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Minibus Hire
Mini Bus Hire Form: Click Here AU Clubs
All minibuses needed by AU clubs are authorised by the AU administrator before they are booked with the UWICSU secretary. If you have a full fixture list for the season then this is the easiest way for us to block book for you, but if any fixtures change you will need to know so we can change or cancel the booking. If it is a one off booking, then you will need to get a provisional booking slip form the AU administrator, and get it signed before it can be booked in the diary.
Society Hire
All society hire enquiries must be checked with the General Manager before they are booked into the diary.
Cancellation If you need to cancel a minibus could you give as much notice as possible and if out of office hours, could you leave a message on the answer phone in the office:
Collection of Minibus Keys
All keys MUST be collected from the main SU office at Cyncoed BEFORE 3PM on the day they are required. If you are using the minibus on a Saturday or Sunday you will need to pick up the keys before 3pm on a Friday as the office is closed over the weekend, KEYS WILL NOT BE LEFT for Clubs/societies who do not pick them up.
Ideally the driver needs to be the person who picks the keys up, as they need to sign a form accepting responsibility for the vehicle. If you are unable to pick the keys up yourself, can you phone ahead and let us know that you will be sending someone else to collect the keys on your behalf.
If you require the minibus before 9am on the day you are hiring it, make sure that you let us know, as you will need to pick up the keys the day before as the office does not open until 9am. We would appreciate at least 48 hours notice if possible, as if we were hiring a bus for you we will need to know to book it in for the previous day.
It may be necessary for clubs/societies that are using the minibuses at the weekend to pickup minibus keys from the main reception desk at Cyncoed. You are still required to come to the Central Office on the Friday to complete a hire form for the bus. The keys may only be obtained from the main reception on production of the completed form. The security staff will have a list of all clubs and societies who have hired buses over the weekend and will know who should be picking up keys.
If the keys are not in reception, there are contact details for all weekend minibus drivers so that you will be able to contact the person who had the previously and ensure that they have not still got the keys. Do not remove keys intended for another club – you will be fined if you do this.
You will be issued with a mileage slip when you collect the keys.
All mileage slips must be completed with the fuel levels before and after you have used it, and also record start and end mileage. Mileage slips MUST be returned to the SU office in office hours or to Cyncoed main reception if after hours.
If you fail to do this we will have to estimate the amount of miles you have done, which could end up costing the user more than the amount you have actually used. There is also a £5 charge for incomplete or unreturned mileage slips.
If the bus is dirty or damaged when you pick it up please make a note of this so that we charge the driver responsible.
It may be necessary to use a hire vehicle instead of a SU vehicle. The hire company used is PWH Motors. Hire vehicles are not delivered until the day that they are required, so you may have to collect the keys from reception on the weekend. If so you will be informed on collection of your mileage slip.
You must return all hire vehicles with a FULL tank of fuel or we will be charged by the hire company for replacing the missing fuel. This charge will then be passed on to you.
Please return the hire vehicles promptly or we will charge you for any extra insurance/hire charges that the lateness incurs.
Minibuses should only be used for the purpose stated on departure. This will constitute an unauthorised use and the SU will not accept any liability for any damage incurred. This will be the responsibility of the authorised driver.
For longer journeys of a day or more it may be necessary to complete a passenger list with contact names and telephone numbers. If you are issued one, you must ensure it is filled out and left at the SU office or if out of hours then at Cyncoed reception.
The driver is responsible for the keys and the vehicle on collection and must ensure the following are adhered to:
NO ALCOHOL OR SMOKING IS PERMITTED ON ANY VEHICLE. If we suspect that either as been the case the club will be reprimanded and charge accordingly. All passengers behave responsibly whilst in the vehicle All passengers wear a seatbelt whilst the vehicle is in motion All gang ways and exits are not obstructed by luggage Any equipment/baggage on the roof rack must be secured adequately and safely using a sufficient number of ties When reversing ensure another person can “spot” you. For long journeys over 50 miles there should be a second registered driver nominated – please inform use of their name and contact details on departure.
If a driver is caught speeding or found guilty of dangerous/reckless driving whilst driving a vehicle then he/she will lose the privilege of driving our vehicles and will be responsible for any charges imposed. Any traffic fines must be paid for by the driver and also reported to the SU.
AU Clubs/Societies
In the majority of cases you will be issued with a fuel card with which to pay for fuel. Retain all fuel receipts and return in the key pouch.
In the case of there being no fuel card then you will need to pay for the fuel yourself and claim the money back from the SU – fill in a claim form which can be obtained from the SU office.
Hire buses will need to be paid for by the driver, as there will be no fuel cards available.
The minibus should be returned into the SU Car Park with a CLEAN interior and at least ¼ tank of fuel. Buses returned in a dirty state or without the required amount of fuel then you will be charged.
Mini buses should be parked in the SU car park when they are returned and the keys dropped off into the office in office hours or to main reception if out of hours. The fuel card must also be returned – lost fuel cards carry a charge of £10 payable by the club or society who has used the bus.
This should be done promptly as other people may need the bus after you and your club/society will be charged if other people are prevented from using the bus because of your actions. If a particular club or society repeatedly returns keys late we will be forced to ban you from using the buses.
If there are exceptional circumstances for your inability to return the vehicle on time, please phone the SU Office on 029 20416190 (office hours) or main reception on 029 2041 6155) out of hours) and let the staff know.
In the event of a breakdown, please contact the number on the recovery card issued with the keys. You will need the number, registration number and details of your location. Stay close to the vehicle in a safe place until recovered. If you breakdown on the motorway you should not wait on the hard shoulder, but on the embankment at a safe distance from the road.
Contact the SU as soon as it is practical on 029 2041 6190 – if it is out of hours then leave a message. Also note it down on the mileage slip when it is returned.
Any damage sustained to the vehicle MUST be reports to the SU on the return of the vehicle, NO MATTER HOW SMALL. Genuine accidental damage will not incur a fine. Failure to report damage will incur a fine and in more serious cases may lead to the driver/club/society being banned from using SU vehicles in the future.
You may be required to submit a damage report explaining how, when and where the damage was sustained, so make a note of the relevant details.
All Club and Society use will be charged to the relevant Club/society budget, except for BUSA games, which the SU will pay for.
Fines are payable by the Driver of the vehicle who is responsible for the keys and the bus during the period of hire. For club/society hire the only exception to this is damage caused to the bus which will be charged out of the budget.
Failure to return keys on time - £10 Fine Loss of Fuel Card - £10 Fine Dirty Interior - £10 Fine Misuse of Fire Extinguisher - £10 Fine Failure to report Damage - Cost of Damage Speeding/Dangerous Driving - Driver Banned Incomplete/Unreturned Mileage Slip - £5 Fine Unfilled Hire Vehicle - Cost of Refuelling Any other Offence Deemed Serious - To be agreed by SU Exec
The Student Union can be contacted on 029 2041 6190 The Athletic Union can be contacted on 029 2041 7073 or email auadmin@uwic.ac.uk
Main Reception, Cyncoed can be contacted on 029 2041 6155
All drivers must be registered with the Students Union before they can take out a vehicle. Drivers wishing to be registered must come to the Central Union Offices, Cyncoed, where they will be required to fill out the relevant insurance documents. All must be over 21 preferably have been driving over three years, with no more than 5 penalty points on their licence.
To register you must bring your full driver’s licence, this must include any paper counterpart of the licence and you must ensure you have all the details of any accidents (including date and cost of damage to self/others) or convictions (date, type of conviction and any penalty points/fines). Without this information you will not be able to register.
Once the insurance form is completed we will need to then obtain authorisation from our insurance company before you will be eligible to drive one of our vehicles. This can take 3-5 days. Please ensure you are registering allowing enough time before you require the vehicle.
Once the application has been approved you will be issued with a Driver’s Card. This card must be produced EVERY TIME you collect keys for the vehicles. We are unable to issue keys if the Driver’s Card is not produced.
In addition all drivers will be required to sign a Drivers Agreement form, stating that they will abide to the terms and conditions of these Minibus Regulations.
All Drivers need to RE-REGISTER even if you have driven Minibuses in previous years.Booking the Minibus
029 2041 6190Mileage Forms
Hire Buses
Journey Rules
Fuel Charges
Return of Buses and Keys
Breakdown
Damage
Hire Charges
Fines
Contact Details
Registration of Drivers
