Policy: Driving Issued By: SHE Team Effective Date: March 2015 Review Date: March 2016 Version: 1. Driving Policy

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1 Policy: Driving Effective Date: March 2015 Review Date: March 2016 Driving Policy

2 1. POLICY STATEMENT 2. SCOPE 3. RESPONSIBILITY 4. DEFINITIONS 5. PROCEDURE 5.1 Alternatives to Driving 5.2 Authorisation 5.3 Driving Abroad 5.4 Driving Offences & Fines 5.5 Vehicle Insurance 5.6 Insurance Declarations 5.7 Insurance Claims 5.8 Reporting Accidents 5.9 Vehicle Tax & MOT 5.10 Risk Assessment Driving Policy Table of Contents 5.11 SAFE DRIVER Driver Training & Awareness Ergonomics Driving Distractions Mobile Phones Satellite Navigation Driving Alone Passengers Seatbelts Loads Dangerous Goods Reversing Towing Smoking Alcohol & Drugs Medical Conditions Medicals & Eyesight Test Driver Conduct 5.12 SAFE VEHICLE Selection Vehicle Maintenance Pre-Start Checks Breakdowns End of Life Vehicles Driving Policy 2

3 5.13 SAFE JOURNEY Route Plan Roads & Traffic Distance & Breaks Adverse Weather Speed Limits Flashing Beacons 6. LEGAL 7. REFERENCES 8. APPENDICES Key to symbols Documents / action to be checked / undertaken by a Line Manager Documents / action to be checked / undertaken by an Volunteer/Employee C Documents / action to be checked / undertaken by a Contractor Action applicable to all parties Question answered in another RNLI document Stop / Must not happen Occupational Health Action / Requirement Links to a SHE related item in another RNLI document Driving Policy 3

4 1. POLICY STATEMENT 1.1 The RNLI is committed to reducing risks to Volunteers and Employees engaged in driving activities and recognises the duty of care we have to other road users and members of the public. It is implicit throughout that all persons driving on behalf of the RNLI will be aware of and comply with standards of road safety which are defined in road traffic law and the legislative jurisdictions the RNLI operates in. This policy sets out the RNLI s arrangements for driving activities, ensuring continuous improvement to achieve safe drivers, safe vehicles and safe journeys. 2. SCOPE 2.1 This policy is applicable to all persons who drive on behalf of the RNLI and applies to driving activities on Public Highways. The requirements of this policy are not imposed for commuting to the place of volunteering activity or usual place of work but may provide good practice reference to all vehicle users. 2.2 This policy should be read in conjunction with the RNLI Driver Handbook available on Porthole. 3. RESPONSIBILITY 3.1 Chief Executive & Executive Team are responsible for: Committing to the implementation of the Driving Policy and its effective communication throughout the RNLI. 3.2 Managers are responsible for: Ensuring communication and implementation of the Driving Policy. Authorising Volunteers and Employees to drive and tow on behalf of the RNLI, where applicable. Risk assessment of driving activities, implementing risk control measures and review. Ensuring provision of information, instruction & applicable training for Volunteers and Employees. 3.3 Volunteers & Employees are responsible for: Ensuring they have authorisation to drive and tow, where applicable. Declaring to the RNLI any issues which may impact on their ability to drive. Complying with the requirements of this policy to ensure Safe Driver, Safe Vehicle and Safe Journey. Driving Policy 4

5 4. DEFINITIONS 4.1 RNLI supplied vehicles: Vehicles owned, leased or hired by the RNLI. 4.2 Privately owned vehicles: Vehicles owned by the Volunteer or Employee. 4.3 Motorbikes: the RNLI will not supply motorbikes for driving on behalf of the RNLI. 4.4 Role Based Drivers: those employed principally to drive HGV or other delivery vehicles. 4.5 Essential users of RNLI supplied vehicles: those who meet the organisations criteria for essential user status as defined within the Business Expenses policy and drive an RNLI supplied vehicle. 4.6 Essential users of privately owned vehicles: those who meet the organisation s criteria for essential user status as defined within the Business Expenses policy and drive a privately owned vehicle Casual users of RNLI supplied vehicles: those who do not qualify as an essential user but are authorised to drive an RNLI supplied vehicle, on an occasional basis, on behalf of the RNLI. Casual users of privately owned vehicles: those who do not qualify as an essential user but may drive a privately owned vehicle on behalf of the RNLI. Towing RNLI lifesaving equipment or RNLI trailers: those who use either an RNLI supplied vehicle or a privately owned vehicle to tow RNLI lifesaving equipment or RNLI trailers. Driving on behalf of the RNLI includes: Commuting to locations other than the place of volunteering activity or usual place of work. 5. PROCEDURE 5.1 Alternatives to Driving Consideration should be given to the use of communications such as telephone, or digital-conferencing as a substitute to road journeys or other means of travel. Driving Policy 5

6 5.2 Authorisation Volunteers and Employees who drive on behalf of the RNLI must hold a valid licence for the type of driving they are required to operate (e.g. HGV, towing) Authorisation by completion of the Drivers Checklist in Appendix I must be completed for the following driving activities: Essential User of RNLI supplied vehicle Essential User of a privately owned vehicle Casual User of an RNLI supplied vehicle Towing of RNLI lifesaving equipment or RNLI trailers Essential Users of RNLI supplied vehicles or privately owned vehicles (excl. ROI) are required to sign a mandate to permit the relevant third party to carry out licence checks Essential Users of RNLI supplied vehicles may let their spouse or son/daughter drive the vehicle. The person concerned must be aged 25 or over and hold a full driving licence with no more than six points. Authorisation is subject to completion of the Additional Drivers Details form in Appendix II Licence checks for Role Based Drivers will be completed by the Transport Coordinator and/or the Vehicle Administrator and reviewed every 6 months. 5.3 Driving Abroad Driving RNLI owned vehicles abroad (whether business or holiday) is subject to the written permission of the Vehicle Administrator. Driving of RNLI leased/hired vehicles abroad (whether business or holiday) is subject to the written permission of the Lease/Hire Company. A notice period of 28 days must be given to allow preparation of the appropriate authorisation documentation. Such documentation may be required to be produced while abroad and should be carried with other relevant travel documents. Written permission is not required for driving RNLI supplied vehicles between the UK and ROI Breakdown cover for vehicles taken abroad (this includes driving in the ROI) must be paid for by the individual if the trip is for personal reasons, or claimed back through the expense system if it is a valid RNLI business trip. Driving Policy 6

7 5.4 Driving offences & fines All fines, fixed penalty notices, parking tickets, congestion charges and administration fees will be the responsibility of the driver. Where an RNLI supplied vehicle user incurs a fine they must report to their Line Manager and where applicable the RNLI Insurance Advisor. 5.5 Vehicle Insurance The RNLI provide motor vehicle insurance for all RNLI supplied vehicles Volunteers who use their own vehicles should check their insurance policy covers voluntary driving. Volunteers should notify their insurers in writing using either the UK or ROI letter in Appendix III Employees using a private vehicle on behalf of the RNLI, whether as a casual user or an essential user, must have their own insurance, which provides for use of the relevant vehicle for business purposes. Volunteers and Employees required to tow RNLI trailers with privately owned vehicles must ensure they have adequate insurance cover. The RNLI will not meet the costs for any additional insurance premiums. 5.6 Insurance Declarations The RNLI insurance cover will apply to anyone who is driving an RNLI supplied vehicle. Volunteers and employees must inform their Line Manager and the RNLI Insurance Adviser if they have: Been convicted of any driving offence connected with drinking and/or drugs Been convicted of any dangerous or reckless driving offences Committed more than one offence relating to driving without due care and attention More than 6 points on their licence This requirement also applies to any family members who have been authorised to drive RNLI vehicles. In this case, the Volunteer or Employee must notify the People Department and Insurance Advisor Persons who have previously been disqualified from driving will require written approval from the RNLI insurance provider which may be obtained via the RNLI Insurance Adviser. Driving Policy 7

8 5.6.4 In the event of a person losing their licence, they must notify their Line Manager immediately to assess the impact on their role. 5.7 Insurance Claims The RNLI reserves the right to claim for damage to RNLI property against a 3rd party who causes an accident. The RNLI driver is required to obtain and submit the details of the 3rd parties involved In certain circumstances, where there is evidence of negligent actions by a driver of an RNLI supplied vehicle resulting in damage to the RNLI supplied vehicle, the driver may be requested to make a financial contribution (maximum 250) towards the excess. The procedure and the limitations on the amount of financial contribution and the basis upon which such a request may be made are explained in Appendix IV. 5.8 Reporting Accidents Any road traffic incident occurring while driving on behalf of the RNLI, regardless of fault, must be reported to your Line Manager immediately. Incidents involving RNLI supplied vehicles must also be reported to the RNLI Insurer within 12 hours and entered onto the Accident database Drivers must also inform their own insurer in the event of an incident in an RNLI supplied vehicle. Repairs to privately owned vehicles will be the responsibility of the driver through their own insurer. 5.9 Vehicle Tax & MOT The Vehicle Administrator or Lease/Hire Company will arrange Tax for RNLI supplied vehicles. Tax status can be checked at: The Vehicle Administrator will monitor the MOT status of RNLI supplied vehicles. However, it is the responsibility of the driver or relevant Manager to ensure the MOT remains valid Persons driving their own private car, as essential or casual users, must ensure that they have a valid MOT and Road Tax. Driving Policy 8

9 5.10 Risk Assessment Driving activities, whether using RNLI supplied or privately owned vehicles, must be subject to risk assessment following the steps set out in the Risk Assessment Policy available on Porthole SAFE DRIVER Driver Training & Awareness Volunteers and Employees required to drive on behalf of the RNLI will be provided information, instruction and training as identified by the risk assessment. Information and instructions will be provided for pre-use vehicle checks and further training may include: Level 1 Awareness - Driving at the RNLI online training module Level 2 Specialist - persons driving vehicles for RNLI operational purposes e.g. 4WD, towing) and persons required to obtain or maintain a driving licence for vehicles other than Category B (e.g. HGV) Line Managers must review the Drivers Checklist in Appendix I to ensure the Volunteer or Employee holds a valid licence prior to attending driver training Ergonomics All drivers must be aware how to adjust their seating position to improve comfort and posture. Refer to the Highways Agency Vehicle Ergonomics Best Practice Guide in Appendix V Driving Distractions A distracted driver can present danger and may be prosecuted for careless driving. Distractions include but are not limited to: using mobile phones, satellite navigation, map reading, operating car stereos, eating and drinking Mobile Phones In line with legislation in both the UK and ROI, the RNLI discourages its Volunteers and Employees from making telephone calls whilst driving. Refer to the Mobile Phone Policy. Driving Policy 9

10 Calls using a hands free phone system are allowable under certain circumstances. Provided the road conditions are safe, drivers may answer or make a call using the hands-free system supplied, without removing the phone from its cradle. Where the conversation is likely to be prolonged, the driver should arrange to either return the call at a later stage or pull over to a safe place in which the call can be continued Satellite Navigation Systems Satellite navigation systems (SatNav) should be used in such a way that they do not cause a danger, distraction or obscure vision. Any hands-on operation should only be carried out if the vehicle is safely parked Driving alone Lone drivers should ensure they have emergency contact information and an appropriate means of communication available to report to a point of contact on safe arrival at their destination. Refer to the Lone Working Policy Passengers The number of passengers must not exceed the manufacturer s specification on the vehicle. Volunteers and Employees travelling as passengers should intervene to ensure that the driver and fellow passengers comply with the provisions of the policy Seatbelts All vehicle occupants must use seat belts, front and rear Loads Drivers must not exceed manufacturer s recommended loading and towing capacities. Loaded materials must be properly contained in and restrained to the vehicle so there is no possibility of injury, obstruction or loss of vehicle control. Loads that project over the sides, rear, or front of the vehicle, must be appropriately marked and where applicable attendant and police notice arranged Dangerous goods Drivers may be permitted to transport fuel or petrol. Drivers who carry fuel must have read and understood the guidance provided in Appendix VII Management of Petrol within RNLI Operations. Driving Policy 10

11 Reversing Drivers of vehicles with restricted vision to the rear, who are accompanied by a passenger should be guided back when reversing. Drivers are required to reverse park into designated bays while on RNLI premises Towing Drivers towing lifesaving equipment or RNLI trailers will require the appropriate licence category. This may be dependent on when they passed their driving test but will generally require a Category +E entitlement or C1E for towing trailers over 3,500Kg Appropriate training will be available for drivers who have responsibility for towing RNLI lifesaving equipment Training is mandatory for drivers required to tow Class B Lifeboats (Atlantic). Refer to Appendix VI RNLI Guide to Safe Legal Towing Smoking Smoking is not permitted in any RNLI supplied vehicle Alcohol and drugs No person will be permitted to drive any vehicle on behalf of the RNLI whilst under the influence of: Alcohol Medicines which impair driving Prescription drugs which have not been prescribed to them Recreational drugs For the avoidance of doubt zero alcohol is permitted when driving on behalf of the RNLI and commuting to the place of volunteering activity or usual place of work. Drivers must not operate a vehicle if medication impairs their driving. Medication must be used in accordance with the manufactures instructions or medical advice. Infringement will be dealt with under the Alcohol and Drug Misuse policy. Driving Policy 11

12 Fit to drive Drivers who have any medical condition or are taking medication that may affect their ability to drive should seek advice from their GP or the RNLI s Consultant Occupational Physician. Drivers should not commence or proceed on a journey if they: Feel they are not fit to do so Have been advised by their doctor not to drive Are on medication that may affect their ability to drive safely Drivers should inform their Line Manager about any medical condition, health issue or personal circumstances that may affect their driving Medicals & Eyesight Tests All Role Based drivers are required to undergo medical examination, including eyesight test, when recruited and at each licence renewal, every 5 years from age 45 and every year from age It is recommended that all drivers have their eyesight tested every two years or more regularly if advised. Drivers should be reminded it is an offence to drive with uncorrected defective eyesight Driver Conduct All drivers should conduct themselves in an appropriate manner, observing all relevant legislation, and treating other road users with respect and courtesy. Failure to do so risks damage to the reputation of the RNLI and will be treated as a breach of the organisation s Code of Conduct SAFE VEHICLE Selection All vehicles, whether they are RNLI supplied or privately owned, must be suitable for the task Essential users of RNLI supplied vehicles need to select a suitable vehicle from the RNLI s vehicle list The selection of RNLI vehicles should consider: Safety features (driver and passenger airbags, ABS) NCAP rating to a minimum of 5 star CO 2 emissions Whole life costs Driving Policy 12

13 Suitability (role based, passenger seating, luggage space, security) Telematics instrument Reversing sensors Rear & forward facing cameras Essential users who have opted for the car allowance will be required, as part of the essential user agreement, to select a vehicle that meets the same requirements and has the same safety features Vehicle Maintenance All vehicles driven on behalf of the RNLI must be properly maintained in a safe and roadworthy condition at all times. A vehicle that is deemed or suspected to be in an unsafe or illegal condition must not be used for work purposes until all necessary repairs have been completed The responsibility to maintain and repair privately owned vehicles used for journeys travelled on behalf of the RNLI, remains with the driver The maintenance and repair of RNLI supplied vehicles is provided by either the lease/hire company or nominated garage. The responsibility for ensuring that RNLI supplied vehicles are maintained to an adequate level to ensure they are road worthy and safe lies with the RNLI and the driver. All RNLI supplied vehicle users must ensure that: Maintenance is carried out where appropriate The vehicle is booked into a service location at the appropriate mileage or time intervals, allowing the garage plenty of notice The servicing garage completes the vehicle s service book Pre-start Checks Vehicle pre-start checks should be completed by all role based drivers for every journey and on a weekly basis by Volunteers and Employees Breakdowns Breakdown cover is provided for RNLI supplied vehicles driven in the UK. Drivers of RNLI owned vehicles in the ROI will need to ensure adequate breakdown cover is arranged. Leased vehicles driven in the ROI will have breakdown cover provided by the lease company. Drivers of privately owned vehicles need to ensure that they have appropriate breakdown cover. Driving Policy 13

14 Where applicable, breakdown cover should include towing of trailers End of Life Vehicles RNLI owned vehicles which require waste disposal must be processed via an authorised End of Life Vehicles treatment facility to ensure their components are disposed of in an environmentally responsible way SAFE JOURNEY Route Plan All road journeys must be properly planned and completed safely. Route planning should consider the following: Roads & Traffic Routes should be appropriate for the type of vehicle and should take account of any restrictions such as low bridges and level crossings. Journeys should avoid peak traffic hours, where possible Distance & Breaks Drivers must not operate vehicles unless appropriately rested and alert. Line Managers should be aware of driving schedules and ensure drivers adhere to the following guidance Driving schedules should be planned to: Limit travel to 400 miles Include overnight stops where the total journey exceeds 400 Avoid driving between 24:00 and 6:00 Consider the working day and other activities pre/proceeding the driving journey. Include a 15 minute break for every 2 hours of driving. Maximise car sharing and rotate drivers where other authorised users are travelling together Adverse Weather Where possible drivers should avoid road travel in adverse weather, particularly fog, very high winds, ice, snow or flooding. Drivers should postpone journeys or change routes following advice from travel organisations and Police. Driving Policy 14

15 Speed limits Drivers must comply with the speed limit at all times; this includes variable limits and temporary limits at road works. Drivers should maintain speeds that are safe for the conditions, considering weather, topography, other road users and unenforced areas such as car parks Flashing Beacons The use of blue flashing beacons is restricted to vehicles for the purpose of launching lifeboats. Amber flashing beacons are fitted to beach patrol vehicles for the purpose of attracting the attention of beach users. The amber flashing beacon must not be used when the vehicle is travelling on public roads. Refer to Appendix VIII Rules Governing the Use of Flashing Beacons. 6. LEGAL 6.1 As determined by the RNLI Legal Register. 7. REFERENCES SHE Policy Business Expense Policy Business Travel Policy Mobile Phone Policy Personal Safety Policy Alcohol and Drug Misuse Policy 8. APPENDICES Appendix I: Driver Checklist Appendix II: Additional Drivers Details Form Appendix III: Volunteer Driver Letter Appendix IV: Contribution to Vehicle Excess Appendix V: Highways Agency Vehicle Ergonomics Best Practice Appendix VI: Guide to Safe & Legal Towing Appendix VII: Management of Fuel within RNLI Operations Appendix VIII: Rules Governing the Use of Flashing Beacons Driving Policy 15

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