UCVM Vehicle Booking

Where are the vehicles located?

•  At the Foothills campus the vehicles are parked in the surface service vehicle parking lot east of the CWPH building.
• At the Spyhill campus the vehicles are parked in the north-west corner of Lot 90, north of the Clinical Skills Building, to the west of the solar panel structure.

Where do I pick up the keys? 

•  At the Foothills campus, the keys are stored in a lock box outside CWPH 2D17.  The combination to the lock box is 1379E.  Enter in the code, then turn the dial to the right to open the box.
• At the Spyhill campus, the keys are stored in a lockbox mounted on the wall inside the CSB Office Block entrance. The combination to the lock box is 1379E. Enter the code, then turn the dial to the right to open the box.

Am I responsible for filling the vehicle with gas?

• Yes, you are responsible for gas costs and the vehicle needs to be returned with a full tank of gas. If a vehicle is returned without a full tank, a $50 fee plus the cost of fuel will be charged. The only exception is if less than one-tenth of a tank is used, refueling is not required.

What do I do if I pick up the vehicle without a full tank of gas?

• Take a photo of the fuel gauge and email it to (ucvmsupport@ucalgary.ca). If you choose to fill the tank during checkout (preferred), include a copy of the fuel receipt. Fuel costs will be reimbursed.

Am I responsible for getting a car wash for the vehicle?

• Yes. If the vehicle becomes dirty during your use, it must be cleaned before return. Toyota 4Runners equipped with Thule storage boxes cannot be taken through automated car washes. Please be mindful of vehicle size and height when using automated car washes. A washing bay is available at the motor pool. Email ucvmsupport@ucalgary.ca for information on hours of operation and usage guidelines.

Am I responsible for interior cleanliness?

• Yes. Vehicles must be returned with a clean interior. Remove all personal items and waste and wipe down or vacuum the interior as needed. Cleaning kits are available:
• At the Foothills Campus it is located under the key lockbox outside CWPH 2D17
• At the Spy Hill Campus it is located in the Bovine Ward near the exterior overhead bay door

What should I do if I notice an issue with the vehicle?

• Record the issue in the comments/history section during checkout, or email the details to Central Support at (ucvmsupport@ucalgary.ca).

What should I do if I need to pick up or drop off a vehicle after hours and I’m not sure if I have after-hours access?

• Email Central Support at ucvmsupport@ucalgary.ca to request after-hours access at the Foothills or Spy Hill campus. Please note that access requests may take several business days to process.

Do I need to record my kilometers?

• Recording kilometers during checkout is strongly encouraged to support preventative maintenance scheduling. However, Kilometer tracking is not used for billing.

I’m experiencing an issue with Cheqroom. What should I do?

• Contact Central Support at ucvmsupport@ucalgary.ca if you have trouble booking vehicles or checking them in or out.

I can’t reserve vehicles in Cheqroom. What should I do?

• To reserve vehicles in Cheqroom, you must be an approved registered driver and complete the Cheqroom App Training. If you’re unable to make a reservation, please follow the four steps outlined above to ensure you have completed both requirements.

What should I do if I’m involved in a vehicle collision? 

• Follow the procedures outlined by Risk Management, including calling campus security (403-220-5333) as soon as possible. Notify the following parties: 

1. Your supervisor
2. Paul Gajda (pgajda@ucalgary.ca)
3. Central Support (ucvmsupport@ucalgary.ca)

What happens if I’m late returning the vehicle?

• A $50 late fee will be applied to vehicles checked in late. Forgetting to check in a vehicle may cause issues for other Cheqroom users. If you anticipate a delay, use the Extend feature on the checkout page. This helps prevent booking conflicts and allows you to avoid late fees.