DRIVERS’ MANUAL

All those who would like to become an SU Registered Driver must read all information within this manual, and sign to confirm understanding and agreement of the contents.

CONTENTS

1. Driving Criteria

2. Driver Training Process

3. Responsibilities as an SU Registered Driver

4. UsingSU Vehicles

5. Volunteer Drivers

6. Cost of Hire and Charges

7. Disciplinary Rules

8. Breakdowns & Emergencies

Introduction

The Students’ Union operates a fleet of vehicles. We own one vehicle, and lease three vehicles. In addition we hire in other vehicles during peak times if required. Our fleet is operated primarily to support student activities and can be booked by Club or Society Officials.

This Drivers' Manual should answer any questions you may have about driving SU Vehicles. If you have any further questions please find our contact list below.

Points of Contact:

Students’ Union Reception-01206 863 211

Fleet Management-

Kathryn Gorden (Hub Manager)
Joanna Warren (Hub Co-ordinator)

  1. Driving Criteria

To be eligible for taking ourDrivingAssessments, you must have been driving for at least 2years.

Some applicants may not meet all criteria - if this is the case we will ask you to complete our non-standard drivers' form and our insurance company will assess your details to confirm if they will insure you or not.

When does an applicant need to fill in a non-standard form?

a.If driver Is under 21

b.If the driver is over 65

c.If the licence has been held less than 2 years

d.If the licence was not issued in UK or N. Ireland

e.If the driver has had convictions in past 5 years

f.If driver has had accidents or claims in last 5 years

g.If the driver has a medical condition which may affect driving or which must be notified to DVLA

Non-Standard drivers who do not require referral to our insurance company:

1)Drivers who are non-standard on the basis of (a) above (under 21 years of age) and not for any other reason. Excess will apply.

2)Drivers who are non-standard on basis of (e) above who have only one fixed penalty motoring conviction and the conviction code is listed in the following Table of Convictions.

3)If a driver is non-standard on the basis of (g) above but driving is not affected and/or no special terms have been imposed and they are not non-standard for any other reason.

IMPORTANT: For 1-3 above a non-standard driver form must be completed by the driver and retained by the union but form does not need to be submitted to Endsleigh.

Please note:

Drivers under the age of 21 cannot drive our 17 seater minibuses but may drive our people carrier.

Drivers aged over 21 years, but under 25 years will be subject to an automatic excess in addition to any standard excess under the policy.

If a student holds a licence issued outside the UK they will only be eligible to drive cars (up to 8 passenger seats).

If a student holds a non-community licence or an international driving permit they may only drive in the UK for up to 12 months on this licence. After this time, they will be required to exchange this (if held from a designated country) or pass a UK driving test.

Convictions

Where a driver is non-standard solely on the basis of one conviction in the past five years, and the conviction is of one of the following codes, then a non-standard drivers’ form must be completed.

Code / Description
CU10 / Using a vehicle with defective brakes.
CU20 / Causing or likely to cause danger by reason of unsuitable vehicle or using vehicle parts or accessories (other than brakes, steering or tyres) in a dangerous condition.
CU30 / Using a vehicle with defective tyres.
CU40 / Using a vehicle with defective steering.
CU50 / Causing or likely to cause danger by reason of load of passengers.
LC20 / Driving otherwise in accordance with a licence.
LC30 / Driving after making a false declaration about fitness when applying for a licence.
LC40 / Driving a vehicle having failed to notify a disability.
LC50 / Driving after a licence has been revoked or refused on medical grounds.
MS10 / Leaving a vehicle in a dangerous position.
MS20 / Unlawful pillion riding.
MS30 / Play street offences.
MS40 / Driving with uncorrected defective eyesight or refusing to submit to a test.
MS70 / Driving with uncorrected defective eyesight.
MS80 / Refusing to submit to an eyesight test.
MS90 / Failing to give information as to identity of driver etc.
MW10 / Contravention of Special Road Regulations (excluding speed limits).
PC10 / Undefined contravention of Pedestrian Crossing Regulations.
PC20 / Contravention of Pedestrian Crossing Regulations with moving vehicle.
PC30 / Contravention of Pedestrian Crossing Regulations with stationary vehicle.
PL10 / Driving without learner plates.
PL20 / Driving whilst not accompanied by a qualified person.
PL30 / Carrying a person not qualified.
PL40 / Drawing an authorized trailer.
PL50 / Undefined failure to comply with the conditions of a provisional licence.
SP10 / Exceeding goods vehicles speed limits.
SP20 / Exceeding speed limit for type of vehicle (exc. Goods or passenger vehicles).
SP30 / Exceeding statutory speed limit on a public road.
SP40 / Exceeding passenger vehicle speed limit.
SP50 / Exceeding speed limit on a motorway.
SP60 / Undefined speed limit offence.
TS10 / Failure to comply with traffic light signals.
TS20 / Failure to comply with double white lines.
TS30 / Failure to comply with “Stop” sign.
TS40 / Failure to comply with direction of a Traffic Constable or Traffic Warden.
TS50 / Failure to comply with traffic sign (exc. Stop signs, lights or double white lines).
TS60 / Failure to comply with a school crossing code.
TS70 / Undefined failure to comply with a traffic direction sign.

International Students

During your first year in Britain, an international student may drive a vehicle with a valid overseas driving licence or an international driving permit. If you wish to drive after this time, you must apply for a provisional UK Licence before the year ends and pass a Department of Transport driving test. With a provisional licence you are not permitted to drive without being accompanied by someone who has a full UK licence.

European Economic Area nationals, and nationals of countries with which the UK has made an agreement* may drive a small vehicle such as a car on a valid community licence until it expires.

A Community Licence may be exchanged for a British Licence without taking a test, DVLA leaflet 100, from the Post Office gives a clear description of the rules relating to driving licences and lists countries with which the UK has agreement.

* Australia, Barbados, British Virgin Isles, Canada, Falkland Islands, Faroe Islands, Hong Kong, Japan, Monaco, New Zealand, Republic of Korea, Singapore, South Africa, Switzerland, Zimbabwe.

For Further Information:

Driver and Vehicle Licensing Agency

(England, Scotland andWales)

Driver and Vehicle Licensing Northern Ireland

Government Information (including motoring)

These Leaflets are available in Post Offices or from the

DVLA website at <

leaflets.htm>.

• INF38 ‘Driving in Great Britain (GB) as a visitor or

a new resident’

• D100 ‘What you need to know about driving

licences’

• INF45 ‘Your photocard driving licence explained’

If your application is accepted...

...and we have seen your photo card licence, you will be invited in to complete our vehicleassessments. Youmust have signed the declaration on the Minibus Assessment Application Form to confirm you have read and understood all terms and conditions, have read the SU Drivers' Manual, and that your UK licence is clean (paper counterparts are no longer valid).

Applicants must be nominated by a club or society to become their driver

Individuals are not able to hire SU vehicles for personal use

Assessments are undertaken on the University Campus, and frequency of assessment dates depends on demand.

The assessment costs £25 per person, the cost of which will be met by the club or society nominating the individual. Two officials must sign the authorisation form.

If assessments are passed and you become an SU Registered Driver, we will hold all of your paperwork within the SU.

Once a driver has passed the assessment and becomes a registered minibus driver, it is their responsibility to notify the Students’ Union at any time if their situation changes and they subsequently fail to meet necessary criteria for drivers e.g. if endorsements (points) are later incurred on their driving licence for offences or if they have a road traffic accident. Failure to notify the Students’ Union of such changes may deem our insurance invalid and therefore the individual will become personally liable for any damage or related costs resulting from their use of the vehicles.

2. Driver Training Process

  • Read the SU Drivers’ Manual and sign to confirm agreement
  • Complete the ‘Assessment Application’
  • If required, complete the non-standard driving form
  • Complete the online risk assessment - if low or medium risk,continue to the next stage of assessment. If high risk you cannot continue to become an SURegisteredDriver
  • Complete an on-road assessment with our driving instructor (this stage is not required to drive the people carrier). If you pass, continue to the next stage of assessment. If you fail, you cannot be an SURegistered Driver
  • Complete the online eco-briefingassessment
  • Have a final debrief with one of our fleet managers

3. Responsibilities as an SU Registered Driver

When you collect the keys for a vehicle, you become legally responsible for it. If the police or 'vehicle and operator services agency' (VOSA) stop you then you are personally liable for any transgressions of the law.

When driving an SU vehicle, you are responsible for it, andthe lives of all passengers.

Legal Information for SU Vehicle Drivers

There are additional rules and regulations relevant to minibus drivers.

  • It is illegal to drive any vehicle under the influence of alcohol or drugs.
  • As the driver of a minibus, you are legally responsible for the condition of the vehicle: This responsibility cannot be shifted on to anyone else. You must check the vehicle over carefully before you carry passengers.
  • The passenger capacity of the vehicle must not be exceeded. No standing passengers are allowed and there should never be more than one person per seat.
  • It is the driver’s responsibility to recommend that all passengers wear a seat belt. It is then the passenger’s responsibility to wear them.
  • All gangways must be clear of obstructions at all times. Each passenger should have the ability to escape from at least two exits.
  • All doors must be unlocked when there are passengers inside the vehicle.

Defensive Driving

Driving a minibus safely demands a sense of responsibility. You may be responsible for the lives of up to 16 other passengers in your vehicle as well as other road users and dependents.

Defensive Driving involves:

  • An awareness of what is happening around you.
  • Planning driving actions to take account of what you can see, and more importantly, what you cannot see.
  • Anticipating the actions of others.
  • Staying in control at all times.

You will be/will have been taught defensive driving as part of the driving assessment and you should try to incorporate it into all of your driving and not only minibus driving.

Vehicle Sympathy

You must be aware of the vehicle’s limitations. For example, a heavily loaded vehicle is going to take longer to stop than an empty one, and likewise will be slower to accelerate. You should not commit yourself to a manoeuvre that you cannot complete safely.

Rules for using SU owned and insured vehicles

There are rules to be adhered to when using anSU owned or insured vehicle:

NO...

  • smokingin the vehicles
  • consumption of alcohol is to take place in the vehicles
  • drinking glasses or glass bottles in the vehicles

Parking

  • No parking in a multi-storey car park
  • Ensure the vehicle will fit in a car park - be aware of the height of the vehicles (barriers, height restrictions, ramps etc.)
  • Ensure the handbrake is left of properly and all windows and doors are locked securely (don't just trust the central-locking, please check doors as well)
  • Don't leave valuables in the vehicle, or leave anything visible (the contents on the vehicle are not insured)
  • When on campus, vehicles must be parked in our SU designated spaces (see below)
  • Please ensure all internal and external lights are turned off, and the radio to save the battery

Compulsory SU Designated Parking Bays on Campus = *******

*If you have any problems returning your vehicle to a designated bay, the vehicle must be parked as close to our bays as possible,then please inform both Security and the SU immediately. If it is out of office hours pleaseinform security and email - please ensure you record it on your minibus forms.

Congestion Charges

All Congestion charges are the driver’s responsibility and must be paid prior to your journey, payment instructions can be found at:

Crossing Charges

Our SU vehicles are registered for the Dartford Crossing, therefore you do not need to prepay – as and when you use the crossing our account will automatically be charged. This fee will then be recharged to your club/society. If you have a hire vehicle you will need to arrange payment.

FUEL

* Please note that all vehicles we use requireDIESELfuel (unless otherwise specified)

* Please ensure you fill the tank before returning the vehicle each time

Purchasing Fuel for SU Vehicles

Fuel Genie cards can be found in each key fob for our SU vehicles - these can be used at the petrol station kiosk at any Tescos, Sainsburys or Morrisons- but not at the pump therefore if after hours you will need to pay for fuel, keep the receipt and claim back.

Purchasing Fuel for Hired Vehicles

If you are using a hire vehicle you will be need to pay to fill the vehicle with fuel, but ensure you keep the receipt and you will be able to claim the money back from the SU Reception.

4.UsingSU Vehicles

  1. All bookings (club/soc/dept) must be made through and can only be booked a month before the hire date. In unique circumstances earlier bookings may be accepted, e.g. Annual Sporting Trips.
  1. An SU Registered Minibus driver must be agreedBEFORE a booking form can be submitted. If you require a driver for your trip see 'Section 5' about Volunteer Drivers.
  1. Clubs & Societies may hire SU vehicles for official club/society use only. Individual students may not hire the vehicles for private use (except disabled students).
  1. Sufficient funds must be available in club/soc accounts to cover the cost of hire - these bookings will be pre-authorised by the club/soc department prior to being confirmed.
  1. The named driver(s) or the booker must collect the booking form from SU Reception during office hoursprior to commencement of the booking - you need these forms to get the vehicle keys. Minibus forms must be collected by midday on a Friday for weekend bookings.
  1. The booking form must be presented to the Information Office (Security) on Square 3 in order to collect keys for the minibus. Keys must also be returned to this point before expiry of time and date stated on the booking form.
  1. The driver must complete the white copy of the minibus form, including the recording of mileage and fuel at the start and end of the journey. Drivers must also complete the damage record on the booking form fully and honestly.
  1. The completed‘Minibus Form’must be returned to SU Receptionwithin 3 working days of the date stated on your form in order for charges to be calculated and data to be recorded. Any relevant costs will then be charged to the relevant club/society account.

5. Volunteer Drivers

Some SU Registered Drivers have put their name down on the Volunteer Drivers list which means they may volunteer to drive for other clubs and societies if they are available to do so. A contact list of Volunteer Drivers is available from the SU Reception. The person wishing to book an SU vehicle is responsible for finding a Volunteer Driver for their trip BEFORE they submit a request.

Volunteer Drivers are entitled to some refreshments during their journey (not restricted to buying from SU outlets). The SU will provide the following (with receipt of purchase):

£8 (Breakfast - leaving before 8am)

£5 (Lunch - not returning before 1pm)

£15 (Evening Meal - not returning until after 7pm)

  • If, for example, you were volunteering for a half-day i.e. 8am – 1pm, you would be entitled to reimbursement up to the amounts shown for breakfast and lunch.
  • If, for example, you were volunteering for the whole day, i.e. 8am – 7pm you would be entitled to reimbursement up to the total amounts shown above.
  • If, for example, you were volunteering from 9am – 2pm you would be entitled to reimbursement for lunch only.

Please note you can only be reimbursed for food andnon-alcoholic drinks which you have had during your volunteering time. You must provide receipts and take them to SU Reception where we willreimburse you in cash.It means you have the choice of buying food and drink on routeif you are travelling further afield.

If you are currently an SU Registered Driver who is interested in joining the VolunteerDrivers list please contact the Admin Team at .

6. Cost of Hire and Charges

For Clubs and Societies

SU FLEET VEHICLES

All SU Vehicles are charged at a cost of 50p per mile - this includes hire charge, mileage charge, insurance costs and fuel. VAT will also be added. Costs will be invoiced directly to your club/soc monthly.

If you use a Volunteer Driver you will be charged for their refreshments during the relevant journey (see point 5).

REMEMBER TO KEEP ALL YOUR RECEIPTS. Without these it may not be possible to reimburse you.

HIRE VEHICLES

If we do not have an SU vehicle available for you, wecan hire in a vehicle for you on request at a cost of £80 per day(plus VAT - this price includes hire charge and insurance costs). The charge per day goes down if you hire the vehicle for a longer period of time (please ask Admin for details). Costs will be invoiced directly to your club/soc monthly.

This price does notinclude fuel which must be paid for by the organisation/group hiring. All vehicles MUST return FULL of Fuel or you will be charged an extra fee to refill the vehicle.