HIRING VEHICLES FROM UNIVERSITY TRANSPORT SERVICES

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1 Pick & Mix HIRING VEHICLES FROM UNIVERSITY TRANSPORT SERVICES All student groups can book vehicles through the University s Transport Services Department. Most commonly, this means cars or minibuses to carry up to 15 people, although they can get hold of other vehicles such as vans and people-carriers. Students can drive vehicles booked through the University if they have a clean driving license and have been driving for two years or more. The University does not hire coaches but the Guild does list some on it s Suppliers List ask Student Development and make sure that you get quotes from more than one company. Transport hire forms can be downloaded from the committee members resources section of our website. You can also contact transport services on contacts.bham.ac.uk FURTHER INFORMATION Student Development Tel studentgroups@guild.bham.ac.uk Counter opening times Monday Thursday Friday Student Development Student Groups

2 Page 2 HOW TO BOOK A VEHICLE Hiring Vehicles If you are booking a car or minibus, the process is fairly simple: Complete a booking form which can be downloaded from the committee resources section on our website Hand into Student Development so we can check that you have enough money in your account. Once the form is returned, take it to the Transport Services office at least one week before the date of hire. They will need to see your driving license (card and paper part) of the driver Before you depart on your trip, complete the Duty of Care log and hand it into either Student Development or Guild reception. Collect your keys from Transport Services during office hours, or from University Security (at the back of the Aston Webb building) during evenings and weekends. TYPES OF VEHICLE The most commonly hired vehicles are 15-seater minibuses, which can carry a lot of people and equipment but do have weight restrictions that you need to be aware of (see page 5). If you don t have many people, or don t have a driver who has done a minibus test, you could also hire: Estate cars (e.g. Ford Mondeo or equivalent) 7-seater people carriers (e.g. Vauxhall Zafira or equivalent) - can be difficult to obtain at short-notice 9-seater people carriers (e.g. Mercedes Vito or equivalent) - can be difficult to obtain at short-notice Vans (of various sizes) Or you may request a more specialist vehicle such as a van, speak to Transport Services for details and estimates. PRICE GUIDELINES Prices for minibuses are set by the University because they tend to be on long-term hire, but they vary depending whether the group is based in the University Birmingham Sport (UBS) or with the Guild because of different insurance arrangements. Prices for Guild groups are below Guild Groups: Half day: 45 Full day: 85 Prices for weekends or longer-duration hires will be quotes upon request via Transport Services because these are dependent on the activity, duration and vehicle type.

3 Hiring Vehicles Page 3 After the hire, Transport Services will send the charges to Student Development or UBS, who will then transfer the funds out of the group account. This can take up to 6 weeks after the end of the hire, so please remember that the money will be debited. If the fuel tank is not full, your group will be charged the amount needed to top it up. THINGS TO BEAR IN MIND Before you go, make sure that you have completed both a risk assessment and a duty of care form and given them in to Student Development. As well as the legal restrictions, please ensure that your drivers are happy with the size of the vehicle that they are being asked to drive. Perhaps arrange to pick up the vehicle early so that they may go for a test drive before picking up passengers Always allow plenty of time for the journey, including rest breaks, so that they are not under any pressure. Where possible, have two named drivers so they can take it in turns, and this also allows for injury or illness of a driver; this is essential for longer journeys (over 150 miles) Make sure that luggage is not blocking either the side or the rear door, as you will need them if there is an accident. Make sure you know where you are going and how long it will take. Have a route-planner but also a road atlas as well just in case you need it. DURING & AFTER THE TRIP During the trip: Ensure exits are clear in case of emergency Keep the bus clean and tidy Make sure everyone wears seatbelts Take breaks as required, at least 15 minutes every two hours Check height of bridges and barriers before driving under them After the trip: Fill the fuel tank right to the top or you will be charged the price of topping up the tank Remove all rubbish and clean the floors if required Check for damage Complete paperwork Return vehicle to where you collected it and the keys/paperwork to Transport Services (if Mon-Fri before 5pm) or University Security (evenings or weekends)

4 Page 4 Hiring Vehicles WHO DOES WHAT? Frequently Asked Questions At any one time there can be 3 people involved in the issue of booking vehicle: Transport Services Handle all the vehicles in terms of maintenance and up keep. Liaise with external hire companies if extra vehicles are needed. Advise on any changes or amendments that may be needed. Check all vehicles before and after use for damages. Often they will try and fix the issue internally but sometimes they may have to send the vehicle out to be fixed, all of which will cost extra on top of your hire. Provide dates of the driver training and keep all related training documentation. Guild of Students Checks the group has enough money in their account and authorises the booking form. Transfers payment to transport services from student group account. University of Birmingham Sport Liaise with Transport Services for bookings on behalf of the UBS clubs. WHO CAN BECOME A DRIVER? Anyone over 21 years of age with a full, clean driving licence can become an authorised driver of University transport. However to become one you must attend a minibus awareness course which consists of a theoretical and practical element to pass on the basics of driving larger vehicles (bigger than a people carrier/more than 9 seats). Training dates are run throughout the term depending on demand and can also be arranged if there is enough demand for them. They cost around depending on how many people do it at the same time. To book yourself on a course e- mail s.streatfield@guild.bham.ac.uk. Remember you will have to take your full driving licence which will include both parts of the new photo-card licence and be honest if you have any penalty points or endorsements on your licence. WHY DO HIRE PRICES VARY? Transport services have a few minibuses and vehicles, but they may need to get additional vehicles from external hire companies. The price will vary depending on what that company charges, the demand for that sort of vehicle and how much notice is given. Final charges may also include damage or for fuel used to top up the tank if it was not returned full.

5 WHAT IS THE WEIGHT ISSUE? Hiring Vehicles Page 5 Each vehicle is weighed and the weight of the vehicle is marked by the plate. These weights are then registered with the DVLA. For drivers under 25 (but over 21) there is a weight limit of 3500kg (3.5 Tons) of which they can legally drive. This is a vehicle that is fully laden, meaning that the vehicle, passengers and any equipment and luggage must be under the 3.5 Ton weight limit. The following are examples of how you may need to plan your vehicle usage relating to vehicle weight. Be aware that these are estimations and conservative ones at that especially when weighing. Remember although the trip leader isn t the driver, it will be the driver who is deemed responsible for the vehicle overall: Gross Weight 15 Seat Minibus 3500kg Kerbweight kg Driver 65.00kg 14 65kg kg Luggage for 15 8kg 52.50kg Total CAN WE PAY DRIVERS? NO! You must not do this as it will invalidate your insurance meaning that the vehicle, its passengers and contents are un-insured. See Why do drivers need to attend training? All drivers must offer their services on a voluntary basis, although you can pay any related costs that they would otherwise incur. HOW DO I CANCEL A BOOKING? Cancellations must be done at least 24 hours in advance and by Thursday noon for weekend or Bank Holiday hires. Failure to do this may mean you still incur the cost of hire. WHAT DO WE DO IF WE BREAK DOWN? Don t panic. Make sure the vehicle, you and your passengers and other road users are safe, then refer to the windscreen or key fob for breakdown information. There should be a phone number to call which will tell you what to do. Follow that process and inform Transport Services on Complete an incident report form, included in you key pick up envelope and detail what you actions you took.

6 Page 6 Hiring Vehicles WHAT HAPPENS IF WE DAMAGE THE VEHICLE? Well firstly try your very best not to! It will be the driver and leader of the group booking the vehicle whose responsibility it is to make sure that the vehicle doesn t get damaged in any way and that any rubbish and litter is cleaned up after the booking. Alcohol must not be consumed in the vehicle and if there is any beer stains or smells, it will be cleaned up and you will be charged for it. Also, if Transport Services suspect that alcohol was consumed on the vehicle they may restrict future bookings. You have been warned What do I do if we are involved in accident? 1. Don t admit liability!! 2. Swap details with the other parties asking for their name, vehicle registration number, contact details and if they have it, their insurance details 3. If the accident is serious call the emergency services and follow their instructions 4. No matter what, you must contact Transport Services on and give full details of what has happened. If this is out of hours call University Security on giving full details of who you are, where you are and what has happened 5. Complete an incident report form as soon as you can giving details of the incident, details of any parties involved, including witnesses, actions taken and related information. This is really important so please do it ASAP. It might be useful to take a copy of the form with you on your journey 6. Fill in the relevant damage reporting form given to you when you picked up your keys Upon your return liaise with Transport Services who will advise as to what you need to do next. Please don not become elusive or evasive, we will need to speak to you at some point! Above all be honest and tell us everything. We cannot help you if we don t know all the details. If you are asked for your insurance details, quote the following: The National Farmers Union Mutual Insurance Society Limited Commercial Vehicle Policy Number W3M W500

7 Hiring Vehicles Page 7 HOW DO WE LET PEOPLE KNOW THERE WAS PRIOR DAMAGE? When you pick up the keys for the vehicle you will be given a pack which contains all the booking information and documentation. In there will be a form which you can complete and indicate if there are any scratches, dents, marks, breakages or rubbish. Make sure you write in detail if there is anything wrong with the vehicle. Some groups go and see Transport Services straight away to make them aware, others ring them as they depart on their journey and leave a message and some (if it s quite bad) take pictures on their phone as evidence. Either way, please make sure you follow the instructions on the form. Likewise if you do damage the vehicle during the hire, don t try and hide it and get away with it. Be honest and report it to Transport Services. If you don t there is no proof or evidence other than a damaged vehicle and you will be chased for the costs. If the hirer before you completes the form saying there was no damage, it will fall on you as to the cause of the damage. Trying to get away with it also causes headaches for all concerned as it damages the reputation of students and student groups. Accidents do happen and Transport Services would much rather have an honest conversation about damage than trying to chase people to investigate situations. In this case honesty is the best policy. WHAT VEHICLES CAN I BOOK? Transport services can book a variety of vehicles from small cars, a Ford Focus to a people carrier through to 15-seat minibuses. However the larger vehicles have a weight limit of 3.5 Tons and drivers must also pass a training session on driving larger vehicles. Speak to Transport Services to find out exactly what s available and what could suit your specific needs. It might be better to hire two cars than a minibus It might even be better to get the train The University holds within its vehicle pool 2 x 15 seaters. If the need for hire goes over this provision, Transport Services then hire extra vehicles in from external hire companies to complement this range. CAN I USE MY PERSONAL CAR? It s best to check with your insurance provider first. Some policies only cover domestic use and some would class the activity that you are involved in as Business Use which is often not included in policies. Ring them and explain who you are and what you are thinking of doing and double check you are covered.

8 Pick & Mix Pick & Mix leaflets are available on a variety of topics, designed to assist you as thoroughly as possible with running your group or understanding the Guild of Students generally To find out more information, visit the Guild online: The Student Development department is located on the ground floor of the Guild of Students, and supports student groups, volunteering and training. Student Development Counter: The first port of call for any queries and for any administration regarding your group, volunteering or training. During holidays, we re open 12-3pm Mon-Fri, and our general Term-time opening hours are: 11am-5.30pm Monday - Thursday 11am-4.30pm - Fridays. The general student group area for committees is open 9am-9pm on weekdays and 10am-8pm at weekends, which you can use for committee meetings, checking s and organising your group. You have access to computers, a printer and photocopier, workspace and your pigeonholes. Disclaimer: The information in this leaflet only provides general guidance. The leaflet should not be regarded or relied upon as a complete or authoritative statement. University of Birmingham Guild of Students will not accept any liability for any claims or inconvenience as a result of information in this leaflet. studentgroups@guild.bham.ac.uk