You must register to be insured to drive a university owned or hired vehicle.

Please complete the Drivers Declaration Form and have it signed by your Head of School/Directorate.

For information about driving in Great Britain on a non-GB driving licence, please visit please visit https://www.gov.uk/driving-nongb-licence

You must register to become an authorised driver. 

I have a GB driving licence

Please complete a Drivers Declaration Form and have it signed by your Head of School/Directorate.

Provide a photocopy of both sides of your photocard driving licence.

Visit https://www.gov.uk/view-driving-licence and print off your driving licence details from the 3 sections headed:

  • your details
  • vehicles you can drive
  • penalties and disqualifications

… and email paperwork to Insurance@dundee.ac.uk

I have a non-GB / Irish driving licence

Please complete a Drivers Declaration Form and have it signed by your Head of School/Directorate and provide a photocopy of both sides of your driving licence.

… and email paperwork to Insurance@dundee.ac.uk

 

Minimum age is 18, maximum age is 70.

No, the cost is borne centrally by the University.

The University's motor insurance policy does not provide insurance cover for the use of vehicles owned by members of staff or students when used on University business.

If you do use your own car, you must ensure that you have appropriate 'Business Use' cover on your personal insurance policy, as the University cannot cover this driving activity and it is a criminal offence to drive without insurance.

'Business use' generally means travel which occurs as part of your employment, and would include anything beyond normal 'commuting' (i.e. ‘social, domestic and pleasure’ which is defined usually as travel between home and normal place of employment). By way of example, trips to the airport for onward travel on University business would therefore be 'Business Use', as would trips between University buildings, or trips from home to other University buildings which are not the one in which you are normally employed. We strongly recommend you discuss this with your own insurer as definitions and interpretations will vary from policy to policy.

Please ensure your vehicle is road-taxed, well-maintained in line with manufacturer's recommendations and, where appropriate, has a current MOT certificate.

Members of staff or students contemplating the transportation of hazardous materials should check with Safety Services before loading their vehicle or undertaking a journey. The carriage of hazardous materialsis governed by detailed legislation and may affect the validity of insurance.

The University's ‘Goods in Transit’ and ‘Property’ policies provide cover for University property which suffers accidental damage or loss but excludes theft from unattended vehicles. University property (including manuscripts) should be concealed from view and locked in the boot, if unavoidably left in an unattended vehicle. As far as is practical, manuscripts and other reproducibles should be copied to avoid total loss in vulnerable situations.

Yes, once you have registered to become an authorised driver and have received an Authority to Drive confirming this.

For availability, please contact the University’s Fleet Manager, Colin Girdwood in Estates & Buildings on ext. 88268 or c.s.girdwood@dundee.ac.uk

Yes, once you have registered to become an authorised driver and have received an Authority to Drive confirming this.

Yes, all vehicle hire must be booked through Arnold Clark using the PECOS ordering system. Vehicle hire is charged at the University of Dundee rates, please ensure you hire a vehicle appropriate for the need, i.e. journeys within 1 hour range for one person should be a small car, etc.

For further information, please see http://www.dundee.ac.uk/procurement/contracts/

Yes, if you have the driving category D1 (minibuses) on your licence.

If you do not have the driving category D1 on your licence, there are certain circumstances where you may still be able to do so.

You may drive a minibus with up to 16 passenger seats provided:

  • you drive on behalf of a non-commercial body for social purposes, but not for hire or reward (unless operating under a permit);
  • you are aged 21 years of age or over;
  • you have held a car (category B) licence for at least 2 years:
  • you are providing your service on a voluntary basis;
  • the minibus maximum weight is not more than 3.5 tonnes excluding any specialist equipment for the carriage of disabled passengers. Minibuses up to 4.25 tonnes will be permitted in certain circumstances;
  • you do not tow a trailer

No, if you require a hired vehicle for personal use, bookings must be made by yourself to the hire company at the rate for University staff (not the business rate).

You must take out the hire company’s motor insurance – this is required to be paid by yourself and not by the University.

If you drive a hired vehicle abroad for University business, you will only be covered under the University’s motor insurance policy to drive in:

  • any other member country of the European Union
  • Iceland, Norway and Switzerland

If you hire a vehicle abroad for University business, you will not be covered by the University’s motor insurance policy.

You must arrange motor insurance through the hire company. When arranging such insurance, please note the exclusions in the cover you buy and ensure that you have sufficient funds to meet any claims excess requirement.

Please contact the Insurance Office in the first instance by emailing Insurance@dundee.ac.uk

If you are involved in a motor incident, you should:

  • exchange details with other driver(s):
    • name
    • address
    • contact telephone number
    • registration number
    • make and model of vehicle
    • insurer’s name, address and policy number
  • take photographs of the accident scene and vehicle damage (if any) on your camera/mobile phone.

Departments are responsible for paying the relevant policy excess as and when this arises.


One of the University owned/leased vehicles requires a windscreen replacement.

Please contact the Insurance Office in the first instance by emailing Insurance@dundee.ac.uk

Departments are responsible for paying the £50 policy excess.

You are required to advise your School Secretary of any vehicle hire in order for this to be logged onto the relevant vehicle hire monthly return.

In order for your record to be kept up-to-date with the Insurance Office, please visit:-
https://www.gov.uk/view-driving-licence

Print out your details under the heading ‘penalties and disqualifications’ and email the paperwork to Insurance@dundee.ac.uk