Welcome to the Transport Services website

Hire_a_vehicle


 
The Union Vehicles can be used by a large number of people, but can only be booked by certain people, for certain uses. 
It is important to note:
  • All bookings require a valid Union Driver (even if on separate insurance). This is to ensure the safe use of our vehicles, compliance with our rules and procedures and our record of contact details. Details on becoming a driver, and what vehicles you can drive, can be found on the [[Becoming a driver]] page.
  • All use must be on Union business, but this does include travel to sport matches, club/society events, social activities, member welfare, etc. (The only exception is when we allow the University to add the vehicle to their insurance when their trip is not within the Union's core aims)
  • The Students' Union is also not a bus company, and as such we cannot charge a fare for travel in any of our vehicles, irrespective of the hirer. The maximum we can charge per passenger is a fraction of the mileage rate (which covers fuel and standard maintenance)

 
Vehicles can be booked by:

 
Students' Union Club/Society

 
Bookings can be made for club/society by any member of the club, but it must be approved by two signatories as the mileage costs will be charged to the club/society  own funds. 
Any unexpected costs incurred from the hire will also be charged to the club/society (e.g. Insurance excesses, parking tickets, fines, cleaning costs, etc).

 
You will need to complete a trip registration form and risk assessment for each booking, to be approved by the activities team.

 

 
Students' Union departments

 
Internal Students' Union departments may hire the vehicles for business use, e.g. moving equipment, transport to meetings, etc. 
Any unexpected costs incurred from the hire will also be charged to the department (e.g. Insurance excesses, parking tickets, fines, cleaning costs, etc).

 
 
 

 
University departments

 
University departments may book vehicles, but we require a PO number covering the expected cost before we can confirm availability.
We must know the use of the vehicle with the booking, as it affects the validity of our insurance (and Small Bus Permits if a Minibus). It is possible for our vehicles to be added to the University Insurance, and driven using a University Small Bus Permit (the Students' Union holds one on behalf of the University). We require proof of insurance before confirming the booking, and extra time before and after the booking to allow for permit swapping. We still require the driver to have taken our test, even if driven on the University insurance.  

 
Please read the University guidelines on driving before booking a vehicle: Motor Insurance FAQ’s​

 
Any unexpected costs incurred from the hire will also be charged to the department (e.g. Insurance excesses, parking tickets, fines, cleaning costs, etc).

 
University bookings are not a priority for the Students' Union, and as such, they may only be booked one month ahead to give clubs/societies first pick.

 

 

 
Students' Union Staff

 
Students' Union Staff can book a vehicle for personal use, but its use must remain within the aims of the Students' Union. For instance, staff can book a vehicle to move house, take family on a holiday, but cannot use the vehicle to support a relatives business or venture. 
Any unexpected costs incurred from the hire will also be charged to the individual (e.g. Insurance excesses, parking tickets, fines, cleaning costs, etc).

 

 

 
Students' Union Members (i.e. University Students & Staff)

 
Members of the Students' Union may personally hire a vehicle, but its use must remain within the aims of the Students' Union. For instance, moving house, holidays, moving large items (like a shop from IKEA, or furniture to the tip), are OK, but we will not approve use for personal social trips, shopping at Tesco, etc. 
Any unexpected costs incurred from the hire will also be charged to the individual​ (e.g. Insurance excesses, parking tickets, fines, cleaning costs, etc).
We are sorry, but associate members of a club/society, who are not students or staff, cannot hire a vehicle for personal use. Alumni are also unable to hire vehicles unless they are a current student or member of staff.