University Vehicles by Student/Campus Organizations

Basic Criteria for Recognized Student/Campus Organization Travel in University Vehicles

Eligible Vehicle Use

  1. Competitions: Organization is participating in a competition (a contest of skills or abilities) that is within the purpose of the organization, and the competition is:

    Note: The use of University vehicles for travel to practice for collegiate competition is allowed when such practice is not possible on the ISU campus and travel is necessary to practice for approved competition. First consideration will be given to practice sites within the state of Iowa.

  2. Community Service: Organization is volunteering to a legitimate, organized community service project, AND
  3. Recruiting, mentoring and/or outreach on behalf of an ISU department/unit when...
  4. Attending conferences/meetings/retreats and representing ISU when:

    Registered Student Organizations:


    Sponsored and Affiliated organizations:

    Note: Trips will generally not be approved if the organization is part of another organized local, state or national organization. Those organizations would be expected to make their own travel arrangements for participants.

  5. Participating in industry/career tours (similar to an academic field trip):
  6. Providing support or assistance for Sponsored or Affiliated organizations' approved events or needs (i.e. VEISHEA, SUB, college student councils, Greek Week, Homecoming, etc.)
  7. Participating or performing in an artistic or performance-based event, such as Dance Club, Hip-Hop Club, etc, :