Vehicle rental

Saints Sport operates a fleet of 25 vehicles that are available for Athletic Union affiliated sports clubs, individual student athletes, members of staff, schools and departments to rent for University business.

Renting University vehicles

• Registering to drive under the University insurance

  Members of staff wishing to drive a vehicle from the Saints Sport fleet must be registered with the University’s insurance team. To register, please complete the following short online form:

  Registration application form

  To check if you are already covered on the University insurance please email:
  [email protected].

  Please be aware that all staff have to re-register with the University Insurance team every two years, or as instructed otherwise.

• How to book a vehicle

  Individual staff members, Schools and units can book vehicles from the Saints Sport fleet online through Resource Booker.

  To help you choose a suitable vehicle you can filter your search results by vehicle type, size (number of seats), transmission, tow bar, roof rack.

  Book transport

  Please note:

  • Transport requests should be booked no later than 7 days before travel. Only in exceptional circumstances will a transport request be accepted less than 7 days in advance.
  • If your trip is over 170 miles each way, you will require two drivers per vehicle.

  Vehicle costs (per day)

  • 9-seater: £45
  • 7-seater: £35
  • 5-seater: £20
  • Van: £15

• Hiring drivers

  Saints Sport operates a pool of contracted drivers who can be hired as part of a Saints Sport vehicle rental, where available.

  Drivers can be requested at the time of booking on Resource Booker or by emailing [email protected].

  Hire drivers cost £15 per hour, with the charge starting from the beginning of the booking and ending when the car has been returned to the dedicated bays in Agnes Blackadder car park.

  The charge for the hire of a driver will be either invoiced to the sports club or recharged to the School/unit cost centre that was supplied at the time of booking. Saints Sport will be responsible for paying the hire drivers.

  Please note that it is the hirer’s responsibility (not the driver) to make sure the vehicle is fully refuelled before it is returned.

• Booking confirmation

  Confirmation of your transport booking will be emailed to the contact email address provided at the time of booking and copied to the named drivers.

  Please ensure the information provided for your booking is correct. If you have any queries or spot any errors with your booking please contact the Saints Sport Office as soon as possible:

  Email: [email protected]
  Phone: 01334 462300

Guidelines for drivers

• Vehicle pick-up

  Collection of keys

  Keys and your vehicle pack will be available to collect from Saints Sport reception at the time stated on your confirmation email.

  Please note:

  • Keys will only be given out to the named driver(s) on the booking confirmation.
  • Named drivers must show their student matriculation card or staff ID card as proof of identification when collecting keys.
  • Keys can only be collected during Saints Sport opening times.

  Vehicle location

  The Saints Sport fleet is parked in dedicated bays in the Agnes Blackadder car park. Each vehicle has a unique number displayed on the front window for ease of identification.

  Vehicle check

  1. All drivers should note the condition of their hire vehicle by recording a video or taking photos of the outside and inside of the vehicle before departure and when they return, capturing any damage, the fuel level, and cleanliness. Drivers are asked to keep video/photo evidence for 7 days. Failure to do so may result in the hirer being liable for any damage which may have occurred, even between rentals.
  2. Drivers must report any faults or damage discovered on their vehicle at the time of collection by completing the Vehicle Sign In and Damage Report Form. A QR code to the online form can be found in all Saints Sport vehicles and at Reception.
  3. If an orange “AdBlue” light comes on, please email [email protected] or call 01334 46 2182 immediately to prevent damage to the vehicle.

• Vehicle return

  Vehicle condition

  Vehicles should be returned in the same condition as found at collection:

  • with a full tank of fuel; if you found the vehicle with less than a full tank of fuel, time stamped photographic evidence should be provided to confirm the starting amount to avoid any additional charges being levied.
  • clean and tidy except for standard wear and tear; no rubbish, paperwork or personal items should be left behind, and if the vehicle has been soiled, it should be cleaned before return. A rechargeable hoover is available to sign-out from the Saints Sport reception.
  • Drivers must report any issues or damage that occurred to the vehicle during the hire period by completing the Vehicle Sign In and Damage Report Form when signing the vehicle back in to Saints Sport reception. A QR code to the online form can be found in all Saints Sport vehicles and at Reception.

  Vehicle drop-off location

  Saints Sport vehicles should be returned to the dedicated bays in Agnes Blackadder car park.

  Returning keys

  Vehicle keys must be returned to Saints Sport reception no later than the time stated on your booking confirmation email.

  If the return time is outwith Saints Sport opening hours, please place the keys in the vehicle pack, and post it through the letterbox by the main entrance.

  Drivers must complete the Vehicle Sign In Form at the end of the hire period, reporting any faults or damage that occurred to the vehicle during the hire period. A QR code to the online form can be found at reception.

• Breakdowns

  Step by step guide

  In the event of a breakdown, drivers should:

  1. call the telephone number found on The AA card attached to the windscreen of your Saints Sport vehicle.
  2. fill out the Vehicle Damage Report Form with a brief description of the fault:
  3. include any paperwork from The AA in the envelope provided and return it promptly to Saints Sport reception.
  4. report the details of the breakdown to the Saints Sport Office as soon as possible by emailing [email protected].

• Accidents

  All accidents regardless of the nature must be reported within 24hrs of the incident to both:

  • Saints Sport Office: [email protected]
  • University Insurance: [email protected]

  If an accident is not reported within 24hrs, the hirer may be liable for the full repair cost, plus the cost of the vehicle being off the road for the duration of repairs.

  Accident Procedure: step by step guide

  What to do if you are involved in accident whilst driving a university vehicle.

  1. STOP the vehicle as soon as possible – it’s an offence not to do so:
     • Turn off the engine
     • Switch on the Hazard Lights
     • Check for any injuries to yourself or your passengers
     • Call the police and an ambulance if anyone is hurt or the road is blocked
     • Try to remain as calm as possible – it’s normal to be shaken after accident, take a few deep breaths and try to take stock of the situation the best you can
  2. What to do at the Accident Scene
     • No admission of liability should be made, either written or verbal
     • Money should not be offered (or accepted) as payment towards repair
     • Take photographs of damages to all vehicles involved including surrounding area
     • If no other parties were involved e.g., you caused damage to a parked car or property, you should leave a note where the owner can see it with your details
     • Complete the Vehicle Accident Card provided in the envelope with the vehicle keys and return this to Saints Sport reception FAO Administration Office within 24 hours of the accident
  3. What information to record on the Vehicle Accident Card
     • Details surrounding the accident including weather/road conditions, location, and the circumstances of the event
     • Your details and that of your passengers including any damage and injuries
     • Third party details, please ensure as much information is taken as possible, especially Name, Phone Number, Address, Vehicle Registration, Make and Model
     • Details of third part injuries and damages including any passengers should also be taken
     • Any other witnesses other than passengers of the vehicles should also be taken
  4. What to do after the accident
     • Report the incident as soon as possible but within 24hrs to:
       E: [email protected]
       E: [email protected] T: 01334 464435 (Nic McCue)
     • Saints Sport Vehicles
       • If the vehicle is drivable, please return it to Saints Sport as soon as possible. If you are unsure, please contact the Saints Sport Office/Insurance.
       • If the vehicle is not road worthy or you need recovery from the side of the road, call Zurich Insurance 0800 055 6767 (available 24/7), quoting our policy number NHE-06CA00-0013-52
         • Zurich will arrange for it to be collected and taken to a local garage or returned to St Andrews.
         • Zurich will also arrange for all passengers to be picked up and taken back to St Andrews. It is important to let the insurance company know the size/type of vehicle involved, the number of passengers and any equipment/luggage you have, so they can arrange for appropriate transportation.
     • External hires
       • Please refer to the documents and follow the instructions found in your driver pack.
       • If the vehicle is not road worthy, please contact the Saints Sport Office. The University’s Insurance provider will arrange for all passengers to be returned to St Andrews.
     • Support

       If you need assistance or support, please call:

       • Saints Sport Office: 01334 462300 (Monday to Friday, 9am to 5pm)
       • Insurance Office: 01334 464435 (Monday to Friday, 9am to 5pm)
       • Saints Sport Reception: 01334 462190 (during Saints Sport opening hours)
       • Saints Sport Duty Manager: 07885 971602 (during Saints Sport opening hours)
       • Security and Response: 01334 468999 (out of hours)

  If an insurance claim is to be submitted, the driver will need to complete and return a claims form, which will be issued by the University’s insurance team or the Saints Sport Office.

  Depending on the severity of the accident, the Saints Sport Office will arrange a meeting with the driver, a member of Saints Sport staff and, where appropriate, passengers/witnesses to discuss the accident and address the following questions:

  • What events led to the accident?
  • How severe was the accident?
  • Was the driver at fault for the accident?
  • Has the driver been involved in previous incidents whilst driving rented vehicles through Saints Sport?

  Following the meeting, a decision on the course of action required will be taken from the following options:

  • No action taken; the driver can continue driving vehicles hired through Saints Sport.
  • The driver will be advised to undertake additional training to gain familiarisation driving vehicles from the Saints Sport fleet. Depending on the severity of the accident the driver may be restricted from driving (at the discretion of Saints Sport) until additional training has been completed.
  • The driver is restricted from driving vehicles hired through Saints Sport for a set period of time. This decision may be appealed by the driver.
  • The driver will be banned from driving any vehicle hired through Saints Sport for 6 months before being allowed to drive again if the accident was caused by driving dangerously or in an unsafe manner.

  Please note that the Schools or units may be liable for the cost of repair charges, where appropriate; excess on the University’s insurance policy is £500.