University of New South Wales - BEES Home

Please be aware that to the general public you represent UNSW. It is expected that you observe the road laws diligently and that you show courtesy to other road users and pedestrians at all times.

To use a School Vehicle, you must:

Have a current licence. Drivers with a provisional licence must display appropriate P plates.
Be a member of Staff, a Postgraduate or Honours student or a person otherwise approved by the Head of School.
Have seen David Hair for your licence details to be recorded, to receive instructions in vehicle use and to learn how to use the vehicle booking system.
Have made a booking using the vehicle booking system.

Keys

Keys are kept in a locked safe in Room 551A.
Keyrings usually hold ignition key, fuel card, roadside assistance contact details and key to Room 551. Sometimes there are other keys, such as one for the glovebox, or for a steering wheel lock.

Parking

School vehicles may be parked in any of the reserved spaces near the Biological Sciences Building (the Silver/Grey Zone). Currently there are seven such spaces. See the map in Room 551A for their exact locations. If these spaces are all taken, vehicles may be parked in the Blue Zone in the lower level of the Botany Street parking station. Do not leave vehicles parked in loading zones contrary to instructions on the signs.
Vehicles may only be parked off campus overnight with written permission from the Head of School (or David Hair) and only if there is offstreet parking available. When requesting approval for parking at a home address, details must include the date, the number of the vehicle and the address of the driver.

Logbook

The logbook is usually located in the glovebox of the vehicle.
Each logsheet covers ONE week of vehicle use.
Ensure you have the right page. Check the date in the top right hand corner. Write the appropriate date if it is not there.
Fill out the details of your journey in the appropriate columns of the logsheet - Driver's Name (yours, not someone else's) and Account Number (in the same column), Odometer Readings for Out (when you left), In (when you returned) and Total, Times Start and Finish, and Journey Details (where you went and the reason for the trip). If you bought fuel, add those details at the bottom of the page (see Fuel below).
NB. If you use a vehicle for longer than one day, write your departure and return odometer readings, and start and finish times, on the correct days of the correct page(s).

Fuel

Ensure you know what fuel the vehicle uses (unleaded petrol, diesel or LPG).
Whenever possible, use Caltex, Ampol or Woolworths service station and pay by Caltex fuel card. Note that, if you do not use these outlets, you will have to pay for the fuel yourself and claim the money back from LeasePlan. The minimum claim is $55.00. The claim form is available on the UNSW Fleet Management website.
When paying with the fuel card, give the odometer reading when you are asked for it because that information is needed in order to calculate the cost per kilometre of running the vehicle.
After paying for fuel, fill out the details (litres bought and docket number) in the appropriate space at the bottom of the logsheet. On a long journey, it may be difficult to fit all the information in the space provided but please try to do so.
Never return a vehicle with less than half a tank of fuel.

Cleaning

Ensure any vehicle you return is clean, inside and out.
Crystal Car Wash near Souths Juniors is the nearest car wash. The school will pay for cleaning costs. You may clean it yourself if you wish.
For dirty or potentially messy loads, such as SCUBA gear, seawater or animals, make sure you protect the interior of the vehicle. Use of a plastic sheet or a fish box is recommended in these situations.

E-Tags

All vehicles are fitted with E-Tags. Report any malfunction, loss or misplacement to David Hair.

Parking or Traffic Offences

These are the responsibility of the driver. Fines will not be paid or reimbursed by UNSW.

Problems

If anything needs to be fixed while you are using the vehicle, contact LeasePlan on 1300 130 572 for details of the nearest approved supplier. Ensure that the supplier knows that it is a LeasePlan vehicle and to send the invoice to them. If you in an isolated area, still call LeasePlan and ask for advice. It might be that you have to pay for the repair yourself and reclaim the money from LeasePlan.
For roadside assistance contact the vehicle manufacturer's roadside assistance (details on keyring or in manual) or ring LeasePlan on 1800 257 526.
Note any problems of a less serious nature on the relevant page of the logbook and report them to the vehicle monitor or to David Hair at the first opportunity.

Accidents

Do not admit liability even if you think the accident was your fault.
There is a LeasePlan Accident Management card in the glovebox. Fill in the details on the card and follow all instructions.
Report the accident to LeasePlan on 1800 64 64 22 within 24 hours.
If a tow truck is needed, call 1800 64 64 22.
Even minor damage must be reported to LeasePlan within 48 hours

First Aid Kit

Each vehicle has a first aid kit. Please report to the vehicle monitor or David Hair if the kit is missing or if you use any item.