Travelling to Placement by Car

Students who choose to travel to their placement using their own vehicle are responsible for ensuring that it is legally roadworthy and appropriately insured. This includes having:

• Valid insurance that covers travel to placement
• A current MOT certificate
• A full and valid driving licence
• Up-to-date vehicle tax

It is the student’s responsibility to ensure all documentation is in place before using a personal vehicle for placement travel.

In exceptional cases where no suitable transport options are available, eligible students within the Institute of Education, Arts and Society may be provided with a hire car through Enterprise Rent-a-Car. Approval is granted by the Institute on a case-by-case basis.

To qualify, students must:

• Be at least 18 years old at the start of the hire period
• Hold a full, valid driving licence
• Note: Licence endorsements or penalty points do not affect eligibility unless the student is currently serving a driving ban

Once approved, the university will cover the full cost of the hire car for the agreed placement duration. Hire cars are offered on the condition that the student is willing to transport other named students as passengers.

The Placement Team will arrange the booking, and confirmation will be sent to the student’s university email account. Vehicles must be returned to the same Enterprise depot from which they were collected, unless prior approval has been given to return it to a different location. Any additional charges resulting from failure to follow this process will be the responsibility of the student.

In certain circumstances, students may be eligible to claim expenses for using a hire car during their placement. This option is available when:

• Public transport is unavailable due to the placement location.
• Shift work prevents the use of public transport.
• A car is required for community travel during the working day, and car sharing with an educator is not possible.

Students should consult the NHS Business Services Authority to confirm which costs are eligible for reimbursement.

Important Financial Information

• The University will issue an invoice at the end of the hire period. Students must then claim the cost from the NHS Business Services Authority to settle the invoice.
• The university is not liable if a claim is rejected. Students must verify eligibility before booking.
• Misuse of NHS funds, including failure to repay hire car costs, may lead to disciplinary action.
• All purchases fall under the Student Financial Regulations and may affect graduation or award eligibility.
• Be mindful of the processing time for NHS reimbursements, especially near the end of your course. Respond promptly to any finance-related communications.

While using a hire car provided by the university, students must adhere to all traffic laws and regulations, including:

• No speeding

• Parking only in permitted areas

• Avoiding bus lanes and restricted zones

Students are responsible for paying any motoring fines and associated administrative costs incurred during the hire period. Notifications of fines and recharges will be sent via email, with the programme team or Personal Tutor copied in for reference.

Parking fines typically range from £60 to £85. Invoices for payment will be issued directly by the university.

We strongly advise that you photograph the car on collection and return. If any scratches, scuffs etc are visible on the car on collection please ensure they are noted, and you have a photograph of them. We will ask for photographic evidence of the car in the event of a damage notification being received. You may be liable for any costs incurred.

Students will be provided with instructions on what to do in the event of an accident or breakdown, and how to report through the university insurance provider.

Students are responsible for returning the car with the fuel level specified by Enterprise at the start of the hire.

Use of hire cars by students to travel to placement and for personal use at evenings and weekends is covered by the university’s insurance policy, however personal use should be limited e.g. local travel to the supermarket. Hire Cars should not be used to travel to paid work. If any damage to the hire car is reported, we would need confirmation if it took place during placement related travel or personal travel.

Students may wish to consider taking out their own personal accident cover as specialist medical cover is not included in the policy.