CAVPOOL Regulations & FAQ
- Only full time faculty and staff may enroll in the Cavpool program.
- Employees living within three miles of their parking assignment or workplace are reviewed on a case-by-case basis to determine eligibility.
- Eligible employees must be in a current carpool or vanpool that operates at least four times per week.
- All outstanding parking fines must be paid prior to enrollment.
- Temp, wage, and part time faculty and staff are not eligible.
- Students are not eligible.
- Changes in Carpool/Vanpool Members
- A member of the registered carpool or vanpool, preferably the Primary Rider, is responsible for contacting Parking and Transportation of changes in the number or identities of carpool or vanpool members within three business days of the change. Failure to do so may result in the revocation of incentives and/or parking assignment for all members of the carpool or vanpool.
- Permit Parking Location
- Cavpool permits may be valid in up to two permit parking locations. The location(s) in which a Cavpool permit may be determined by existing permit assignment(s) held by an applicant in the enrolling carpool or vanpool.
- In the event that the enrolling carpool or vanpool does not have an existing assignment, or they do not want to use an existing assignment, an alternative location(s) may be assigned by Parking and Transportation based on availability, and for some locations, the eligibility of members to obtain assignment in the desired location.
- Payment of Permit Fees
- All members of the registered carpool or vanpool will be required to share the cost of the Cavpool permit through pre-tax payroll deductions.
- Cavpool permits will expire each year on July 1. Renewal notices will be sent during the month of June each year.
- Revocation of Incentives
- Revocation of Incentives includes the surrender of all Occasional Parking Permits issued as part of Cavpool, surrender of the Cavpool permit, loss of permit price discount, and ineligibility of all members to receive Cavpool incentives in the future.
- Parking and Transportation may, at any time, revoke the Cavpool incentives of a registered carpool or vanpool on the suspicion or discovery of fraudulent use. Fraudulent use includes, but is not limited to, the unauthorized reproduction of any type of permit, misrepresentation of the identity or number of riders in the carpool or vanpool, failure to date Occasional Parking Permits, failure to report changes in the number of riders in the carpool or vanpool, or the unauthorized transfer of Occasional Parking Permits to individuals outside of the registered carpool or vanpool.
- Circumstances leading to the revocation of incentives may be referred to employees supervisors or a judicial committee at the discretion of Parking and Transportation Services management.
- Revocation of incentives may be appealed in writing within fourteen business days of being notified of the loss of privileges. A Hearing Officer will make the final determination regarding the revocation of incentives within fourteen business days of receiving the appeal.
- Parking Restrictions
- Registered carpools and vanpools are subject to the same parking restrictions and regulations set forth in University Policy PRM-010 “Parking Regulations”.
- Parking and Transportation holds the registrant, owner and/or the operator of a vehicle responsible for any violations regardless of which member of the carpool or vanpool was operating the vehicle on the date in which the citation was issued.
- Opting Out of Cavpool
- A member of the registered carpool or vanpool, preferably the Primary Rider, is responsible for contacting Parking and Transportation Services of changes in the number or identities of carpool or vanpool members within three business days. Failure to do so may result in the revocation of incentives for the entire registered carpool or vanpool (refer to “Revocation of Incentives” ).
- A member of the registered carpool or vanpool, preferably the Primary Rider, may submit their carpool or vanpool’s intent to opt out of Cavpool in person at the Parking and Transportation Office. The Cavpool Permit and all remaining Occasional Parking Permits gained through Cavpool must be surrendered upon notification.
- Only the Primary Rider will be guaranteed retention of the parking assignment associated with the Cavpool permit. All other members will be given parking assignments based on availability, for some locations, the eligibility of members to obtain assignment in the desired location.
Frequently Asked Questions
1. How do I start a carpool?
The University of Virginia has contracted with Zimride to provide free online ride matching. U.Va employees, students and residents of the greater Charlottesville area can join for free to post their trips and instantly find matches. www.zimride.virginia.edu
2. Am I eligible to register in the Cavpool program?
The Cavpool program is available to U.Va faculty/staff who carpool 5 days per week on a consistent basis. Only fulltime faculty and staff may enroll in the program. Temp, wage, and part time faculty and staff are not eligible. Employees living in on-Grounds housing accommodations are not eligible. Eligibility of employees living within three miles of the University will be reviewed on a case-by-case basis. All outstanding parking fines must be paid. Students are not eligible to enroll in the program, and may not be used to influence the rider count of a registered Cavpool.
3. Do I have to be registered with RideShare to take advantage of the CavPool program?
You do not have to register with RideShare to sign up for the CavPool program. Once the application process for the Cavpool Program is complete, you may enroll in their complimentary Guaranteed Ride Home
4. What is the Guaranteed Ride Home Program? Do I have to be registered in the CavPool program to get this service?
The Guaranteed Ride Home (GRH) Program is a service offered through RideShare. The GRH is designed to provide riders with rides home in the event of an emergency. Each rider that is registered for the program will receive up to five emergency rides home per calendar year. The GRH is not meant for personal errands or non-emergencies.
If you choose not to participate in the CavPool program, you may still enroll in the GRH program if you are employed full-time or permanent part-time and commute to work at least two days a week by carpool, vanpool, public transit, walking, or biking.
To enroll in the GRH program , please visit www.rideshareinfo.org or call 1-888-974-5500.
5. What is the registration process and what information do I need to have?
The first step to register with the CavPool program is to have an active carpool or vanpool in which all members are U.Va faculty, staff, or foundation/contractor employees who are willing to participate in the program. The members should identify the individual within the carpool or vanpool with the most desirable U.Va parking permit that all members want to share for the preferred assignment. This rider will be considered the Primary Rider and will need to fill out the online CavPool Registration form to start the registration process. During this part of the registration, the Primary Rider will be asked to indicate in which lot each member would like their Occasional Parker Permits to be valid (Emmet/Ivy Garage, Culbreth Road Garage, or U-Hall). At this time, a combination of locations for a rider's Occasional Parker Permit pack is not available.
After submitting the online registration, Parking and Transportation will mail an information packet including payroll deduction and additional information forms specific to each rider. Each rider will need to fill out the additional forms and provide signatures where applicable before returning the forms to the Primary Rider. When the CavPool Application Packet is complete and ready to be submitted to Parking and Transportation, the Primary Rider will need to make an appointment with a Parking and Transportation representative by calling 434-924-7231 between the hours of 7:30am-5:00pm, Monday-Friday. All riders will need to be present at the time of the appointment to complete the registration process, sign up for payroll deduction, and receive their Occasional Parker Permits.
When all riders have completed the registration process, the Primary Rider will be presented with the CavPool permit.
6. How is the preferred parking assignment determined?
CavPools will receive a preferred parking assignment based on the most desirable valid U.Va parking permit currently held by one of the members of the CavPool. The CavPool member who possesses this permit will be considered the Primary Rider and should initiate the CavPool application process online. This permit, along with the other riders' permits, will be returned to Parking and Transportation in exchange for a CavPool permit valid in the same lot in which the Primary Rider's permit was valid. This permit will be shared among the riders, and can be used on any vehicle registered to a CavPool member. CavPools consisting of 3 or more members are eligible for a parking assignment in lots that may be closer than the most desirable valid U.Va parking permit currently held by one of the members. The online application form lists these alternatives.
CavPools consisting of 5 of more members may receive a dedicated space in the parking lot associated with the most desirable valid U.Va parking permit currently held by one of the members of the CavPool or vanpool. The rider who possess this permit will be considered the Primary Rider and should initiate the CavPool application process online. This permit will be returned to Parking and Transportation in exchange for a valid CavPool permit to park in a clearly marked dedicated space in the lot associated with the original permit. This permit will be shared among the riders, and be used on any vehicle registered to a CavPool member.
7. Does the Primary Rider have to keep the CavPool Permit and drive the CavPool everyday?
No. The CavPool Permit may be used with any vehicle registered to any of the members of the CavPool group to which the CavPool Permit is assigned. The CavPool Permit is intended to be passed between the members depending on who is driving the CavPool on a particular day. There is only one CavPool Permit, so the group members are responsible for ensuring that the permit is always displayed on the vehicle that is being used for the CavPool on a particular day.
Please ensure that any vehicle displaying the CavPool is registered with Parking and Transportation. To do so, please call 434-924-7231, e-mail firstname.lastname@example.org, or log in to manage your account online.
8. What happens if a rider misses the CavPool?
A rider who misses the CavPool is expected to use their Occasional Parker Permits to park for the day. Each rider is allotted a certain amount of Occasional Parker Permits every year. Riders may also purchase additional Occasional Parker Permits at the regular price rate. Riders who miss the CavPool and are out of Occasional Parker Permits must purchase a temporary parking permit from the Parking and Transportation main office located at 1101 Millmont Street behind the Barracks Road Shopping Center. Please contact us at 434-924-7231 for more information regarding temporary parking permits.
9. When does the CavPool Permit expire? Can I renew online?
The CavPool Permit must be renewed once per year in June. At this time, online renewal is not available for CavPool Permits. Cavpool permits expire June 30th of each year.
10. What happens if a rider drops out of the CavPool?
A member of the CavPool must contact the Parking and Transportation Office within three business days of a change in the number of CavPool participants. The member of the CavPool who drops out of the group will not receive a refund.. The total number of riders in a CavPool will be redetermined during renewal, so the group may need to recruit a new rider to receive the same incentives package.
11. Can we add more riders to our group during the life of the CavPool Permit?
Yes, your group may add more members to the CavPool/vanpool at anytime. The addition of members to the group after a CavPool Permit has been issued will not increase incentives until the next renewal. The added members of the group will not be required to pay for part of the currently issued permit, and will not be eligible to receive Occasional Parker Permits until the next renewal.
12. What happens if our CavPool disbands?
A member of the CavPool must notify the Parking and Transportation Office within three business days of disbanding. All members will be required to turn in their Occasional Parker Permits and will not receive a refund for the purchase price of the CavPool Permit.
All members of the CavPool, including the Primary Rider, will be required to purchase a new parking permit, which may not be the same type of permit they had before joining the CavPool. Those members wishing to obtain the same type of permit they had before the CavPool will be given priority to return to their previous assignment, but may need to sign onto a waiting list and buy another type of parking permit in the interim.
13. Payroll Deductions
Pre-tax payroll deductions for the price of the permit is required to participate in the Cavpool program. The price of the permit will be evenly deducted from each member of the Cavpool's paycheck (pre-tax).