GUIDE. Motor Fleet and Driver Safety Guide

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1 GUIDE Motor Fleet and Driver Safety Guide

2 Contents Introduction 3 Fleet vehicle facts 3 Planning 4 Planning Checklists 6 7 Reporting 8 Reporting and data management Checklist 9 Employment 10 Employment Checklist 11 Education and training 12 Education and training Checklists Operational requirements Operational Checklists Further Information 20 2

3 Introduction Each year, thousands of motor vehicle accidents take place on our roads, many of them occurring in the course of drivers fulfilling a work related role. Vehicles used for work purposes are considered workplaces under work health and safety laws and therefore subject to the same workplace health and safety obligations as any other workplace. Employers who fail to provide the appropriate training and level of care to their drivers may find themselves in trouble should an accident occur. Managing vehicle safety is like managing workplace safety in any other work related context. To do it well, you will require the commitment of management and staff. It is a big task and you cannot do it alone. CCI has produced this guide to assist you in managing your fleet vehicles and reducing risk exposures inherent in the management of work related vehicles and driving. By managing your fleet risks well, you can reduce your claims costs and provide a safe and desirable work environment for all. Fleet Vehicle Facts Vehicles driven for work purposes are considered a part of the workplace Employers have an obligation to provide a safe workplace, including safe vehicles for employee use Research conducted by Monash University Accident Research Unit in 2005, reported that fleet vehicles had a higher crash rate per 10,000 registered vehicles per year than non-fleet vehicles Road accidents are the most common cause of work related death in Australia Approximately 24 percent of fleet vehicles are involved in accidents each year Between the 1st January 2010 and the 1st January 2011, the average cost of fleet vehicle claims registered at Catholic Church Insurance was $2487 per claim Fleet vehicle accidents increase the cost of fleet vehicle insurance premiums Employers are often left substantially out of pocket after employee motor vehicle accidents, losing in terms of productivity, insurance premiums and excesses and opening themselves to potential litigation if they are found to have failed to provide a safe workplace for drivers. 3

4 Planning Policy Develop, formalise and document a fleet management policy and plan. Your policy and plan will require the approval and backing of senior management. Policy statement In consultation with senior management, define and communicate your organisation s fleet management policy objectives. Policy statements should verify the organisation s commitment to ensuring the safety and security of staff and vehicles during work related activities. A sample policy statement may read as follows: Some staff members employed by Generic College are required to drive vehicles in the course of undertaking work related activities. Employees who use vehicles during the course of their work are expected to operate vehicles safely and ensure that vehicles are maintained in accordance with the manufacturer s specifications. Organisation and structure Your fleet management policy should outline the roles, responsibilities/terms and conditions of fleet management including but not necessarily limited to: Positions where vehicles are applicable Elements covered by the organisation and elements expected to be covered by employees i.e. repairs (employer)/traffic infringements (vehicle custodian) Conditions of vehicle use i.e. drivers must be fully licensed etc. Authorised driver conditions and responsibilities i.e. no drivers under the age of 25 years, no unlicensed drivers, additional excesses that may apply etc. Disciplinary procedures and actions that may invoke them. Responsibilities Allocate and outline the various roles and responsibilities of senior management, motor fleet managers, vehicle custodians, authorised drivers etc. Senior management Management responsibilities include but are not limited to ensuring that: The fleet management policy and procedures are implemented and enforced throughout the organisation The fleet management policy and procedures are considered with regard to the organisation s health and safety policy and procedures Mandatory rest breaks are included within the fleet management policy for drivers and that drivers are not required to drive in excess of two hours without a break Adequate resources are allocated to fully implement the fleet management policy and procedures They discipline drivers found to have contravened the policy and procedures. Fleet manager The Fleet Manager s responsibilities include but are not limited to ensuring that: The fleet management policy and procedures are implemented and enforced throughout the organisation Copies of licences are retained and recorded and that overseas applicants have received the appropriate driver training to drive in Australia They oversee and manage fleet vehicles They oversee driver performance and report potential issues to senior management for discipline or rectification They conduct regular stock takes of vehicles and equipment They record and report on incidents and accidents 4

5 Vehicle custodian Vehicle custodian responsibilities may include but are not limited to ensuring: All drivers of the vehicle are in possession of a valid driver s licence They and any nominated drivers comply with the fleet management policy and procedures Vehicle acquisition is approved by the fleet manager The vehicle is serviced and maintained in accordance with the manufacturer s specifications and by authorised service providers Fuel cards are kept secure and not abused Registration and licensing requirements are met at all times Faults are recorded and immediately rectified Accidents and damage are reported and required repairs made Authorised driver Driver responsibilities may include but are not limited to ensuring: Mobile phones are not used while driving Accurate odometer readings are kept and submitted with accounts They pay any parking fines and infringements Food and drink are not consumed while driving Smoking does not take place in fleet vehicles Alcohol/drugs and medication are not consumed or taken before or while driving the vehicle All accidents and incidents are recorded and reported to fleet managers as soon as possible They refrain from admitting liability after an accident They present professionally and do not engage in road rage or any other type of aggressive behaviour while driving. Communication and awareness All staff should be made aware of the motor fleet vehicle policy and procedures as well as their responsibilities under the policy. Strategies employed to communicate and make staff aware can include: Keeping a copy of the fleet management policy in an area that is accessible to all staff such as staff rooms, fleet vehicles and other communal areas Including updates in your internal communications i.e. newsletters etc. Supplying vehicle custodians with a copy of the policy and procedures and ensuring they sign to acknowledge they have read and understood the material. 5

6 CHECKLIST Planning A. Policy Yes No If No, actions required 1. Has the organisation developed a fleet management policy? 2. Has the fleet management policy received approval from senior management? 3. Does your policy statement adequately define your organisation s commitment to safety and security? 4. Does your fleet management policy outline the roles and responsibilities of interested parties i.e. fleet managers, vehicle custodians? 5. Does your fleet management policy clearly define who the policy covers, vehicle eligibility, vehicle types and the conditions of use for all authorised drivers? 6. Are other relevant policies referenced within your fleet management policy i.e. work health and safety, finance, recruitment? B. Communication and Awareness Yes No If No, actions required: 1. Do staff members have access to the fleet management policy? 2. Are policy updates and changes included in internal communications? 3. Are vehicle custodians/drivers provided with a copy of the fleet management policy? Notes/To-do List 6

7 CHECKLIST Planning C. Responsibilities Yes No If No, actions required 1. Have all involved parties i.e. senior management, fleet managers, vehicle custodians and drivers been informed of their responsibilities under the fleet management policy? 2. Have vehicle custodians and/or drivers agreed to abide by the conditions of the policy and uphold their responsibilities under the policy? (Note: an affirmation should be signed by each vehicle custodian/driver) 3. Has senior management allocated the appropriate resources to enact the fleet management policy? 4. Do fleet managers maintain an inventory of fleet vehicles, accessories and modifications and are regular stock takes undertaken? 5. Do fleet managers keep a record of all incidents and accidents and are notifications sent to the state or territory workers compensation authority where death or serious injury has occurred? 6. Do fleet managers notify the insurer after an accident? 7. Do vehicle custodians seek approval from fleet managers for additional drivers? 8. Do vehicle custodians seek approval from fleet managers for additional drivers? 9. Are all vehicle acquisitions approved by the fleet manager? 10. Are pre-drive inspections conducted by vehicle custodians and/or drivers prior to taking vehicles out? 11. Are vehicles maintained in a good condition and are faults/damage reported to fleet managers as soon as possible? 12. Are all drivers fully licensed and are licenses carried with drivers at all times? 13. Are accurate odometer readings kept and submitted with fuel accounts by drivers? 14. Do drivers refrain from using mobile phones, eating, drinking or engaging in behaviour that might distract from the task of driving? 15. Are vehicle custodians and/or drivers aware of their responsibility to make payment for infringements incurred whilst driving vehicles i.e. parking fines, speeding tickets etc? 16. Do drivers refrain from driving vehicles when under the influence of alcohol and/or drugs? 17. Do drivers report prescribed medications to fleet managers and is medical clearance sought prior to allowing driving? 7

8 Reporting Incident notification and reporting To learn from motor vehicle incidents and their causes, it is crucial that information relating to all motor vehicle collisions, accidents and damage is documented and reported to the fleet manager. It is therefore necessary for drivers of motor vehicles to provide correct and true information after every collision or incident involving damage to a vehicle. An incident form should be completed by drivers involved in motor vehicle collisions and this information should be documented in a central record. Investigation In addition to incident notification and reporting, it is important to investigate major incidents, identify trends, analyse causes, implement preventative control measures and monitor the number of motor vehicle collisions. Procedures for incident investigation should include: identifying all contributing factors identifying and implementing remedial actions recording remedial actions that address all contributions to the loss reporting and investigating collisions and incidents. Claims management To enable data to be easily gathered after a motor vehicle collision, a motor vehicle accident report form should be kept in the glove box of every motor fleet vehicle. By having a claim form readily available, there is a greater chance of being able to gather accurate information as it can be recorded immediately after the event whilst it is still clear in the driver s mind. It is recommended that all motor vehicle fleet drivers be made aware of the procedures in relation to incidents, notification and reporting. All damage should be documented, whether it is minor damage below or major damage above the insurance policy excess. By collecting this information, it will assist with data management and investigation analysis. This will also enable assessment of the overall costs of vehicle collisions within the fleet. Information regarding incident reporting and investigation should be accessible to motor vehicle fleet drivers. 8

9 CHECKLIST Reporting and Data Management A. Responsibilities Yes No If No, actions required: 1. Has the organisation developed an incident notification and reporting procedure? 2. Has your incident reporting procedure been provided to motor vehicle fleet drivers? 3. Has a central record been created to document claims and incident data? 4. Does the procedure include identifying all contributing factors? 5. Does the procedure include reporting and investigating collisions and incidents? 6. Are incidents reported to the fleet manager? Notes/To-do List 9

10 Employment Driver selection and eligibility Driver selection is an important part of managing your motor vehicle fleet and potential employees should be subject to a basic pre-employment licence check. By checking a potential employee s driver s licence, you should be able to identify the validity of the licence and the driver s eligibility to drive specific types of vehicles. You should request a copy of the potential employee s driver s licence. A valid driver s licence is a licence that is prescribed within state and territory legislation as meeting the minimum legal requirement to operate a particular vehicle. It does not include licences that have expired, been cancelled or suspended for any period of time. Another important element to consider is whether or not overseas employees possess the correct licensing and training to drive fleet vehicles. International licences should be verified as correct and if training is required to drive in Australia, confirmation that this has been completed should be obtained and recorded. Driver induction When a driver commences employment, copies of your organisation s policies relating to vehicle usage should be provided. These policies should outline your organisation s guidelines on the safety of employees who drive fleet vehicles, the organisation s motor vehicle policy and the management of related risk management issues. It is recommended that an induction program be made available to those who will be driving motor vehicles within your fleet to make them aware of your organisation s guidelines for drivers of motor fleet vehicles. An induction program may include, but not be limited to the following: Provision of policies and procedures relating to motor fleet vehicle usage and driving/vehicle safety Managerial responsibilities for ensuring staff that drive vehicles are aware of their work health and safety obligations Driver responsibilities for ensuring that they adhere to policy guidelines and procedures Provision of a driver safety handbook that provides guidance on safety measures and how to minimise collisions and accidents Awareness of breakdown procedures and the reporting of accidents involving fleet vehicles Expectations of the organisation in relation to standards and values Awareness that if a driver s licence is no longer valid, i.e. due to cancellation or infringement it is the driver s responsibility to notify the employer. 10

11 CHECKLIST Employment A. Responsibilities Yes No If No, actions required 1. Has a copy of the potential employee s driver s licence been requested? 2. Is the licence valid? 3. Is the driver eligible to drive vehicles specific to the role of employment? 4. Has an induction program been developed for employees who drive motor vehicles? 5. Does the induction program include the provision of your organisation s policies and procedures relating to fleet motor vehicle usage and vehicle/driving safety? 6. Does the induction program include responsibilities for managers for ensuring staff that drive vehicles are aware of their work health and safety responsibilities? 7. Does the induction program include making drivers aware of their responsibilities for ensuring that they adhere to the organisation s policies and procedures relating to fleet vehicles? 8. Is a copy of a driver safety handbook provided to new employees at induction who use fleet vehicles? 9. Is awareness promoted at induction of breakdown procedures? 10. Is awareness promoted at induction of accident and incident reporting procedures? 11. Are expectations promoted at induction of the organisation in relation to organisation standards and values related to driving behaviour? 12. Is awareness promoted at induction that it is a driver s responsibility to notify the employer if their driver s licence is no longer valid i.e. due to licence suspension etc? Notes/To-do List 11

12 Education and training Driver education Educating drivers on motor vehicle safety is an important factor to take into account when managing your motor fleet. Educating your drivers with the knowledge to improve their skills will enhance the safety of your fleet and assist the organisation in its approach to managing the motor fleet more effectively. When developing a plan to educate drivers within your motor fleet, the following areas should be considered: Practical driver training Incident investigation i.e. looking at what the major causes of collisions and accidents are and what can be done to prevent these happening Performance management may also be a way of educating drivers within your fleet. Elements that drive your performance management review criteria may include: Incidents/collisions Traffic infringements Fleet vehicle condition Reports from 3rd parties Complaints from passengers Attendance at training. Educating drivers in the above elements may assist in managing the performance of your motor fleet more effectively. Driver training Providing training to your motor fleet drivers can improve their skills and knowledge, help to reduce risks and assist with crash/collision prevention. Once you have developed a plan for the organisation to educate drivers within your fleet, the next step is to identify the drivers within your fleet who should attend training. Drivers within your motor fleet selected for training may include: All drivers within your fleet Drivers who regularly drive/exceed a high level of kilometres per annum Drivers who have been involved in motor vehicle collisions or incidents Drivers who are aged under 25 years or drivers with less experience (low number of years driving experience) Drivers being performance managed due to poor driving history in accordance with your fleet management policy. Driver education and/or training should be provided when employees are being inducted into the organisation. Refresher training should be conducted for all staff on a regular basis, subject to resources available. Ideally, this refresher training should be conducted every couple of years. For drivers who require performance management reviews and further subsequent driver training, this should be conducted when the need is identified. 12

13 CHECKLIST Education and training A. Driver education Yes No If No, actions required: 1. Has a formal motor fleet driver education plan been developed? 2. Does the plan include practical driver training exercises? 3. Does the plan include educating drivers on their work health and safety responsibilities? 4. Does the plan include details on collision avoidance? 5. Does the plan cover awareness of drowsiness and fatigue and what to do? 6. Does the plan include a road rule refresher for drivers? 7. Has a performance management plan been developed? 8. Does the performance management plan include dealing with incidents and collisions? 9. Does the performance management plan include discussions on traffic infringements? 10. Does the performance management plan include fleet vehicle condition and the organisation s standards? 11. Does the plan include a discussion on reports from third parties and/or complaints from passengers? 12. Does the plan include recording attendance at training sessions? Notes/To-do List 13

14 CHECKLIST Education and training B. Driver training Yes No If No, actions required 1. Has a driver training program been developed for motor vehicle drivers within the organisation? 2. Has a driver selection criteria been developed which sets out who will be included in the driver training program? 3. Does the driver selection criteria include all drivers within your fleet? 4. Does the driver selection criteria include drivers who regularly drive/exceed a high level of kilometres per annum? 5. Does the driver selection criteria include drivers who have been involved in motor vehicle collisions/incidents? 6. Does the driver selection criteria include drivers who are aged under 25 years or drivers deemed to have less experience (low number of years driving experience)? 7. Does the driver selection criteria include drivers who are being performance managed? 8. Is driver education/training provided to motor vehicle drivers when commencing employment with the organisation? 9. Is refresher education/training provided to all staff on a regular basis (subject to resources)? Notes/To-do List 14

15 Operational requirements Vehicles When putting vehicles into use, it is important to consider the appropriateness of the vehicle to its intended task and the comfort of the driver. Also consider insurance costs and the economic viability of running vehicles. Vehicles should be: Appropriate to their task Supplied with maximum comfort in mind i.e. larger drivers may require larger cars with more legroom Free of unnecessary modifications i.e. spoilers, rims etc. Economical and cost effective to run As a minimum the following safety features should be standard on fleet vehicles: Driver and passenger airbags Stability control Anti-lock breaking system (ABS) Advanced Bluetooth hands free voice control Reversing sensors Equipment, modifications and accessories Equipment, modifications and accessories should be relevant and necessary to the vehicles use. An inventory of all non-standard vehicle items should be maintained and copies kept in-house as well as in vehicles. An annual stock take of items should be undertaken. Vehicle maintenance and inspections Cars should be serviced in accordance with the manufacturer s specifications. If possible the fleet manager should issue reminders to drivers when vehicles are near their service date/max kilometres. Custodians of the vehicle should be informed of their obligations i.e. general vehicle upkeep (oil levels, tyre pressure etc). Damage/faults should be reported to the fleet manager as soon as possible and vehicle custodians should make arrangements with the authorised repairer to have the repairs made. Pre-drive inspections should be undertaken by drivers on a regular basis i.e. oil levels checked etc. Random inspections of vehicles by the fleet manager should be conducted regularly. Breakdowns and emergency servicing The organisation should source an appropriate roadside assist service i.e. RACV, NRMA and contact details should be kept in vehicles. Fleet managers should be advised of all vehicle breakdowns promptly. Fair wear and tear The definition of fair wear and tear should be outlined within your policy and vehicle custodians should be informed of what is and what is not deemed fair wear and tear under the policy. Custodians should also be informed of compensatory requirements should they or another party they have authorised to drive the vehicle on their behalf unfairly damage the vehicle. Custodians must ensure that vehicles are maintained in good condition and kept clean. Towing of equipment Vehicle custodians should obtain approval from the fleet manager prior to towing equipment. This equipment includes trailers, caravans, boats and any other towable equipment. Vehicle custodians should adhere to local regulations when towing equipment and demonstrate that the equipment being towed is in a roadworthy condition, registered and has couplings suitable to the vehicle. Separate trailer insurance should be obtained to cover the towed equipment. This should be at the expense of the vehicle custodian if for private use. The manufacturer s towing limits should be adhered to at all times. *Note: regulations on towing vary between states and territories, you should consult your road traffic authority before towing equipment. Vehicle security Vehicle custodians should ensure that vehicles are locked when unattended, valuables are removed when vehicles are parked (i.e. GPS, coins, laptops etc.) and vehicles are parked in a secure location afterhours. Thefts of vehicles or vehicle contents and vandalism of vehicles must be reported to police and the fleet manager as soon as possible. As a minimum all vehicles should have engine immobilisers and alarms factory fitted. 15

16 Accidents and damage procedures Vehicle custodians should be advised against admitting liability in the event of an accident. Motor vehicle accident/incident reporting cards should be supplied within vehicles (available from CCI Claims Department on or by visiting and drivers should be advised to use these in the event of an incident. Police and emergency services should be called if required and the fleet manager informed as soon as possible. Emergency contact details A list of emergency contact details should be provided in each vehicle. Contact details for the following should be provided: Emergency services 000 Fleet manager Roadside assist service First aid kits Basic first aid kits should be supplied, maintained and kept in vehicles. Used kits should be returned to the fleet manager and vehicle custodians issued with a new kit. 16

17 CHECKLIST Operational A. Vehicles Yes No If No, actions required 1. Are all fleet vehicles purchased against standard safety criteria? (Note: further information on vehicle safety is available from The Australasian New Car Assessment Program [ANCAP]) 2. Are all vehicles suitable for their task? 3. Are the drivers physical attributes i.e. height, weight etc. considered when allocating vehicles? 4. Are all vehicles free of unnecessary modifications? 5. Are detachable modifications and accessories taken with the driver or locked away when the vehicle is unattended i.e. GPS, detachable stereo fascias etc. 6. Are drivers aware of their obligation to lock vehicles when unattended and remove all valuables i.e. loose change, laptops etc. 7. Are all fleet vehicles equipped with an alarm system and engine immobiliser? 8. Have economic and environmental considerations been taken into account when purchasing vehicles? Notes/To-do List 17

18 CHECKLIST Operational B. Vehicle maintenance and servicing Yes No If No, actions required: 1. Are vehicles serviced in accordance with the manufacturer s specifications? 2. Are maintenance schedules kept within vehicles as well as provided to vehicle custodians? 3. Have drivers/vehicle custodians been made aware of their obligation to conduct regular vehicle maintenance inspections and ensure the vehicle is maintained in good repair? 4. Are quick check inspections undertaken by vehicle custodians prior to taking vehicles out? (Note: quick check inspections should include as a minimum tyre pressure and tread, windscreens are clean and free of chips, windscreen wipers are working, oils and fluids are full, headlights, indicators, brakes and hazards are working) 5. Has the organisation instituted a random spot inspection process to assess vehicles for unreported damage? 6. Has the organisation devised and communicated fair wear and tear terms and conditions to vehicle custodians? 7. Have vehicle custodians been made aware of compensatory and disciplinary actions they may face if deemed to have inflicted unfair wear and tear on their vehicle? Notes/To-do List 18

19 CHECKLIST Operational C. Emergencies and breakdowns Yes No If No, actions required 1. Has the organisation sourced preferred repairers? 2. Are reference checks conducted on authorised repairers prior to selection as preferred repairers? 3. Does the organisation have contingencies in place for roadside breakdowns? i.e NRMA, RACV etc. 4. Are the contact details for roadside assist services kept in vehicles for easy access in the event of breakdown? 5. Are motor vehicle accident/incident report cards kept in vehicles for use in the event of an emergency? 6. Have vehicle custodians been informed of the appropriate reporting procedures after an accident? 7. Are first aid kits kept in vehicles and easily accessible? 8. Are first aid kits regularly checked and re-stocked as required? 9. Are emergency contact numbers kept within vehicles? Notes/To-do List 19

20 Further information For further information and assistance with fleet management or to obtain a copy of our Fleet Management Fact Sheet or Checklist, please contact the risksupport Helpdesk on or visit To discuss your fleet vehicle insurance options, please contact your Account Executive on References: Monash University Accident Research Centre Australasian New Car Assessment Program How CCI can help If you would like further information please call the risksupport Helpdesk on , or visit If you would like further information about Motor Fleet Management, please contact the risksupport Helpdesk on: Catholic Church Insurance Limited ABN , AFSL no GPO Box 180 Melbourne 3001 Important Notice: This publication is intended to provide a summary and general information only to clients of Catholic Church Insurance Limited. It does not constitute, and should not be relied on as advice or considered as a comprehensive coverage of the topics discussed. You should seek professional advice tailored to your own circumstances. CCI RM

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