Vehicle Terms of Use

Becoming a Registered Driver

In order to register with Dwight Hall, please:

The registration process usually requires at least 48 hours. Please plan accordingly.

Reservations

• Complete a vehicle request form.  

Requests are reviewed continuously during business hours (Monday – Friday, 9am – 4pm). Requests cannot be submitted more than 2 weeks in advance. After review, reservations will be confirmed via email.  

• Cancelling reservations

If a driver realizes that they will not need the vehicle as originally planned, they must let Dwight Hall know via email or telephone as early as possible so that the vehicle can be made available to other drivers. Not doing so may become a reason for suspension of driver privileges.

Keys

Keys are picked up from Dwight Hall’s main office (Room 105) during business hours (Monday – Friday, 9am-5pm). Only drivers with reservations can pick up keys.

Keys must be returned to the office within 15 minutes of the end of the reservation unless Dwight Hall has specifically arranged for the key to be passed to another driver.

Parking 

Vehicles are parked in Lot 80T at the corner of Crown Street and York Street. Vehicles should not be parked anywhere else when not in use. A key card is required to open the gate at the parking lot entrance. The white plastic key card is kept in the front console between the front seats (or in the glove compartment if there is no front console).

Gas

For gas-powered and hybrid vehicles, if the gas tank is less than half full, drivers must fill the tank before returning the vehicle. A credit card is kept in the front console between the front seats (or glove compartment if there is no console). For the card to function at the gas station, drivers will need to provide the current mileage and a personal gas pin code.

Other Rules Specific to Dwight Hall Vehicles

• Minors cannot be transported in Dwight Hall vehicles. 
• Personal use of the vehicles is never permitted.  
• Vehicles may not be used when driving conditions are unsafe due to inclement weather. Dwight Hall will use its discretion and may decide to ground all vehicles. Please call the Dwight Hall main office at 203 432 2420 if you have any doubts. 
• Vehicles cannot be driven outside of the state of Connecticut. 
• Overnight use of Dwight Hall vehicles requires special approval by the Student Executive Committee. Requests should be submitted as usual and followed up with an an explanatory email to help@dwighthall.org.

After the reservation

• Vehicles must be returned to the parking lot immediately after use and within the reserved time. 
• Keys must be returned to Dwight Hall within 15 minutes of the end of the reservation unless the driver has been specifically asked to pass the key to another driver instead. If the office is closed, keys should be returned in the black drop by the main office door.  
• Driver reports must be submitted ASAP.

Accidents and Tickets

• In case of an accident, the first step is to make sure everyone is okay. It is best if the vehicle can be moved off or to the side of the road.  If not, the drivers and passengers need to get out of the car and as far off the road as possible to prevent any injury from secondary accidents. If someone is injured, they shouldn’t be moved until first responders arrive unless leaving them in the vehicle would endanger their lives (i.e. a fire develops).  If the vehicle needs to be towed, the police will often help make the necessary arrangements. If in the New Haven area, Dwight Hall recommends York Towing. If the car can still be driven, please return it to Lot80T once the police allow it. 
• Make sure that a police report is filed and note the report number and the officer’s name/badge number. A police report is needed no matter what kind of accident it is. If the car is towed, note the towing company’s name as well.
• Do not admit fault. The police and/or the insurance company will determine responsibility.
• Any accidents must be reported to the Dwight Hall main office as soon as possible. If no one answers the telephone, you must leave a voicemail message with as much information as possible.
• Pease also email the Office of Risk Management at risk.management@yale.edu ASAP with information on the accident, including driver name, vehicle information, date, time and location of the accident, a description of what happened and the name and contact information for any other parties involved.
• Dwight Hall insurance carries a $500 deductible. Drivers are responsible for the deductible if they are found to be at fault. 
• Towing fees are the responsibility of the driver if they are found to be at fault. 
• Parking tickets are the responsibility of the driver and must be reported to Dwight Hall. Do not leave parking tickets in the vehicle. 
• Drivers are responsible for lost vehicles key(s). 
• Yale student volunteers assume personal liability if they drive their own cars.
• Dwight Hall staff members are only able to assist during business hours (Monday-Friday, 9am-5pm)

Breakdowns and Maintenance Issues

If a breakdown or maintenance issue occurs, roadside assistance is available via Wex (1 800 842 0071). If the vehicle is not operating properly (unusual noises, acceleration or braking issues, etc.), do not continue to drive. Immediately pull over to a safe area and contact Wex. The number can be found on the back of the credit card used for gas. Drivers must be able to provide the vehicle VIN number, the current mileage, their personal gas pin code, the car’s number found on the credit card.

Drivers should call Dwight Hall to report the issue even if they are able to resolve the issue by calling Wex. If no one answers, please leave a detailed message. Dwight Hall will return the call as soon as possible.

If necessary, drivers should make arrangements for towing a vehicle. Drivers are provided with emergency numbers via QR Code found on the car key.  

Dwight Hall staff members are only able to assist during business hours (Monday-Friday, 9am-5pm)

Driver’s Code of Conduct

1. I understand that I must adhere to all traffic laws including use of seat belts, adherence to speed limits, etc. and that I should use extra precaution when driving a car that I am not familiar with.
2. I understand that I must not operate a Dwight Hall vehicle if I am at all unsure how to do so.
3. I understand that I must only reserve the car for the time I need it because reserving for longer than needed is unfair to other drivers.
4. I understand that I am only permitted to use the vehicle as requested and not for any other purposes.
5. I understand that under no circumstances is it permitted to make personal use of a Dwight Hall vehicle.
6. I understand that, if I don’t need the car after all, I should contact Dwight Hall to cancel my reservation ASAP so the car may be used by another driver.
7. I understand that I must fill the gas tank if it goes below a 1/2 tank so as not to create difficulty for the next driver.
8. I understand that I must remove my trash and provide a clean car for the next driver.
9. I understand that I must report any accident or incident that occurs during my reservation including minor scratches to the vehicle.
10. I understand that it is my responsibility to pick up the car key during Dwight Hall’s business hours and to plan accordingly.
11. I understand that when I have signed it out the car key is my responsibility, and I will not give the key to anyone else unless directed to by Dwight Hall staff.
12. I understand that if I do not adhere to this code of conduct and the Vehicle Terms of Use policy, I may lose the privilege of driving a Dwight Hall vehicle.

Disciplinary Action

If a driver violates this Vehicle Terms of Use policy, Dwight Hall may limit or terminate the driver’s ability to access Dwight Hall vehicles. Serious violations may require referral to a student driver’s Dean for further disciplinary action.