Here are the steps and best practices for reserving a vehicle at NCSSM-Durham. If you want to reserve a vehicle at NCSSM-Morganton, see the article on Inspace. For more information about vehicles including using gas cards for fuel, what to do in an accident and full vehicle descriptions, see the vehicles use website.
📹 Summary Videos
https://www.loom.com/share/b13e7168f1ef4922b5e1ae781ace5997
https://www.loom.com/share/dddcb06f294644b0919b97707266b4ec
🚗 Vehicle Reservation Best Practices
It’s best to reserve vehicles at least 2 weeks in advance.
Please use your work calendar to reserve vehicles. Don't use a shared calendar to reserve a vehicle.
Please add your name to the title and destination to the location field.
Please look at your reservation after you book it as a final check. Make sure you don’t have a line through the vehicle as shown on the left below. The vehicle should also show under the time right on your calendar. If you don’t see anything, this is an indication your vehicle is not reserved.
📘 Steps to Reserve a Vehicle
To see which vehicles are available far in advance of bookings, watch this video on seeing when resources are available or see this See When Rooms or Vehicles Are Available.
Navigate to Calendar, using the app selection menu at the top-right while in any Google app (such as Gmail or Drive) or select Resource Reservations from the Employee Portal.
Click the Create button on the top-left or click and drag on the timeframe you would like to schedule your room or resource reservation.
Add your name to the title field.
On the event creation screen, click Add rooms or location.
Type VE in the search bar to see all of the vehicles noting which campus it is under (DUR-VE or MOR-VE) or select Browse All Rooms and Resources.
(Optional) If you selected Browse All Rooms and Resources, click DUR-VE.
Put a checkmark by the vehicle you want to reserve. Note: The number of passengers includes the driver (e.g. a 12-passenger van has seats for 11 people other than the driver). Â
Do not select a vehicle with a line through it (e.g. Van 12-1). It is not available at that date and time.
(Optional) If you selected Browse All Rooms and Resources, click the back arrow to return to your event settings.
Add your destination to the Add location field of your event.
Click Save. Note: If you need to remove this reservation, you can click the X to the right of it.
If you don’t see the vehicle name appear in the calendar event as shown on the right below, it was not reserved. Please double-check.
🔑 How to Retrieve Your Vehicle
Congratulations on your vehicle reservation! At the time of your reservation, go to the Bryan Campus Safety Desk, which is behind the Bryan Front Desk to retrieve the key to your vehicle. You may need to fill out a Driver Agreement form and show your Driver’s License. You will be given a blue envelope as shown below on the left with your vehicle key, shown below on the right, a clipboard where you can track your mileage, a gas card with instructions and some instructions for what to do if there is an emergency.  You may pick up the vehicle from the Bryan Lot. For more information about this procedure, see the Vehicles Use website. Contact Durham Campus Safety if you have any questions about getting your key and other items and ITS if you need help making a vehicle reservation.
