Find all the information you need for trips and travel in the UK or internationally, including vehicle hire, driver registration, vehicle damage and insurance.
Student Activity Trips and Travel
To meet health and safety requirements, and in line with the University’s Foreign Trips Policy, UK Travel Policy (currently under review), and Trips and Events Policy (currently under review), the Students’ Union must be informed about all Student Activity trips and activities.
This includes activities that take place:
- On campus
- Off campus
- Elsewhere in the UK
- Outside the UK
Providing this information helps ensure the University can support students, manage risks, and provide appropriate guidance where needed.
What counts as UK travel?
The United Kingdom (UK) is made up of Scotland, England, Wales, and Northern Ireland. Travel within these countries is considered UK (domestic) travel.
How do I report UK travel?
If your Student Activity plans to travel within the UK you should complete the Student Activity Trips, Events and Travel Form for the Students' Union review.
This form is particularly important for off-campus trips, including BUCS or SSS fixtures and events, where additional arrangements have been made, such as:
- Train or coach travel
- Flights
- Accommodation (hotel, hostel, or B&B)
- Trip insurance
N.B. If you are only using vehicles hired through the Students’ Union, you do not need to complete this form, as all the required details are already captured in the Students' Union Activity Vehicle Hire Request Form
What counts as Foreign (international) travel?
International travel means any student activity that takes place outside the UK. This includes destinations such as:
- The Republic of Ireland
- Other European countries (for example France, Spain, or Germany)
- Countries outside Europe, such as the United States, Canada, or Australia
How do I report international travel?
If your Student Activity plans to travel outside the UK, you must complete an Activity Proposal Authorisation Form during the initial planning stage of your trip.
Please note that no SGF requests for payments, invoices, or related costs will be approved until this form has been submitted and approved.
Transport Options
When planning travel for your Student Activity, please consider cost, safety, and environmental impact.
As part of the Students’ Union’s commitment to reducing its carbon footprint, groups are encouraged to prioritise sustainable travel options wherever possible.
Before booking transport (such as hired cars, vans, or coaches), please consider alternatives such as:
- Public bus services
- Scheduled coach routes
- Rail travel
- Flights (where appropriate for longer journeys)
Coach / Bus Travel
Train Travel
Enterprise Car Club
Use of Private Vehicles
- Private vehicles are not covered by the Students’ Union motor insurance policy.
- Must have “business use” coverage on your personal insurance.
- If this cover is not included, you must update your insurance policy before travelling. Confirming this in advance helps avoid insurance issues or financial liability if an accident or incident occurs
Temporary Vehicle Hire via Students Union
How do I request a hired vehicle via the Students Union?
if you are looking to hire a vehicle on behalf of your Student Activity
- Complete the Student Activity Vehicle Hire Request Form.
- Your request will be processed, and any queries will be sent to your Student Activity @ausa email.
- Important: Your hire is not confirmed until you receive a Hire Vehicle Confirmation from the Students’ Union Sports Office.
- Do not contact hire companies directly for new bookings, changes, or cancellations without SU Sports Office authorization, except at weekends when the office is closed.
Vehicle Collection & Delivery Options:
- Arnold Clark: Delivers and collects from ASV / SU Sports Office free of charge
- Enterprise North Branch: Walk-in only; return to branch
- Enterprise South & City Branches: Delivery and collection £15 each way; alternatively, branch collection and return or free pick-up/return service (student activity to organise directly with branch after confirmation)
Rental Day Definition
- A rental day = 24-hour period.
- Pick up at 10:00 and return by 09:45 the following day → 1 day hire
- Return at 12:00 the following day → 2 days hire
Costs
- Charges will be applied to the Student Activity after the hire period.
- Hire costs are based on the rental company’s reservation confirmation. Additional charges may applied
- Example Vehicle Hire Rates (excluding VAT): Automatic vehicles may incur higher rates. Prices for other vehicles are available on request.
- 12-seat minibus – £72.11 (Arnold Clark only)
- 9-seat MPV – £76.26 (Arnold Clark) / £83.72 (Enterprise)
- 7-seat people carrier – £77.29 (Enterprise only)
- Medium car – £42.20 (Arnold Clark) / £40.26 (Enterprise)
- Long wheelbase van – £49.23 (Arnold Clark) / £50.91 (Enterprise)
Amending Your Hire
- Email su-sport@abdn.ac.uk with the changes.
- No form needed.
- Changes aren’t guaranteed; depend on availability.
- Usually can amend up to the start of hire.
Cancelling Your Hire
- Email su-sport@abdn.ac.uk at least 48 hours before hire start tio
- Cancelling within 24 hours = charged 1 day’s hire.
- Emergencies outside office hours → contact hire company directly and email su-sport@abdn.ac.uk
Invoices & Payment
- Hire company sends invoice after hire; SU verifies and charges your activity account.
- Students' Union Finance will deduct automatically from your SGF Account within 30 days.
- Questions or unpaid invoices after 21 days → email su-sport@abdn.ac.uk
During Hire – Responsibilities
- Collection and return of vehicle as per your Vehicle HIre Confirmation
- Collect & return keys.
- Collect Keys: Your activity mailbox, or SU Sports Office (if no mailbox), or Hire company directly.
- Return Keys: Mailbox 1 at SU Sports Office; not your Student Activity mailbox., or Hire company directly.
- Collect and Return Vehicles Locations at ASV
- Large vehicles → ASV car park 4 (yellow on map below)
- Other vehicles → car park 2 (orange on map below)
- Outside hours → car park 1 (blue on map below)
- Collect and Return Vehicles to Branch
- Ensure attend with company rep for vehicle check
- Arnold Clark outside hours → park on street, use their mailbox.
- Enterprise → cannot return outside hours.
- Inspect vehicle using Student Activity Pre & Post Vehicle Hire Inspection Report
- Unsafe vehicle → do not drive; report immediately.
- Fuel: Arnold Clark → full tank on return; Enterprise → same as collection
- Vehicle stays your responsibility until checked by hire company.
- If the vehicle is not available for collection at the agreed time, or is returned after the hire end period, additional charges may apply.
Driver Registration: Driving hired vehicle on behalf of your Student Activity
If you want to drive a hired vehicle on behalf of your Student Activity, you must follow these steps to ensure compliance and insurance coverage.
How do I register as an approved driver?
Step 1: Meet the Standard Driver Criteria
To be eligible, you must meet the “Standard Driver” criteria set by our insurance provider, Endsleigh, and be approved by the Students’ Union as an Approved Driver.
Standard Driver requirements include:
- Be aged 18–20 and have held a UK, EU, Channel Islands, or Isle of Man licence for at least 1 year; can drive cars, 9-seat MPVs, or vans (minibuses excluded).
- Be aged 21–70 and have held a UK, EU, Channel Islands, or Isle of Man licence for at least 2 year; can drive minibuses (9–16 seats).
- EU, Channel Islands, Isle of Man, Norway licences: limited to vehicles with 8 passenger seats or fewer.
- Have had no accidents in the last 3 years.
- Have had no motoring convictions outside the approved list, or more than one approved conviction.
- Have no medical conditions affecting your licence. Corrective lenses must be worn if required, with a recommended eye test within the last 24 months.
- If towing, you must hold the appropriate licence and comply with DVLA weight limits.
Step 2: Complete Driver Registration
N.B. Driver details are securely stored for administrative and emergency purposes (see our Privacy Policy).
Important:
- Registration may take up to 5 working days, longer during busy periods.
- You cannot drive any hired vehicles until your registration is approved.
- A new registration must be submitted each academic year (Aug–July). If your details change, you must submit an updated form. Failure to do so may invalidate your insurance.
Step 3: Non-Standard Drivers
If you do not meet the Standard Driver criteria, you are classified as a Non-Standard Driver.
Step 4: Receive Approval
- Once your registration is approved, the Students’ Union will confirm that you are an Approved Driver.
- Important: You cannot drive any hired vehicles until you receive this confirmation.
I have an International (non UK/EU) licence - can I be approved?
To drive on behalf of your Student Activity if you have a non UK/EU Licence
- Must be over 21 and have held a full licence for at least 3 years
- Must have no accidents or convictions
- Will be Classified as Non-Standard Driver; follow the same process as above
Looking to drive abroad - is this ok ?
If you are looking to drive abroad on behalf of your Student Activity as a registered driver, please note
- Not automatically covered under the Students’ Union insurance
- Must inform the Students’ Union in advance for approval
- Higher insurance excess or premium may apply
I am not a UoA Student - can I be registered as an approved driver?
- Student Activity to contact the Students Union on su-sport@abdn.ac.uk for approval prior to completion of Student Activity Driver Registration,
- Non-student drivers must be clearly informed in writing that they are responsible for any vehicle damage costs (insurance excess or repairs, whichever is lower), protecting the Student Activity from liability.
Hired Vehicle Accidents and Breakdowns
All hired vehicles are covered under the Students’ Union Motor Insurance Policy, which includes 24-hour breakdown cover for mechanical faults.
Important: Roadside assistance for issues such as flat tyres or glass damage may incur additional charges.
Your Student Activity is responsible for any damage to a hired vehicle for the entire hire period, including the time between delivery and collection by the hire company.
What do I do if an accident/breakdown occurs
- Do not drive the vehicle if it has been in an accident, involved in an incident, broken down, or is suspected to be unsafe.
- Instead, contact the Students’ Union Sports Office, the hire company, or the breakdown service immediately for assistance.
- If you are involved in an accident while using a hired vehicle, you must also notify your own insurance provider directly.
How do I report vehicle damage or breakdown ?
Follow these steps to stay safe and comply with insurance requirements:
Stop and Stay Safe
- Do not continue driving if the vehicle is unsafe.
- Exit the vehicle safely, using the left-hand door if possible, and move behind a barrier if available.
- If exiting is unsafe, remain in the vehicle with your seatbelt fastened and hazard lights on.
Notify the Students’ Union Sports Office
Call Emergency Services if Needed
- 999 for injuries or life-threatening situations.
- Administer first aid if trained, but do not move injured people unless in immediate danger.
- For motorcyclists, do not remove the helmet unless absolutely necessary.
Contact Breakdown Services if Required
- Arnold Clark: 0141 332 2622 / 0800 074 5411
- Enterprise (office hours): 01224 894679 / 690099
- Enterprise (after hours): 0800 316 0977
Document the Incident
- Take photos or videos of damage and the scene.
- Gather witness details and note the positions of passengers.
- Obtain third-party contact and insurance details. If unavailable, ask them to email the SU Sports Office.
Move the Vehicle if Safe
- Off the road, to the nearest exit, service station, or hard shoulder.
- Turn wheels left on hard shoulder;
- Warn other traffic: Use hazard lights, warning triangles (not on motorways), and side/fog lights if visibility is poor.
Liability
- Do not admit liability. Leave this for insurance and official investigation.
Special Considerations for Drivers with Disabilities
- Stay in the vehicle, turn on hazard lights, display a “Help” sign if possible, and call emergency services with your exact location.
Items Falling from Vehicle / Road Obstructions
- Only attempt to remove items if it is safe.
- On motorways, do not remove objects yourself.
- Stop at the nearest emergency phone and call for assistance.
Students’ Union Motor Insurance Details
Insurance is provided by Howden Insurance (formerly Endsleigh) and covers Temporary Hired Vehicles (TAVs), subject to specific conditions. Policy excess charges will apply to any damage claims made under the insurance
Temporary Hired Vehicle conditions
All temporary hired vehicles must be:
- Vehicle is <3.5 tonnes (or 2.25ft with disability equipment
- <17 seats, with a market value under £60,000
- Vehicles can be hired for up to 15 days under the standard Students’ Union insurance.
- For hires longer than 15 days, separate insurance may be required. Please email su-sport@abdn.ac.uk with the trip details to request a quote.
- Driver is registered with the Students’ Union
- Temporary Vehicle Insurance Fee: £20 per day per vehicle
Damage Policy Excess
For any damage to a hired vehicle, the Student Activity is responsible for paying the policy excess under the Students’ Union Motor Insurance. This applies even if the damage occurs during the hire period, including the time before collection or after delivery of the vehicle.
- Standard: £1,000
- Additional: £350 (ages 18–20), £100 (ages 21–24)
- Claims under £1,000 are not covered by insurance – full cost lies with the Student Activity.
Still Have Questions? We are here to help!
For all queries, please contact the Sports Office:
Aberdeen Sports Village | Linksfield Rd | Aberdeen | AB24 5RU | Tel: 01224 438975 | Email: su-sport@abdn.ac.uk
If the Sports Office is unavailable, you can also contact the Students' Union Activities Team:
Students’ Union Building | Elphinstone Rd | Aberdeen | AB24 3TU | Tel: 01224 272965 | Email: activities@abdn.ac.uk