Step 1: Certifications

The Defensive Driving Class and Van Safety Classes are provided by Georgia Tech Environmental Health & Safety Department (EH&S). These are online classes. 

Step 2: DMV Report

We need the following information from driver reports: License number, expiration, and points (if any). For those with a Georgia driver's license, the Georgia DMV provides a free up-to-date report listing the total number of points (if any) on your license.

Those with a non-Georgia license, please contact your respective state's DMV for the report. Reports from other states may require additional costs, as well as mailing a check to their offices. Please account for this time before you travel.

Step 3: Georgia Tech Motor Pool Pin Number

A PIN allows the driver to refill the CRC vehicle using gas cards and is required to use a CRC vehicle. To receive your specific PIN, all drivers must complete the following tutorials and complete the agreement form:

Class C, Fuel PIN Training and Fuel Card Agreement all need to be signed by Abby Harvey if you do not have an assigned fleet coordinator or you are a sport club participant 

Copies of the above documents are to be mailed, faxed, or dropped off to Georgia Tech Fleet Services. They will NOT accept email. You will receive a document with your PIN from Fleet Services.

Step 4: Submitting Documentation

All required documentation (DDC and Van Safety certificates, DMV Points, PIN number document) must be scanned and emailed to the Competitive Sports Office at the CRC. Be sure to include all documents in one email.

Please access your DDC and Van safety certs using this process: Training History.

Additional Requirements

A database of eligible drivers will be kept and maintained by the CRC. In addition to the above-required certifications, drivers must not have received the following within the previous three years (unless otherwise specified).

  • Accumulated more than 10 points on his/her driving record.
  • Received a citation (ticket or warning) while driving on Institution and/or USG business.
  • Had an “at fault” motor vehicle accident within the previous six (6) months.
  • Been convicted of one of the following offenses:
    • Driving Under the Influence (DUI)
    • Driving While Intoxicated
    • Leaving the scene of an accident
    • Refusal to take a chemical test for intoxication

Policies & Important Information

Driving Policies

Every driver agrees to abide by the following practices and policies as the operator of a Georgia Tech vehicle (including vehicles rented for Georgia Tech purposes):

  1. Obey speeding and traffic laws.
  2. Ensure passengers and drivers wear seat belts.
  3. Not drive if have consumed alcohol or drugs w/in the previous eight hours.
  4. Not transport alcohol or illegal drugs in a Georgia Tech controlled vehicle.
  5. For every four hours of driving, take a minimum break of 20 minutes.
  6. Not drive more than eight hours in any 24-hour period.
  7. Not drive between Midnight (12 a.m) - 5 a.m.
  8. Not transport passengers in a vehicle that are unsafe.
  9. Report vehicle maintenance concerns in writing immediately upon return to GT.
  10. Not “overload” a vehicle (see vehicle manual for rules and guidelines).
  11. Not operate a cell phone while driving.
  12. If there is an accident in a GT vehicle, no matter how minor, notify proper personnel. A police report must be filed if a vehicle is damaged as the result of a collision.
  13. Notify staff of changes to my driving record (violations, suspensions, accidents).
  14. With accordance to Georgia Tech policy, only nine passengers may ride in a van.
  15. Any trip over 300 miles one way must have two approved drivers (per vehicle).
  16. No firearms are permitted in CRC vehicles.

GPS System

All CRC vehicles are equipped with state-of-the-art GPS units. Drivers have no responsibility for any aspect of their operation; they are installed out of sight and beyond access. Attempting to disable or otherwise modify the unit will result in loss of vehicle privileges and possible further action against the individual and organization.

The units will compile second-by-second information on driver behavior, vehicle location, and speed. Notifications will be sent to the CRC when irregularities occur. These include, but not limited to, deviation from route, erratic behavior (speed, sudden stops), and traveling outside the permitted hours (midnight - 5 a.m.).

Our intention is to provide safe travel for those who use the CRC vehicles. To that end, the following guidelines will be applied.

  • Data from the GPS units will be reviewed after each trip.
  • Driving discretions will be addressed between the driver and/or organization and the program administrator and may result in driving privileges being suspended.
  • The CRC or program administrators reserve the right to deny requests or privileges at their discretion.

Charges and Payment

  • $40/day (unlimited mileage)
  • The per-day charge applies when a vehicle is reserved or used in any part of a day. Example: an organization reserves an SUV from Friday – Sunday, departing on Friday 7pm and returning Sunday 1pm, the rental charge will be for three days ($120).
  • Drivers will receive the vehicle with a full tank of gas. It must be returned with a full tank of gas. There will be a $6/gallon charge added to the invoice for vehicles needed to be filled up by the CRC upon return.
  • Repairs to state-owned vehicles that are not the result of normal “wear and tear” will be the responsibility of the club/organization utilizing the vehicle.
  • If the vehicle is returned excessively dirty, there will be a $50 cleaning fee added to the invoice. (This is a standard rate. If the charge is more than $50 to clean a vehicle rented by your organization, the organization will be charged the amount it costs to have it cleaned).
  • The CRC will issue an invoice to the organization once the gas charges have been confirmed.  Departments will utilize the journal-entry method for payment.
  • A charge of $75 will result in a lost key.

Gas Cards

  • All vehicle packets will have a gas card that is unique to that vehicle. That gas card can only be used for that vehicle.
  • Personal credit cards are not permitted for gas unless for some reason the state cards are not working.
  • Use only regular unleaded and be sure to accurately enter the mileage when prompted by the system; these are state policies.
  • Only gas may be purchased with these cards. Please leave any receipts in the packet.
  • A charge of $50 will result in a lost gas card.


  • Campus Recreation programs (including sport clubs) and Georgia Tech Departments are the only ones eligible to rent CRC vehicles.
  • An email response to all reservations will be made within two business days.
  • Only the approved driver(s) are permitted to receive the packet from the CRC.
  • Vehicle packets for confirmed reservations can be picked up at the Member Services Desk in the CRC. Upon return, packets should be returned to the same desk. Be sure to complete the Trip Report Card located in your packet.  Packets can only be secured when the CRC is open.
  • All vehicles are parked in the CRC parking deck and should be returned to that same location.