TRAINING MODULE FOR CAR RESERVATION PROGRAM

VERSION 1.1.2 CREATED FOR NORTH ARKANSAS COLLEGE (FOR INTERNAL USE ONLY)

THIS IS AN AUTOMATED SLIDE SHOW AND WILL START ON ITS OWN

NEW ON-LINE RESERVATION PROGRAM

• STARTING ON JANUARY 5TH USERS WILL COMPLETE ALL CAR RESERVATIONS UTILIZING THE NEW PROGRAM VIA THE NORTHARK PORTAL https://portal.northark.edu/ICS/Employee_Info/Car_Reservation.jnz

• THIS NEW PROGRAM WILL PROVIDE 24/7 ACCESS TO CAR RESERVATION REQUESTS, RESERVATION DATA, AND CRITICAL CONTACT INFORMATION IN CASE OF EMERGENCIES

• ALL VEHICLES LOCATED ON THE SOUTH CAMPUS WILL BE RELOCATED TO THE PARKING LOT BEHIND THE TENNIS COURT

• KEYS, FOR SOUTH CAMPUS CARS ONLY, WILL NO LONGER BE OBTAINED AT THE STUDENT ACCOUNTS OFFICE ON THE SOUTH CAMPUS BUT WILL BE DISPENSED AT THE AUTOMATED KIOSK LOCATED INSIDE THE FACULTY/STAFF LOUNGE

• KEY RETURNS WILL BE MADE AT THE SAME LOCATION

SOME NEW ADVANTAGES AND IMPROVEMENTS

• THE NEW AUTOMATED SYSTEM WILL ALLOW YOU TO MAKE YOUR RESERVATIONS FROM ANY COMPUTER THROUGH THE Northark PORTAL

• YOU WILL NO LONGER HAVE TO COME TO THE SOUTH CAMPUS TO RESERVE A CAR

• YOU WILL HAVE A MUCH LARGER WINDOW OF OPPORTUNITY TO PICK UP YOUR KEYS. THE AUTOMATED KIOSK WILL HAVE YOUR KEYS AFTER 3:00 PM THE DAY PRIOR TO YOUR RESERVATION AND UP TO 10:30 PM THAT SAME DAY. AS WELL AS THE DAY OF YOUR RESERVATION. MONDAY THROUGH FRIDAY

RESERVATIONS AND SECURITY

ALL VEHICLES, NORTH, SOUTH, AND CENTER, WILL NOW BE RESERVED THROUGH THE ON-LINE PROGRAM

KEYS FOR THE NORTH AND CENTER VEHICLES WILL STILL BE OBTAINED AT THEIR CURRENT LOCATIONS

IN ORDER TO PROVIDE ADDITIONAL SECURITY, ADDITIONAL LIGHTING AND SECURITY CAMERAS HAVE BEEN ADDED IN THE NEW PARKING AREA AS WELL AS THE KIOSK LOCATION IN THE LOUNGE

INSTRUCTIONS

THE FOLLOWING PRESENTATION WILL RUN AUTOMATICLLY AND WILL PROVIDE YOU WITH THE INFORMATION REQUIRED TO START ENTERING RESERVATIONS (STARTING JANUARY 5TH)

ADDITIONALLY, YOU WILL ALSO BE ABLE TO CANCEL RESERVATIONS AS REQUIRED

KEY AVAILABILITY

• IT IS IMPORTANT THAT ALL RESERVATIONS BE MADE AT LEAST 24 HOURS IN ADVANCE TO INSURE YOUR KEYS WILL BE AVAILABLE• THE MAINTENANCE STAFF WILL PLACE THE KEYS IN THE CORRECT LOCATION THE DAY BEFORE THE RESERVATION DAY

ENTER THE DATE YOU NEED TO PICK UP THE CAR

10/1/2014

ENTER THE DATE YOU WILL RETURN THE CAR 10/1/201

4

SELECT THE CAR YOU WANT

ENTER DESCRIPTION OF TRIP AND ALL RIDERS

SELECT THE DEPARTMENT TO BE CHARGED FROM THE LIST

RESERVATION E-MAIL CONFIRMATION

• AFTER YOU HAVE CONFIRMED YOUR RESERVATION, A CONFIRMATION E-MAIL WILL BE SENT TO YOU WITH YOUR ACCESS CODE AND TRIP DETAILS

• YOU WILL NEED THIS ACCESS CODE TO OBTAIN YOUR KEYS FROM THE KIOSK AS WELL AS FOR ENTERING YOUR STARTING AND ENDING MILAGE UPON YOUR RETURN

CONFIRMATION E-MAIL

• THIS IS THE CODE YOU WILL NEED TO ENTER INTO THE KIOSK TO RETRIEVE YOUR KEYS AND TO ENTER YOUR BEGINNING AND ENDING MILAGE ON THE PORTAL UPON YOUR RETURN

RETURNING YOUR CAR

AFTER YOU RETURN YOU CAR, YOU WILL NEED TO LOG ONTO THE PORTAL AND ENTER THE BEGINNING AND ENDING MILAGE FOR YOUR TRIP

ENTER YOUR CAR CODETHAT WAS SENT IN THE CONFIRMATION E-MAIL

1111

1200

ENTER YOUR STARTINGAND ENDING MILAGE

HIT SUBMIT TO SAVE YOUR TRIP

CANCELING A RESERVATION

• TO CANCEL A RESERVATION, SIMPLY SIGN ONTO THE PORTAL AND ENTER YOUR ACCESS CODE

• HIT SUBMIT AND THE RESERVATION IS CANCLED AND AN E-MAIL IS SENT TO THE KEY HOLDERS

ENTER YOUR CAR CODETHAT WAS SENT IN THE CONFIRMATION E-MAIL

860430

PICKING UP YOUR KEYS

THE KIOSK IS AN AUTOMATED SYSTEM THAT HAS RECORDED YOUR ACCESS CODE AND ASSIGNED IT TO THE CAR THAT YOU RESERVED

SIMPLY ENTER THE CODE ON THE KEY-PANEL AND HIT THE # KEY

THE CORRECT DOOR WILL AUTOMATICALLY OPEN. REMOVE YOUR KEYS AND SHUT THE DOOR

RETURNING YOUR KEYS

SIMPLY OPEN THE DOOR ON THE KIOSK AND PLACE YOUR KEYS IN THE RECEPTICLE. THE KEYS WILL DROP INTO A SECURED SAFE

WHAT IF THERE ARE ISSUES WITH THE KIOSK?

IF FOR SOME REASON YOU ARE UNABLE TO OBTAIN YOUR KEYS FROM THE KIOSK, THERE WILL BE THREE PHONE NUMBERS AVAILABLE FOR HELP WITH TROUBLESHOOTING

THE KIOSK HAS A BACK-UP BATTERY SYSTEM IN CASE THE POWER DOES GO OUT

TO INSURE YOUR KEYS ARE AVAILABLE, JUST MAKE SURE YOU HAVE MADE YOUR RESERVATION WITHIN 24 HOURS PRIOR TO PICKING UP YOUR KEYS AND PLEASE REFER TO YOUR E-MAIL TO INSURE YOU ARE USING THE CORRECT CODE

IN CASE OF EMERGENCIES, WHERE YOU WERE UNABLE TO MAKE THE RESERVATION 24 HOURS PRIOR, PLEASE CONTACT KEN WALLIS AT (870)-715-9725 OR EDDIE PHILLIPS AT (870)-715-0437 OR KEVIN SOMERS AT (870)-416-5986 FOR ASSISTANCE

CAR TROUBLES

• IF YOU HAVE DIFFICULTIES WITH YOUR CAR, PLEASE CONTACT KEN WALLIS AT (870)-715-9725 OR EDDIE PHILLIPS AT (870)-715-0437 OR KEVIN SOMERS AT (870)-416-5986 FOR ASSISTANCE

• EACH CAR HAS INSURANCE AND EMERGENCY INFORMATION LOCATED IN THE GLOVEBOX. PLEASE REFER TO THIS INFORMATION AND DIRECTIONS IF YOU HAVE AN ACCIDENT

END OF TRAINING MODULE