Vehicle Terms of Use

Drivers of Dwight Hall vehicles must adhere to Yale University’s Auto Safety Rules and Regulations. This policy is supplemented by Dwight Hall’s Vehicle Terms of Use below. 

Only members of Dwight Hall-affiliated groups, programs and actions are allowed to use our vehicles for approved purposes. Drivers need to register with Dwight Hall before they can reserve a vehicle. 

Becoming a Registered Driver

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

  • Read through the Yale University Auto Safety Rules and Regulations and Dwight Hall Vehicle Terms of Use 

  • Submit a request form.  To complete the request, drivers will need to upload a copy of their driver’s license. Dwight Hall can accept valid US and Canadian licenses only.
    Drivers must also have an acceptable driving record with no major infractions (reckless driving, DUI, etc.) at all and no accidents/no more than one moving violation (speeding, failure to stop at a red light) in the past three years.

  • Complete the Driver Safety Awareness Training Course. (Link will be received via email from “DrivActiv” after request form is submitted.)

  • Email a copy of the Drivers Safety Awareness Training Course certificate of completion to dwighthall@yale.edu . After review, Dwight Hall will send email confirmation of driver registration. 

  • Obtain a gas pin code. After registration, a gas pin code will be send to the driver via email from “Yale Fleet Fuel Pin”. If you do not receive a gas pin code within 24 hours of receiving confirmation of driver registration, please contact Dwight Hall. You will not be permitted to drive a gas or hybrid vehicle without a gas pin code.

Reservations

Requests are reviewed continuously during business hours. Please request at least 24 business hours in advance but no more than 2 weeks in advance. Reservations will be confirmed via email.  

  • Cancelling reservations

If your plans change, you must let Dwight Hall know via email or telephone as early as possible so that the vehicle can be made available to other drivers.

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.

Drivers are responsible for lost vehicles key(s). 

Parking 

Vehicles are parked in the Howe Street Garage (67-79 Howe Street). Vehicles may not be parked anywhere else when not in use with specific approval from Dwight Hall. A proxy card is required to open the gate at the garage entrance/exit. This card is kept in the front console between the front seats of the vehicle.

Gas

For gas-powered and hybrid vehicles, drivers must fill the tank any time it is less than half full. A credit card is kept in the front console between the front seats for this purpose. For the transaction to be approved, drivers will need to provide a personal gas pin code. Dwight Hall will not reimburse drivers for gas they purchase themselves.

Other Rules Specific to Dwight Hall Vehicles

  • Minors cannot be transported in Dwight Hall vehicles. 
  • Vehicles cannot be driven outside of the state of Connecticut. 
  • Vehicles may not be used when driving conditions are unsafe due to inclement weather including any snowfall. Dwight Hall will use its discretion and will inform drivers if vehicles are grounded.
  • Personal use of the vehicles is never permitted.  Any use of the cars outside of the approved reservation time and purpose is considered personal use.

After the reservation

  • Vehicles must be returned to the parking garage 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 box by the main office door.  
  • Driver reports must be submitted ASAP.

Driver Liability for Accidents, Tickets, etc.

  • Dwight Hall insurance carries a $500 deductible. Drivers are responsible for the deductible if they are found to be at fault. (Useful information in case of an accident can be found here.)
  • 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.
  • Yale student volunteers assume personal liability when they drive their own cars.

Breakdowns and Maintenance Issues

  • Before driving, you will complete a basic inspection of the vehicle to make sure that it is in good working condition.
  • If a breakdown or maintenance issue occurs before or while driving, call Dwight Hall 203 432 2420 or the after-hours line XXX XXX XXXX. (This is only available during the academic year.)
  • Various roadside assistance options are available for different Dwight Hall vehicles (more information on that here).

Driver’s Code of Conduct

In addition to adhering to all traffic laws and using extra precaution when using cars they are not familiar with, Dwight Hall drivers are expected to follow a code of conduct prioritizing a positive experience for all users of Dwight Hall vehicles.

As a Dwight Hall driver, I must

  • make arrangements to pick up the key during business hours
  • complete the driver report before and after driving
  • fill the gas tank if it is less than half full
  • remove my trash and belongings and provide a clean car for the next driver
  • return the car and key on time
  • cancel my reservation if my plans change
  • report any accident or incident including minor scratches to the vehicle

I understand that

  • I am only permitted to use a vehicle for the purpose approved by Dwight Hall during a specifically approved period of time.
  • Under no circumstances it is permitted to make personal use of a Dwight Hall vehicle or to use it in any way other than was specifically approved.
  • I will lose my driving privileges if I do not adhere to this Code of Conduct.

Disciplinary Action

When a driver violates this Vehicle Terms of Use policy or the Code of Conduct, Dwight Hall may suspend 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.