Minibus Guidelines
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Can I hire it or lend it to other organisations (non-University)?
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Are there any special requirements for ramps and power-operated lifts to be fitted to the vehicles?
Introduction
Minibus accidents can be particularly serious, so the government imposes tight rules regarding the licensing, servicing and insurance of these vehicles.
These rules are too complex to be set out in full in a guide like this – contacts for more information are given at the end of this page.
What is a minibus?
A vehicle that can carry 9 – 16 passengers plus the driver.
Is my minibus licensed?
Only if you have a "Section 19" Small Bus Permit – available from the VOSA, 2 Rivergate, Temple Quay, Bristol, BS1 6EH – Tel: 0117 900 8577. Cost £9.00. The permit disc has to be displayed on the vehicle.
You need one permit per minibus but can transfer it (eg to a hired vehicle) if yours is off the road.
How do I report defects?
Your Department needs to set up a procedure to report defects - please complete a defect report form [26Kb - Word Document].
You should not attempt to drive the vehicle if the defect makes it unroadworthy.
What about seatbelts?
Seatbelts should be fitted to the front seats.
Seatbelts are only required for the rear seats if the vehicle is used to carry more than 3 children aged under 15 years.
Is my minibus overloaded?
To check:
- Weigh the fully fuelled vehicle at a weighbridge (without any passengers or the driver).
This gives the kerbside weight (KW) - Deduct the KW from the Gross Vehicle Weight
(GVW is shown on the registration document)
This gives you the Payload (PL) - Divide the PL by the maximum number of people in the vehicle.
If your sum is less than 75 kg (the amount available for each person, their luggage and equipment) you may be overloaded.
Who can drive the minibus?
Any employee or post graduate student of the University aged over 25 with D1 entitlement on their licence (automatic for driving tests passed before 1 January 1997).
Note: Departments should ensure that all drivers complete the University’s Drivers’ Questionnaire [Word Document - 26Kb] on an annual basis.
There is a very restricted allowance for drivers with a Category B licence, who do not have D1 entitlement on their licence, to drive a minibus. The Insurance Office does not recommend driving using Category B licence because this allowance must be approached with a great deal of caution particularly as the maximum vehicle weight must not exceed 3.5 tonnes and most minibuses provided by hire companies exceed this weight. We also aware that police checks on minibuses are increasing and drivers without a D1 entitlement on their licence will have the minibus weight checked and will risk a fine if they are driving a bus which exceeds the maximum weight allowed by their licence.
Can I take it abroad?
No – Section 19 Permit arrangements apply only in the UK. It is recommended that you hire a vehicle with a driver for trips abroad.
Can I hire or lend it to other organisations (non-University)?
You can but
- They need to have their own Small Bus Permit.
- They would have to insure it.
- If they are carrying children aged under 16, the minibus would have to be fitted with seatbelts.
What are the rules about drivers’ hours?
UK domestic rules apply.
These do not have to be recorded (i.e. a tachograph does not have to be fitted).
The DETR advice is that
- It is not sensible to embark on a long trip after a full day’s work (whether that work involves driving or not).
- Breaks should be built into the journey planning – aim for at least a 10 minute break every 2 hours.
Are there any special requirements for ramps and power operated lifts to be fitted to the vehicles?
Yes, risk assessment and safety checks are required by the Lifting Operations and Lifting Equipment Regulations.
Are there any other restrictions?
- Speed limits for minibuses are:
Single carriageway – 50 mph
Dual carriageway – 60 mph
Motorway – 70 mph - The vehicle must carry a fire extinguisher and first aid kit
- If parked on the street at night, side lights must be on
- Horns and reversing bleepers must not be used between 11.30 pm and 7.00 am (except on major roads)
- Alcohol is illegal on buses going to and from sporting fixtures
Am I responsible for roadworthiness?
Yes, it is an offence to use an un-roadworthy vehicle on the road; both the University and the driver have a legal responsibility to ensure roadworthiness.
It is recommended that:
- A daily walk around check is made by a responsible person (normally the driver) before the vehicle is used. This also applies to hired vehicles.
- Defects must be reported promptly in writing and rectification work recorded - defect reports have to be kept for at least 15 months.
What is included in the daily check?
A walk around check of the vehicle including the load and trailer (if applicable). The check should cover:
- Lights
- Tyres (including the spare)
- Wheel fixings
- Bodywork
- Brakes and steering
- Engine oil level
- Trailer coupling
- Load security
University Driving at Work Policy
Please see the Health and Safety Office website for information on the University's Driving at Work policy.
Contacts and further reading
Ginny Hope, Insurance Officer, 0117 928 7791
Health and Safety Office, 0117 928 8780
Passenger Transport provided by Voluntary Groups under the Section 19 permit system – Operators Guide PSV 385
Driving a Minibus (DVLA guidelines)
Drivers Hours and Tachograph Rules – PSV 375
Minibus and Coach Seat Belts – VSE 1/96 & MOT Testing of Seat Belts
Lifting Operations and Lifting Equipment Regulations
DETR Guide to Maintaining Roadworthiness