Registration of Drivers

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INSURANCE AND TESTING

Once on the insurance drivers need to be reregistered every year from September.

To be entered on the Union insurance there are different steps depending on which vehicles they wish to drive.

The new system is a database Drivers.mdb, held on the S drive:

S:/Transport/Drivers Databse/drivers.mdb

Any drivers that register/reregister need to be informed of the Drivers handbook, which can be found and downloaded off:
www.cardiffstudents.com/main/yourunion/transport/drivershandbook

Cars

This category includes Union Car, Hire Cars and Vans.

Need to be over 18 with 1 years driving experience

Complete a driver registration form and have a copy of their driving licence taken along with 2 Passport photos.
  • If the person has a clean licence then they need to sign a declaration to this effect, and be given a car driver card. Enter the person in the database with the Insurance box marked as cars.
  • If the licence is not clean (i.e. points) or they have been involved in an accident then they must complete a Non Standard driver form. Take an extra photocopy of the licence and a copy of the form and these will need to be sent to Endsleigh, via finance. Endsleigh will need to be contacted and will require the information on the NS form if the driver needs to drive quickly. If there are any queries, about international students etc., Endsleigh will need to be informed. Some will need to pay an insurance excess premium, send them to finance and check the receipt before they are issued with a driver's card. Enter onto database with NS checked and insurance as car.
File the forms in the lower drawer of the cabinet. Attach the NS confirmation from Endsleigh to the back of the docket with the photo in the top right.

Minibuses

This category includes all 9 seater+ vehicles on the Union Licence (Union Vehicles and Hire Buses)

Need to be over 21 with 2 years driving experience

Poster S:\Transport\Idiots Guide\Driving Minibus.doc
Complete a driver registration form and have a copy of their driving licence taken along with 2 Passport photos.
  • If the candidate has a clean licence, complete a standard driver form then a video time can be booked.
  • If not clean then complete a Non Standard registration form and send a copy of this plus a copy of the licence to finance who will forward it to Endsleigh. Contact them with the details before sending the forms to them if driver is required to drive within 3 weeks (this includes any tests/practices). Any Premiums will need to be paid before the person is allowed in a vehicle.
Keep all forms in the Tests Required folder.

Arrange a Video slot for the candidate. The TV/VCR and a room will need to be booked beforehand (Reception / Security respectively), try and group people together on certain days of the week; otherwise they will turn up at any time. Once they have watched the video the candidate will need to receive a red card. They must have shown their licence for this, sign and date when they have watched the video. A Booking form for watching the video can be found at:
S:\Transport\Bus Forms\Bus Video Booking.doc

Arrange a Test/Practice slot for the Candidate. The forms for this can be found in the metal filing cabinet, under Video/test booking forms. They may have as many practices as they want or none at all, but may not have a practice and test on the same day.
Make sure you have an assessor and a bus booked for the test times!

The assessor will need assessment forms, held in the top of the filing cabinet, and the candidate needs to take the red card with them on the test. Once the candidate has passed the test then the assessor will sign and date the card, which the candidate will bring back to you. The assessment form is kept by the assessor, who will bring them in at the end of the day.

Once the candidate has passed the test they can then be registered on the insurance and issued with the drivers' card. Find the details in the Tests Required folder staple the completed assessment form and card to the rest. Give Candidate a completed Minibus driver's card with one photo attached. Ensure that the registration form is completed fully and enter the details onto the drivers' database (S:/Transport/Drivers Database/Driver.mdb).

The editing list will remain restricted to certain individual. A list will be compiled of people able to view the database to check people are registered. As the database contains private information it cannot be displayed for general viewing.