Transport & Vehicle Hire and Trips & Travel

Whether you are planning a journey, hiring a vehicle, registering to drive, or need guidance on what to do in the event of a vehicle accident or breakdown — you will find all the essential information here.

All Student Activity Trips

If your TRIP involves external bookings (e.g., rail, flights, accommodation), you MUST complete the Students' Union Activity Trips and Travel Information Form. This form is especially important for off-campus trips and is used for emergency purposes. The information will only be shared with relevant parties such as Emergency Services or insurance providers.

If your trip only involves vehicle hire through the Students' Union, you DO NOT need to complete this form, as all required details will already be included in the Students' Union Activity Vehicle Hire Request Form

Transport Options

As part of The Students' Union's goal to reduce its carbon footprint, Student Activities are encouraged to prioritise both cost-effectiveness and sustainability when selecting transportation.

Before opting for a private hire coach, car, or van, please consider the financial and environmental benefits of more sustainable alternatives, such as public bus services, scheduled coach routes, rail, or air travel (where appropriate).

For more information please see below:-

Coach and Bus Travel

Young people under 22 living in Scotland for most of the year can apply for free bus travel, though seat reservations may still be required. The scheme covers nearly all bus services, excluding airport buses, sightseeing buses, and night buses. For more details, visit Young Persons’ (Under 22s) Free Bus Travel – Young Scot Those aged 22 and older can access discounted student tickets with First Bus and Stagecoach, for local travel and Flixbus, CityLink Scotland and Megabus for nationwide travel.

Train Travel

For those under 25 you can get a Scotrail 16-25 Railcard Railcard or Trainline under 25 Railcard. Most operators offer the cheapest advance tickets about six weeks before departure

Enterprise Car Club

Hourly & daily Self-Service Vehicle Hire for over 22 year old. Please note that vehicle availability is variable and includes cars and vans but does not include 9 seat MPV's or 12 seat minibus. These bookings are made directly with Enterprise and are not through the Students' Union Enterprise Rent-A-Car business account. For more information visit Aberdeen Automated Daily & Hourly Car & Van Hire | Enterprise Car Club

Use of Private Vehicles

Private vehicles are not covered by the Students' Union motor insurance policy. If you use your personal vehicle for university activities, ensure your insurance policy includes "business purposes". In practical terms, this means that if you are using your private vehicle to travel to a university fixture, you must contact your insurance provider to confirm that your policy includes coverage for business purposes. If this coverage is not listed, it is important that you update your policy to reflect this, as failing to do so could leave you exposed to financial risks in the event of an accident or other incident while on the road. If you have any doubts or need further clarification, I would strongly encourage you to speak directly with your insurance provider to ensure you are compliant and fully covered for all university-related driving activities. It's always better to double-check beforehand than to encounter problems down the line.

Short term (temporary) Vehicle Hire through Students' Union

All Student Activities can rent temporary hired vehicles through the Students' Union accounts with Arnold Clark Car & Van Rental and Enterprise Rent-A-Car. Please note that we have a limited daily allocation of vehicles, which includes various sizes such as cars, 9-seat MPVs, 12-seat minibuses, and vans. If we are unable to provide a hired vehicle, you will need to arrange alternative transportation. We operate a "waitlist" system whereby if another Student Activity cancels their booking, the vehicle becomes free, and those on the waitlist are notified in the order they signed up, giving them a chance to take the newly available vehicle. The rental cost will be charged to the Student Activity after the hire period. A rental day is defined as a full 24-hour period. For example, if you pick up the vehicle at 10:00 AM and return it by 9:45 AM the following day, you will be charged for one day. However, if you return it at 12:00 PM the next day, this will count as two rental days. Hire costs will be based on the Hire Company’s Rental Reservation Confirmation - additional charges may apply and will be added to the final invoice. Vehicle Hire Day Rates (exc. VAT). • 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) • LWB Van: £49.23 (Arnold Clark), £50.91 (Enterprise): ** Automatic vehicles are charged at a higher rate. Hire rates for other vehicles available on request

Driving a hired vehicle on behalf of your Student Activity

To drive a hired vehicle on behalf of your Student Activity, you must meet the “Standard Driver” criteria set by our insurance provider, Endsleigh, and be approved by the Students' Union as an “approved driver”.

To apply, please complete the Students' Union Driver Registration. Driver details will be securely stored by the Students' Union for administrative and emergency purposes. This information may be shared with our insurance provider for “Non-Standard Driver” approval or in the event of a vehicle damage claim involving you as the designated driver. Please refer to our Privacy Policy.

Driver registration may take up to 5 working days to process, and longer during busy periods or holidays. You are not permitted to drive any hired vehicles until you receive official confirmation from the Students’ Union that you are an approved driver. A new application must be submitted each academic year to maintain your eligibility. If any of your details change before re-registration, you must submit an updated form—failure to do so may invalidate your insurance.

If you do not meet the “Standard Driver” criteria, you will be classified as a “non-standard driver” and must complete the Endsleigh Non Standard Driver Form which should be uploaded with your Driver Registration application. These documents will be submitted to Endsleigh for review.

You will be asked to upload your driving licence information via DVLA summary. You can do this here DVLA (driving licence summary), Once you have your PDF copy of the form, upload to your Students' Union Driver Registration, or email to the Students' Union Sports Office at ausa-transport@abdn.ac.uk.

What are Endsleigh's criteria to become an approved "standard driver"

To drive a hired vehicle on behalf of your Student Activity, you must meet the “Standard Driver” criteria set by our insurance provider, Endsleigh, and be approved by the Students' Union as an “approved driver”. To apply, please complete the Students' Union Driver Registration. Applications may take up to 5 working days to process, with possible delays during peak periods or holidays. You must wait for confirmation from the Students' Union before driving any hired vehicle. If you do not meet the “Standard Driver” criteria, you will be classified as a “non-standard driver” and must complete the Endsleigh Non Standard Driver Form which should be uploaded with your Driver Registration application. These documents will be submitted to Endsleigh for review. For more information, please see below: • Drivers aged 18-20 must have held a valid UK, EU, Channel Islands, or Isle of Man licence for at least 1 year and may drive cars, 9-seat MPVs, or vans as permitted by their licence. Minibuses are excluded. • Drivers aged 21-70 must meet the same criteria, with the licence holding period extended to 2 years for driving minibuses* (9–16 passenger seats). • EU licence holders, regardless of age, are limited to vehicles with 8 passenger seats or fewer. Licences from the Channel Islands, Isle of Man, and Norway are treated the same as EU licences. Driving in Great Britain on a non-GB licence - GOV.UK. • Have no accidents in the last 3 years. • Have no motoring convictions outside the approved list, or more than one approved conviction. • Have no medical conditions affecting your driving licence. • If towing a trailer, hold the appropriate licence and comply with weight limits (check with DVLA) if unsure). • Wear corrective lenses if required, with a recommended eye test within the last 24 months. * You no longer need a separate qualification to drive a minibus, and can use your current car driving license if (i) You are aged 21-70 and have held a full UK licence for at least 2 years. (ii) You are driving for a non-commercial, voluntary purpose, with no payment from passengers. (iii) The minibus weighs no more than 3.5 tonnes (plus 750kg for disabled passengers) and you are not towing a trailer.

I do not meet Endsleigh's criteria to become an approved "standard driver" - what do I do?

If you do not meet the “Standard Driver” criteria, you will be classified as a “non-standard driver” and must complete the Endsleigh Non Standard Driver Form which should be uploaded to your Students' Union Driver Registration application. These documents will be submitted to Endsleigh for review. Please note that a higher insurance excess and/or additional premium may apply, payable by either the Student Activity or the individual, before you can drive vehicles on behalf of the Student Activity. Consider these factors carefully before submitting your application.

I have an International (non-UK/EU) Licence - what do I do?

You will be classified as a “non-standard driver” and must complete the Endsleigh Non Standard Driver Form which should be uploaded to your Students' Union Driver Registration application. These documents will be submitted to Endsleigh for review. To be approved, you must be over 21, have held a full licence for at least 3 years, and have no accidents or convictions. Please note that a higher insurance excess and/or additional premium may apply, payable by either the Student Activity or the individual, before you can drive vehicles on behalf of the Student Activity. Consider these factors carefully before submitting your application.

Can I drive abroad under the Students' Union Motor Insurance policy?

Driving outside the UK is not automatically covered under the standard Students' Union motor insurance policy. If you plan to drive abroad, you must inform the Students' Union in advance, so we can request approval from our insurance provider, Endsleigh. Please note that a higher insurance excess and/or additional premium may apply, payable by either the Student Activity or the individual, before you can drive vehicles on behalf of the Student Activity. Consider these factors carefully before submitting your application.

Hired Vehicle Accidents and Breakdowns

All hired vehicles are covered under the Students' Union Motor Insurance Policy and include 24-hour breakdown cover for mechanical faults. Please note that roadside assistance for issues like flat tires or glass damage will 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.

If your hired vehicle is damaged or breaks down, please refer to the guidance below for what steps to take. If you are involved in an accident while using a hired vehicle for a Student Activity, you must notify your own insurance provider directly.

Do not drive any hired vehicle following an accident, incident, breakdown, or if you suspect it is not roadworthy. Instead, contact the Students' Union Sports Office, the hire company, or the breakdown service immediately for further assistance.

How to Report Vehicle Damage or a Breakdown

• Stop and Stay Safe: Do not continue driving if the vehicle is unsafe or unroadworthy.• Notify the SU Sports Office as soon as practically possible. Call 01224 438975, Email ausa-transport@abdn.ac.uk. • Damage Reporting: Submit a QBE Motor Accident Report Form within 24 hours. • If Someone is Injured: Call 999 for emergency services. Administer first aid if trained. Do not move injured people unless in immediate danger. Do not remove a motorcyclist's helmet unless absolutely necessary. • Breakdown Services: If required call Breakdown Services - Arnold Clark: 0141 332 2622 or 0800 074 5411 Enterprise (office hours): 01224 894679 / 690099, Enterprise roadside (after hours): 0800 316 0977 • Witnesses: Collect details of witnesses and any police officers present. • Insurance Details: Obtain third-party contact and insurance details. If unavailable, ask them to email the SU Sports Office. • Emergency Services Stay on the scene until emergency services arrive. • Move the Vehicle: If safe, move vehicle off the road. Leave the motorway at the nearest exit or pull into a service station. If that’s not feasible, move to the hard shoulder, stopping as far left as possible with your wheels turned left. • Warn Other Traffic: Use hazard lights, and a warning triangle if safe (not on motorways). At night, use side lights; in poor visibility, use fog lights. • Exit Your Vehicle Safely. exit through the left-hand door and move behind a safety barrier if available. Keep a safe distance from your vehicle and traffic, regardless of weather conditions. If exiting isn’t safe, remain inside with your seatbelt fastened and hazard lights activated. • Liability: Do not admit liability – you will be in shock and it is not for you to say at this stage.•Evidence: Take photos/video of the scene and the damage: gather witness info, sketch the scene, take a note of who was in the vehicle(s), and who was sat where. • Drivers with Disabilities: Stay in the vehicle, Turn on hazard lights, Display a ‘Help’ sign if possible, Call emergency services and give your exact location

Items Falling from Vehicle / Road Obstructions

If an item falls from your vehicle (or another), retrieve it only if it is safe to do so. On motorways, do not attempt to remove the obstruction yourself. Instead, stop at the nearest emergency phone and call for assistance.

Students' Union Motor Insurance Details

The Students' Union Motor Insurance Policy is via Endsleigh Insurance. This insurance will provide cover for temporary hired vehicles, subject to the following conditions:

Vehicle is less than 3.5 tonnes (4.25 with disability equipment), with less than 17 seats, and has a market value of under £60,000
The hire period is less than 15 days - hires over 15 days we would look to obtain a separate quote for insurance.
Driver is registered with the Students' Union.
TAV Charge: a fee of £20 per day per vehicle will be payable
Policy Excess is payable for all damage claims: Standard: £1,000, Additional: £350 (ages 18–20), £100 (ages 21–24) ** Claims less than £1,000 are not processed through insurance – full cost lies with the Student Activity.

Still Have Questions? We are here to help!

For all trip and transport related queries, please contact the Sports Office:

If the Sports Office is unavailable, you can also contact the Students' Union Activities Team: