Fall 2020 Plan and Information
COVID-19 Updates and Information

Reserve a State Vehicle/Agile Fleet

State Vehicle Reservations Login

The University follows the guidance of the U.S. Department of State, the federal government Centers for Disease Control and Prevention (CDC), the Governor and State of Maryland Department of Health, regarding travel during the global coronavirus pandemic.

Due to the continuing threat of the coronavirus pandemic, effective until further notice, the following restrictions extend previous guidance for all university-related travel for faculty, staff and students, including any travel that has been previously approved. University-related travel is travel for educational, research or business purposes tied to the traveler's affiliation with the university regardless of funding source. Use caution and judgment when considering any travel.

Drivers and passengers must adhere to the Coronavirus Fleet Management Information and Policy.

  • Only official University travel is permitted.
  • University-related international travel is not permitted (i.e. will not be authorized or reimbursed using university controlled funds).
  • University-related, non-essential, out-of-state domestic travel is not permitted (i.e. will not be authorized or reimbursed using university controlled funds).
  • University-related, essential, out-of-state domestic travel must be approved by your supervisor or VP
  • Out-of-state travel related to a regular commute is permitted.
  • No overnight travel is allowed per the Governor's Level II - Flexible Operations of the Pandemic Flu and Other Infectious Diseases Attendance and Leave Policy​​ except for emergency preparedness activities
  • Travel is subject to review and approval
  • The Athletic Department will adhere to their own travel policy as aligned with the Mountain East Conference.
  • Vehicle Occupancy Limitations
    • Sedan Reservations: As a social distancing measure, only one person should occupy a sedan
    • Vans and the Bobcat Bus will be utilized at 50% occupancy
      • All occupants must wear a mask
    •  

Resources

Authorization 

Only current employees and students are eligible to request authorization to use FSU Fleet vehicles.

All users of the Agile Fleet reservation system must become a registered driver. To become a registered driver, complete the Request to Drive a State Vehicle form if you are a Maryland licensed driver or complete the Out of State Request to Drive Form. Out of state drivers must return the completed form to the University Police.

All in state registered driver’s driving records are monitored for points by the MD Department of Motor Vehicles.  If an in state driver incurs points, their Agile Fleet account may be disabled.                                                                                                Out of state drivers will need to re-register at the beginning of the Fall semester each year by completing the Out of State Request to Drive Form and submitting it to the University Police.

To Reserve a Vehicle

Vehicles are to be reserved via the Agile Fleet reservation system. To reserve a vehicle, click on the State Vehicle Reservations Login link above. When reserving a vehicle, faculty/staff must be in the Agile Fleet system. All users of the Agile Fleet reservation system must become a registered driver. See the Authorization section above for instructions on becoming a registered driver. 

For multiple reservations reserved for the same day and time, a different driver must be listed for each reservation.

Vehicles may be reserved for use by recognized student groups; however, the reservation must be made by the advisor, not the student member of the group. Graduate assistants may reserve a state vehicle with the approval of their supervisor.

 

Instructions on Reserving a Vehicle in the Agile Fleet System

  1. Access Agile Fleet at: https://frostburg.agilefleet.com/
  2. Enter your FSU Network Login name & Password.
  3. Review Rules & Regulations. Click Agree.
  4. Click on Make a Reservation Tab.
  5. Enter who the Request is for. Click Next.
  6. Enter the reservation information. Complete all required fields. Click Next.
  7. Confirm Request information. Click Submit Request.
  8. Your reservation will get auto-assigned a vehicle if a vehicle is available for your trip.
  9. You will receive an email notifying you of your approved reservation.

Print off the confirmation sheet and bring it with you when checking out the vehicle.

If the system advises no vehicle is available - print the screen and attach to an Accounts Payable Expense form to be reimbursed for using your personal vehicle. This form and verification that a state vehicle was not available, is required by the Accounts Payable Office for reimbursement.

Change Reservations

  1. Access Agile Fleet at: https://frostburg.agilefleet.com/
  2. Enter your FSU Network Login name & Password
  3. Review Rules & Regulations. Click Agree.
  4. Click on “My Schedule” Tab.
  5. Click on the magnifier glass on the left side of your reservation.
  6. Click Request Change in the bottom right corner.
  7. Enter changes needed in the Changes text box.
  8. Click Submit Change Request.
  9. Fleet Administrators will review change.

View a Reservation

Click on My Schedule tab on the left side of the screen under the Make Reservation tab.

Cancel A Reservation

Click on the X to cancel the reservation.

Training Videos

Travel limits on State Vehicles

Travel beyond 900 total miles will be subject to the current rate per mile charge.  This travel is inclusive of all incidental travel (mileage involved in obtaining meals, to and from lodging, side trips, etc.) as well as roundtrip travel to and from the main destination.

Travel Policies and Rates

See the Travel Policies & Common Rates Page for the current University System of Maryland travel reimbursement rates.

Assignment and Use of State Vehicles

Generally, priority in assignment of state vehicles will be given for use beyond the Frostburg/Cumberland area on a first-come, first serve basis.  However, the following stipulations apply:

  • Upon at least one week’s notice, Enrollment Services will be given priority consideration for two cars.
  • Upon at least one week’s notice, Education Professions will be given priority for one car.
  • Upon at least one week’s notice, priority will be given for two cars for instruction beyond the Frostburg/Cumberland area.
  • Upon at least one week’s notice, the Biology Department will be given priority for one van.
  • The university’s buses are reserved through the Athletic Department Administrative Assistant.
  • Reservations for any vehicle may not be made more than six (6) months in advance.
  • Reservations are subject to cancellation, in view of the priorities detailed above, breakdowns, or other unforeseen circumstances.
  • Exceptions may be made only by the President or the President’s designee.

Van Training Canvas Course

The canvas course is comprised of training slides and a video that will prepare the driver for the 20 question exam. To view the Van Training Canvas Course, click on the link. 

Vans are not to carry more than 10 individuals (9 passengers plus the driver). In addition, drivers must have either a CDL license or must have completed the van driver safety course. All van drivers must have a certified driving record on file with the Facilities Management Department in addition to taking the van safety canvas course prior to being assigned to drive a van.

Fleet Size

The fleet is comprised of 11 sedans (5 passengers each), 9 vans (12 passenger capacity), and 1 bus (45 passengers).

Vans are only assigned to groups of five or more, or for transportation of equipment. All vans have towing capability.

Bus reservations are made through the Athletics Department. Contact 301-687-4455.

Student Drivers

Approval for authorized student drivers for official university business must have a certified driving record in addition to a Request to Drive a State Vehicle form on file. The department requesting such approval should be aware of the need for advance notice amounting to as much as two weeks before the student can be cleared.

Students generally have shorter driving histories than faculty and staff. Therefore, no student who has a current assessment of any number of “points” for moving violations against his/her license will be cleared to drive state vehicles.  Exceptions to this requirement may be made by the Chief of Police after a review of an individual’s driving history.

 

Questions or issues regarding reserving a state vehicle are to be directed to fleetadministrators@frostburg.edu

Visit the FSU User Guide for State Vehicles for complete information.