Information on policies and procedures for Mountaineers' managed and owned vehicles, defensive driving, and reserving vehicles.

The Mountaineers manages two vehicles to be used solely for official Mountaineers business and programs and not for personal use. For specific information on vehicle use please start by reading The Mountaineers Transportation Policies and Procedures document. Below outlines requirements for driving Mountaineers managed vehicles, taking the Defensive Driving training, requesting a vehicle and vehicle use. If you have questions please email Andy Bassett

 These vehicles are for the use of Mountaineers staff and volunteers to help reduce transportation costs, provide increased transportation capacity for youth trips, and remove the strain of personal vehicle use for business purposes. Both vehicles were acquired to increase youth programming capacity and our van through grants and donations.  

Requirements for driving Mountaineers' owned or managed vehicles:

  • All drivers must have a valid U.S. driver's license
  • All drivers must be at least 18 years old
  • To drive full-size vans (12-15 passenger) the driver must be at least 21 years old
  • All drivers must be employees or volunteer leaders within the organization
  • All drivers must complete Defensive Driving Training
  • All drivers of vans must additionally complete passenger and vehicle maneuvering training
  • All drivers must complete the Mountaineer Driving Authorization Form to allow access to Transportation Manager to their driving record EVERY 3 YEARS

Defensive Driving Training:

Resource Documents:

Online Defensive Driving Presentation
Policies and Procedures Document

Defensive Driving Quiz

Drivers must get at least 80% of questions correct on the Defensive Driving training quiz to be authorized to drive Mountaineers managed vehicles. Once drivers completed the assessment, the transportation manager will be notified with your results. This training  will be valid for (3) years.


Van Maneuvering Training

For those who will drive the van, an additional maneuvering training will be required that will consist of:

  • Backing the van in a straight line for approximately 80 feet
  • Making 90 degree turns; left and right, both forwards and backwards
  • Making "S" turns between cones that are about 30 feet apart
  • Parallel Parking

Click here for a resource and visual on the maneuvering training


Requesting a Vehicle

 Vehicles can be driven by employees and volunteers, but currently must be requested by an employee for use.  Employees are also responsible for managing the reservation and any required communication with volunteers on vehicle use.

Vehicles must be requested by using the Outlook mail manager, and requesting a "meeting" with the vehicle. Email addresses for Mountaineers vehicles are as follows:

Ford Transit 15 Passenger Van:
Subaru Outback:

  • First, please check the availability of the vehicle by looking at the outlook calendar
  • If the vehicle is available, request a meeting time using the vehicle email address and include the following details in your meeting invite:
    • To: Vehicle you are requesting
    • Subject: Your department and event you are using the vehicle
    • Location: Where are you going:
    • Start/End Time: Please make your meeting for the entire time the vehicle will be away from it's garaging location
    • Body of Invite: Please provide a brief description of your travel including estimated mileage, other drivers, overnight trip, leaving the country, etc.
  • This invite will be sent to the Transportation Manager for approval. 

Vehicle Use

  • Vehicle Keys are located in the copier room in a black lockbox under the safe. (Code for lockbox will be sent in the confirmation email). *Note: If a volunteer is driving either vehicle and cannot gain access to the office, i.e. weekend programming, staff will need to place vehicle keys in a lockbox mounted in the basement.
  • Prior to using the vehicle, drivers will complete the Vehicle Check Out Form, listing the following:
    • Requester/Drivers
    • Vehicle Type
    • Destination
    • Anticipated Mileage
    • Beginning Odometer
    • Fuel Level
    • Vehicle walk around and inspection
  • When drivers are finished with vehicle, they will complete the Vehicle Check In Form, listing the following:
    • Name
    • Vehicle Type
    • Dates used
    • Number of passengers
    • Ending mileage
    • Any issues with the vehicle
    • *If you purchased gas, please take a photo of the receipt and upload onto the form, or email to

If an approved driver  does need to use either of the vehicles on short notice, they can be checked out without a Outlook Meeting Invite. Though it is best to formally request the vehicle, staff/volunteers may still need to use one on short notice and we want to make that available. In the event of a short notice request, drivers will need to:

  • First, check the vehicle calendar to ensure it is not reserved
  • Sign the vehicle out (Vehicle Sign Out sheet will live at the front desk)
  • Complete the Vehicle Check Out and Vehicle Check In Form
  • Sign the vehicle back in
  • Return keys to the lock box. 

Additional Questions

Please contact Andy Bassett with any questions regarding The Mountaineers vehicles or transportation policies