TRANSPORT POLICY & PROCEDURES LAST UPDATED: June 2018 eusu.bookings@ed.ac.uk 0131 6502346 EMERGENCY CONTACT: PAUL DUFFY 07557373015
SECTION 1 SELF-DRIVE VEHICLES 1.1 Are you eligible to hire a vehicle? You should be 21 or over Held your full driver s license for 2 years or more You must not have received more than 3 penalty points Participated in the comprehensive driver assessment through the AA Experience of driving in the UK 1.2 Driver approval process: If you intend to hire a vehicle through the Sports Union, the following information must be emailed to the Sports Union: I. Completed Authorised Driver Registration Form - available on the Sports Union Website II. III. A copy of your driver s license and National Insurance number this allows the Sports Union to check your license online, on a monthly basis. Please be aware, it is the individual s responsibility to notify the Sports Union of any endorsements, penalty points or changes to your license Valid Eye Test (within the last 2 years) 1.3 AA DriveTech, in support of the online platform FleetRiskManager To drive any hired vehicle through the Sports Union, the driver must participate in a comprehensive driver assessment through the AA. This platform delivers an assessment by combining driver history, anticipation, observation, behaviour and knowledge, to provide a credible risk exposure profile. It includes fully interactive video clips to ensure the most realistic risk assessment without the need to drive a vehicle. These results generate an exposure to risk profile for each driver. From the answers provided, all drivers will be assigned elearning modules depending on their risk level. The results are visible online by both the driver and the Sports Union. What are the benefits? - Desktop assessment - No formal booking - Accessible 24 hours a day, 7 days a week - elearning modules can be completed at the drivers convenience Page 2 of 12
What are the costs (exclusive of VAT)? Fees associated with this agreement: All pricing excludes VAT. Product Cost (exclusive of VAT) Comments Online Assessment + E-learning 12.00 Per driver/ per Year DVLA and DVA Licence Verification Please note the following additional fees apply: Foreign Licence Check (including Northern Ireland/DVA) fee 13.50 Please note if you hold a foreign licence you must take the online assessment, elearning plus the licence check. How do I pay? - Clubs or Sport & Exercise departments will be invoiced monthly from the Sports Union How do I sign up? - Clubs or Sport & Exercise departments can register consenting individuals to the Sports Union - Please provide their full name and a contact email for each individual How does it work after sign-up? - An automatically generated email from AA DriveTech will go to the email address provided - You will be asked to complete an online driver risk assessment which will provide an overall profile of your exposure to risk and should take you no longer than 30 minutes to complete - The online assessment results will indicate any areas of improvement and trigger the appropriate online learning subjects in response, these will be made available at the end of the assessment and should take no longer than 30 minutes to complete each subject Page 3 of 12
1.4 Minibus hire Drivers looking to drive larger vehicles, including minibuses (12-seats), MPVs (9-seats) and HiLux vehicles must pass a 1hr and 15min driving minibus assessment. Staff members at the University cannot take the minibus test unless they already have a D1 on their license. They can however, drive a 9-seat vehicle without sitting the minibus test. During the assessment, the assessor demonstrates the required level of skill and the associated driving techniques, before drivers have the opportunity to practise the techniques themselves under supervision. Assessment Cost: 45 per person. How do I pay? Payment is taken on the day of the test at Sport & Exercise reception. To book a test, please contact the Sports Union. Pass rates Using professional judgement, the assessor will determine if the candidate driver has the skills, experience and understanding to drive minibuses safely, responsibly and in accordance with the law. If the individual is unable to pass the test after two assessments, they will not be able to sit the test a third time. 1.5 Car hire (up to 7-seats) The Sports Union will approve drivers using the driver approval process outlined in section 1.2. A practical assessment is not required to hire a car. 1.6 Booking an Arnold Clark vehicle A booking form must be completed in full and emailed to the Sports Union from the Club email account, with the club treasurer copied in. Once the request has been processed, both email accounts will receive a calendar invite containing the confirmation of the hire. IMPORTANT INFORMATION: Section 19 Permit (12-seat hire only) For a 12-seat minibus hire, the driver will be required to collect a Section 19 Permit from the Sports Union Office prior to travel. To comply with this requirement, all minibuses (owned or hired) used for University purpose must display a Section 19 permit at all times when being driven, whether or not any passengers are on the minibus. Minibuses which are parked do not require a Section 19 permit, but must have one on display as soon as they are being driven. Page 4 of 12
If the permit is not returned within 48 hours after the hire or it is lost, stolen or damaged; the club will be invoiced 20 as a result. Towing For more information about towing please visit the DVLA website: https://www.gov.uk/towing-with-car/driving-licence-rules-and-what-you-can-tow 1.7 VEHICLE INSURANCE Vehicle insurance will be booked for you automatically using the University s Motor Insurance. There will be no charge to cover insurance costs. If damage to a vehicle occurs, and a claim is made, the Club will be charged the cost of the excess which is currently set at 100. If there is no report of damage within 48 hours, the claim will not be processed via Insurance and the Club will be liable for the whole repair costs If parking vehicles overnight, ensure that you choose a well-lit, safe location Vehicles only to be used on official roads, no off-road driving Accidents/damages Please refer to the Motor Accident reporting form. Any driver involved in an accident, however big or small, is obliged to discuss the details of the accident/damage in consultation with the Transport Advisor and Sports Administrator. Parking - Due to the number of incidents from reversing or parking, it is now policy that a passenger must get out of the vehicle to help the driver park or leave the car park Minibuses Cars - The University has the right to revoke a driver s permit if they are involved in a motor accident, depending on the accident circumstances. To reinstate the permit, the driver will be required to re-sit the minibus test. - Drivers who are involved in two or more accidents, depending on the accident circumstances, will not be able to drive on behalf of the Sports Union indefinitely - Drivers who are involved in two or more accidents, depending on the accident circumstances, will not be able to drive on behalf of the Sports Union indefinitely Page 5 of 12
SECTION 2 ARNOLD CLARK T&Cs 2.1 Rates (excluding VAT) 2017/18 Rates 2017/18 Arnold Clark Additional Information 2.2 Booking times & cancellation process ALL booking requests must be received at least 14 days prior to travel, anything later than this will not be guaranteed to be processed. It is also important that all details are accurate when making bookings, changes are liable to administration charges of 10 per change. Cancellation charges: Cancellation within 24 hours of date of hire: 100% hire fee + 15 fuel charge + 10 admin charge Cancellation within 48 hours of date of hire: 100% hire fee + 10 admin charge. Cancellation within 7 days of date of hire: 10 admin charge Cancellation prior to 7 days: 10 admin charge If a booking has to be cancelled due to adverse weather, or circumstances beyond the Edinburgh Team's control (e.g. cancellation by the opposition), we will endeavour to ensure that Arnold Clark are informed, and where possible, ask that cancellation charges will be reduced. However with less than 24 hours notice it is unlikely that this will be possible. 2.3 Collection of Keys & Vehicles Please specify on the booking form if you wish to collect the vehicle(s) from Arnold Clark Seafield Branch or to be delivered to Peffermill Playing Fields. From Seafield Branch: If you are collecting the vehicle from the branch, all keys must be collected and returned to the Seafield Branch. From Peffermill Playing Fields: Keys are to be collected from Peffermill Reception. The vehicle(s) will be parked in the coach car park Please note this option is only available if you are collecting the vehicle within Peffermill Opening times: Mon-Fri 0800-2200 Sat/Sun 0800-1900 If you wish to amend or cancel a vehicle that is to be delivered to Peffermill, the request must be received at LEAST 48 hours in advance of the hire. If it is not received in this advance time, the club will incur 100% of the hire cost. 2.4 Fuel Charges Page 6 of 12
Vehicles will be supplied with a full tank of fuel. Fuel not replaced will be charged at pump prices with no additional administration costs. 2.5 Breakdown / Accident Recovery Emergency telephone numbers are located on the reverse of the key fob which is attached to the key for the vehicle, and in the Driver s Information Folder which is supplied with the vehicle at the time of delivery 2.6 Arnold Clark Seafield Branch Opening Hours & Address Monday Friday: 08:00 18:00 Saturday: 08:00 18:00 Sunday: 10:00 17:00 1 Seafield Street Edinburgh EH67LG 0131 561 7779 2.7 Arnold Clark Important Information On collection of keys, there are details concerning what the Driver/User should do prior to the start of their journey written on the back of the envelope. The details explain that the vehicle should be checked for damage and if they feel there is anything they want added to the condition of the vehicle they can call the branch or leave a message on the phone, this is a 24 hour telephone and a message can be left. The number is 08457023946. The Driver should make themselves familiar with the vehicle controls e.g. lights, heater etc. before starting their journey too. The level of fuel should be checked so that the User is happy that the level is showing FULL. Again if the user does not agree with what is written, please call the branch. It is always best to do this at the start of the hire rather than get caught up in a discussion after the hire ends. Within all the vehicles there is an accident report form, should anyone ever have a situation when there has been damage caused to the vehicle, a third party vehicle or any damage to property, as much information as possible should be recorded on the form. Any damage should be reported straight away to the branch and to the Sports Union (see section 3 for details). If it has happened over the weekend, again the user can call the branch or leave a message. When doing Stop/Starts or re-hires as we call them, the User on collection of the vehicle must check it over or they will be given ownership of any damage found when AC collect even if the User prior to them actually did the damage. If the vehicle is not checked no one will ever know who caused the damage therefore the last person with the keys will be blamed. Page 7 of 12
SECTION 3 INCIDENT PROCEDURE INCIDENT TAKES PLACE If a 3 rd party involved call the police, ensure get the following from the 3 rd party: Name, reg number, contact number, insurance details & if necessary take pictures of the damage On return Clubs must follow the below process no matter how minor or major the damage: o o Call Arnold Clark ASAP to inform them that damage has occurred 0845 7023946 Outline of accident and damage to be noted on the Accident Form (available on the SU WIKI), then emailed to eusu.bookings@ed.ac.uk, along with any other info and photos as necessary. Thereafter the Insurance claim process will come into effect Page 8 of 12
4.1 COACH SIZES AVAILABLE SECTION 4 - EDINBURGH COACH LINES: WITH DRIVER 29 seater 49 seater (Wi-Fi potentially available) 4.2 HOW TO BOOK A COACH A transport booking form must be completed in full and emailed to eusu.bookings@ed.ac.uk from the Sports Club email account; with the club treasurer copied in. Once the request has been processed, both email accounts will receive a calendar invite containing the confirmation of the hire. Coach bookings should be sent at least 7 days prior to the event to guarantee travel. Bookings received after this may mean travel cannot be guaranteed, especially during 6 Nations and Scottish Cup/League final weekends. There is an out-of-hours number FOR EMERGENCY USE ONLY. ECL office hours run from 5am 8:30pm.This number should not be used if the matter can reasonably wait until the office is re-opened the next day. The emergency number is 07860 205 990. 4.3 CANCELLATIONS The cancellation charges payable are as follows (subject to management discretion) Cancellation before 17.00 on day before hire - No charge Cancellation after 17.00 on day before hire - 25 or 10% of hire whichever is the greatest Cancellation after vehicle has left the Depot or no show by Club members at the appointed uplift point - 50% of hire charge Cancellation of sports event en route or after arrival at destination - 100% of hire charge 4.4 WORKING OUT HOW MUCH IT WILL COST Firstly check which mileage band the destination comes under. Then use the table below to calculate the cost, depending on the size of coach you would like to hire. For one day journeys to destinations listed under the weekend hire, it will cost two thirds of the three day weekend hire price. If you would like a quote for a journey, please email the Sports Union. Page 9 of 12
4.5 TARIFF DAY HIRES MILES FROM 16-STR 29-STR 49-STR TIME EDINBURGH M/CCH COACH COACH (HRS) 0-15 126 167 212-16-25 160 199 237 5hrs 26-35 188 228 265 6hrs 36-45 213 252 295 7hrs 46-55 238 280 323 8hrs 56-75 265 315 351 9hrs 76-95 315 366 403 10hrs 96-115 354 403 439 11hrs 116-135 403 453 478 12hrs 136-155 440 487 512 13hrs 156-175 478 544 572 14hrs 176-195 660 732 749 15hrs* *INCLUDES COST FOR 2 DRIVERS WEEKEND HIRES (3 DAYS) MILES FROM 16-STR 29-STR 49-STR EDINBURGH M/CCH COACH COACH 0-150 980 1039 1095 151-250 1125 1256 1283 251-350 1283 1450 1471 351-450 1442 1651 1663 451-550 1608 1833 1838 EXTRA DAY 355 406 444 DRIVER OVERNIGHT ALLOWANCE 100 (PRICE REGARDLESS OF VEHICLE SIZE) Page 10 of 12
EDINBURGH COACH LINES ADDITIONAL NOTES (1) 48 seater prices also cover the 49 seater coaches. A specific request must be made if the extra seat is essential. Edinburgh Coach Lines Ltd of Edinburgh no longer operate 53 seat coaches. (2) Most local hires (<15miles) run as two single journey s to/from the venue with no time limit between the forward and return transfers. Destinations in the range of 16 miles and over from Edinburgh will usually operate with the vehicle waiting for the group at the venue. The overall length of time for final pricing is taken from the scheduled pick-up time to the scheduled drop off time in Edinburgh or the actual return time in Edinburgh whichever is the later. Additional hours to the time allowance shown in the tariff s last column will be charged at 35 per hour (all sizes). Extra days on the 3-day weekend hire will be charged at the appropriate 100 miles day rate. (3) Where the itinerary demands the use of a second driver, in order to meet drivers hours regulations, a second driver standing charge of 100 per day will apply. Extra driver is generally required when trip in excess of 176 miles. (4) Hires not covered by this tariff will be quoted individually (e.g. Continental hires). (5) Our 48 seaters are equipped with toilet and DVD and most with air-conditioning. To guarantee such facilities, a supplement of 50 per day on the appropriate day or weekend rate will apply if such a coach is available at the time of booking. Coaches without these facilities may be allocated to hires where no facilities guarantee has been requested. As this will be for our operational convenience, no extra charge will be raised against the club concerned. (6) Additional expenses are added as incurred, including bridge tolls, parking charges and ferry fares if applicable. (7) On overnight trips, the driver will need meals and accommodation when outwith Edinburgh. If not provided in kind by the club directly, a subsistence allowance of 100 per night will be charged to the coach invoice (made up of 75 room and breakfast, 15 evening meal and 10 for lunch). (8) Recognised pick-up points in Edinburgh A APPLETON TOWERS coach waits in Crichton Street B TEVIOT coach waits in Charles Street between car park and union C PLEASANCE coach waits outside SU office facing uphill D KING S BUILDINGS KB House, Gate #2, wait in car park on left E POLLOCK HALLS coach waits on Holyrood Park Road near the pedestrian entrance to the campus. Coaches will usually not go inside the campus itself unless there are heavy items of luggage or equipment to transfer to/from the coach. (This is a ruling by Pollock Halls administration, not Edinburgh Coach Lines). (9) All bookings for vehicles must be made on the official form obtainable from The Sports Union. This will be emailed from SU to E.C.L. where the Traffic Office will enter the details into the computer s reservation system. In Turn, this generates a letter of confirmation that will be e-mailed back to SU. (10) It is then the individual club s responsibility to reconfirm the booking by phone with the coach company 48 hours in advance of the hire. Telephone reconfirmations should be made to 0131 554 5413 during office hours (Mon-Fri 0900-1700). There is an out-of-hours number FOR EMERGENCY USE ONLY. This Page 11 of 12
number should not be used if the matter can reasonably wait until the office is open next. The emergency number is 07860 205 990. Please do not use it for non-urgent matters remember that the duty officer manning the phone is likely to have been at work the day before and will be back at work the following day. However, please do use the number if the circumstances arise where you need to contact the duty officer straight away. (11) Cancellation charges are payable as follows: A Cancellation before 1700 on day before hire NO CHARGE B Cancellation after 1700 on day before hire - 25 OR 10% OF THE HIRE, WHICHEVER IS THE GREATER C Cancellation after the vehicle has left the depot, or no show by club members at Edinburgh uplift 50% OF HIRE CHARGE D Cancellation of event en-route or after arrival at venue 100% OF HIRE CHARGE (12) Mileage is calculated using postcode mapping on www.google.co.uk/maps and any other information that is relevant to the safe operation of a coach to the destination requested. The total mileage will be multiplied by the appropriate mileage rate for the total amount of mileage less the 15 miles included in the base rate to reach the appropriate costing - ie a journey of 135 miles for a 49 seat coach would be charged at 194 plus 2 per mile at 120 miles to reach a cost of 434 Page 12 of 12