Royal Holloway Students' Union

I want to Drive for my group

If you would like to drive for your club or society here's what you need to do:

1. Check your eligibility. Drivers must: 

- Hold a full UK or EU license

2. Check with your committee

Make sure your committee (even if you are a member of the committee) are aware that you are volunteering to drive for your group.

3. Fill out the driver declaration form and sign up for an induction slot

All drivers will need to complete the driver declaration form and sign up for a 30 minute induction. We will not be able to authorise drivers without this form filled out.

This form is found here.

4. Receive confirmation

Once we've received your form, you will receive a confirmation email within two working days. This email will contain the confirmed date and time of your induction.

5. Attend the Driver Induction session that you booked in for

Come to the SU Helpdesk for a quick induction - make sure to bring your driver's license and a pen.

6. Wait on confirmation 

We'll add you to the insurance and to the bus booking form so that you can start driving a bus for your group!

Rules and Responsibilities when Driving Mini-buses

Mileage and Fuel

• You will need to refuel the bus to the same level indicated at the start of your journey. If you do not, Kendall will charge significant fuel fees to your group.
• Whoever refuels, will need to take a photo of the receipt to attach to your expense claim. Then send it off to the Treasurer for processing

Journey Checklist

Each Mini-bus pack comes with a hire form and an accident report form. The front of the hire form features a checklist which must be completed and signed.

• Complete the vehicle safety checklist
• Read the do’s and don’ts and breakdown information
• Read and sign the hire form
• Fill out starting vehicle usage information
• Drive safely
• Refuel the bus to the starting fuel bus.
• On your return, return to Car Park 3 or 4
• Fill out finishing vehicle usage information and make any necessary notes
• Make sure the bus is kept in a clean state, and all windows and doors are locked
• Drop the keys and pack off at Founders Security (unless specified otherwise)

Accidents and Damages

• You will be responsible for any new damage found on the bus when it is returned for the SU and your club or society will be charged for repair accordingly. 
• Before you start your journey you must complete the Hire Form that will be given with the keys. On this, you must declare any accidents or damage to the bus that occurs during your hire. Failure to do so may result in an additional charge to your club or society. 
• Any accidents that you are at fault for, your club or society will be charged the excess payment and VAT of the insurance claim and you will be required to retake the bus induction. If you are at fault in a second accident, you will no longer be allowed to drive a bus for your group.
• If you are in an accident, please contact the SU Helpdesk on 01784 276700 immediately. If it is outside opening hours, please email helpdesk@su.rhul.ac.uk and studentopportunities@su.rhul.ac.uk and contact Founders Security so they are aware of the situation. Then make sure to come to the Helpdesk as soon as possible the following day.
• Contact Kendall - Active Fleet solutions on 033 207 9654 (claim costs can be higher if not reported immediately)

The excess paid by the Student Group will be £350 for 18-20 year olds, and £100 for 21-24 year olds unless otherwise specified. 

The Legal Bits

Driving a bus means you must also:

• Make sure you are fit to drive – do not begin a journey if you’re tired and make sure you take sufficient breaks
• Do not drive under the influence of alcohol or drugs.
• Wear a seatbelt
• You must obey signals given by police officers, traffic officers and wardens, and signs used by school crossing patrols.
• You must obey all traffic light signals
• You must not sound the horn whilst stationery on the road, or when driving in a built up area between the hours of 11:30pm and 07:00am except when another road user poses a danger.
• Use dipped headlights at night in built-up areas and in dull daytime weather, to ensure that you can be seen.
• Speed limits:
  • Built up areas (unless otherwise specified) 30mph
  • Single carriageways 50mph
  • Dual carriageways 60mph
  • Motorways 70mph

Before driving the bus, make sure to check out the charges (attached below) that you or your club or society may be charged for any offences committed.

Our group has a driver, how do I book a mini-bus?

To book a mini-bus, you will need to have a driver who has been authorised by the Students’ Union after attending a driver induction. If you do not have an authorised driver, please refer to the information above.

When you are booking a mini-bus, the form will ask for:

• How long the vehicle is required for

• Name of group

• Destination

• Name of driver (must be an authorised driver)

• Contact details

Don't forget, you need to make bookings one week in advance or for fixtures, latest midday on Friday before the Wednesday.

How much does it cost?

• The mini-bus costs £58.27+VAT per day. The per-day rate slightly decreases if you want to hire the vehicle for more than 3 days. Let us know if you would like a quote.
• On occasion, there will be an additional cost if the vehicle needs to be dropped off onto campus, this is £25 for delivery and £25 for collection. 
• There is an additional fee of £19.80 per day to insure the vehicle
• Your group will then be invoiced for the cost of hire – so make sure you have enough money in your group account before requesting a bus.

What happens next?

1. You will then receive a confirmation email from Kendall stating the registration of the vehicle you have been assigned
2. You’ll then receive a confirmation email from the Helpdesk outlining where the keys can be collected as well as other useful information
3. You’ll then be able to collect the keys from the Helpdesk or Founders Security depending on the time – but this will all be detailed in the Helpdesk’s confirmation email

Booking Form

The booking form for Mini-buses can be found here.

I need to cancel my booking 

All cancellations need to be communicated directly with Kendall on 01276 691972, and this must be followed up in an email to the SU Helpdesk (helpdesk@su.rhul.ac.uk) or a phone call (01784 276700). Depending on the amount of notice given, your group may still incur a charge for the booking.