Vehicle Rentals
Bus Order Form and Bus Order Process
The Supply and Business Services Office is responsible to issue Contracts for the rental of Buses for the transport of students, and the following information is intended to help the Department Staff and Deans when requisitioning for charters or vehicle rentals.
Whenever a vehicle rental (bus) is required for a Field Trip, the attached form is to be filled out and the process on page 2 followed for arranging the transportation. This will be closely monitored by Purchasing and Finance to ensure the proper authorization is in place prior to payment.
The Supply and Business Services Office will maintain a contract with a responsible firm for Buses that will ensure pre-determined prices for a selection of vehicles with drivers, with certification, insurance and experience for this purpose.
Click here to see brochure.
Note: For local Field Trips (less than 2-hours one-way) for more than 15 Students a Highway Coach or School Bus (16 to 48 passengers) with Driver is recommended.
For regional or long-distance Field Trips (longer than 2-hours one way) for more than 15 Students a fully equipped Highway Coach (47 or 56 passengers, with washroom, TV/VIDEO/PA system) and Driver is a recommended.
Related Policy
Minor Claim Form
Board Policy E.18 Insurance/Students and Release Forms see policy E.18a and policy E.18b would be required for some field trips as per Board Policy E.18 Insurance that states: Students participating in optional or voluntary classes, events or activities are required to sign a personal release form prior to the event to confirm that certain risks have been assumed by the participant voluntarily. University College employees should not transport students to and from any optional or voluntary activity connected with the university college.
Students attending such activities do not have university college insurance coverage while in transit.
Risk Analysis – please refer to the following considerations:
Vehicles
- School Buses – are inspected and licensed to transport students, providing the lowest risk for local educational and sporting field trips
- Highway Coaches – are licensed for public transport, and provide a lower risk than school buses for regional travel on provincial highways due to experience and equipment used for this purpose, pending evaluation of history, maintenance, training, equipment and customer references
- Rental Vans – recommended for transporting equipment and supplies.
- Private Vehicles – not recommended for student field trips.
A privately owned car or van is not recommended for use for conducting any field trip involving Kwantlen students. In cases where the University rents a vehicle, primary insurance must also be purchased from the Rental Company to cover property damage, collision, and bodily injury to any persons involved in an accident. Even though the rental vehicle is insured, the driver can still be charged under the Motor Vehicle Act for traffic violations. A charge against the driver could affect his or her personal insurance rates. The University does not reimburse an employee for any additional personal insurance costs or traffic fines.
Charter Bus Companies selected to provide Bus Rentals will need to meet all provincial and federal motor vehicle requirements including, safety record, and driver training information. Vehicles provided work will need to be in good condition, clean and with proper and regulated maintenance procedures.
Van and Car Rentals for carrying equipment and supplies may be arranged by the Department using the BC Government Corporate Supply Arrangements (http://www.pss.gov.bc.ca/csa/csa.html) under Vehicle Rentals and by contracting directly with the Car Rental Agency using their P-Card.
This agreement provides 9 to 15 Passenger Vans that requires Drivers to possess a valid Class 4 Drivers License.The ICBC website – www.icbc.com – lists a Class 5 Drivers License for Cars and Vans seating not more than 10 people.
When renting Vans, please ensure that all passengers are provided and use Seat Belts as required by BC Provincial Law, and that Vans are not equipped wit Roof Racks. The use of Roof Racks and any unsafe loading practices that change the handling characteristics of Vans are to be avoided. Please contact ICBC for more information about Road Safety and Licensing requirements relating to Class 4 Licenses for 9-15 Passenger Vans.
Destination
- Routes – local, regional or international
- Conditions – weather, season, holiday traffic load
- Connections – ferry crossings, airports, borders
- Itinerary – delays, return schedules, multiple stops
Planning
- Budget – sufficient funds for minimal risk
- Contingencies – communications, VISA cards, first aid, documentation
- Directions – maps, experience, preparation, and guidance
- Service Reliability – selection, evaluation, leadtime, following, tracking
Travel to the USA would require Student ID Documents (picture ID, birth certificates) and Extended Medical Coverage. Please be aware that US/Canada Border checks may result in delays or issues entering the USA. Canada Customs website reports To enter the United States, a Canadian citizen must be able to establish both identity and citizenship. For more information visit the Canada Customs website www.ccra-adrc.gc.ca
Student Safety and needs must be a prime consideration at all times and will be the responsibility of the University College Department booking the trip to consider and enforce. This could include developing and communicating a "code of conduct" to the students, ensuring the appropriate extended out-of-country medical coverage is obtained, carrying of a cellular phone and emergency phone numbers for after-hours support, having a credit card or a Kwantlen Purchasing (VISA) Card if the length and duration of the trip warrants it, and any other pre-cautioned deemed prudent by the Department planning the field trip.
Authorization
The Dean, when approving a requisition for the rental of a Van should ensure the driver qualifications are met, safety issues considered and the travel arrangements are considered safe. The Driver should be a Kwantlen Polytechnic University Staff Member with a current Class 4 or Class 5 Drivers License, depending on the requirement, and has proof of a good driving record that can be demonstrated by obtaining a 5-year driving history "Drivers Abstract" available from any Provincial Motor Vehicle Office.
Special purpose or higher risk Field Trips should be discussed and planned with the Dean before traveling. These trips may include traveling during the Winter Months when highway conditions may vary, which may require an upgrading to a Highway Coach for a local trip, or postponing the trip if weather conditions cause concern.
