Travel information

GUSA currently own a fleet of 6 vehicles, when we require more than the GUSA fleet external hire vehicles are used.

Clubs must apply for their travel requirements on the Annual Finance Form and buses will be issued accordingly.

GUSA has limited funds for supporting travel for clubs therefore each application is evaluated.

Evaluation process

• venue must not be within a 15 mile radius
• travel must be awarded as fully granted on Annual Finance Form
• could venue be easily accessible by public transport
• 1st and 2nd teams only usually supported by GUSA

The categories of travel on the Annual Finance Form are:

Granted	Minibus and fuel
Granted at standard 50%	50% Minibus and 50% fuel reimbursement
Minibus only	No fuel
Minibus only if available	No fuel or external hire vehicles will be booked
Not granted	Not supported by GUSA

GUSA Driving Tests

Only club members who hold a valid GUSA driving licence are eligible to drive a GUSA owned vehicle and drive under the University of Glasgow insurance policy. There are restrictions on driver’s eligibility to tow. Please contact the Travel Administrator for further information.

To be eligible to sit the University driving test, drivers must be:

• matriculated students or member of University staff
• over the age of 21
• possess a valid, clean driving licence for a minimum of 2 years

There are three test places available every Tuesday at 1pm at the University Garage.

Driving tests are arranged though the Travel Administrator.

The following items are required before sitting your test:

• two passport sized photographs
• paper and card driving licence

The Travel Administrator will issue you with the following forms to complete:

• minibus Driver - Contact Details
• Insurance Form and Driver Assessment Form

Take the following items to the University Garage on the day of your test:

• driving licence – paper and card
• completed Insurance and Driver Assessment Forms

Upon successful completion of your driving test the Assessment Form will be faxed to the Travel Administrator who will process your licence for collection on the Friday.

As a driver in charge of a GUSA or external minibus you are responsible for the following:

• reading and understanding the safety rules and regulations available from the University of Glasgow Garage
• ensuring that passenger lists and log forms are completed
• safety of all passengers
• internal and external condition of the vehicle
• reporting of all incidents and defects involving the minibus

Requesting a minibus

Minibus Request Forms must be submitted a minimum of 1 week in advance.

Any form not received within this time, or does not contain sufficient, accurate information, will not be guaranteed a bus.

An email confirming receipt of your form will be sent to the sender of the form and the club Secretary. This is NOT confirmation that your request has been successful.

Depending on the level of travel granted by GUSA and bus availability you will be advised by email as soon as possible if your request has been successful or not.

If successful, your email will contain an authorisation form, blank passenger list and a log form. The authorisation form must be taken to the Main Gatehouse for collection of your minibus. The form will state whether it’s a GUSA, SRC or external hire minibus. If external hire, the form will also tell you which hire company to collect your bus from.

Collecting your Minibus

The named driver must take the authorisation email and your GUSA Licence to the Main Gatehouse who will issue you with a bus pack and the keys for the vehicle.

GUSA or SRC Bus Pack	External Bus Pack
Insurance Certificate	Insurance Certificate
Incident Reporting Forms x 4	Incident Reporting Forms x 4
Emergency Contact Card	Emergency Contact Card
GUSA minibus booking and GUSA minibus booking and usage	GUSA minibus booking and GUSA minibus booking and usage
Insurance Details Card for 3rd Parties	Insurance Details Card for 3rd Parties
Insurance Details Card for 3rd Parties	Insurance Details Card for 3rd Parties
Guidance notes on the use of University Vehicles
RAC Card

Before you commence your journey:

• complete the pre-journey part of the log form
• inspect the vehicle for any damage and report on the log form
• hand in an exact passenger list to the Main Gatehouse, the Main Gatehouse is the initial point of contact for emergency services in the event of an accident therefore it is crucial that they know exactly who is travelling
• for external hire vehicles the driver will need their DVLA drivers licence and the University Insurance Certificate when collecting their minibus.

After your journey:

• complete the post-journey part of the log form and leave in the bus pack
• ensure any problems with the vehicle are reported to the Main Gatehouse and the Travel Administrator to allow for repairs
• when applicable complete an accident form and pass to the Travel Administrator
• return vehicles filled with fuel and cleared of rubbish.

Note: If you hire a car or minibus directly with the hire company you must ensure that you still hand in a passenger list to the Main Gatehouse.

Fuel Cards

If fuel has been granted on your Annual Finance Form, this will be on the authorisation form. Fuel cards can be collected from the Travel Administrator by any member of the Executive Committee. Matriculation cards must be left as security.

Travel Cancellations

Call the Travel Administrator as soon as you know you will not need a vehicle and submit a Travel Cancellation Form. Clubs who fail to send in a travel cancellation form within 24 hours of travel could incur a review of their bus usage and their next request for a bus refused.

Cleaning of minibus

At the beginning of the year a bus cleaning rota will be issued to all clubs that use GUSA minibuses. This rota must be adhered to and will be administered by the GUSA Travel Convenor. The convenor will inspect the bus after each club has been scheduled to clean to ensure that the job has completed sufficiently. Failure to complete this task will result in a weeks complete ban on all transport. If you have good reason for not fulfilling this requirement then contact the travel convenor to arrange another time.

Foreign Trip Application

A Foreign Trip Application Form must be completed for all overnight trips and sent to the GUSA President and the Club Development Officer at least 4 weeks prior to departure date.

You will need to provide the names and matriculation number of all attendees on the Foreign Trip Application Form.