Transportation policy

All drivers must have a valid driver’s license and a minimum of 3-years driving experience, be approved by the Department, and appear on McGill's list of insured drivers.

For field courses and field trips within courses, approved drivers can include (1) faculty/staff, (2) Teaching Assistants employed by the University, and (3) graduate or undergraduate students who are 21 years of age or older (25 years old where possible).

When possible and especially for longer trips, there should be a minimum of two drivers per vehicle. The upper daily limit on driving per individual driver is 8 hours per day with regular breaks.

For small groups, use of passenger vans/minivans (e.g., 7-passenger minivans) is the generally accepted means of travel. Under no circumstances is the use of 15-passenger vans permitted. Buses should be hired for larger groups, depending on the length of the course and availability.

All regulations of the Quebec Highway Code must be followed, including the use of seat belts by all occupants. In Quebec, drivers are responsible for non-licensed-passengers' seat-belt infractions.

The use of personal vehicles is not recommended, but if used, faculty/staff should ensure that their insurers are aware that the vehicle is registered for both personal and business use. Student-owned vehicles should not be used.

When transporting students by watercraft, all passengers must wear appropriate safety devices, and all craft operators must hold a valid Pleasure Craft Operator Card or be qualified aboriginal guides. The leasing of large vessels (over 10 meters/34 feet) must be reported to Risk Management and Insurance.

Rental vehicles: rental contracts should be signed by a faculty/staff member and the name of the University must appear on the contract. The principal driver and all alternative drivers must be registered with appropriate insurance purchased so that all drivers are covered for both liability and collision coverage. Insurance provided by credit cards is generally not adequate for business-related rentals.

Learn more about renting vehicles at McGill’s preferred rate here.

University-owned vehicles: all drivers must have a minimum of 3-years driving experience, be approved by the Department, and appear on McGill's list of insured drivers. See below for instructions on obtaining access to University-owned vehicles.


Natural Resource Sciences' vehicles:

Current NRS fleet consists of:

2008 Dodge Caravan

7 passengers


2012 Ford F-150

5-6 passengers

4-wheel drive, extended cab

2013 Ford F-250

5-6 passengers

4-wheel drive, equipped for towing



Vehicle use is charged to FOAPALS which must be entered in the vehicle use log after every reservation.




Mileage charge



Hourly rate



Daily rate

$40/calendar day

$50/calendar day

Current rates effective 01 October 2023.

Charges include fuel and insurance coverage ($1000 deductible). Monthly rates can be arranged when the vehicle is off-Campus for extended periods. Rentals involving towing a trailer will have an additional charge.

Obtaining access to vehicles

Driver approval is carried out by the NRS fleet manager, vinko.culjakmathieu [at] (Vinko Culjak Mathieu), and typically consists of a 30-minute driving evaluation and discussion of policies and procedures.

To obtain authorization, contact vinko.culjakmathieu [at] (Vinko Culjak Mathieu) and send him:

  1. A completed Driver Data Form.
  2. A scan of your driver’s license.
  3. Your availability for a 30-min driving evaluation.

Vehicle reservations can be made at after obtaining an account and login credentials from Vinko Culjak Mathieu.


Vehicles are to be used for work purposes only.

Drivers are responsible for all parking and moving-violation infractions.

Drivers are required to fill out the vehicle's log sheet daily.

Vehicles are to be returned daily to the Vehicle Compound located off the main Macdonald-Stewart parking lot (east of Parasitology) unless other arrangements have been made with Vinko Culjak Mathieu.

Vehicles are to be parked “back-end first” when returned to provide access to the front of the vehicle.

Vehicles are to be returned with at least ¾ tank full of fuel.

Additional charges will be applied for vehicles returned unreasonably dirty or with less than 1/4 tank of fuel.

Any mechanical failures, accidents, or other vehicle issues must be reported promptly to Vinko Culjak Mathieu.




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