Physics & Astronomy Nissan Xterra and Isuzu Ascender Use Policy

UHH Home > Forms > Department of Physics & Astronomy Reservation Form

Use Priorities

The two Physics & Astronomy 4x4 vehicles are intended for use by UH Hilo Faculty and Staff for UHH-related functions and other non-department use, as outlined below. The Xterra is for situations where a driver and less than 4 passengers will be traveling together, and on roads for which four-wheel-drive (4WD) is necessary, such as on Mauna Kea or Mauna Loa Access Roads. The Ascender is for situations where a driver and less than 6 passengers will be traveling together, and on roads for which four-wheel-drive (4WD) is necessary, such as on Mauna Kea or Mauna Loa Access Roads. Faculty needing a vehicle for use on paved roads, and large classes should continue to use the UHH "vehicle pool" vans/cars, which can be reserved via Lorretta Santiago in Auxiliary Services, or if a higher capacity 4WD is required, to rent from Harper.

The reservation priorities are listed as follows:

  1. Scheduled classes.
  2. Faculty research involving students.
  3. Telescope Maintenance.
  4. Official UHH clubs/units for educational purposes. A faculty advisor must be present at all times.
  5. Any UHH-related function involving 4WD transportation.
  6. Other UHH-related function.

Catagories 1, 2, and 3 potential users may use the vehicle for up to 2 consecutive days without prior approval. Catagories 4, 5, and 6 MUST have prior approval of the Department of Physics and Astronomy Chair. Within each use category, reservations will be on a first-come, first-serve basis. All attempts to maintain this protocol will be made, but lower priority users may be bumped by higher priority users up to three (3) weeks before their scheduled check-out date. Within three weeks of the date of a reservation, no user can be bumped, unless the first reservation is made less than three (3) weeks in advance. Then the bump may be at the discretion of the administrator.

The Physics & Astronomy Department vehicle can only be checked out and reserved by UH-Hilo faculty and staff. All other reservations, including joint reservations with non-UH Hilo persons/groups are permitted as long as the use is for official UH-Hilo business, either by prior approval of the Department of Physics and Astronomy Chair or by the vehicle administrator. UH Hilo faculty or staff (this does not include student employees) must make the reservation, and must be present at all times during vehicle use. All drivers of the vehicle must be State of Hawaii employees. All UH, and non-UH affiliated passengers should be listed in the request form"Description" section as potential vehicle drivers. The vehicle is subject to state self-insurance policies.

All non-Department users must be prepared to provide an immediate substitute vehicle in the event of debilitating damage to the Department vehicle.

If you have any conflicts with these policies they can be discussed with Dr. Philippe Binder, Chair, Department of Physics and Astronomy, by e-mail at: uhhpachr@hawaii.edu.

Procedures for Reservation and Use

  1. By filling out the Vehicle Reservation Form, you agree to the policies and procedures put forward here. You may also be asked to sign a one-time agreement to these policies.
  2. The preferred method for reserving the Department Xterra is to submit the Xterra Reservation Form here or indicated at the top of this page. The preferred method for reserving the Department Isuzu Ascender is to submit the Isuzu Reservation Form here or indicated at the top of this page.Or, alternatively, you may:
  3. Send an E-mail to Jay Slivkoff at: slivkoff@hawaii.edu, to request the vehicle's use. Please include in this request the following information:
    1. Date and Time of requested checkout and check-in,
    2. Destination and a description of the 4WD road involved,
    3. Function for which the vehicle is to be used,
    4. Category (as listed above) under which the use falls,
    5. The number of people going,
    6. Requestor's name,
    7. Driver's name, and
    8. The requestor must provide assurance that the driver is a State employee, and say if the driver is a faculty, staff, or student.
    9. The requestor must state that their Department Chair or UHH Grant P.I. approves of providing a replacement vehicle to the Department of Physics & Astronomy in the event of incurring debilitating damages to the Xterra during its use.
  4. The vehicle key must be picked up from APT Jay Slivkoff in Wentworth Hall, Room 13A.
  5. Each vehicle should be returned full of gasoline and cleaned of any rubbish and other debris. Not performing these minor courtesies may affect future reservations.

Record Keeping

Upon checking out the vehicle, you are asked to fill out the information, both at the beginning and at the end of travel, that is requested on the Vehicle Log Form posted in the clip board in each vehicle. This log form is for accounting and accountability purposes.

For day-trips, the Department APT will make sure that there is enough fuel for your reserved destination. For extended duration reservations, or long distance travel, e.g., to Kona, Department personnel will be given a Hawaii Petroleum Fleet charge card to fill the vehicle with fuel during, and at the end of your travel. The gas card should be picked up from Jay Slivkoff, in Wentworth 13A, along with the key to the vehicle. You may only use the card for the designated vehicle, at the Minit Stop Station at Leilani Street and Hwy 11, the Hawaii Petroleum (HFN)fleet station at Leilani Street and Railroad Ave., as well as at other HFN stations around the island. Return the card along with the receipt for fuel purchase to Jay the day following your vehicle use. Gasoline charges will be debited either to the department's budget, or your grant account.

All non-UHH employees in the vehicle MUST sign a liability waiver statement, found in the log folder. The person responsible for the vehicle should turn in the signed forms, or a copy, when returning the vehicle.

In the event of an accident you are required to fill out two (2) individual forms documenting the particulars of the accident. In some cases, the information asked for on each form may seem to be duplicates, but not entirely. It is important to fill out each to the best of your ability.

  • The half-sheet State of Hawaii Driver's Report of Accident. Complete both sides and sign the back.
  • The full-sheet Automobile Loss Notice. Complete both sides and sign the back. This form must be completed for us to file a self-insurance claim so that the Department can be reimbursed for any loss incurred by the accident.

Contact Jay Slivkoff, at 933-3222, or in person, as soon as is possible to report any accident, incident, or breakdown.

In the folder in the glove box, is a copy of the vehicle registration, State of Hawaii Self-insurance card, and a Roadside Assistance Card. If you are stranded due to vehicle breakdown, or have driven off the road, and need a tow to get back on the road, call the (800) number to order assistance.

Charges for Vehicle Use

Scheduled non-department/unit users will be assessed a flat-rate of $0.50 per mile and the accumulated funds will be used to pay for scheduled routine maintenance due to wear and tear, based on the logged vehicle mileage used. The accumulated prorated use amount will be debited from the appropriate department/unit account and transferred to the Division vehicle account. An unscheduled repair due to damage will be debited directly from the department/unit that was operating the vehicle at the time of the damage, regardless of how it was incurred. Signatures from the department Chairs, or P.I.s, are required for fund transfers, so the requestor must obtain the approval of his Department Chair or P.I. to use the vehicle.

Non-department/unit users must fill the vehicle fuel tank at the end of their travel, and before returning the vehicle to campus.

Pre-use Orientation

Before checking out the vehicles their first time, users are asked to briefly meet with Jay Slivkoff to discuss procedures as they relate to the vehicle, and 4WD-road driving and techniques, especially as they relate to going to the summit regions of Mauna Kea and Mauna Loa. Jay will inspect the vehicle before and after every excursion to assess the vehicle's condition and to debit the appropriate department/unit for mileage and any damage incurred, using the information provided in the log.

Maintenance

Under most circumstances, maintenance will be scheduled between reservations already scheduled and posted on the Current Schedule page of this site. Vehicle maintenance, for safety reasons, may cause a scheduled reservation to be cancelled. Scheduled and unscheduled maintenance will be coordinated by Jay Slivkoff.