The following information details what to do if there are any problems with your vehicle whilst you are traveling. This includes robbery, fire, car failure, accidents and criminal damage to the vehicle.

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What to do if the Vehicle Breaks Down

In the event of a vehicle breakdown ensure that the following procedure is adhered to:

• Ensure that passengers are in a safe location – not in vehicle on motorways, etc.
• Activate hazard lights
• Yellow jackets and a warning triangle are provided for your safety in the case of a breakdown.
• Go through the paperwork provided by SSD to find the correct breakdown helpline and make sure to follow the correct protocol that is outlined in the pack
• For windscreen cracks or repairs please contact SSD first - if you cannot get hold of them, contact Auto Glass
• Please report any incidents to the Student Groups Team on groups@upsu.net promptly

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Criminal Damage

Read the following if the vehicle is broken into, vandalised, stolen or catches fire.

• Ensuring that all passengers are safe and that the vehicle (where possible) is not obstructing other road users.
• Call the police on 999. Get their advice and obtain a crime reference number.
• If the vehicle is so badly damaged that you cannot drive it then call the breakdown service that is listed in the SSD paperwork and they will take the vehicle to the garage or SSD HQ and return you to the university.
• If the vehicle is in a dangerous position or at risk of catching fire it may be necessary to evacuate the passengers or warn oncoming traffic.

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What to do if the Vehicle is Involved in an Accident

If you are involved in an accident, follow these simple checklist guides:

• It is important to stay as calm as possible
• Check that everyone is OK, and call 999 if the emergency services are needed, giving your exact location to avoid delay
• If anyone has been injured you legally have to call the police
• When you are involved in a road accident you must stop your vehicle immediately
• Be careful what you say. Don’t admit fault, liability or apologise. If you admit blame the Union insurance company may refuse any claim made on your behalf
• Do not accept responsibility until the Groups Team have been involved. please report any facts but do not admit any fault
• Take down all the relevant details of the vehicles involved including:
  • Types of vehicles
  • Registration numbers
  • Drivers’ insurance details
  • Names and addresses of drivers and witnesses
  • Check these details yourself
  • Note the time, location (road, area, town, etc.)
  • Provide the other driver/s with your details
  • Record the details of anyone injured whether they are a cyclist, pedestrian, driver or passengers
  • Name and address
  • Telephone number
  • Age
  • Apparent injuries (Note if the driver and any passengers were wearing seat belts)
• Take note of where and when the incident happened and the approximate speed of the vehicles. Use your phone ‘take some pictures of the accident scene
• Note down any damage to property (e.g. street lights, signs, bollards, etc.
• Make a sketch of the scene. Try to show where vehicles came from, the direction and where they stopped. Show approximate measurements wherever possible
• Call the breakdown helpline that SSD should provide you with
• For windscreen cracks or repairs please contact the helpline number (0800 398 1708) – this is provided by Autoglass
• Please report any breakdowns promptly to the Student Groups Manager once you have followed all other processes
• Can you get home safely in the vehicle? – If not, call the breakdown service number provided by SSD in the paperwork received on the collection of the vehicle
• If you are ever questioned by the Press do not give any comments.

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Damage to Vehicles and Fines

When a fineable incident/occurrence is noted by the Groups Team they will contact the driver/hirer asking for an explanation and the group may not be able to hire a vehicle again until the issue is resolved. In some cases, groups may be banned from using SSD vehicles in either permanent or temporary circumstances.

Damage caused by the driver:
Drivers who cause damage to the vehicles through misuse and return them in an unacceptable state, in the opinion of SSD will be fined. This also covers putting petrol in diesel vans and damage caused by empty fuel tanks. If you take out a minibus and complain about any existing problems only upon your return you cannot prove that the damage was not caused by you.

Damage caused by passengers:
Passengers causing any damage to the minibuses will be fined, individually (where they can be shown to be responsible) and when blame cannot be apportioned to any one passenger, the entire group may be fined. Costs of the repairs may be charged to the group hiring the bus (normally internal damage) or to the driver (where it can be shown to be their fault). The normal fines procedure will then apply.

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Fines

Please see the attached document for the fines that can be implemented.

If groups or individuals do not agree with the decision of the Student Groups Manager regarding fines, then they are welcome to produce a written appeal.