iv. Mini buses shall not be used for any business purposes. Users are instead encouraged to hire people carriers (up to 8 seats) or additional cars.

Transcription

1 Appendix 1 to Annex AA to Facilities Management Health and Safety Policy Driving and Transport Policy Terms of reference 1. This FM Policy on Driving and Transport should be adopted by all FM staff and line managers as appropriate. 2. A basic requirement for managers to carry out a risk assessment of the tasks at hand and to identify potential dangers concerning driving was identified by the HSE as central to accident reduction. 3. The HSE produced a detailed checklist for transport depot managers and whilst Facilities Management would not be concerned with many of the issues identified, the checklist has been adapted and utilised within this document. Background Work related driving hazards identified include the following: a. Departmental owned and hired vehicles and vehicle related specialist machinery both on and off campus. Including: - i. Light goods vehicles (Vans and pick-ups) ii. Medium goods vehicles (Furniture and Domestic Services vans) iii. Specialist machinery, tractors, off road grounds related mobile access platforms, rollers. iv. Mini buses shall not be used for any business purposes. Users are instead encouraged to hire people carriers (up to 8 seats) or additional cars. v. Cars for commuting to business meetings, training courses etc. b. Privately owned vehicles used on University business. c. Towing both large and small trailers is an additional aspect for some drivers, requiring additional training before this can be undertaken. Refer to the hyperlink below to check if individuals can tow with their personal driving licence: d. Carrying potentially hazardous goods such as chemicals, bottled liquefied petroleum gas, oxygen and acetylene. e. Some vehicles and equipment are utilised on campus only. Page 1 of 20

2 f. The Government has produced a simple to use website that allows users of vehicles to check the types of vehicles they can drive with their licence. Visit g. Visitors that enter the campus have a responsibility to observe speed limits, and take responsibility for their own vehicles. Contractors shall produce a traffic management plan when they bring large numbers of vehicles onto campus. 4. The Risks include: - a. That of injury, possibly serious, to drivers, passengers, other members of staff, students and the public both on and off campus in the case of vehicle accidents. b. Traditional risks associated with driving plus those associated with driving and operating specialist vehicles, e.g. machinery hazards, noise, vibration and the like. c. The risk to drivers who drive to courses, seminars, exhibitions and similar when they drive to a venue, attend what might be a full working day then drive back. Getting up unusually early to start a trip, or having a long drive home after a full day's work, or both, can increase the likelihood of an accident. d. The risk of incidents involving relatively inexperienced drivers, driving unfamiliar vehicles or vehicles larger than those in which they have trained or have become accustomed to. e. The possibility of impairment or deterioration of individual s physical and mental ability and capacity to deal with both traffic and work related machinery. E.g. Eyesight, hearing, comprehension, physical wellbeing, both temporary and possibly permanent. f. The absence of a management system or processes to identify any risks associated with any of the above. g. A possible absence or reduction of individual awareness of the issues concerning driving long journeys, such as adequate planning, timings of travel, alcohol, drug and medicinal awareness and suitable actions to prevent drowsiness when driving. The Law 5. Amongst a vast amount of legislation and guidance, the main areas of concern are the Road Traffic Act and the Vehicle Construction and Use Regulations which are specifically aimed at road going driving and vehicles, whilst the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations cover the way in which we ensure the health, safety and welfare of those who drive as part of their work. The Provision and Use of Work Equipment Regulations (PUWER) also cover certain items of plant and machinery. For the purpose of identifying vehicle status and roadworthiness in this policy, 4 specific groups of drivers have been identified: Page 2 of 20

3 Group 1 Vehicles owned and leased by Facilities Management Individual vehicle records in relation to Ministry of Transport test (MoT), service records and repair are held centrally by the FM Helpdesk. There is a schedule that ensures these vehicles are maintained as required. Drivers in this category shall provide, on an annual basis, the following documents: A valid driving licence for new style photo ID cards, this will require both the ID card and the accompanying paper counterpart If the driver accumulates motoring offences in between the annual checks, the driver has a responsibility to declare the type of offence, penalty points awarded and their duration. The Insurance Office will then be contacted for advice. They will also need to undertake a simple eyesight test Failure to meet the above requirements will result in individuals being refused to drive University vehicles. Group 2 Members of staff using their own private vehicles for business use Regardless of whether an individual claims mileage allowance or not, if a private vehicle is used for business purposes, the owner of that vehicle has an obligation to produce the following: Valid insurance schedule including business use A valid MoT certificate for that vehicle A valid driving licence for new style photo ID cards, this will require both the ID card and the accompanying paper counterpart If the driver accumulates motoring offences in between the annual checks, the driver has a responsibility to declare the type of offence, penalty points awarded and their duration. The Insurance Office will then be contacted for advice. They will also need to undertake a simple eyesight test It is the individual s responsibility to arrange and pay for these documents. They shall be produced on request annually so that FM has an up to date record of persons that are using private vehicles for business use. FM will take copies of these documents and store them securely for record purposes. If individuals do not arrange for and produce these documents, they will not be permitted or insured to use their private vehicles for business purposes. For example, travelling from one end of campus to the other in a private car for a meeting is classed as business use, irrespective of whether business mileage is claimed. Drivers in this category are responsible for the roadworthiness of their own vehicles. To help drivers check their roadworthiness, the vehicle checklist on page 6 can be used as a weekly guide to check the vehicle s suitability. Group 3 Hire vehicles All vehicle details relating to roadworthiness are retained by the hirer. In certain circumstances, the hirer will request driving licence details and a copy of the University insurance document. Drivers in this category shall provide, on an annual basis, the following documents: A valid driving licence for new style photo ID cards, this will require both the ID card and the accompanying paper counterpart Page 3 of 20

4 If the driver accumulates motoring offences in between the annual checks, the driver has a responsibility to declare the type of offence, penalty points awarded and their duration. The Insurance Office will then be contacted for advice. They will also need to undertake a simple eyesight test Group 4 Visitors All visitors / contractors are responsible for their own vehicle roadworthiness checks, valid driving licence, and complying with their own organisation s policies. 6. When driving any vehicle on campus, or on business use, all drivers shall follow the Highway Code as the minimum requirement. The link to the Highway code is Driver considerations 7. FM staff drivers include learner drivers young and old, young newly qualified drivers, experienced learner drivers, experienced full licence holders. Learner drivers of any age and qualified drivers under the age of 21 are not permitted to drive University vehicles. The University does not provide insurance for learner drivers and those under the age of There is a strict duty on all persons to report any changes in health that may affect their fitness to drive or any motoring offence convictions collected. 9. Those whose work involves driving, or whose jobs change to involve driving must be informed of company policy and this should be recorded. Induction training should be provided for new vehicles and all drivers should receive safety training specifically aimed at the driving aspects of their work. 10. Drivers of light and medium goods vehicles should understand the principles of safe distribution of loads, manual handling, vehicle heights and load restraint systems. 11. Drivers MUST NOT use a hand-held mobile phone, or other in-car technology device, when driving or when supervising a learner driver, except to call 999 or 112 in a genuine emergency when it is unsafe or impractical to stop. Never use a hand-held microphone when driving. Using hands-free equipment is also likely to distract your attention from the road. It is far safer not to use any telephone while you are driving or riding - find a safe place to stop first or use the voic facility and listen to messages later. FM Drivers Manual 12. Each driver or member of staff whose work may involve driving from time to time will be provided with a hyperlink to or issued with a Facilities Management Driver s Manual, which they are required to understand and accept. Page 4 of 20

5 FACILITIES MANAGEMENT VEHICLE CHECKLIST The Department for Transport estimates that around 600 people are killed in crashes involving vehicle defects every year. It is a driver's legal responsibility to ensure that the vehicle they are driving is in a road worthy condition. As an example, the fine for defective tyres is 3 penalty points and a fine up to The checklists below have been developed to assist you in keeping within the law by ensuring your vehicle is safe. Driver s daily check list. 1. At the start of the working day, please walk round the vehicle before setting off and check: - a. Tyres appear undamaged and sufficiently inflated. (Correct profile). b. That there is no excessive damage to the vehicle, including windscreen and windows. (That might render it unsafe). c. Check that the windscreen wipers are working and the level of screen wash in the bottle where appropriate. d. Check that the horn works. e. Check that the vehicle lights, and indicators all work. f. Check that the mirrors are set correctly. g. Check that your load is secured correctly and does not overhang the vehicle without suitable warning notices. h. Check that all occupants are wearing seatbelts and head restraints are correctly adjusted where fitted. i. As soon as it is safe to do so, check that the brakes are working. j. Check any item that your line manager or the vehicle handbook requires checking. 2. If you are undertaking longer journeys, please refer to your drivers handbook for additional guidance. 3. Weekly checks The weekly checks should be undertaken and recorded as listed on the Vehicle weekly checklist. For FM Grounds and Gardens staff, this team will continue with their monthly check regime for agricultural machines and vehicles. Page 5 of 20

6 Facilities Management Vehicle Weekly checklist Vehicle Registration Nr: Section: Date: Name of person carrying out checks: Tick when check or top up completed Comments/reports Page 6 of 20 Reported to? Name of Supervisor or Line Manager. External checks Bodywork for significant damage. Record findings and report to Supervisor Tyres Measure depth if tread is at/near wear indicator bands or appears less than 2mm. No physical damage or uneven wear patterns. Check/record tyre pressures. Inflate to correct level as necessary. Wipers. Check for worn blades. Mirrors. Check and clean. Internal checks Seat belts and anchorages. Rear view mirror First aid kit present Fire extinguisher present Operational checks Oil levels Brake fluid Coolant Power steering fluid Hydraulic fluid Reverse alarm (if fitted) Electrical Horn Side lights Dipped headlights Full beam Indicators and side repeaters Hazard lights Brake lights Fog lights Number plate lights Reverse lights Courtesy lights if fitted Contents Vehicle log sheet (hand in and leave blank one) First Aid kit Fire Extinguisher Tax disc present Any additional items that your line manager or the vehicle handbook requires checking should be added to this list and recorded on the reverse. Signature of person who carried out the checks:

7 Facilities Management Driver s Manual This Manual is for Group 1, 2 & 3 drivers (refer to policy, Section 5), i.e. those who drive University Vehicles as part of their job, or use their own car for business use, or drive hire cars. Drivers Manual Page 7 of 20

8 CONTENTS Acknowledgement Introduction Legal Matters Journey Planning Fitness to Drive (Incl. drink, drugs, medicines, fatigue, stress) Safe Speed Distractions (mobile phones, radio communications equipment, eating, drinking, smoking, etc.) Driver Training Occupant Safety Safe Vehicle Emergency Procedures Additional advice and Useful Websites Acknowledgement During the production of this Manual, much use has been made of the Volunteer Driver s Handbook, produced by the Royal Society for the Prevention of Accidents, to whom we give our thanks. Slight amendments have been made to reflect Facilities Management driver policy. The original document can be seen at A. INTRODUCTION 1. Driving is one of the most dangerous activities that we do, and driving for work tends to be riskier still. For this reason, HSE Guidelines, Driving at Work, state that health and safety law applies to on-the-road work activities as to all work activities and the risks should be effectively managed within a health and safety system. 2. When anyone drives for work, both the employer and the individual employee share the responsibility of making sure that the risks are properly identified and managed. This requires effective planning. 3. It is essential that staff play their part, and this booklet is designed to help you work with Facilities Management managers to avoid accidents and injuries to yourself, your passengers and other people on the road while you are driving. 4. This booklet will help to make you aware of Facilities Management policies on driving. 5. Please keep note of any road safety problems that you encounter including incidents such as near misses and other vehicle issues and report these to your line manager using the Accident and near miss reporting process. A blank report form is on page 17. B. LEGAL MATTERS 6. Facilities Management needs to establish that you are: a. Legally entitled to drive or operate the vehicle or machine that you are using. b. Using a vehicle that is safe and road legal. c. Properly trained and competent to drive it safely. d. Using it for suitable purposes. Page 8 of 20

9 Roadworthiness of vehicles 7. Facilities Management will ensure that vehicles which it owns and leases are properly registered, taxed, MOT d, serviced and insured. You should also check that this is the case before driving any vehicle, i.e. if there is no valid tax disc on display, do not drive the vehicle report this fault to the FM Helpdesk immediately. 8. Facilities Management will check your driver s licence when you start as a driver and at annual intervals afterwards and ensure that suitable insurance arrangements are in place. Even if you are using your own vehicle for work purposes, the University has the same legal duty to ensure it is safe and legal when it is being used to provide a service on its behalf. Therefore, you must ensure that your vehicle is taxed, MOT d and that you are insured to drive it for work purpose. Refer to section 5 of the Policy. Motoring offences 9. Motoring offences, including cautions, summons or convictions, must be reported to your line manager who in turn contacts the University Insurance Officer immediately. This applies to everyone driving at work and for business use in their own vehicles. C. JOURNEY OR TASK PLANNING 10. In summary, do not undertake journeys of more than 2 hours without a 15 minute break. Also, do not drive for more than 4 hours in any one day without making arrangements for sharing of driving or overnight stays. Driving should be considered as the last option compared to trains and planes for long journeys of over 100 miles. Remember also that there is a very frequent bus service that operates on campus do you really need to drive a vehicle, or can you catch a bus? The hyperlink below is a useful journey planning tool, to help staff prepare for journeys: Driving at night, especially after a long shift at work, should be avoided. Overnight stays can be arranged in order to help drivers stay within acceptable driving limits, and avoid crashes due to fatigue. The link below to the University finance page provides details of allowable expense, such as overnight stays etc. D. FITNESS TO DRIVE 12. Each driver has a personal responsibility to ensure they: a. are fit to drive at all times b. do not drive when affected by alcohol, drugs or medicines c. do not drive when affected by illness d. do not drive when you are too tired to do so safely. 13. You must inform Facilities Management about any health issue or personal circumstances that may affect your driving. 14. You are also legally required to inform the DVLA of any medical condition that may affect your ability to drive safely. Eyesight 15. The minimum legal eyesight standard for driving is that you can read a new style number plate (e.g. AB 123 ABC) at a distance of 20 metres (around 65 feet), or an old style number plate (e.g. A 123 ABC) at a distance of 20.5 m (67 feet). If you have to use glasses or contact lenses to do this, then they must be worn when driving. 16. It is strongly recommended that you have your eyesight checked regularly (at least every two years, or more often if your optician recommends it). Facilities Management will ask you to establish that your eyesight is up to the required standard as part of the annual checks. Page 9 of 20

10 Alcohol 17. Avoid drinking alcohol in the hours before you will be driving (for example, at lunchtime). It can take several hours for alcohol to be removed from your body, and you may still be over the limit, or affected by alcohol the morning after you have been drinking. 18. Alcohol impairs judgment, making drivers over-confident and more likely to take risks. It slows their reactions, increases stopping distances, impairs judgment of speed and distance and affects vision. Even a small amount of alcohol well below the legal limit seriously affects the ability to drive safely. 18. In the UK, the alcohol limit for drivers is 80 milligrammes of alcohol per 100 millilitres of blood, 35 microgrammes per 100 millilitres of breath or 107 milligrammes per 100 millilitres of urine. Drivers with a blood alcohol concentration between 50 and 80 mg per 100ml of blood are more likely to crash and 6 times more likely to be in a fatal crash. In 2010, nearly 10,000 reported road casualties happened when a driver was over the legal alcohol limit. As a result, 250 people were killed in drink driving accidents. The advice is always have none for the road. Drugs 19. Do not drive if you have taken any illegal drugs. They can affect your decision-making and driving skills, as well as your physical and mental condition and behaviour. 20. Make sure that you do not drive whilst taking prescribed or over the counter drugs that advise against it. Medicines 21. Check with your GP or pharmacist whether any over-the-counter or prescribed medicines you are taking are likely to affect your driving (for example, by causing drowsiness). If so, ask for an alternative that does not, or avoid driving. Always check the label of medicines and the Patient Information leaflet to see if there are any warnings. If the label says that certain side-effects may occur, assume that they will do so. Illness 22. Illness can also affect our ability to drive. We can often be tempted to soldier on, when in fact it would be safer for everyone concerned, not to drive until we are feeling better. Fatigue 23. Consider whether you are likely to be drowsy or sleepy while driving. Tired drivers are more likely to crash, especially on long monotonous journeys, and in the early hours of the morning. If you are driving as a volunteer in the evening after a full day s work in your normal job, you may also be more tired. Discuss any problems with your line manager. E. SAFE SPEED Speed Limits 24. The Loughborough University campus speed limit is 15 mph. Outside the campus, it is the responsibility of the driver to be aware of and adhere to normal traffic speed limits. Wherever you drive, adjust your speed for the conditions that present themselves. Always stay within speed limits (including variable limits and temporary limits at road works). F. DISTRACTIONS 25. Driving requires your full concentration all of the time. Trying to do something else while driving will distract you, slow your reactions and increase the risk of crashing. This includes using a mobile phone or other hand-held devices, eating drinking, smoking or tuning the radio. Mobile Phones and other in-car technology Drivers MUST NOT use a hand-held mobile phone, or other in-car technology device, when driving or when supervising a learner driver, except to call 999 or 112 in a genuine emergency Page 10 of 20

11 when it is unsafe or impractical to stop. Never use a hand-held microphone when driving. Using hands-free equipment is also likely to distract your attention from the road. It is far safer not to use any telephone while you are driving or riding - find a safe place to stop first or use the voic facility and listen to messages later. For further details, visit: G. DRIVER TRAINING 26. Staff that use vehicles as part of their job may be required to undergo suitable familiarisation training before driving work vehicles, or following a risk reassessment after an accident where the drivers ability may have been questioned. For specialist vehicles such as agricultural vehicles, individuals will need specific 1:1 familiarisation, arranged by the individual s line manager. 27. Learning from experience, including near misses, is an important part of safe driving. If you have been involved in a near miss or were unhappy with something that happened when you were driving, think about what else you could have done. Try and identify common themes and whether it was partially due to the way you or the other driver acted and what you might have done better. Driving on the University campus presents different hazards, such as narrow roads, increased numbers of pedestrians and cyclists, and a large number of parked vehicles close to building entrances and exits. Take the time to be aware of these hazards. H. OCCUPANT SAFETY Seat Belts 28. Seat belts for all occupants of the vehicles are to be worn at all times. Head Restraints 29. Adjust your head restraint correctly, and check that every passenger has their head restraint correctly adjusted. Properly adjusted head restraints help to protect against whiplash, and prevent long-term injuries. The top of the head restraint should be level with the top of your head and it should be as close to the back of your head as possible. I. SAFE VEHICLE 30. Facilities Management requires that any vehicle that is, or suspected to be, in an unsafe or illegal condition will not be used until all necessary repairs have been completed. 31. Before driving any vehicle, drivers are required to undertake the following visual checks: a. tyres are undamaged (no cuts or bulges), are at the correct pressure for the number of passengers or equipment being carried, and have enough tread depth. The legal minimum is 1.6mm, but above 3mm gives much shorter braking distances in the wet. b. there are no signs of vehicle damage c. oil, coolant and windscreen wash levels are correct (check when cold) d. you know the correct type of fuel for the vehicle e. brakes are working f. lights and indicators are working g. windscreen and windows are not damaged h. washers and wipers are working i. mirrors are correctly positioned j. all occupants are using their seat belts and head restraints are adjusted correctly k. loads are securely restrained. Page 11 of 20

12 32. If in any doubt how to check any of the above, read the vehicle s handbook, and/or ask someone to show you. 33. If you find any problem during this visual check, report it to your line manager immediately using the vehicle checklist form on page 6 (if it is a University owned / leased / hired vehicle). Do not use any vehicle if it unsafe to do so, irrespective of who owns it. Driving Position Refer to the link below that explains how to achieve the optimum driving position: %20Optimum%20Position%20%20%20A4%20%20%201pp.ashx J. ACCIDENT, BREAKDOWN AND EMERGENCY PROCEDURES 34. In the event of a vehicle breakdown, contact FM Helpdesk on to report the problem. In the event of an accident or an emergency, contact Security on A summary of the main points to remember is below. Accidents 36. In the event of an accident: - a. Use hazard warning lights and switch off your engine b. Do not move injured passengers unless they are in immediate danger of further injury from other vehicles or from fire or explosion c. Call the emergency services immediately; provide them with information about the situation, any special circumstances (for example, if carrying oxygen bottles) and if any passengers have special needs d. If young persons are involved in an accident, ensure an adult remains with them e. If the emergency services are called, stay at the scene until they allow you to leave f. Obtain the names and addresses of all independent witnesses (if possible) g. Ensure the vehicle is roadworthy before continuing the journey h. If there is any injury or the names of people involved are not exchanged, you must report the accident to the Police as soon as possible or in any case within 24 hours. Additional guidance can be obtained through your line manager or security i. Following an accident whilst driving on behalf of Facilities Management, you must discuss the details with your line manager at the soonest appropriate moment. This will help them ensure that any risk assessments that they have made are relevant and up to date and that a record is made for future reference. The FM accident report form can be located via the hyperlink below: Breakdowns 37. Move the vehicle off the carriageway (onto the hard shoulder on a motorway) and switch on the hazard warning lights. If this is not possible, move it as far away from moving traffic as you can. 38. Move passengers out of the nearside of the vehicle and as far away from it and other traffic as possible. No one should stand between the vehicle and oncoming traffic. Page 12 of 20

13 39. On motorways or other busy roads, passengers should be taken onto the embankment or grass margin and as far from the traffic as is practicable. 40. Keep passengers together; keep young people under constant supervision. 41. If away from campus, telephone the emergency services, or breakdown firm, giving them accurate details of the vehicle's location, and whether passengers with mobility problems are being carried. 42. Telephone your nominated contact person to tell them what has happened: a. Facilities Management Helpdesk b. University Security Office On a motorway, use the roadside emergency telephone as this will enable the Police to pinpoint your location. K. ADDITIONAL ADVICE The Highway Code 44. Make sure that you are familiar with the Highway Code, which contains frequently updated advice on traffic law and how to stay safe on the roads. Driving for Work 45. A series of RoSPA Guides about many of the aspects covered in this booklet, and sample policies for organisations to put into practice. Other Resources 46. A full list of other MORR advice can be found on the Occupational Road Safety Alliance website Safer Driving at Work: A guide for Unison Safety Representatives B566.pdf L. BELT LAWS 48. Check the advice and information at RoSPA also have advice about Carrying Other People s Children Safely, available to download free at Page 13 of 20

14 Authorised Driver Registration Form Name:. Section: Drives University Vehicle ONLY Copy of both parts of licence (Card and Paper) Sight test carried out Carry out University insurance check Drives Own Vehicle for University Business Use Copy of both parts of licence (Card and Paper) Sight test carried out Copy of vehicle MOT Copy of vehicle Insurance for Business Use Vehicle Registration number. Only employees who have been authorised by the Director of Facilities Management or their nominated deputy (DoFM) may drive a University owned, leased or hired vehicle or a privately owned vehicle on University business (University Vehicles). It is the driver s responsibility to ensure that he/she has received approval before undertaking any business related journey. Any vehicle intended for use on University business shall be operated and maintained in accordance with the manufacturer s instructions and guidance. The DoFM, through the Helpdesk, will ensure that Authorised Drivers receive a copy of this Vehicle Policy and the Risk Assessment and sign (below) that they have read and understood it before driving any vehicle on University business. These conditions apply to all members of staff. The Head of Section is responsible for ensuring that each prospective Driver has a valid, current and appropriate Driving Licence and for ensuring that driver s names are on the list of Authorised Drivers, maintained by the Helpdesk. The driver will present their full A4 paper copy of their Driving Licence (not just the new credit card style licence) to the Helpdesk in the first week of August every year and the Helpdesk will confirm or otherwise the existence of any Penalty Points, declared or not. Any offences indicated shall be referred immediately to the DoFM or their nominated deputy for consideration. 14

15 Non-declaration of serious motoring offences may invalidate the University s insurance and make the employee personally liable and the Department in breach of legislation or liable, for any accident of repair costs. An Authorised Driver Form must be completed and updated every year. Drivers with penalty points will be referred to the University Insurance Officer for guidance. Authorised Driver(s) must also complete a University General Driver Application Form and register it via the Helpdesk. Under the Road Traffic Act the Driver and Operator (i.e. the University- represented by the DoFM) may be prosecuted if the vehicle is driven on a public road in an unroadworthy condition. Each day, and/or before taking responsibility for a University owned/leased Vehicle, every Driver must check that the vehicle is in a safe condition and complete the Vehicle Safety Checklist. Drivers using the vehicle on the last day of each week must also submit the completed Checklist to the Facilities Management Helpdesk. Authorised Drivers must notify the DoFM, in writing, if they have been charged or convicted of any motoring offence. The DoFM may seek advice from the University s insurers during the annual review of drivers. The DoFM will not normally accept responsibility for payment of penalties imposed upon the vehicle user, e.g. parking or speeding fines. University owned or hired vehicles must NOT be used for: Any social or private purpose or any business purposes other than on behalf of the University. Hire or reward Towing trailers, caravans etc. unless their current driving licence category permits this, their line manager is aware, and the vehicle has a suitably fitted tow-bar and electrics for such use. Racing, pace-making, rally driving or any other competitive event. If the vehicle is used in contravention of these conditions, any resulting damage or charges will be the absolute responsibility of the Authorised Driver to whom vehicle has been issued. Such use will also render the employee liable to disciplinary proceedings. If at any time an Authorised Driver has an insurance claim made against them, it might affect the University s insurance and this must be declared to our Insurers immediately. The Authorised Driver s form must be updated and a copy sent to our Insurer immediately. Employees must report to DoFM any damage to, or loss of, any University vehicle using Health and Safety Accident Report form. They must also complete the Claim Form (available from University Insurance Office in Finance) and if necessary advise the police. When a vehicle is handed over from one Authorised Driver to another, any damage or defects must be noted on the Vehicle Safety Checklist before vehicle is used otherwise new driver may be held liable for damage. The driver should not use the vehicle where any damage other than slight dents or scratches has occurred in case the safety of the vehicle has been compromised. 15

16 In the event of an accident involving the vehicle, the Authorised Driver is required to notify the University and possibly complete a Claim Form (as above) as soon as possible after the accident. Drivers should never admit liability. They should complete the Accident Report form (available with each vehicle) and gather all relevant information. Our insurers may reject any admission of liability consequently, leaving the employee liable for costs involved. The Authorised Driver is responsible for obtaining the names and addresses of any persons involved in the accident as well as of witnesses. A completed Vehicle Accident Report Form must be forwarded to the DoFM, who must submit it to the Insurance Office within 48 hours of the accident. Line Managers should telephone the University Insurance Officer in the event of serious accidents. Authorised Driver must immediately pass on to the Insurance Office any correspondence received unanswered, to enable these matters to be dealt with promptly by the University. Any personal property in any University vehicle must be covered by the Authorised Driver s own insurance. It is not covered by the University s insurance. Copy of documents available for viewing via intranet, or hard copy if not possible:- Driver manual Driver Policy Risk Assessment Signed by Authorised Driver:. Date:. Original to be retained by Helpdesk on behalf of the DoFM. 16

17 Guidance of when Business Use Insurance is needed All staff are responsible for checking with their own insurance company for the type of insurance cover they have and need when driving. In summary, Loughborough University Insurers, Aon, have advised that any work related driving activity, which is different to normal commuting, will require Business Use insurance. Following the issue of the revised FM Driving Policy in 2013, a specific question was asked relating to the call-out process by the FM trades team and what insurance cover is needed when they drive their own vehicles. Loughborough University FM has consulted with Loughborough University s insurers, Aon, and their advice is given below in the form of 2 scenarios to understand when Business Use insurance is needed. FM Scenario 1 As part of their role, FM trades staff are required to respond to emergencies. When FM trades staff are called into work out of hours due to an emergency, e.g. a leak in a building on campus here at Loughborough University, they drive their own car as normal to work, sign in at security, and park their own car in their usual parking area. They then obtain the necessary tools from the stores, put the tools into a Loughborough University van which is parked in the FM yard, and drive it to the relevant building to undertake the repair. When the repair work is finished, they drive the Loughborough University vehicle back to the FM yard, put the tools away in the stores, sign out at Security, and drive home in their own vehicle. Staff are eligible for a call-out charge that covers fuel, car running costs, insurance costs etc. What level of car insurance is needed in this scenario? In this scenario, trades staff will have to insure their own vehicle for social, domestic, pleasure and commuting purposes. They will use the Loughborough University vehicle for all work related tasks. FM Scenario 2 The FM trades staff have been called out to an emergency repair on campus. Repair tools are in their own car. They drive their own car to Loughborough University and sign in at Security. Instead of collecting a van from the FM yard, they drive directly to the building on campus needing an emergency repair, where they undertake the repair. Once the repair has been undertaken, they drive to Security to sign out, and then drive home. Staff are eligible for a call-out charge that covers fuel, car running costs, insurance costs etc. What level of car insurance is needed in this scenario? In this scenario, trades staff will have to insure their own vehicle for social, domestic, pleasure, commuting and Business Use as they are using their own vehicle for University related work purposes. 17

18 Revisions page Version Description of Change Changed By Date 01 Annex AA updated throughout the document to reflect current practices, legislation, and the use of grey fleet (private vehicles for business use). Documentation checks (driving licenses etc.) will be undertaken annually and the documents required to be shown by different categories of drivers are listed in paragraph 5. The use of mini-buses is not encouraged instead, the use people carriers (with seats for up to 8 people) or the hiring of additional cars for a group is encouraged. General links to websites for guidance are included. Update to the risks of driving whilst using in-car technology. Risk assessment now added to the document. Revised driver authorisation form. J Stapleton and C Douthwaite July 2013 Paragraph 7 updated to clarify that learner drivers of any age, and qualified drivers under the age of 21, are not permitted to drive University vehicles. 01 FM Grounds and Gardens will continue with their monthly checks for agricultural machines and vehicles. Driver authorisation form altered to clarify towing capabilities, and flexibility in viewing the documents either electronically (via intranet) or through their line managers if not able to access the intranet. Accident form removed and replaced with a hyperlink to the intranet. J Stapleton and C Douthwaite S Laws comments suggested and agreed by J Stapleton and C Douthwaite August 2013 September Clarification on when business use insurance is required included, following consultation with Aon (University Insurers) J Stapleton October

19 Risk Assessment Record : Task: Use of FM Owned / Leased or private vehicles for FM Tasks. Assessment Number 59G Department Facilities Location Assessor/ Team K Walmsley Date November 2006 reviewed 16/08/12 Management Room No./Area Campus Hazard Identified Persons at Risk Controls in Place Risk Rating Assessors Actions to Further Reduce Risk Driver error when taking control of Estates Owned / Leased or private vehicles for FM Tasks, with little or no knowledge of the layout of controls. The use of privately owned vehicles with no recorded monitoring of routine servicing or insurance details. Use of Towed equipment when drivers may only be familiar with driving without towing. Drivers who become over tired when operating during unusual hours to carry out a task or having a long drive home after a full day's work. Also drivers carrying out long monotonous tasks with vehicles. Injury to driver and passengers following breakdown or accident due to the absence of an agreed routine following breakdown or accidents. Impairment or deterioration of individual s physical and mental ability and capacity to drive. E.g. Eyesight, hearing, comprehension, physical wellbeing, both temporary and possibly permanent. Lack of individual awareness of the issues concerning driving long journeys, such as adequate planning, timings of Other drivers Staff produce driving licence before registration to drive vehicles on University business. Familiarity training for all new drivers by Supervisors / Managers and also induction for new vehicles when delivered. External (legal) controls over vehicle fit for purpose, insurance, licence status and driver competence.. Facilities Management health and safety policy Annex AA and Appendix 1 to Annex AA. Staff produce driving licence before registration to drive vehicles. Licence requirements require a clean driving licence. Familiarity training for all new drivers by Supervisors / Managers General awareness and advice from Supervisors / Managers. Public awareness guidance and national government advertising campaigns aimed at private drivers on extended journeys. Staff produce driving licence at commencement of registration process for driving University owned/leased/hired vehicles. This could be many years for long term employees Public awareness guidance and national government advertising campaigns aimed at private drivers on extended B 15 / B 10 B 15 / B 10 B 16 / B 10 B 15/ B 10 B 15 / B 10 A20 / B 10 B10/ C 5 Provision of simple awareness card covering basic vehicle controls. Record and monitor familiarity training to ensure compliance. Vetting of Insurance, MOT and Service records for staff who wish to utilise own vehicles with other employees as passengers. Specific training on towing and reversing trailers carried out by competent trainer. Produce a guide covering accepted practice and recommendations for all staff who undertake such tasks. Build in regular breaks to specific RA for vehicle. Drivers should carry out pre-journey briefing for any passengers they may carry that includes the wearing of seat belts, what to do in event of breakdown or accident and the use of any safety equipment. Drivers should not automatically assume that passengers possess this knowledge. All drivers should be required to undertake eyesight tests every two years. Staff driving larger vehicles should undergo refresher training by a competent person every 5 years. A departmental guide should be produced and staff whose work involves driving, or whose jobs change to involve driving must be informed of the requirements of 19

20 travel, alcohol, drug and medicinal awareness and suitable actions to prevent drowsiness when driving. Driver distraction using mobile telephones, radios, Walkman/iPod type players, smoking, map reading and partaking of food or drink whilst driving. The inconsistency of routine driver checks on Estates Services owned or leased vehicles ensuring that vehicles are task and roadworthy. Use of slow moving vehicles. Transportation and use of large vehicles and loads. Unsafe or unmarked loads causing injury to other road users and pedestrians Increased risk to pedestrians by use of vehicles along footpaths, grass, recreation and woodland areas. Increased risk of overturning vehicles when using specialist vehicles on uneven surfaces. No formal monitoring of drivers capability and regular recorded driving licence check to ensure that the driver is competent and legal to drive. Large vans with limited visibility reversing in tight or busy areas journeys. Public awareness guidance and national government advertising campaigns aimed at private drivers on extended journeys Drivers should accord with highway code when on business duties. Facilities Management health and safety policy Annex AA and Appendix 1 to Annex AA. The use of Mobile phones whilst driving is not permitted Some checks carried out on vehicles before being used. Spot checks occasionally carried out by some section Supervisors/Managers both areas are not consistent across the department. Beacons fitted to slow moving vehicles. Mowers automatically operate beacon on ignition. Usually used with larger tractors and warning beacons. Long loads marked up. Drivers receive induction training of such vehicles. Drivers receive induction training of such vehicles. Licence checked once on joining the University for insurance purposes only. List of drivers registered with insurer produced about once a year. List is inconsistent sometimes leading to finding that people are not on the insurance list at that time. No feedback is received from finance when people are accepted by insurers. Some vehicles fitted with warning sounders to alert people of reversing. B15 / B10 B 15 / B 10 B15 / B 10 B15/ B10 B15 / B10 B15 / B10 A20 / B10 B 15 / B the policy. This should be recorded. Introductory awareness should be provided for new vehicles and all drivers should receive safety awareness briefings. Drivers should additionally be made aware of the dangers of using mobile hand held communications equipment whist driving including sitting in traffic queues and that in the event of an accident, the use of hands-free sets can result in prosecution and that police may check calls registers Policy should include banning use whilst driving. Smoking and partaking of food or drink, listening to Walkman/iPod type players whilst driving should also not take place including no smoking on open vehicles such as ride on mowers etc. Standard check sheets and guidance produced to ensure consistency across the Department. Process should be audited. Use of high visibility vests on ride on slow moving vehicles such as lawnmowers. Heightened awareness for use of beacons, high visibility etc. Accompany loads with lead and or trailed vehicles to slow traffic down. Training in securing of loads by competent person. Further training for specialist vehicles used in pedestrianised areas. Heightened awareness referred to through driver s handbook and associated policies. Further training for specialist vehicles used in such areas. Heightened awareness referred to through driver s handbook and associated policies. Driving licence checked once a year for any changes that may affect driver s capability to legally drive. Also a proactive check of insured drivers by producing estates Services list via the database to finance for them to check with their list. Finance to feedback when people are accepted on to insurance list so this can be recorded on Estates Services training database. Trained competent person to assess drivers. Consistency of safety aids such as sounders and cameras. Reinforce the use of Banksman and train the 20

21 Parking up of vehicles. Whole body Vibration on vehicles that may be travelling on uneven surfaces or by the nature of the task produce a level of vibration which is high. Accidents due to other road users outside of the control of the driver. Assessment team s comments Reassessment date Managers signature - Some vehicles fitted with reversing cameras. Some vehicles have driver s mates who can act as Banksman. Vehicles allocated parking spaces in certain sections. Because of shortage of space this cannot always be adhered to. Vehicles and machinery have individual risk assessments covering vibration levels and associated tasks. Advice given to operatives on limiting use where appropriate. 10 Banksman. Fitting of proximity reversing sensors. Assess competency of drivers with trained assessor. A Banksman will be used where reversing aids are not available. B15 / B 10 B12 / C8 Further allocation of space and consideration given to either expanding the space or allocating parking elsewhere. Areas specifically marked up. Mark up reversing areas. When reversing or parking large vehicles or vehicles with restricted visibility use a Banksman. Ensure awareness is communicated to operatives and all relevant vehicles are assessed. Driver experience and awareness. B15 / B12 Adoption of this policy and pro-active implementation. Date Date 16/08/12 Legislation:-The principal duties are: a. The Health and Safety at Work etc. Act 1974 (HSW Act) which places a duty on employers to ensure the health and safety of employees and others who may be affected by their work activities. b. Management of Health Safety at Work Regulations 1999 require employers to make suitable and sufficient risk assessments. DHSO/RAC Signature M. COMMONS 21