MSF Transport Policy
1.0Introduction
Due to its location on England’s South West Peninsula, Plymouth Marjon University is geographically located some distance from the central regions of the UK. Even within what is considered the South West region, Plymouth is a two hour car journey to some of the other large conurbations’ within the region including Bristol, Bath and Gloucester. It is within this context that the Marjon Sports Federation has to organise and manage all the logistical issues related to the running and transportation of the University sports teams. Additionally the MarjonSport Federation (MSF) would like to as far as reasonably practicable ensure the safe and efficient transportation of student teams to away fixtures when they represent the University in the British Universities and Colleges Sport (BUCS) events or other national competitions.
2.0Aim of the Marjon Sport Federation Transport Policy
In response to concerns raised by the Director of Sport; Health, Safety and Security Officer and Transport Coordinator regarding students driving mini-buses this policy aims to ensure students are provided with suitable (coach or mini bus) transport to attend BUCS away fixtures. Where mini buses are used we ensure that a professional and appropriately qualified driver, over the age of 25, insured by the University, is used to transport teams too and from each venue. This policy should be read in conjunction with the existing University Transport Policy.
3.0Key Personnel
Stan Cinnamond, Director of Sport
Kathryn Kearney, Student Sports Officer
Alsion Spencer, Campus Sevices Manager
4.0Provision of Transport
The MSF, through the UniversityCampus Services Office, will organise and fund transport for all away fixtures, ‘one-off’ or individual events that require transport (this does not include home fixtures played away from the University campus or away fixtures that are played at venues with a PL postcode).
The MSF will not pay individual mileage claims. However if the club wishes to pay an individual for fuel used to get to home fixtures that are not played on the University campus from their individual club account (held by the Marjon Student Union) this is permitted, as long as there has been funds collected by the club for this purpose. In order to do this, the claimant must provide the MarjonStudent Union with a VAT receipt and Marjon Student Union Claim and Expenses Form within a month of the trip and written confirmation from the Club Treasurer that the club permits the expenditure.
5.0Procedure
Once the BUCS fixtures have been published and finalised the Student Sport Officer will collate away fixtures and decide the transport requirements for the season. Where possible the Student Sport Officer will try to arrange away fixtures so that a number of University teams are playing at
one institution on one day, so that those teams can share a coach. Where this is not possible mini buses will be requested for the teams.
5.1Booking of Coaches
The Student Sports Officer will, at the earliest opportunity book a coach(s) clearly stating the date that the coach is required, timings, destination(s) and any other relevant information. The Transport Company should then confirm the coach booking, including the exact cost and contact details, via email to the Student Sports Officer who will inform the teams.
Should there be a need to change any details relating to booking the Student Sport Officer should notify the coach company.
5.2Booking of Mini Buses
The Student Sports Officer will, at the earliest opportunity, alert the Campus Services Manager or the University Receptionists to the need to book a mini bus(es).
5.2.3Drivers
Drivers must be over the age of 25, registered with, and be covered by the University’s insurance and operate in line with the University’s Transport Policy. Overtime rates will not be paid.
5.2.4.3 Overnight Trips
In some instances it may be necessary for a team to be away overnight. If the driving time to the destination is within the 9 hour limit it will only be necessary to employ one driver. However if the drive to the destination exceeds nine hours it will still be necessary to employ two drivers. Drivers will only be paid for the hours (or part hours) when they are driving or on scheduled breaks (not daily rest periods) and will not be eligible to claim subsistence from the Marjon Student Union or Sport Federation. However their overnight accommodation will be paid for by the Marjon Sport Federation.
5.2.5Contingency Planning
In the event of an incident (breakdown, traffic jam etc it will be the responsibility of the driver to contact the University Reception Team on 01752 636700 to seek guidance. The University Reception Team will contact the Campus Services Manager who will make a decision regarding authorising a replacement driver to be despatched. On being informed of the incidentthe Student Sports Officer will decide on whether accommodation should be sought.
The Campus Services Manager will compile a list of replacement drivers and despatch a replacement driver in a University car should the need arise. The replacement driver should then replace the driver and drive the mini bus back to the campus. The original mini bus driver should
then take the University car and drive to closet budget hotel/B&B. The original driver should then return to the Campus once they have undertaken a period of 11 hours rest.
In the event that accommodation needs to be booked either for a team and/or driver this must be paid for by the individual and they will be reimbursed on their return. Wherever possible budget hotels/B&Bs should be used.
5.3Authorisation of Trips
The Director of Sport, as budget holder, has ultimate responsibility for approving or declining any transport request.
6.0Conduct of Students
Students are prohibited from consuming alcohol whilst on any mini bus, car or coach requested by the MarjonSport Federation. Failing to adhere to this rule will be treated as a disciplinary matter.
All mini buses, cars or coaches hired on behalf of aMarjon Sport Federation club should be returned in a clean and presentable fashion (free from litter, mud etc.).
Clubs will be responsible for paying any additional charges incurred as a result of vehicles being damaged or returned in an unsatisfactory condition.
7.0Cancellation of Transport
Transport that has been booked can only be cancelled by the Marjon Student Sports Officer. The Student Sports Officer will notify the Transport Office as early as possible. Unfortunately in some circumstances it may be necessary to cancel on the morning that the transport is booked for.
7.1Payment of Drivers
For cancellations that take place 48 hours, on the morning preceding the day of the booking (e.g. Tuesday if transport is booked on Wednesday) drivers will not be paid and the Marjon Sports Federation will not be re-charged for the cost of mini bus hire. For cancellations that occur after 1600 on the day preceding the booking drivers will be paid for the estimated duration of the trip, this figure must first be agreed with the Manager
7.2Mini Bus Hire Charges
Should a club, team or individual decide to not attend a fixture after their transport has been booked they will be charged the following percentage of the cost of the mini bus as if they had travelled;
72-48 hours’ notice a 30% charge
48-24 hours’ notice a 40% charge
24-hours’ notice a 50% charge
7.3 Responsibility of Student Clubs
If a club does not follow this procedure e.g. a full team doesn’t arriveIn time to travel on the morning of the fixture, the club will be fined for the full costs related to the hire of transport (mini bus hire and the cost of drivers). Additionally the club will also be fined for any costs incurred by the Sports Federation for the hire of venues and cost of officials that need to be cancelled by other universities
For further information regarding the Transport Policy please see Plymouth MarjonUniversity Transport Policy.