University-wide procedure for the lending of bicycles

PROCEDURE
Policymaker: Sustainability Manager
Valid from: 20 December 2021
Amended as of: 1 January 2023
Registration number: V-2023-0004-18
Responsible for review and queries: KTH Sustainability Office

1. Purpose

The purpose of this procedure is to provide bicycles to enable staff to move easily between locations in a safe and eco-friendly manner.

2. Scope/delimitations

The procedure applies to 10 bicycles that are now available on the KTH Campus.

3. Definitions

No definitions.

4. Responsibilities

The Sustainability Manager is responsible for providing bicycles to employees of KTH Royal Institute of Technology.

The sustainability strategist is responsible for liaising with reception at the KTH-Huset building and the service provider. Coordinator for reception at KTH-Huset for the practical work related to the daily lending of bicycles, helmets and keys. Users of bicycles are responsible for returning the bicycle, helmet and key to reception at KTH-Huset the same day, during regular opening hours.

5. Implementation

5.1 Acquisition of bicycles

The bicycles used are second-hand, abandoned on campus or come from housing associations’ clearances of bicycle rooms. They are refurbished, meet the standards of the Swedish Transport Administration and have undergone service inspections. Taxis and hire cars must be used sparingly, and green cars must be selected when booking.

5.2 Servicing of bicycles

See the contract with the service provider.

5.3 Lending of bicycles, helmets and keys

Reception at KTH-Huset lends out bicycles, keys and helmets on presentation of identification and an access card. Reception at KTH-Huset notes the name and time of the loan, and the cyclist signs the document to indicate that the information is correct.

Bicycles, helmets and keys are handed out/handed in during regular reception opening hours.

Reception at KTH-Huset maintains a log of who has which bicycle. The cyclist provides a signature when they return the bicycle and notes the estimated distance (for statistical purposes).

The cyclist must send an email to kth-miljo@kth.se  if the cyclist wishes to report a fault or does not have time to return the bicycle during regular opening hours.

Reception at KTH-Huset provides log lists to KTH SO once a month.

5.4 Use of bicycle and related equipment

Users borrow bicycles, helmets and keys during the day, as reception at KTH-Huset is open during regular working hours. The user is required to wear a helmet and lock the bicycle. The person collecting the bicycle, key and helmet is responsible for their return. Users are responsible for notifying reception at KTH-Huset if anything is wrong with the bicycle and the related equipment that they have borrowed.

5.5 Advance booking

The user emails KTH SO if they wish to book bicycles in advance. Indicate the time and date and which bicycles are required. Users can also book bicycles in advance via Outlook.

5.6 Storage

The bicycles are parked outdoors outside reception at KTH-Huset, at Brinellvägen 8, during the cycling season. Bicycles without winter tyres are stored in a shed at Vallhallavägen 79 during the winter.

6. Documentation

7. Appendices

No appendices.

8. Change log