FACULTY OF EDUCATION AND THEOLOGY INITIAL TEACHER EDUCATION TRANSPORT POLICY

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1 FACULTY OF EDUCATION AND THEOLOGY INITIAL TEACHER EDUCATION TRANSPORT POLICY September 2013

2 Contacts School Partnership Office Head of School Partnership Office Nicola Thompson School Placement Co-ordinator Christine Weeks Shayna Shepherd School Placement Administrators Charlotte Moore/Barbara Kybett Rachael Brook Education Faculty Office Senior Administrative Assistant Amanda Liddle (Travel Claims) Porters Lodge

3 1. Transport Policy 1.1 In allocating suitable placements, the School Partnership Office (SPO) will take into account student teachers location and transport arrangements. This information will be gathered from all students at an appropriate time each year. Any updates must be given to the SPO at least 10 weeks prior to the beginning of the block placement otherwise alternative plans cannot be made. 1.2 The SPO will check that student teachers can travel to their placement, by the method determined by the Head of School Partnership Office and Executive School Experience Director, in a reasonable period of time. A reasonable period of time is deemed to be up to 90 minutes travelling time each way. 1.3 The SPO receives a limited number of offers of placements from schools and all student teachers should expect to travel to their placements. 1.4 The SPO will make suitable arrangements for undergraduate student teachers transport to placements, including; public transport (bus, rail etc.); coach or minibus provided by the University; student teachers travelling in their own vehicles; student teachers travelling in hire cars booked by the University; student teachers travelling with other student teachers in either a student teacher s own car or in a hire car. Travel expenses of undergraduate student teachers are subsidised by the University, with all student teachers, regardless of mode of transport, paying the equivalent of a FirstDay Travelcard per day. This is payable via our online shop: by 31 December As a result of your lump sum payment, all authorised travel expenses incurred whilst on placement will be reimbursed. (See section 6 for details of how to claim). The amount to be paid is as follows: Year Year 1 Year 2 Year 3 Payment (based on 42 days) (based on 44 days) (based on 48 days) 1.5 If payment is not made at the time of enrolment then a student cannot be made current and will therefore not receive student loans. Non-payment by the end of December 2013 may result in your placement being withdrawn or the amount will become a student debt which may prevent re-enrolment or graduation. If there are any queries related to this payment please contact Amanda Liddle Those receiving financial support beyond normal student loans may not be asked to pay the full amount. Authorisation must be gained in advance of placement, please forward your requests for consideration to Amanda Liddle who will review this along with the Executive School Experience Director. 1.7 Refunds may be available in the event of mitigating circumstances leading to extensive periods away from placement. A mitigating circumstances form must be submitted and approved by the Executive School Experience Director. 1

4 1.8 The University does not normally provide transport for postgraduate student teachers. Exceptions are at the discretion of the Head of School Partnership Office who considers them on a case-by-case basis in consultation with Amanda Liddle and the Executive School Experience Director. In such cases student teachers will be required to complete a Request for Financial Assistance form, available from Amanda Liddle, and contribute to the travel costs. 1.9 Transport information will be included in the placement list to include the address from which the student is expected to travel to their placement school if more than one address has been supplied. Expenses will only be available from the address specified in the placement list. If student teachers decide to travel to their placement by alternative means or from an alternative address, they must inform the SPO as soon as possible. If this incurs additional expense for which the SPO was unable to plan, then additional travel expenses will not be available Student teachers travelling to their placement in their own car, a hire car or on public transport are expected to work out the route to their placement themselves. Section 7 of this booklet provides useful links for making these arrangements. 2. Travelling by car 2.1 All student teachers (both undergraduate and postgraduate) travelling in their own car to placements, either alone or with other student teachers need to check with their insurers that they are covered for this purpose. These student teachers must complete an Insurance Declaration Form (see Appendix 2) and hand it in to the School Partnership Office before the first journey is made to the placement. 2.2 Undergraduate student teachers driving a car to their placement, either their own car or a hire car must complete a Travel Agreement Form (see Appendix 1). This must be submitted with a copy of their driving licence and where the student is driving their own car, a copy of the insurance certificate and MOT. The form must be authorised prior to the start of placement. Amanda Liddle is available to help with any queries about completing this form. No travel expenses will be paid to student teachers for whom travel costs have not been agreed using this procedure. 2.3 Undergraduate student teachers driving a car will be reimbursed at the following rates. Expense Claim Forms (see Appendix 3) should be submitted to the Faculty Office using the process detailed in Section 6. Student teachers travelling alone in their own car: 19p per mile. Student teachers travelling in their own car and carrying one or more passengers (at the request of the University): 20p per mile. Only one person may claim for travel expenses, usually the principal driver, although all passengers must accept shared responsibility for the costs of fuel during the placement. Student teachers travelling in a hire car: 13p per mile. Only one person may claim for travel expenses, usually the principal driver, although all passengers must accept shared responsibility for the costs of fuel during the placement. Examples: 1. Student teacher A is travelling from York to Thirsk in their own car. The mileage is 25 miles each way, 50 miles return = 9.50 per day. 2

5 Student teacher A can therefore claim 9.50 back from the University for each day of the placement. 2. Student teacher B is travelling from York to Kippax in their own car with 2 other student teachers. The mileage is 22.5 miles each way, 45 miles return = 9.00 per day. Student teacher B can therefore claim 9.00 back from the University for each day of the placement. 3. Student teacher C is travelling from York to Tadcaster in a hire car. The mileage is 12 miles each way, 24 miles return = 3.12 per day. Student teacher C can therefore claim back 3.12 back from the University for each day of the placement. 2.4 Where student teachers indicate that they are willing to transport other student teachers in their own car, or a hire car, the School Partnership Office will allocate passengers based upon the location of the placement and the address of the student teachers. The University expects student teachers travelling in cars together to come to a sensible arrangement to ensure that all share travel costs. 2.5 Student teachers are responsible for finding suitable parking for their own car/the hire car whilst on placement. The University does not reimburse parking costs. 3. Travelling by public transport 3.1 Undergraduate student teachers travelling by public transport will be reimbursed for travel costs from the address the student is staying at to the placement. The University may cover the cost of a Young Persons Rail Card if the savings made buying tickets covers the cost of the card. Student teachers must retain bus/train tickets to submit with the claim form. Claims should be made using the procedure detailed in Section Where placements are based from a home address which is a distance away from York, the student teacher will be able to claim two (one for serial days, regardless of how many there are, and one for the main block) return journeys to get home and these must be booked in advance to get the best value tickets. Reimbursements will based on the lowest advance booking price. 4. Travelling by minibus 4.1 For some placements the University arranges minibuses to transport student teachers from the University campus to the school. Minibuses are arranged where a group of student teachers are travelling to schools in the same area and there are no suitable public transport links. 4.2 The majority of undergraduate SE1 student teachers are transported to their placement school on a minibus. 4.3 Minibuses normally leave the University at around 6.45 am and are grouped to ensure that all student teachers arrive at their placement at an appropriate time. Student teachers will be collected at the end of the day with the first collection normally at 4.30 pm. Student teachers must ensure that they arrive promptly for the bus to avoid delays to other student teachers. 5. Travelling in a Hire Car 3

6 5.1 Procedures Hire cars are provided, following approval by the School Experience Director and ratification by the Executive School Experience Director, on the understanding that they will only be used for travel to and from the placement. Student teachers are insured to drive hire cars through the University s insurance and are covered for driving to and from their home address to the placement address and also for picking up and returning the hire car. You are not insured for any journeys other than to and from the placement and are therefore liable for any damages caused and additionally could be charged with driving without insurance Hire cars are usually allocated two drivers, a principal driver and a second named driver. The principal driver will collect and drop off the hire car and also keep possession during the block placement Student teachers must not contact the hire car companies directly unless there has been an incident (see section 5.3). All queries regarding hire cars should be directed to the School Partnership Office All named drivers of hire cars are responsible for submitting a copy of their driving licence, (this must be both the card and the paper documentation) to the School Partnership Office before the meeting to sign the Travel Agreement form. If a copy is not provided, the student teacher will not be able to drive the hire car. If any driver has more than 3 penalty points they will not be allowed to drive. 5.2 Collecting and returning hire cars All student teachers must be available to travel to the hire car depot on the day indicated below as hire cars will not be available at any other time. If student teachers are unable to do so they must contact the School Partnership Office as soon as possible On every hire a Rental Agreement and a Vehicle Check Form will be issued. Before collecting the cars and signing any documentation, the student teacher should inspect their car and note any existing damage to the paintwork, bumpers, wheels, etc. They should also check that the petrol tank is full. It is the student teacher s responsibility to check the condition of the vehicle and fuel levels at the start of the hire For preparation days: cars will be available the day before the first preparation day. The principle drivers should meet at the University at 5.15 pm on the day before the first serial day in order to be taken to the hire car depot to collect the cars Should the first preparation day fall on a Monday, the principal drivers should gather outside the Porters Lodge building at 11am on the previous Saturday in order to be taken to the rental depot to collect the cars For the block placement: cars will be available on the Saturday before the first Monday of the block placement. The principal drivers should meet outside the Porters Lodge building at 11am on the Saturday in order to be taken to the hire car depot to collect the cars Should a half-term fall in the middle of a block placement, cars should be returned on the last Friday before the half-term and picked up on the Saturday after the half-term using the procedure detailed above unless other instruction is given. 4

7 5.2.6 Cars should be returned to the depot on the evening of the last day of hire no later than 6.00 pm. Drivers will be returned to the University by the company with the last run leaving at 6.15 pm. Please note that if you are going to be later than this for any reason, you must inform either the School Partnership Office (if calling before 5.00 pm) or the hire car company if calling after 5.00pm) before 6.00pm on the day so that alternative arrangements can be made In the event of a placement finishing early, i.e. mitigating circumstances or withdrawal, you must return the car immediately or full hire charges will be payable Cars must be returned to the hire car company with a full tank of petrol. Failure to do so will result in the cost being deducted from the driver s expenses claim at a premium rate, as per the charge from the hire car company to the University. When returning the car, drivers should also agree with a representative of the hire car company any damage for which they, or fellow drivers, should accept responsibility. 5.3 Incidents In all instances, the rental company should be called first to inform them of the problem. They will then advise the next course of action but the usual procedures are detailed below. If the problem occurs before the hire car company is open at 8.00am or after they close at 6.00 pm, please call the Porters Lodge on As soon as is practical you should also inform the School Partnership Office of the incident Flat tyre or breakdown The tax disc holder, found attached to the windscreen, also holds information about the car. There will be the telephone number of a breakdown service you should call. The driver (and passengers) should await their assistance. If the car has broken down, the breakdown service will assess the problem and advise the next course of action. If the car cannot be repaired, or the job will take a number of days, the breakdown service will tow the car to the hire car company and a replacement car will be issued. If the car has a flat tyre, the breakdown service will fit the spare wheel that is held in the boot of the car. You should then contact the hire car company who will advise you of the nearest location for you to take the damaged wheel to be replaced. No charges will be made to the student teacher. NB Some vehicles have a Space Save Wheel as the spare. It is a thinner wheel and whilst safe to drive, should not be driven above 40 mph Accident In the event of any injuries, the first priority must be to obtain medical assistance and report the incident to the police. Particulars should be exchanged with the third party and name(s) and address(es) of any witness(es) taken. Student teachers should not admit liability. Wherever possible, a note of the relative position of the vehicles should be made. If the car is drivable, it should be returned to the hire car company for repair and a replacement car collected. The SPO will ask the driver to complete an insurance claim form Road Traffic Offences Student teachers are liable for any parking and speeding fines incurred while the car is their responsibility. These are normally paid by the hire car company in the first 5

8 instance and the fine, plus any administrative costs levied by the company, passed on to the student teacher Damage The University reserves the right to re-charge student teachers for any irresponsible damage incurred while the car is in their possession. 6. Claiming travel expenses Assistance with travel expenses will only be provided where a Travel Agreement Form (Appendix 1) has been completed and authorised prior to the first journey to the placement. Student teachers who are eligible to claim for travel expenses must: 1. Attend one of the scheduled meetings with a completed Travel Agreement Form (see Appendix 1) in order for this to be agreed and authorised. If your travel plans change at any time following authorisation then you must speak to the Faculty Office or School Partnership Office before (where possible) the change commences to agree any change to your expenses claim. Travel expenses will not be paid without prior authorisation. 2. All students driving a car whether it is their own or a hire car must provide a photocopy of their driving license with the Travel Agreement Form. Where students are driving their own cars they must also provide a photocopy of their insurance document and MOT certificate. Failure to provide any of this documentation will result in a disclaimer being issued. 3. Submit a completed Expenses Claim Form (see Appendix 3), along with bus/train tickets, petrol receipts etc., to the Faculty Office either periodically, e.g. at the end of all serial visits, half way through the block placement and at the end of the block placement, or in one claim at the end of the placement. Student teachers are asked not to submit more than one claim form per week. 4. Payment normally takes two weeks to process and cheques will be posted to the student teacher s term-time address. 7. Useful links The following links may be useful for student teachers in arranging their own transport to placements or finding an appropriate route. Often the easiest way to get an accurate set of directions or location is to use the postcode for the placement, which is printed on the placement list. Google Maps This can be used to either locate a placement or get directions by road. Directgov s Travel Planner RAC Route Finder This can be used to get directions by road. AA Route Planner This can be used to get directions by road. National Rail This can be used to plan journey by train. It also provides information on the location on stations which can be used in conjunction with Google Maps to work out the distance from the station to the placement. 6

9 Travel Line this can be used to plan journeys by various forms of transport, including bus. 7

10 7. Frequently asked questions If I walk to my placement do I still have to pay the lump sum travel contributions as I am not using any kind of transport? Yes, every student must pay the travel contributions. During the three year programme you will experience placements in different areas, some of which will mean using transport. Does paying the lump sum contribution mean I will be paid my travei claims in full? Yes. As your contributions will have been paid at the beginning of the year each claim you make will be paid in full. If I am a passenger am I required to make a claim? No. Only the driver of the vehicle will make a claim, passengers will not have to claim. If I take passengers should I collect money from them? No. The passengers you have in your car will have paid the lump sum contribution and will therefore have nothing else to pay. You will be able to claim a higher mileage rate for taking the passengers and your claim will be paid in full.

11 Appendix 1 FACULTY OF EDUCATION AND THEOLOGY UNDERGRADUATE TRAVEL AGREEMENT FORM PLEASE KEEP PETROL RECEIPTS AND BUS/TRAIN TICKETS AND ATTACH TO CLAIM FORM. Student Name Student Number Address whilst on placement Programme and SE Dates of serial days Dates of block Placement organisation name Placement address (including postcode) Mode of transport Names of passengers hire car/own car/bus/train (delete as appropriate) Car Travel Agreed daily mileage (RETURN) Mileage allowance Bus fare Train fare Other Transport Daily amount of claim Daily amount of claim Driving License received: YES / NO Insurance received: YES / NO MOT received: YES / NO I have read and understood the rules relating to payment for student teacher travel: STUDENT TEACHER Date I give permission for the above travel expenses to be claimed: FACULTY OFFICE Date If the claim goes beyond normal limits and requires further authorisation: EXECUTIVE SCHOOL EXPERIENCE DIRECTOR Date This form must be authorised PRIOR to the start of the placement for travel expenses to be claimable.

12 Appendix 2 FACULTY OF EDUCATION AND THEOLOGY INSURANCE DECLARATION FORM FOR COMPLETION BY STUDENT TEACHERS USING THEIR OWN VEHICLE AND ELIGIBLE TO CLAIM TRAVEL EXPENSES. Declaration regarding Insurance Cover of student teachers using their private vehicles for journeys undertaken in the course of a placement, as part of the work involved in that placement. I certify that I have made my insurers company aware of this who have confirmed that I am insured against claims in respect of: i) Bodily injury to or death of third parties ii) Bodily injuries to or death of any passengers iii) Damage to the property of third parties, and iv) Damage to or loss of the vehicles. My insurance cover also provides: a) For the use of the vehicle on the above journeys b) That the receipt of a mileage allowance will not be deemed to constitute use for hire or reward c) Indemnifications of York St John University against all third party claims, including those concerning passengers. I confirm that I have included and shall maintain in my policy of insurance, the above requirements for so long as I am in receipt of an allowance for the use of my vehicle on journeys of the kind specified above. I undertake not to seek recovery from York St John University of any amount I may be called upon to pay as a result of the operation of any excess clause in my policy (insofar as this does not prejudice my Common Law rights against the University). Student Signature Date Programme and Year Insurance Company SE Director Signature Date This form must be completed PRIOR to the start of the placement for travel expenses to be claimable.

13 Student Expense Claim Form (Purple Paper) Please take a copy for your personal records PLEASE ATTACH ALL RELEVENT RECEIPTS TO THIS FORM (originals only) Name Student Number Program Description of Expenses e.g. session practice, work experience, etc. EDUC/THEO ONLY Jan Address - Please Note - The cheque will be sent to the contact address shown on your e vision account. It is your responsibility to ensure this is up to date. If you wish to collect the cheque from the Finance Office, please tick here. TO BE COMPLETED FOR WORK EXPERIENCE CLAIMS ONLY Placement Name and Address Address During Placement Date of Placement :- Number of Days :- Absences(sick) Days Travelling Date From:- Travelling Date to:- Destination For Each Journey Number of Miles Rate Amount Claimed Date Other Expenditure Amount Claimed Total Claimed Please note: all sections of the form must be completed in full, providing all the relevant information. I certify that the whole of this claim relates to expenses incurred on University business only. Where mileage allowance has been claimed I certify that an appropriate certificate of insurance for business use and road fund license were operative throughout the period covered by the claim, and that the vehicle was roadworthy and covered by a current MOT certificate. I also certify that no other claim has been submitted in respect of the above. Claimant s Signature Date This section to be completed by authorised signatory Name & Position (e.g. Head of Faculty) PLEASE PRINT Sign Account to be charged Project Code Amount This section is for Finance use only. / Mileage ( subsistence) / / Mileage allowances: 13p per mile (hire car) 19p per mile (own car) and 1p per mile for each additional passenger carried on official business. Date

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