TRANSPORT AND MIDAS INFORMATION AND BOOKING 2019-20 - ABERDEEN ...
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
Transport and MiDAS
Information and Booking
2019-20INTRODUCTION
This is a guide on how to go about booking transport for your Club or Society.
This also explains what a MiDAS assessment is, why you need it and how to go about getting
booked onto same.
If your question is not included in this presentation, please do not hesitate to contact us as
undernoted, and we will do our utmost to assist you.
Sports Administrator
Marie Sherriffs (on Maternity until September) – 01224 438975
Danielle Grieve – 01224 438976
Sports Officer – 01224 438970
• Transport – ausa-transport@abdn.ac.ukContents • How do I book Transport? • What vehicles are available for hire and how are they allocated? • Who can drive? • Allocation • Amendments / Cancellation, Cost & Payment • Fines • What are my Responsibilities as Driver? • Accidents and insurance claims • What is MiDAS? • Do I need a MiDAS qualification? • How do I book or cancel MiDAS assessment? • Cost & Payment • What happens next?
How do I book Transport? All requests and queries MUST be sent to ausa-transport@abdn.ac.uk. All requests for hiring a vehicle, or queries in relation thereto, must be issued from a University email address and not from a personal one. The Sports Administrator has the right to delete any requests made from a personal email address. The final decision of the vehicle hire will be made by the Sports Administrator or in his/her absence the Sports Officer or Activities Development Manager. Transport Booking Requests must be received no later than a week before the date of hire, but can be sent up to a month or more in advance. Hires are charged per day (min 24 hour period), so if you have a half day hire this will be the same cost as a full day hire. To reserve a vehicle, you MUST send a Transport Booking Request and a Trip Form. When completing the Transport Booking Request, please provide as much details as possible, including ALL drivers’ names, contact number and email address. We must be in receipt of a completed Trip Form BEFORE your departure as this is used in case of accidents or emergencies. Please note that until you receive a Rental Reservation Confirmation email, no booking is confirmed.
What vehicles are available for hire and how are they allocated?
Types of Vehicles Available
You can request hire of any size of vehicle, but we mainly hire out 12 seat minibus, 9 seat
people carrier, LWB transits and cars. We can also hire Coaches with drivers should you
require. Please mark this clearly on your Booking Request and quotes can be obtained. The
Sports Administrator is within his/her right to decline any hires should no vehicles be
available from Arnold Clark. He/she is under no obligation to utilise any other hire Company
other than Arnold Clark or Enterprise.
The maximum amount of vehicles allowed to be booked each day are:-
6 x 12 seat minibuses from Arnold Clark
6 x 9 seat people carriers from Arnold Clark
3 x 9 seat people carriers from Enterprise
6 x cars or other types of vehicle from Arnold Clark
LWB vans etc. are available upon request from Arnold Clark / EnterpriseWhat vehicles are available for hire and how are they allocated? Allocation We have a limited number of vehicles available for hire from external Third Parties. This means that we work on a first come is first served basis. The vehicles will be allocated in priority, from high to low as detailed below. Transport bookings are extremely busy during term-time on Wednesdays and Saturdays, and you may find that we will need to cancel your booking should a vehicle be required for BUCS or other fixtures. The Sports Administrator, Sports President and Activities Development Manager have final say in priority of allocation. BUCS League and Events out with Aberdeen SSS League and Events out with Aberdeen Club expeditions out with Aberdeen National League Fixtures and Events out with Aberdeen BUCS League and Events in Aberdeen SSS League and Events in Aberdeen Club and Society expeditions in Aberdeen National League Fixtures and Events in Aberdeen
Who can drive?
To drive a vehicle owned or leased by the University or rented through an external company, you must be
covered by the University’s Motor Insurance Policy.
To be covered, you must complete a Driver’s Declaration and receive written confirmation of acceptance from
the University Insurance Department. You must register yearly to be covered, and the Insurance Department
should issue out a reminder. This is done at the beginning of the academic year.
If you want to add a driver later on, you will have to apply via the Driver Registration form (email transport for
link) and this can take up to three weeks to be processed so make sure you do it well in advance of any trip!
To be covered by the University’s motor insurance, anyone who drives a vehicle on University business must:
Be students, staff or coaches of Aberdeen University or granted permission by the AUSA.
Have completed a Driver Declaration form, which has been approved
Have no more than three points on their licence
Be over 18 to drive a car, and have held a UK licence for a minimum of one year
Be over 21 to drive a minibus, and have held a UK licence for a minimum of two years
For drivers who passed their test before 1st January 1997 you can drive a minibus with category
group A (B for automatics) or categories B and D1 not for hire or reward on your licence.
For drivers who passed their driving test after the 1st January 1997 a MIDAS driving assessment
must be takenKeys collected from Sports Union Office will be dropped off into pigeon holes for Sports Clubs, and should be returned into main pigeon hole on top left corner. Societies will have to pick up from sports office within office hours or pick up and collect from Arnold Clark directly. Amendments / Cancellation If you wish to amend your Transport Booking Request, please email ausa-transport@abdn.ac.uk. Amendments can be done at any time up to the hire period. If you wish to CANCEL your Transport Booking Request , please email ausa-transport@abdn.ac.uk at least 48 hours before the start of hire. We require to provide Arnold Clark / Enterprise 24 hours written notification of any cancellation. If cancellation is not provided timeously, your club or society be liable to cover at least one days hire. Cost Hire Charges vary depending on vehicle and the Hire Company used. Quotes for Coaches with drivers, will be issued through to you for approval before any hire is confirmed. Payment All invoices are forwarded to AUSA, approved by the Student Activities Team and Sports President then passed to accounts, who will then issue it to you. Following receipt of the AUSA, you have 7 days to pay same, and should quote the invoice number on any correspondence. AUSA reserves the right to refuse bookings to any group whose has overdue invoices. Any queries relating to invoices should be addressed to ausa-transport@abdn.ac.uk.
Fines
Trip Registration Forms must be submitted prior to leaving or there will be a £20 fine as per AUSA Transport
Policy. If the office is closed, please leave trip forms in pigeon hole 1.
Rubbish and mess must be tidied or a £20 fine will be imposed as per AUSA Transport Policy.
Drinking in all vehicles is prohibited; any found evidence will result in a £50 fine and/or clubs being banned from
using any AUSU vehicle or hire vehicle for 2 months as per AUSA Transport Policy
Smoking in all vehicles is prohibited any evidence of this will result in a £20 fine as per AUSA Transport Policy
The vehicle must be returned fully fuelled or a £20 fine will be imposed as per AUSA Transport Policy. This will be
charged to the club on top of the cost of refuelling plus a refilling surcharge by the Hire Company. We would
recommend you take photographic evidence of a full tank upon vehicle return.
Should a vehicle be filled with the wrong fuel then the club will meet the costs associated with rectifying the
problem. There will also be a £20 fine issued to the club on top of the cost of repair of same.What are my responsibilities as driver? The driver must :- Have their driving license with them Be fit and healthy and wear appropriate eye apparel, if required. Observe all traffic regulations, including speed limits. Make certain that all persons in the vehicle wear their seatbelts. Only transport the number of persons for which there are seatbelts in the vehicle. Drive responsibly. You are responsible for the vehicle and passengers. Driving whilst under the influence of drugs or alcohol is strictly prohibited Be aware of weather conditions. The driver is first and foremost responsible for being responsible whilst driving in difficult conditions. Please ensure you allow sufficient travel time taking into account the weather conditions Ensure that road journeys are planned to reduce the risks of driver fatigue. If you are going out with a 40 mile radius of Aberdeen we recommend 2 drivers are available, unless the driver is not participating in the fixture. Please see the University Guidance of Driving on University Business for more information. https://www.abdn.ac.uk/staffnet/working-here/resources-5988.php#driving-and-vehicles Those driving their own vehicles on University business must have extended their motor insurance policies to cover business use. If a club or society chooses to take their own vehicles and they have not extended their insurance, AUSA is not liable for any damage inflicted upon the vehicle in the event of an accident. It is solely at the driver and car owner’s risk.
Drivers Responsibilities cont’d. Phones It is an offence for the driver to use a hand held phone whilst a vehicle is being driven or is in a stationary position in traffic, unless it is being used with a hands-free kit. While it is legal to use hands-free phones, AUSA strongly discourages the use of hands-free phones whilst driving on University business, as the main safety risk with mobile phones comes not from holding the phone but from concentrating on a discussion over the phone at the same time as trying to concentrate on driving the vehicle. Please see the University Mobile Phones and Driving Policy. https://www.abdn.ac.uk/staffnet/working-here/resources-5988.php#driving-and-vehicles Medication It is the responsibility of anyone who takes medication for any condition to have the necessary quantity with them and to take this medication appropriately when away on the trip to ensure they are in a safe condition for driving. Speeding / Parking and Bus Lane Fines Clubs are responsible for any speeding tickets and/or parking fines. Should there be repeat offences, AUSA may look into further punishment or fine. Should a driver receive a speeding offence while driving any AUSU vehicle or hire vehicle then they will be banned from driving any AUSU vehicle or hire vehicle and the club will take responsibility for the fine. Should the offence be for parking and the club does not pay the fine immediately then there will be an administration charge of £20 applied by AUSA to the club on top of the cost of the fine.
Drivers Responsibilities cont’d
Vehicle Collection and Return
Please see the attached for Vehicle Collection and Return responsibilities.
Breakdown, Damage, Accident & Incident
Please see the attached for Breakdown, Damage, Accident & Incident responsibilities.
Sport Office
Sport Office Accident Information, Vehicle Breakdown & Damage
Vehicle Collection & Return Information What is an accident / Incident?
An accident is any unplanned event where someone is hurt, or could have been hurt if the
Collection of Vehicle circumstances had been slightly different (some people call this a “near miss”)
It is the Club or Society responsibility to collect the vehicle and hire keys at the time and location as
indicated on your Hire Confirmation (“Deliver to/pick up”). No responsibility will be held by the Sports What should I do if an accident or an incident occurs
Administrator for the Club/Society failure to collect keys as indicated. For ALL accidents / incidents whether in a vehicle or during fixture/training
Sports Club collections @ ASV keys will be placed in the Sports Club Pigeon hole Assess the situation and stay calm – CALL THE EMERGENCY SERVICES IF NECESSARY
Societies collections @ ASV keys can be collected during office hours Where possible, and safe to do so, treat any casualties.
Collections at Hire Company please collect during their operational hours. Advise the Sports Administrator on fixtures@abdn.ac.uk
Trip Registration Forms must be submitted prior to leaving or there will be a £20 fine as per Complete an Accident form and forward same to Sports Office within 48 hours of the
AUSA Transport Policy. If the office is closed, please leave trip forms in pigeon hole 1. accident/incident. The form should not be completed by the injured person, but either the Club
or Society Captain, President or person in charge of where the accident happened.
Collection Vehicle checks
It is the Club or Society responsibility to FULLY check the condition of the vehicle, for any (a) What should I do I notice the vehicle is damaged
damage / warning lights (b) Lights (d) Tyre tread and inflation (e) Window washer fluid (f) Oil (g) During University Office Hours CONTACT the University Insurance Department on 01224 273816
Coolant level (h) ADblu where required. You will then be provided you with a reference number
If you notice any damages or warning lights, please email ausa-transport@abdn.ac.uk with You will then require to phone Zurich Municipal (University insurers) on 0141 207 4800
pictures and details before your departure. If you feel the vehicle is un-safe to drive please contact o quote policy number NHE-14CA04-0013 and the appropriate reference number
the Sports Ofice or the Hire Company immediately. o advise details of the accident/damage
If the vehicle has been left in an untidy state, please email ausa-transport@abdn.ac.uk with o advise if you require a courtesy / relief vehicle
pictures and details before your departure If out with office hours please CONTACT Zurich directly on 01793 511 227
If the vehicle is not fully fuelled, please email ausa-transport@abdn.ac.uk with pictures and details o quote policy number NHE-14CA04-0013
before your departure. The vehicle must be fully filled before leaving, and the cost of same o advise details of the accident/damage
reclaimed afterwards. Should this not be done, refunds will not be given. o advise if you require a courtesy / relief vehicle
o When AU is open, please then contact the University Insurance Department on 01224
273816 and advise that you have been in contact with Zurich and you will be given a
Return of the vehicle reference number which you will need to phone Zurich with.
It is the Club or Society responsibility to return the vehicle and hire keys at the time and location as Advise the Sports Administrator on ausa-transport@abdn.ac.uk
indicated on your Hire Confirmation (“collect from/drop off”). Any vehicles not returned on time will be COMPLETE the “Rental Vehicle Condition or “Agreed Statement of facts” forms which can be found
subject to a failed collection abortive charge. No responsibility will be held by the Sports Administrator in the hire key envelope and return same to the Sports Office ASAP.
for the Club/Society failure to return the vehicle and keys on time.
This form requires to be submitted to the hire Company with 48 hours of any damage otherwise
Returns @ ASV - Keys must be left in the Sports Office pigeon hole no 1 (top left). Do not leave charges will be imposed. If you do not have a “Rental Vehicle Condition or “Agreed Statement of
with ASV Reception, any staff member or in the Sports Office. facts” form please contact the Sports Administrator as early as possible and one can be sent to
If ASV is closed, please park on a nearby street and ensure the vehicle is moved and keys placed you for completion.
in pigeon hole 1 upon ASV opening. Arnold Clark collect vehicles before 8am. The Club or Society will be responsible for the insurance excess charge of £280 (£250 + Arnold
Returns to Hire Company if outside of office hours, please return to letter box located on a Clark admin fee). Any damage below this amount will be charged directly to the Club or Society.
rounded pillar near the adjoining building. Please contact the Sports Administration for aqueries regarding damage or insurance claims on
ausa-transport@abdn.ac.uk.
Return Vehicle checks Private vehicles are not covered by the University insurance, and you will need to contact your own
It is the Club or Society responsibility to fully check the condition of the vehicle upon return. insurance Company for any damages. AUSA is not liable for any damage to private vehicles.
If you notice any damages, please follow the AUSA Breakdown, Accident & Incident Procedure
above. If you have a breakdown
Rubbish and mess must be tidied or a £20 fine will be imposed as per AUSA Transport Policy. Contact the appropriate Breakdown Recovery Assistance.
Drinking in all vehicles is prohibited; any found evidence will result in a £50 fine and/or clubs being AUSA Minibus Recovery on 0370 0120 301
banned from using any AUSU vehicle or hire vehicle for 2 months as per AUSA Transport Policy Arnold Clark Breakdown Recovery on 0141 332 2622
Smoking in all vehicles is prohibited any evidence of this will result in a £20 fine as per AUSA Enterprise Breakdown Recovery on 0800 316 0977
Transport Policy Make sure you’re in a safe place. Move your vehicle off the road if possible, or pull up onto the
The vehicle must be returned fully fuelled or a £20 fine will be imposed as per AUSA Transport hard shoulder, with the wheels turned to the left.
Policy. This will be charged to the club on top of the cost of refuelling plus a refilling surcharge by Put your hazard warning lights on. If you have to stop in a traffic lane, do this as soon as
the Hire Company. We would recommend you take photographic evidence of a full tank upon possible. If it’s dark keep your side lights on.
vehicle return. Keep you and your passengers safe. It’s usually safest to get out of your car (using the doors
Should a vehicle be filled with the wrong fuel then the club will meet the costs associated with facing away from passing traffic) and wait away from the vehicle. If it’s not safe to leave the
rectifying the problem. There will also be a £20 fine issued to the club on top of the cost of repair of vehicle, stay in the car with your seatbelt on.
same. Advise the Sports Administrator on ausa-transport@abdn.ac.ukWhat is MiDAS? MiDAS stands for “Minibus Driver Awareness Scheme”. It is a membership based scheme organised by the Community Transport Association U.K. (CTA) which promotes a nationally recognised standard for the assessment and training of minibus drivers, to enhance minibus driving standards and promote the safer operation of minibuses. Drivers who successfully complete MiDAS Training and assessment will receive a nationally recognised certificate, which is valid for 4 years, and have their name entered on the national register of drivers, and will be able to drive any minibus vehicle that does not exceed 3.5 tonnes excluding any specialist equipment for the carriage of disabled passengers, and does not tow a trailer. Aberdeen University MiDAS driver assessments are carried out by H-Train staff who are accredited Assessor/Trainers.
Do I need a MiDAS qualification?
For drivers who passed their driving test after the 1st January 1997 (or had their licence renewed after
this date) a MIDAS driving assessment must be taken, and the undernoted conditions met:-
Be students, staff or coaches of Aberdeen University or granted permission by the AUSA.
Be over 21, and have held a UK/EU licence for a minimum of two years
Have no more than three points on their licence
Have driven at least 20 hours in the UK
You will not get paid for driving the vehicle
The minibus maximum weight does not exceed 3.5 tonnes excluding any specialist equipment for
the carriage of disabled passengers.
You do not tow a trailer.
For drivers who first held a licence to drive cars prior to 1 January 1997 their entitlement to drive
minibuses remains in force with category group A (B for automatics) or categories B and D1 not for hire
or reward on your licence, and do not need to sit a MiDAS assessment, as long as they too have met the
above conditions.How do I book or cancel a MiDAS assessment?
If you wish to BOOK a space on a MiDAS assessment, you MUST send the undernoted documentation to ausa-
transport@abdn.ac.uk. All initial applications must be issued from your Club or Society email address and not
from a personal one. The Sports Administrator has the right to delete any requests made from a personal email
address. We can only book you in for your assessment when all required paperwork has been received.
Required documentation
(i) Photocopy driving licence (front and back)
(ii) AUSA Minibus Driver application Form
(iii) MIDAS Driver Registration Form
(iv) Driver Declaration Application
(v) H-Train UK Driving Experience form
(vi) DVLA Licence summary of Applicant’s Driving Licence (UK only - this is not required for EU Licence
holders). These can be obtained from the DVLA website https://www.gov.uk/view-driving-licence
If you wish to CANCEL your MiDAS assessment, please email ausa-transport@abdn.ac.uk at least 4 working
days before assessment date. We require to provide H-Train 3 working days notice of any cancellation.
If cancellation is not provided timeously, your club or society will be liable to cover of the cancelled MiDAS
assessment, and any re-sit should this be required.What happens next? Once your document has been received, you will receive notification of same, and be advised that you will be contacted once an Assessment date has been set. Once we have received 8 booking requests, an assessment date will be fixed and notification issued out. Please note that until you receive an Assessment Date Confirmation email, no booking is confirmed. You will be required to attend a group theory assessment held in a classroom and an individual practical driving assessment. You must attend and pass both sessions to successfully obtain your MiDAS Certificate. The group theory assessment is classroom based and held on Mondays @ 9am-12pm, and will cover (a) Driving for Safety and Economy (b) Drivers’ legal responsibilities (c) Passenger safety (d) Health and safety awareness (e) Manual handling awareness (f) Personal safety for drivers and (g) Collision and breakdown procedures. The Practical driving assessment consists of on an “on the road” driving assessment and are held on the Monday afternoon or the Tuesday and normally last around one hour. You will be allocated a Practical assessment time by the assessors following your group theory assessment. Unless otherwise advised, you should attend at the Aquatics Centre, Aberdeen Sports Village 5 mins before your allocated Practical driving assessment time. If you pass both the theory and practical session, you will be given a Certificate and you will then be able to drive a minibus. We will then advise insurance@abdn.ac.uk that you have passed your MiDAS assessment so they can update the Aberdeen University Insurance Policy.
Cost & Payment Cost to sit the MiDAS assessment is £55. If you require to re-sit, this MAY incur a further cost and is at the trainers discretion. The costs are usually paid by the Club/Society. You will be issued an invoice from AUSA following the assessment date. Following receipt of the AUSA, you have 7 days to pay same, and should quote the invoice number on any correspondence. AUSA reserves the right to refuse bookings to any group whose has overdue invoices. Any queries relating to invoices should be addressed to ausa-transport@abdn.ac.uk.
You can also read
