How to Start a Small-Scale Bike Sharing Program for Employees

How to Start a Small-Scale Bike Sharing Program for Employees
Departmental Bike Sharing Manual
How to Start a Small-Scale Bike
Sharing Program for Employees
Table of Contents
Updated May 2014
Facilities & Services
Table of Contents
Introduction ................................................................................................................................................... 2 What is Bike Sharing? ............................................................................................................................... 2 Why Bike Sharing? .................................................................................................................................... 2 Benefits of a Bike Sharing Program ....................................................................................................... 3 How to define success.............................................................................................................................. 4 Preparing for Your Department’s Bike Sharing Program ....................................................................... 4 Evaluate Needs.......................................................................................................................................... 4 Logistics...................................................................................................................................................... 4 Selecting and Purchasing Bicycles .......................................................................................................... 5 Establishing & Maintaining the Program .................................................................................................. 6 Bicycle Registration .................................................................................................................................. 6 Bike racks and storage options ............................................................................................................... 6 Bicycle Maintenance ................................................................................................................................. 7 Launching the Program ................................................................................................................................ 7 Rental Procedure ....................................................................................................................................... 7 Disclaimer .................................................................................................................................................. 7 Troubleshooting Section .............................................................................................................................. 7 What happens if I (UI employee) get hurt? .......................................................................................... 7 What happens if there is damage to the bicycle?.................................................................................. 8 What happens if I cause harm to others or damage their property? ................................................. 8 How do I report an incident? .................................................................................................................. 8 What if a bike is stolen? ........................................................................................................................... 8 Appendix A: Resources and Links.............................................................................................................. 9 Campus and Community Partners ......................................................................................................... 9 1
Introduction
This manual was originally developed by the Fall 2011 Engineering 315 Learning in Community
(LINK) class for Facilities & Services at the University of Illinois at Urbana-Champaign, and has
been revised by Facilities & Services with the help and input of many university staff. This
document was developed from the Bicycle Sharing Feasibility Study. The study was funded by the
Student Sustainability Committee in order to assess whether or not a bicycle sharing program would
be beneficial for the University campus. The study recommended a multi-tiered approach to setting
up bicycle sharing programs on campus, including a departmental program for employees as the first
to be implemented. Further studies to be researched starting Fall 2013 are to continue executing the
multi-tiered approaches recommended to increase bike usage on campus. Administrative
Information Technology Services (AITS) has aided in continuing to fund this study.
This manual serves as a guide, rather than the final say, on setting up a departmental bicycle sharing
program. It offers suggestions for implementation, recommended bicycle models, potential funding
sources, a maintenance reference, and links to external resources that have been found helpful. Any
questions, suggestions, etc., on material in this manual should be directed to Facilities & Services at
fandscampustdm@uillinois.edu.
Facilities & Services would like to thank all those involved in the creation of this document and for
their efforts toward bicycle awareness and education in Champaign-Urbana: Fall 2011 LINC
students and project managers, Grace Kyung, Amelia Neptune, Ken Sutto, Morgan Johnston,
Wojtek Chodzko-Zajko, Roopali Malhotra, Tina McEllin, Mike Lyon, Michael Hites, Champaign
County Bikes, The Bike Project of Urbana-Champaign, Champaign Cycle, Durst Cycle, departments
who offered feedback, and particularly the Student Sustainability Committee for funding the
feasibility study and AITS for funding a graduate student from the department of Urban Planning
and Applied Health and Sciences to continue the research on this topic.
This is a living document, expected to be updated regularly as information and circumstances
change. If you would like to suggest any updates or additions to this manual, please email
bike@illinois.edu.
What is Bike Sharing?
Bike sharing is a service provided where bikes are shared among the community to promote nonmotorized transportation services. They are meant to be used for short term trips that range
between 30 to 60 minutes. The departmental bike share bikes will be determined under the
discretion of the department of how they will be shared. Bike sharing is different from bicycle rental
because they are used for short trips and has minimal user liability.
Why Bike Sharing?
Bike sharing has been successful in helping the environment, increasing productivity, decreasing
road congestion, better overall health, and increasing mobility and traffic. It is an adaptable service
that can be used in any department setting to create active transportation alternatives. Bike sharing is
an affordable public transport option as well.
2
Bike sharing has been proven to be successful in reducing carbon emissions and increasing health
benefits. Several studies are being done to track the health benefits of trips taken via bike share. Bike
sharing as well will improve productivity in the workplace. It has been shown that absenteeism can
cause the US $153 billion lose each year in productivity.
Bike share programs can be implemented and operated at a low maintenance costs. It is a very
flexible program to use to create changes in the workplace. The University of Illinois UrbanaChampaign’s mission is to commit to creating a bike share program for the 2010 Illinois Climate
Action Plan (iCAP). This will increase active transportation on campus for individuals to live a
healthier lifestyle.
Benefits of a Bike Sharing Program

Mobility for employees – providing transportation options that assist University employees
to conduct their duties and responsibilities in an efficient, environmentally-friendly manner

Safety through reduced motor vehicle traffic – reducing the amount of motor vehicle traffic
in areas with complicated infrastructure or high pedestrian volumes

Health through increased physical activity – providing methods for employees and students
to add more movement into their daily routine, thus impacting alertness, health, longevity,
and more

Environmental benefits of reduced motor vehicle traffic – reducing greenhouse-gas
emissions, decreasing impervious surfaces for parking lots, decreasing need for road
maintenance

Social benefits through enhancement of bicycling culture – supporting a culture that sees
cycling as a preferred transportation mode choice, and a community that respects and works
with the different transportation options

Convenience factor – providing efficient transportation choices to aid users in arriving at
destinations quickly and safely by reducing the need to always be in search of a bicycle or car
parking area as well as the need to have to do own maintenance on bicycles

Economically self-sustaining – implement a system that will pay for itself and reduce
transportation costs for the campus community

Research opportunities – provide the potential for research in urban planning, kinesiology
and community health, marketing, environment, engineering, and more, with opportunities
to publicize findings internationally

Education campaign – participate with the campus-wide bicycle education campaign, by
creating a platform for information sharing
3

Enhanced Image of the Campus – Implementing a bicycle sharing program would
improve the campus’ standing as a preferred employer and be an attractive feature for
prospective students. This could positively impact recruitment and retention.1
How to define success
There are various ways to determine success for a departmental bike share program. We would
highly recommend discussing this as a department while developing the program. Below are some
recommendations we have in order to determine what success is.
One way to determine success for the departmental bike share programs can be determined based
on use. If bikes are being used at least 80% of the time during the school year when operational,
then that would be a great indicator for success. In addition, there should be enough bike share
bikes where every individual has access to use one when needed. In addition, there are various
program evaluations that could be implemented to determine effectiveness of a bike share program.
Preparing for Your Department’s Bike Sharing Program
Evaluate Needs
If you are unsure how many bicycles will be needed, or to find out whether there is sufficient
demand for a bike sharing program within your department, you may want to consider conducting a
basic survey to assess employee interest. Illinois Web Tools (https://illinois.edu/toolbox) provides a
survey tool that can be used to develop a survey to share with your staff.
In general, 1 bicycle for every ten employees should be plenty. Remember, it is better to add more
bikes later than to start with too many. The Kinesiology and Community Health Department
offered six bicycles for roughly 50 employees.
Logistics
1

Identify a person who will be able to manage the program, e.g. a building receptionist or
front desk staff.

Consider whether your building has sufficient bicycle parking, and whether indoor
storage for bikes is a possibility.

Determine whether obtaining new or used bicycles will be more appropriate for your
department.

Maintenance will be needed to be conducted in-house, through the Campus Bicycle
Center, or through a local bike shop to sustain bicycles. This will affect your ongoing
2012 UI Bicycle Sharing Feasibility Study, 10.
4
budget.

Additional information is available upon request from Facilities & Services.
Selecting and Purchasing Bicycles
There are many options and bikes to choose from. A list is available for review through Facilities &
Services of examples to choose from with detailed descriptions. The ideal bicycle for departmental
bike share should meet the following standards:

Easy to ride and get on and off from the bikes when dressed in business attire.

Should fit both males and females comfortably with one-size-fits-all bike frame.

An upright riding position is preferred over a low riding position.

Easy to be operate with smaller number of gears (single to 3-speed) and fewer shifting
mechanisms.

Handle brakes are recommended for easy movement.

Storage compartment such as a basket or rack.
Purchasing New Bikes vs. Used Bikes
New bicycles have a higher up-front cost, but lower maintenance needs and costs. Used bicycles can
be acquired either by purchase or donation, but will require greater maintenance each year, as well as
requiring a range of mechanical needs. Departments should consider their budgets for initial set-up
and purchasing costs, as well as for ongoing maintenance needs, when selecting bicycles.
Sources for Used Bikes
Bikes can be found through the Campus Bicycle Center, The Bike Project of Urbana-Champaign, a
number of local bicycle shops, and the YMCA Dump and Run.
Additional Items
Helmet
 Helmets are not required but offer protection for the rider in case of accidents

Departments may choose to offer helmets for employee use with the shared bicycles if
desired.
Bike Locks
 Every bike must be locked no matter where it is parked.
5

U-locks are the most preferred lock used by bike users. This article from Slate Magazine
gives
a
look
into
bike
lock
evaluations:
http://www.slate.com/articles/life/shopping/2006/04/avoiding_the_bicycle_thief.html
Bike Lights & Reflectors
 The state of Illinois requires that all bikes ridden at night have, at minimum, a white light on
the front of the bike, and a red reflector on the back.2

Battery-powered LED front and back lights can be purchased and installed at the Campus
Bicycle Shop. Replacement batteries are also available at the Campus Bicycle Shop.
Basket
 Providing a front and/or rear basket on each bicycle is recommended to accommodate
passengers who must carry books or other items.

Bell

Baskets can be purchased at the Campus Bicycle Shop as well as other local bike shops in
the community.
A bell is recommended on all bikes to allow riders to easily communicate with other cyclists
and pedestrians
Fender
 Fenders can help keep the rider and the bicycle clean when riding in rain and other wet or
muddy conditions.
Establishing & Maintaining the Program
Bicycle Registration
All departmentally-owned bicycles should be registered with the University to help ensure it can be
recovered if lost, stolen, or impounded. Bikes can be registered for free online at
http://go.illinois.edu/MyBike.
Bike racks and storage options
All bikes require a secure place to lock the bike onto. It is expected that a departmentally shared bike
will be parked at the department’s designated bike parking location when not in use. Existing bike
parking on campus can be used by departments for their bike sharing program. During winter,
storing bicycles indoors would be the best option available, but requires approval from the
2
Section 11-1507 of the Illinois Motor Vehicle Code
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Transportation Demand Management Coordinator in F&S.
Bicycle Maintenance
Bicycles will need at least yearly checkup to maintain maximum use and longevity of bicycles. A few
options are available such as:

Champaign County Bikes Resources – This website shares community resource information,
including local bike shops, where the bikes can be brought in for regular repair and
maintenance.

Campus Bike Center – With an annual membership, departmental staff can use the parts,
tools, and trained volunteer staff for assistance in DIY bike repair and maintenance.

A bicycle maintenance tool kit for the department
Launching the Program
Notify Employees
Send a message to department employees that are eligible to use the program, letting them know
about the program. See the draft email template in the Departmental Bike Share Toolkit for a
sample email that departments may use when announcing the new program to their employees.
Departments when sending emails should include department-specific information such as the
detailed check-out process, equipment provided with the bikes, or additional policies or protocols
developed internally for the departmental bike share program.
Rental Procedure
Employees should fill out a checkout sheet before borrowing a bike. A sample bike checkout sheet
has been included in the Departmental Bike Share Toolkit.
Disclaimer
A Departmental Bike Share program is a program developed under individual departments.
Facilities & Services is not responsible for maintenance or repair of the bicycles. Extensive overall
bike maintenance should be done at least once a year by either an employee or by a local bike shop.
Departmental employees would not be paid to work on bikes during their normal work hours and
will not be compensated if injured while working on bicycles.
Troubleshooting Section
What happens if I (UI employee) get hurt?
The Office of Claims Management will review the circumstances surrounding the injury and make a
determination if it happened in the course of employment. If it is deemed a work accident the
University’s Workers Compensation coverage will apply and cover medical and lost wages.
7
What happens if there is damage to the bicycle?
The University does not provide any type of physical damage coverage for the bicycle. Any damage
sustained to a University-owned bicycle will be the responsibility of the Department. Employees
using their personal bicycles are responsible for all repairs and/or maintenance needed.
What happens if I cause harm to others or damage their property?
The University has an insurance program that provides coverage for bodily injury, personal injury
and damage to tangible property if the harm/damage resulted from occurrences in the conduct of
University business, and if the University was negligent. University employees are covered while
acting on behalf of the University and within the scope of their University duties.
How do I report an incident?
Incidents involving employee injury, or injury or damage to others, must be reported promptly to
the employee’s Department and to the Office of Workers Compensation and Claims Management.
Injured employees should refer to the following link for instructions on reporting their claim:
http://www.obfs.uillinois.edu/risk/workers-compensation/reporting/.
If the incident involves injury or damage to others a Public Injury/Property Damage report should
be completed: http://www.obfs.uillinois.edu/cms/One.aspx?portalId=909965&pageId=912295.
For additional claims information contact the Office of Workers Compensation and Claims
Management at 217-333-1080.
What if a bike is stolen?
Should a departmental bike be stolen, the department should contact the UI Police Department to
report the stolen bicycle, at 217-333-1216. Each department should register their bikes with the
University in order to better track each bicycle and ensure that it can be recovered should the
missing bike be found. Bikes can be registered for free online at http://go.illinois.edu/MyBike.
8
Appendix A: Resources and Links
Campus and Community Partners
Bike @ Illinois
The Wellness Center
Campus Bike Center
Champaign County Bikes
Champaign Cycle
Durst Cycle
Facilities & Services
Neutral Cycle Workshop
Student Sustainability Committee
The Bike Project of Urbana-Champaign
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