DRIVING A VEHICLE COVERED ON THE UNIVERSITY MOTOR INSURANCE POLICY DRIVERS HANDBOOK

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1 DRIVING A VEHICLE COVERED ON THE UNIVERSITY MOTOR INSURANCE POLICY DRIVERS HANDBOOK

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3 INTRODUCTION LICENCE REQUIREMENTS CAN I DRIVE A UNIVERSITY VEHICLE? USE OF UNIVERSITY VEHICLES WHAT TO DO IN THE EVENT OF AN ACCIDENT

4 The University holds a Motor Fleet Insurance Policy to cover all University owned vehicles. The policy is also able to cover hired vehicles which are to be used for University business such as minibuses for field trips or temporary van hire. If hiring* a car or people carrier please use the hire company s own insurance. (*Vehicles must only be hired from approved hire companies, as per the Procurement Procedures) This handbook aims to give drivers of University vehicles and anyone who may be required to drive a hired vehicle a basic guidance on the procedures to follow and what is required.

5 To drive a University vehicle, the proposed driver must supply driving licence details as per form VILR 1 to enable the Insurance Office to verify the driver meets the DVLA and policy requirements for driving University or hired vehicles. Please ensure you complete form VILR 1 in full and return to Alan Slater, Accounts Payable & Insurance Office in advance of driving a vehicle. The details will be entered into the DVLA database to perform a check on the drivers licence, vehicle categories allowed and any points or endorsements. Licence details will be checked on an annual basis although the University reserves the right to check more regularly if an individual has endorsements or points on their licence. Should a driver have six points or more for a major traffic offence and/or a ban is involved then we are duty bound to inform the insurers. Lesser offences such as speeding endorsements are not within this category and the insurers do not need to be informed. If a driver is returning from a ban, the insurers will be notified and a higher excess for that driver may be allocated. Providing a driver has a valid licence, they will be allowed to drive University or Hired vehicles. Under no circumstances will any information be used for any other purpose than the verification of the drivers licence details to ensure the individual can safely drive a University or Hired vehicle and be covered on the Motor Fleet Insurance Policy. All information is subject to the University s compliance with the Data Protection Act. The University reserves the right to disallow an individual from driving a University or hired vehicle, covered on the Motor Fleet Policy if their licence does not meet the requirements or are ineligible to drive as per the DVLA

6 Any member of staff can drive a University/Hired vehicle if required for their line of work providing they meet the licence requirements:- I. Own a full UK/EEC Driving licence or the appropriate non UK/EEC licence which permits them to drive the intended vehicle II. Not be disqualified from driving III. Not have any pending endorsements/disqualifications IV. Not have any medical conditions or disabilities that could effect their ability to drive under the DVLA regulations Hired Vehicles:- Certain categories of hired vehicles will be added to the University Insurance policy to which the same requirements as above will apply. I. If hiring a car or people carrier, please use the appropriate hire company s own insurance. They will have their own process of licence verification and rules over who can drive specific vehicles II. III. If hiring a Van the University procedures will apply If hiring a minibus drivers must be 25 years or older and have the relevant category on their licence or possess a minibus licence having fully qualified. TYPE OF VEHICLE Car People Carrier (9 seats) Vans Minibuses INSURANCE Hire Company Insurance Hire Company Insurance Keele Insurance Keele Insurance *There are specific arrangements with the School of Geography, Geology & Environment for covering vehicles for field trips. If you require any specific cover for field trips or any other ad hoc trips or hire, please contact the Insurance Office for more details*

7 University vehicles are a valuable resource which must be treated with due care and respect at all times. The following points apply:- a) Drivers must meet the licence requirements to qualify for cover on the University Insurance Policy b) University vehicles must only be used for official University business c) Vehicles must be driven in accordance with all traffic laws and the Highway Code d) Unauthorised passengers and items must not be transported in University vehicles e) Alcohol or drugs must not be consumed by any person (including passengers) whilst travelling in a University vehicle. Drivers must not be under the influence of any drink, drugs or medicine. f) Smoking is not permitted in any vehicle g) Drivers are responsible for the safety and behaviour of any passengers as well as the security of the vehicle during its period of use. h) Any traffic offences committed whilst driving a University vehicle are the sole responsibility of the driver (speeding fines, parking tickets etc.) i) Before embarking on any journey, drivers should always carry out basic vehicle checks to ensure the vehicle is roadworthy. j) If the vehicle is equipped with seatbelts, the driver must ensure all occupants are wearing the belt USING YOU OWN VEHICLE FOR BUSINESS TRAVEL The University Motor Fleet Policy DOES NOT cover personal vehicles for business trips. Staff are advised to contact their own insurers to ensure their policy has cover for Business Travel Any travel using your own vehicle must be done at your own risk, with the appropriate cover on your personal policy and under no circumstance will the University accept liability for any accident which occurs whilst using your own vehicle.

8 In the event of an accident, your primary concern must be for the safety of any parties involved and the surrounding area. a) Stop safely and quickly and if necessary, switch on the hazard warning lights b) Contact the emergency services and/or security immediately if on campus and needed. c) In a damage only collision with another vehicle you must exchange names, addresses, registration numbers and insurance details with other drivers involved. (You are compelled to provide such information by the Road Traffic Act 1988). If for any reason it is not possible to exchange details then you must report the incident to the police within 24 hours. d) If the collision is with a fixed object and damage has been caused to the University vehicle, firstly ensure the vehicle is driveable. Report the incident to your Line Manager and make the necessary arrangements to move the vehicle depending on the condition of the vehicle. At the soonest possible opportunity complete an incident report form AR1 which is available from the Insurance pages of the Finance website:- e) If it is driveable but not in a safe condition, it may need moving to a more secure location. If it is safe to drive return to your base asap and report the incident and begin the claim process. f) If the vehicle is not driveable some form of recovery may be needed. Please contact Allianz Insurance on to arrange recovery. This is Allianz s helpline for accidents so they will begin the full process of getting the vehicle assessed and repaired. g) In the event of any accident where a claim is involved, and accident report form AR1 must be completed and forwarded to the Finance Office. If the claim is being dealt with directly with Allianz, please keep Alan Slater Accounts Payable & Insurance Office up to date with progress. The form is available from the Insurance pages of the Finance website:- ALLIANZ claims START (24 hours a day, 365 days a year)

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