Vehicle Use For Travel

CWI Vans

If a club plans to travel by car, a College of Western Idaho (CWI) van should be used when feasible. CWI vans can be reserved through the 25Live reservation platform. The use of a CWI van is restricted to only certified CWI faculty and staff as the designated drivers. Club advisors must complete the driver certification training at least 10 business days prior to travel.

Rental Cars

If a CWI van is not feasible, it is highly recommended the club rents a vehicle from a rental car company rather than use personally owned vehicles. All car rentals must be facilitated by the Office of Student Engagement as the transaction must be made with a CWI P-Card, and Enterprise Rent-a-Car holds a State of Idaho contract for discounted rentals.

The use of a rental vehicle is restricted to only certified CWI faculty and staff as the designated drivers. Club advisors must complete the driver certification training at least 10 business days prior to travel.

Personal Vehicles

If club members or officers traveling wish to use their personal vehicles, this is required to be indicated on the club’s Travel Request Form. Members opting to drive themselves must submit a copy of their valid driver’s license and proof of insurance when completing the following form.

Student License & Insurance Information for CWI-Sponsored Travel Form

Student travelers before deciding to use personal vehicles for club travel should consider the following:

  • Liability: Drivers of personal vehicles assume full liability for any incident or accident.
  • Expenses: All maintenance, repairs, fuel, and operating costs for personal vehicles are the responsibility of the owner.
  • Advisor/Student Transportation: To avoid conflict of interest and ensure safety, advisors are not allowed to transport students in their personal vehicles and students are not allowed to transport advisors.
  • Departure Requirements: All student and employee travelers are required to depart and return at the same time as a group. Clubs should refer to Travel Expectations for Students & Advisors for additional information.