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The University carries comprehensive insurance for all motor vehicles owned or hired for official business. The purpose of this section is:
- to provide a brief summary of the main terms and exclusions;
- to advise the procedures that must be adopted in respect of changes of vehicles and hired vehicles; and
- to remind employees that they need to arrange appropriate insurance for their own vehicles if they intend to use them on University business.
Contents
Policy terms and exclusions
1. Driver Restrictions
All drivers must be aged 21 or over, have held a full UK licence for at least 12 months and have no previous motoring convictions. (If there is no driver available with a clean licence, persons with up to 5 penalty points are allowed.) In addition, it is University policy that all drivers of minibuses, whether owned or hired by the University, must complete a medical and produce their driving licence for inspection. Please contact the Occupational Health Nurse for further details.
Drivers do not have to be Brookes employees, but must be driving with the University’s permission and on University business.
In addition, potential drivers with medical conditions such as epilepsy, diabetes or any other condition which is notifiable to the DVLA must be referred to the Insurance and Risk Officer on ext. 3498, so that insurance cover can be arranged.
Under no circumstances can we allow any person under 21 to drive any vehicle.
Please note that although we have cover for the use of minibuses by persons aged 21+, it would be prudent to restrict driving to 25+ year olds wherever possible. It is extremely difficult (and expensive) to obtain this cover and adverse claims experience involving young drivers will inevitably lead to its withdrawal.
The policy covers employees and any other person driving with the permission of Oxford Brookes on University business.
2. Excesses
£ 750: Accidental damage
£ 40: Windscreen damage (reduced to £25 if an approved repairer is used: telephone 0800 282652 for details)
£ nil: Fire and theft claims
For all accident claims the policy excess will be charged to the relevant Faculty / Directorate. If we are subsequently able to recover this sum from a third party, that Faculty / Directorate will be reimbursed.
3. Use of Vehicles
University policy restricts the use of all vehicles to official University business. However, this includes taking vehicles home directly before / after an official trip (so that an early start can be made the following day, for example).
4. Overseas Use
Cover is automatically provided in the European Union. If driving in the EU under the University’s motor policy please contact the Insurance & Risk Officer for evidence of cover.
No cover is automatically provided for use outside the EU.
5. Accidents
If you are involved in an accident try to follow the following procedures wherever possible:
- do not admit liability
- obtain full details of any third party, including vehicle details and insurance details, if possible
- obtain names and addresses of any independent witnesses
- report the accident to the Insurance and Risk Officer immediately on your return to the University.
Changes of vehicle
EU regulation has created the need for a central record of the insurance details of all registered motor vehicles. This means that we are required to declare the details of all vehicles owned by the University and any changes to those details.
In order to comply with this directive you must immediately inform us of any vehicles purchased, sold or disposed of. Please follow the appropriate link below, complete the information required. Each form contains an email link to which the forms are sent.
Motor insurance for hired vehicles
The same requirements for notifying changes to our motor fleet apply in respect of any vehicles hired or borrowed by the University for a period of more than 14 consecutive days.
Whenever you hire a vehicle for more than 14 consecutive days you must immediately complete the form below and send to Gary Lambourne as per the link on the spreadsheet.
Use of employees' own motor vehicles
Employees who intend to use their own motor vehicles on University business are reminded that they must ensure that their motor policy provides cover for such use. Unless extended, many policies will only cover social, domestic and pleasure use, including commuting to a permanent place of work. This may be inadequate for even occasional business use.
Minibus licence requirements
If you require advice relating to licence requirements for driving minibuses, you may find the DVLA website helpful. Go to www.direct.gov.uk/motoring
