Guidance for Work Related Driving. Health & Safety Services

Transcription

1 Guidance for Work Related Driving Health & Safety Services

2 Contents 1. Introduction Risk Assessment The Driver Competency Insurance Fitness to Drive Posture and Driving Comfort The Vehicle University Vehicles Private vehicles The Journey Routes Scheduling Time/Distance Reporting Accidents and Incidents Breakdowns Break-In/Theft Driving Abroad Smoking Legislation Monitoring and Review Ratification Appendix 1 -Vehicle Checklist (University owned Vehicles) Appendix 2 - Quick Guide to Driving a Minibus Appendix 3 - Driver Guidelines: Safe Driving and Journey Planning Safe Driving Vehicle Condition: Safety Equipment Ideas: Driver Condition Posture and Driving Comfort Manual Handling Driver Stress and Road Rage Driving when Pregnant

3 Weather Conditions Journey Planning Before you start: Are you a Lone Driver? Preventing Theft What to do if you break down Breaking down at night Vehicle Inspection Maintenance Appendix 4 - Drivers Guidelines: Accidents and Other Emergencies

4 1. Introduction The University of Bradford is committed to fulfilling its obligations under Health and Safety legislation with regard to driving at work. The University has produced this guidance with the objective of identifying and minimising those risks and to actively encourage safe driving in order to reduce the number of accidents. This guidance note provides information to staff who drive on behalf of the University for business purposes, either on a casual basis as part of their employment (e.g. travelling to conferences, visiting host schools re work placements) or for convenience (e.g. travel between campuses). It does not cover the use of private vehicles for driving between home and the driver s place of work, although the guidance may be of assistance. This guidance note relates to both commercial vehicles owned/leased by the University and to private vehicles owned by staff used for business purposes. Much of the guidance follows that from the Health and Safety Executive (HSE)/Department of Transport guide INDG382 Driving at Work managing work-related road safety. This is available at the HSE web site: This guidance makes the assumption that alternative means have been considered to eliminate the hazard (e.g. use of public transport, electronic communication) prior to the decision to undertake work-related driving. The University is committed to the environmental policy in trying to encourage use of public transport and cycling where practical and to the reduction of unnecessary motor vehicle use. The commitment also extends to the encouragement of cycling as a means of transport at work. However the University recognises that cycling also carries its own risks and is therefore committed to encouraging safer cycling. Nothing in this guidance in any way diminishes the individual s responsibility to act within the law in all regards when driving on the public highway i.e. whilst the vehicle is being driven or bicycle being ridden, road traffic legislation applies, particularly as exemplified by the Highway Code. This is mainly applicable to the driver. Where vehicles are used for carrying goods and equipment or if the driver is expected to go into environments where they may be at risk, then health and safety legislation will apply. Where significant risks exist, there is an obligation to carry out risk assessments and for the employee to comply with any safe system of work as determined by the assessment. A full listing of relevant legislation is contained in Section Risk Assessment Risk assessment for any work-related driving activity should follow the same principles as risk assessment of any work activity and is required under the Management of Health and Safety at Work Regulations Heads of Department must ensure that the necessary risk assessment 3

5 relating to driving at work has been carried out and recorded and that controls are implemented and monitored. The risk assessment is required to be reviewed regularly and where necessary, revision made. This guidance note provides information that will assist those carrying out the risk assessment. Specific risk assessments may be required under the aforementioned regulations and additional legislation if goods and equipment are to be transported in vehicles e.g. risk assessing safety of loads, manual handling assessments, COSHH assessments and carriage of dangerous goods. Risk assessments will be reviewed and, where required re-assessed every 12 months or sooner if: A new type of vehicle is considered for purchase There is a change in the employee s responsibilities that results in a significant change in the amount of driving required. There is an accident, near-miss, breakdown or other significant occurrence. There is a significant change in the environment in which vehicles are used. Any change in the drivers circumstances that may affect their ability to drive. 3. The Driver 3.1 Competency All persons who drive at work are personally responsible for ensuring that they have a current driving licence, valid for the type of vehicle being driven. In addition, any member of staff or student who uses their own vehicle in connection with University business is required to have the following: An insurance policy that covers the use of the vehicle for business purposes. A valid driving licence MOT certificate (where applicable) In order to verify this, it is a requirement of the University s insurance arrangements that these documents are checked and recorded by the Finance Office in-line with the University Travel Policy. Once this procedure has been completed, the approval is valid for one year, provided that circumstances relating to the approval have not changed and all documentation is still valid. No expenses in lieu of mileage are payable if this information has not been recorded. Where persons are being asked to drive particular types of vehicle (identified by risk assessment) e.g. vans, electric vehicles, they must have relevant previous experience. Where this is lacking, Heads of Department must ensure that suitable information, instruction, training and supervision is provided as necessary. Heads of Departments must ensure that all persons who drive University owned or leased vehicles have access to and are trained in the use of the pre-use checklist (see Appendix 1) 4

6 3.1.1 Entitlement to Drive Minibuses It is illegal to drive a minibus without a licence showing D (101) or D1 entitlement. Anyone who passed their car driving test before 1 January 1997 will automatically have D (101) on their licence. Drivers qualifying after 1 January 1997 will have to pass a D1 category minibus test to meet the higher health and driver conduct standards that apply. Note: this would not be required if drivers are driving a minibus on a voluntary basis but, as staff are salaried, they are considered to be receiving payment for driving. (For further guidance see Appendix 2) 3.2 Insurance The law requires all persons who drive on the public highway to be adequately and appropriately insured. Any person driving their own vehicles in connection with work must advise their insurer accordingly. The insurer will advise, based on the information from the driver, whether business use is required which can then be included in the policy cover. There are a number of factors involved in making this determination and therefore it is important that the driver discusses the nature of driving undertaken with their insurer. It is a requirement of the University s expenses guidelines that all persons claiming for mileage must ensure their motor policy provides cover for use of their vehicles on University business and for transporting equipment. The University mileage payment is considered to be a reimbursement to individuals for fuel, wear and tear to the vehicle and towards any additional costs. Further information is available from the Finance Office, or at: All persons who drive University owned/leased vehicles are automatically covered by the University block insurance policy, provided the driver has been authorised to drive the University owned/leased vehicle and has a valid driving licence. Insurance for hire vehicles, when purchased through the University s preferred hire company is covered by their insurance. Further information is available from the Finance Office, or at: Students driving whilst on placement, or who are required to drive as part of a course activity When placements are set up, the driving associated with the placement should automatically be included within the contract and agreed for the duration of the placement. Placements are required for certain programmes e.g. clinical placements. When students either are required, or elect to drive during the course of their studies, general advice on safe driving should be issued to the students as part of their course handbook. Students will not need business use insurance for their daily commute to work, but should be advised to ensure that they are covered for the commute. However, if they are expected to drive as part of their work placement they will need to arrange for business use to be included on their policy. There are some circumstances where Schools/Department should take extra steps to ensure that student driving is not presenting unacceptable risks: 5

7 If the work placement involves any sort of driving as part of the work placement itself If the work placement is particularly difficult to access due to its location or if the journey times are particularly long If the School/Department is encouraging car sharing arrangement between students Areas to consider in respect of the above circumstances would be student driver confidence, vehicle size and familiarisation, length of time of travel, traffic conditions etc. It will also be expected that the University will seek confirmation of a suitable drivers licence and insurance. These checks do not transfer any of the student driver s responsibilities with respect to the roadworthiness of the vehicle, MOT and road fund licence to the University. 3.3 Fitness to Drive All persons who drive at work are personally responsible for ensuring that they are fit and healthy to drive safely and do not put themselves or others at risk. This includes being able to satisfy the eyesight requirements set out in the Highway Code. Any person who drives University owned or leased vehicles must declare to their Head of Department (or designated person) if they are suffering from any medical condition or taking medication that may adversely affect their ability to drive safely. Heads of departments can then advise both the Occupational Health Service and the Finance Department who will inform the University insurer to determine if the individual is still able to drive under the University s insurance policy. A self-referral appointment can be made through Occupational Health if required. All persons who drive for the University business purposes must comply fully with the law and in particular: Drivers must not be under the influence of alcoholic drink, intoxicating drugs or other substances which are likely to impair judgement or the ability to react quickly and appropriately to road conditions or circumstances. Drivers must not use hand held mobile phones whilst driving. Colleagues should avoid making contact with the driver via mobile phone. Voic and text messaging should be used. Any return calls/messages must be made when the vehicle has been stopped in a safe place. Drivers who have been disqualified from driving legally on the public highway must notify the Head of Department immediately who must then relieve that person of all driving duties. 3.4 Posture and Driving Comfort Driving for long periods with poor posture can lead to or aggravate lower back and shoulder pain, therefore regular breaks should also be taken the Highway Code recommends at least 15 minutes every 2 hours. Any posture no matter how good it is can lead to discomfort if it is held for too long so it is important to adopt a range of comfortable driving positions and to make frequent changes to help avoid discomfort. (See Appendix 3) 6

8 4. The Vehicle 4.1 University Vehicles Heads of departments are responsible for ensuring that the most suitable vehicles are selected for the purpose for which they are used. Heads of Departments are responsible for ensuring that departmental vehicles owned by the University, have a valid MOT certificate (where appropriate) and are maintained in a safe and fit condition with particular reference to: Maintenance arrangements, including using reputable mechanics, planned/preventative maintenance in accordance with manufacturers recommendations, defects over and above the basic check of an MOT Training drivers to carry out basic pre-use safety checks (see Appendix 1) Identifying and displaying maximum load weights of vehicles and means to ensure it is not exceeded. Means to secure goods and equipment within the vehicle Ensuring that a risk assessment has been carried out in relation to carrying goods and equipment; specific legislation may apply depending on what is being transported. Provision of appropriate safety equipment in good working order. Correct fitting and function of seatbelts and head restraints. 4.2 Private vehicles Where staff use their own private vehicle for the purposes of University business, it is their responsibility to ensure the vehicles have a valid MOT certificate (where applicable) and is properly maintained. 5. The Journey 5.1 Routes The route selected should take into account the type of vehicle being driven e.g. suitability for long or large vehicles. Route planners are available through the Internet. A common sense approach to weather conditions and cognisance of any weather warning should be taken; it is advised to check before setting out on the journey. Details of the route and contact details should be left with someone in the Department. For personal safety reasons, arrangements should be made to check in with the Department at pre-arranged times, however mobile phones must not be used whilst driving. Departments wishing to contact a member of staff whilst they are driving should do so by text message. Arrangements must be in place for dealing with failed check-in. 7

9 5.2 Scheduling Work schedules must be arranged beforehand and should be realistic providing sufficient time for the journey making ample allowance for breaks (15 minutes every 2 hours is recommended by the Highway Code). The Working Time Regulations require a minimum of 11 hours rest in each 24 hour period. 5.3 Time/Distance Consideration of overnight stays should be made in relation to long road journeys Consideration of alternative means of transport in line with the University s travel policy should be made to avoid excessive road journeys. 5.4 Reporting Accidents and Incidents Every effort must be made to exchange insurance details where necessary in the event of an accident. (See Appendix 4) 5.5 Breakdowns Heads of departments should ensure that University owned or leased vehicles are covered by a breakdown recovery service. In the event of a breakdown drivers must attempt to pull into a safe spot and use vehicles hazard warning lights. If this occurs on a motorway, drivers should leave their vehicles and wait on the grass verge. (See Appendix 3) 5.6 Break-In/Theft If a break-in occurs whilst driving on University business, the driver should contact the police and his/her line manager, complete an accident/incident form and pass it to the manager. (See Appendix 3) Suggestions for vehicle security measures include: Vehicles fitted with alarm and immobilising equipment. Have all windows etched with registration number. Never leave the vehicle unlocked, even when paying for petrol. Never leave valuable items on view, remove them from sight and lock them in the boot. Park in brightly lit public places. Random theft at traffic lights has become a concern; therefore drivers are advised to think about their own personal safety in relation to such incidents. 6. Driving Abroad A specific risk assessment must be carried out if a driver is to drive outside the United Kingdom. 8

10 Drivers are asked to find out about the rules of the road in any country they are visiting as speed limits may differ from the UK and certain times warning triangles and reflective vests must be immediately available to the driver in some countries. The University will not accept any liability should the driver break any local motoring laws. Driving standards, road conditions and vehicle standards can be much lower in some countries than the UK and give rise to greater risk therefore this must be considered in the planning and risk assessment for the trip. Where personnel need to travel from an airport in connection with University business abroad, they must consider whether driving is the most appropriate means of transport. The risk assessment must consider the following: Expected duration of TOTAL journey The opportunity to sleep and rest during the flight The effect of crossing time zones and potential for jet lag Disruption to sleep patterns that may cause tiredness The timing and duration of the car journey after the flight to final destination Advice on driving abroad is available from a number of on-line sources: Smoking A law requiring smoke-free environments in all workplaces, including University owned/leased vehicles came into effect on the 1 st July This does not apply to privately owned vehicles, however drivers are reminded that the vehicle is a place of work if used for business and if two or more persons are making the journey together smoking should take place away from the vehicle. 8. Legislation The legislation governing this guidance document is contained in, but not limited to: The Health and Safety at Work Act 1974 Management of Health and Safety at Work Regulations 1999 Provision and Use of Work Equipment Regulations 1998 Workplace (Health, Safety and Welfare) Regulations 1992 Manual Handling Operations Regulations 1992 (as amended 2002) Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 Health and Safety (First Aid) Regulations 1981 The Road Traffic Act 1991 The Official Highway Code - Department for Transport (DfT) Driving Standards Agency (DSA) Driving at Work Managing work-related road safety (HSE, DfT, RoSPA) Managing road risk Guidance for employers (Brake) 9

11 For more information on Driving a Minibus go to: 9. Monitoring and Review Line Managers are responsible for informing staff and those under their control that they must comply with the Driving at Work Policy and that checks of the driver s licence, road fund licence, MOT certificate and motor insurance policy have been made before authorising any business travel. This guidance document will be formally reviewed and updated every two years by the Health and Safety Office, or sooner if deemed appropriate, or by reasonable request: Review Date May Ratification This document was developed by Health & Safety Services and approved by the Health & Safety Committee on 11 February

12 Appendix 1 -Vehicle Checklist (University owned Vehicles) Vehicle make. Vehicle registration. Month & Date. Please submit a completed copy of this form to your Line Manager each month. The following checks, which are the very minimum, must be carried out on a regular basis. Check OK? Details of any defects Yes/No Tyres Pressure Tread depth Damage Fluid Levels Oil Water Washers Lights & Indicators Front Rear Vision Windscreen Wipers Windows Mirrors Current road fund licence Cycle lights/reflectors Interior Damage Clean Seat belts Exterior Damage Please give details of any action/s taken to rectify faults: Declaration: this is an accurate description of the vehicle when inspected by: Name (print) Signature. 11

13 Appendix 2 - Quick Guide to Driving a Minibus Introduction A minibus: is a motor vehicle with between 9 and 16 passenger seats in addition to the driver s seat, and may be driven for profit or for social purposes but the appropriate driving licence entitlement must be held. For minibuses, this is category D1. If you do not hold category D1 on your licence there are still circumstances where you might drive a minibus Driving a minibus for any purpose You can drive a minibus for any purpose: if you have passed a minibus driving test and hold a licence with unrestricted category D1, or if you have passed a bus test and hold category D By passing a test in either of these categories you can drive a mini bus for profit (hire or reward), as part of your employment or for social purposes. Driving a minibus for hire or reward You can drive a mini bus for hire or reward if you have passed a: minibus driving test and hold a category D1, or a bus driving test and hold licence category D. A vehicle is used for hire or reward if payment is made directly or indirectly by passengers for any services which include the carrying of passengers. Operatives likely to be seen as hire or reward include: courtesy bus services, and sightseeing tours Examples of indirect payments to the driver include: a salary paid by an employer a gift in lieu of payment, or payment for accommodation as a reward for driving Driving a minibus that is not being used for hire or reward You can drive a minibus that is not being used for hire or reward if you passed: 12

14 a category B (car) test before 1 st January 1997 and hold licence category D1 with code 101, or a category B (car) test on or after 1 st January 1997 and meet all the following conditions: o You are over 21 and have held a category B licence for at least 2 years o The minibus is used by a non-commercial body for social purposes. o You receive no payment other than recovery of your out-of-pocket expenses (for example, fuel or parking costs) o You provide the service on a voluntary basis o The minibus maximum weight is not more than 3.5 tonnes tonnes if including any specialist equipment to carry disabled passengers) o You do not tow a trailer When your driving licence expires when you reach 70, the entitlement to drive a minibus can be renewed upon request if you meet the medical standards required for category D1. This requirement applies to drives who hold D1 with code 101, as well as those who drive a minibus with their category B licence, as explained above In addition to the above legal requirements, in order to drive a minibus belonging to the University of Bradford s Student Union, all drivers must undertake a Minibus Driver Awareness Course (MIDAS). Insurance to drive a minibus It is up to drivers and operators of vehicles to check separately with their insurer whether their insurance policy covers a minibus in the circumstances in which it is proposed to be driven. 13

15 Appendix 3 - Driver Guidelines: Safe Driving and Journey Planning Safe Driving There are many factors, which contribute to road accidents, most of them can be controlled to some extent. They include: Vehicle condition and road worthiness Driver condition and fitness Weather conditions Vehicle Condition: The driver is responsible for ensuring the vehicle is road worthy. He/she should do this by: Keeping the vehicle clean and well maintained at all times Keeping the vehicle legal condition, taxation, insurance, MOT Checking the vehicle regularly before significant journeys and as part of the general upkeep Ensure there is range of rescue equipment appropriate to the journey in the vehicle Safety Equipment Ideas: Warning triangle Spare tyre Fire extinguisher First Aid Kit Torch Driver Safety Information Driver Guidelines for Accident/Incidents Action Map Spare bulbs Spare fuel or fuel carrier De-icing equipment spray de-icer, ice scraper Jump leads Washer fluid Driver Condition Every driver is responsible for ensuring they are physically fit enough to drive before they get behind the wheel. It is a legal requirement to be free of intoxicating drugs and alcohol, but also: Medically fit free from an illness/medical condition that may cause a problem. Where medication has been prescribed for any ailment, ensure this does not cause drowsiness. Mentally fit and alert free from undue stress or anxiety that may prove a distraction. Good eyesight using corrective appliances where needed. Well rested. Remember that the residual effects of alcohol from a night out the previous evening may still affect the speed of your reaction, your judgment or co-ordination, even if you are legally within the drink-driving limit. 14

16 Your mood, physical well-being and the amount you have eaten can all affect your ability to handle alcohol. Remember that keeping to the legal limits for drink driving is no guarantee of fitness to drive or safety when driving. Posture and Driving Comfort The posture you adopt is important for a number of reasons. Get it right and the driver s back, circulation and safety are protected. However, it is equally important not be become too comfortable, otherwise you may become drowsy! Things to do: Remove bulky outer clothing. Adjust the seat position backrest, lumber support, height. Adjust the steering wheel position (where available) raise/lower or draw the wheel closer to you so that when your hands are in the 10 to 12 (25-30cm) position the shoulders are relaxed, and the height of your hands is a little lower than the height of your shoulders. Set the head rest be aware that this is not provided for you to rest your head on whilst driving but to protect your neck from a whiplash injury in the event of an accident. Depending on the design the base of the restraint should be in line with the bottom of your skull where it meets the top of your neck. Adjust the seatbelt restraint up or down until you can feel a firm, but not excessive pressure over the top of your shoulder, with no gap between the belt and the front of the shoulder. Do not leave heated seats on you may cause drowsiness or affect your blood circulation and cause stiffness. Set the interior temperature don t have the temperature too warm. Keep both hands on the wheel when driving. Avoid leaning on the gear lever, door or resting an arm over the passenger seat when driving. Apart from reducing your control over the vehicle you may induce a lateral curve of the spine, possibly also slight rotation which can lead to back ache. Do not smoke when driving. Lighting a cigarette, cigar or pipe can be hazardous as you are momentarily distracted, the lighted end is a fire hazard and in the event of an accident collision with the steering wheel could force a pipe into the mouth, and throat not to mention the explosive hazard should there be a fuel spillage. On long journey take regular break - ideally limit periods of continuous driving to two hours. Not only will this assist in reducing drowsiness but will allow you to stretch and loosen stiff muscles and promote circulation by walking around. Manual Handling If the driving task involves significant manual handling ensure that a task specific risk assessment has been completed and that you follow the safety control measures identified, including using any equipment provided. One simple but common manual-handling problem is reaching from the driving position behind the seat to retrieve a map, briefcase or other item. The movement involves twisting, stretching and grasping an awkward load with an extended arm all highly undesirable and likely to cause a muscular strain. 15

17 Care should also be taken when lifting apparently innocuous items in or out of the boot; you may over-reach with a bulky package and cause a strain. If you cannot easily manage the load seek assistance. Driver Stress and Road Rage There are many different things that cause driver stress both to you and other drivers. Stay calm and patient when driving; give yourself time and space to react to others and their mistakes: Keep your distance. Do not retaliate to erratic behaviour either verbally, with gestures or by accelerating braking or swerving. Avoid eye contact with aggressive drivers. If you make a driving error, acknowledge it with a wave or say sorry. If you need to stop, stay in the car, lock the doors and keep the engine running. Drive on as soon as possible. If you fear assault or think an aggressive driver is following you, go to a public place and flash your lights sound your horn to attract attention. Never rise to any challenges when driving stick to the speed limit. If you see another vehicle in difficulty, take note of their position and report it by telephone as soon as you are able do not risk your personal safety by offering direct assistance. If you believe you have been involved in a road rage incident contact the police. Driving when Pregnant A woman driving when she is pregnant is under the same duty of care for her unborn child as the law imposes on her with regard to any other road user or pedestrians. An assessment of risks to the driver needs to be undertaken and adjustments may be necessary. For example: Review the extent of distance driving that a pregnant woman should be expected to undertake, particularly during the later stages of pregnancy. Can a mobile phone be provided where it is not already allocated? Consider using devices that are available to fix to the seat belt to adjust the pressure points when wearing a belt. Adjust journey plans to take account of the need for increased rest breaks. Weather Conditions Whilst it is not possible to alter the weather the driver can control his/her own actions in adverse weather conditions: Think twice about making the journey. Ensure the car is equipped and fully fuelled for the journey. Moderate your driving style to fit not only the legal requirements but also the road conditions slow down! Use fog lamps. Use screen demisters. 16

18 Review the safety equipment you carry and adjust it to suit the adverse weather, for example carry a car blanket or warm clothing in winter. Carry a fully charged mobile phone Journey Planning A significant number of accidents occur when a driver becomes drowsy. There are many things which many cause drowsiness: Lack of sleep before a journey Long, monotonous journey Consuming alcohol before a journey or the after effects of the night before Journey home after night shifts or after long hours at work After taking medication At certain times of the day i.e. very early mornings Apart from losing complete control of the vehicle should the driver actually fall asleep, the level of risk is heightened when the driver is tired, e.g. reaction times are slower; crucial decision making may be impaired; alertness/concentration affected. Before you start: 1. Time Calculate how long a journey will take then include additional time for rest breaks and unexpected delays e.g. traffic jams. When possible avoid driving too early in the morning or late at night, particularly after a long shift. 2. Rest Ensure you have had a normal amount of sleep prior to commencing the journey. Plan rest breaks, ideally every two hours for at least 15 minutes (or sooner if feeling tired). 3. Plan Plan out the route and write out simple instructions that are easy to follow. Consider noting an alternative route in the event of a major delay. 4. Check the vehicle Carry our safety checks on the vehicle, ensuring that everything is functioning: wipers, washer, lights and that there is sufficient fuel and water for the journey. 5. Share your schedule Ensure that someone has a copy of your journey plan and knows what time you are due to arrive. Are you a Lone Driver? A lone driver, male or female, should consider extra personal safety measures in addition to the ideas listed above to minimise the risk whilst driving for work: Ensure you have a fully charged mobile phone with you, with emergency contact and breakdown company numbers already programmed in. 17

19 Report to your manager or other appointed person regularly during the course of the driving activity. Carry simple, clear route instructions to ensure there is no need to map read whilst driving. Whenever you stop choose a safe, well-lit and public place. Avoid conflict on the road. Never pick up hitchhikers. Keep the doors locked when driving. If approached by any person, do not get out of the car lock the doors and conduct the conversation through a small gap in the window. If you are stopped by the police you are entitled to verify their identity before exiting the vehicle - if in doubt contact their police station and check their ID number. Random theft at traffic lights has also become a concern therefore think about your personal safety in relation to such incidents: Keep valuables out of sight when driving. Lock doors if driving alone, particularly at night. Have keys in your hand as you approach the vehicle and check the interior before entering. Park in an official car park, preferably one that is manned. Preventing Theft If a professional thief is determined to take something from a vehicle, or to take the vehicle itself there are not many devices that will stop him/her. However there is a range of measures that you can take to reduce the temptation of stealing from your vehicle. Ensure the vehicle is fitted with an audible alarm and immobilising equipment. Use a steering wheel, gear stick or pedal anti-theft locks that can be fitted once the vehicle has been parked. Display anti-theft warning stickers on the vehicle. Have all windows etched with the registration number. Where possible install radio/cassette/cd players that have a removable front for security. Never leave vehicle unlocked, even when leaving it unattended for a brief time e.g. paying for petrol, outside a familiar place (home or office). Never leave valuable or tempting items on view: mobile phone, wallet/purse/money, CD s, tapes, designer items (sunglasses, bags), vehicle documents remove them from the vehicle or if they have to be left inside lock them in the glove box. Where you have to leave larger items in the vehicle, lock valuables in the boot laptop, briefcase. Park in brightly lit public places. What to do if you break down Regular maintenance and inspection will reduce the likelihood of a vehicle failure but the unexpected could still happen. A regular check may also highlight a problem before it escalates to a major fault that costs more to rectify (failure of one component could destroy another part of the engine; replacement vehicle costs will be higher due to length of time required for major repair; lost working time due to an unplanned incident). 18

20 Breaking down at night If possible keep driving until you can stop in a well-lit area. If the area is dimly lit make sure your hazard lights are on. When making a call for help make it clear you are a lone drive, particularly emphasise this if you are female. Use street names, pub, restaurant or shop names to assist the breakdown service in finding you. Ensure you carry a functioning hand torch in the car. A mobile phone is particularly useful in the event of a breakdown remember to contact anyone who may be expecting you and let them know where you are. Vehicle Inspection For the driver s own safety, as well as to meet legal requirements, the following checks should be made. A daily inspection should be carried out to check that: There are no obvious faults. There has been no damage to the vehicle. Mirrors are in the correct position. The fuel level is sufficient for the journey. Windows are clean and undamaged. Brakes are working A weekly inspection to check that: Tyre pressures are correct (refer to the manufacturer s handbook). Tyre tread is within legal limits (1.6mm across the central three-quarters of the tyre tread width and around the entire outer circumference). Tyres should be free from cracks, worn patches and bulges, particularly on the sides. Lights, windscreen washers, wipers and indicators are in working order, Oil, coolant and water levels are satisfactory. Any service/maintenance requirements have been complied with. A pre-journey check should be made to ensure that the vehicle is safe and equipped for the journey and ensure the vehicle is not overloaded. Maintenance For privately owned vehicles, the driver is responsible for ensuring that the vehicle is serviced at the manufacturer s recommended service intervals by a reputable organisation. Once the service has been completed the driver should: Ensure the service book is completed, signed and stamped. Ensure any maintenance or repair item that has not been completed during the service is rescheduled and completed as soon as practical. 19

21 Ask the servicing garage some key questions to satisfy yourself that the service has been conducted appropriately: Has the wheel alignment been checked? Have the brake pads been checked and are they being replaced? If not, will they last until the next service? Has the vehicle been checked for evidence of leaks? Have the other safety-critical components been checked, for example brake systems including brake fluid, shoes, discs, cylinders, callipers, hoses. Are manufacturer approved parts being used? What are the qualifications and experience of the mechanics working on the vehicle? 20

22 Appendix 4 - Drivers Guidelines: Accidents and Other Emergencies a) Accidents Action Drivers 1. Always stop it is an offence to leave the scene of an accident. 2. Check the condition of any passengers and any third party. 3. If someone is injured call an ambulance. 4. If there is damage to any property (other than third party vehicles) or injuries to any person the police must be informed immediately. 5. Remove the vehicle from the road or carriageway if it is possible and safe to do so. 6. Obtain details from third parties: Name and address Vehicle make, model, registration number Name and address of Insurance company Insurance policy number AVOID ADMITTING LIABILITY AT THIS STAGE 7. If recovery or repair of the vehicle is required, contact the relevant breakdown recovery service. 8. All accidents, however minor, will be dealt with through your insurance company. 9. Report the incident to your manager by telephone as soon as possible. 10. Complete the University accident report form and submit to your manager, ideally within 24 hours. Action - Managers 1. When the manager receives the accident report form he/she must send this to the Health and Safety Services. 2. The person s line manager will investigate the accident and compile a report. 3. Causes of the accident should be determined and recommendations submitted to reduce the changes of recurrence. 4. Any time off or inability to carry out normal duties must be reported to Health & Safety Services as soon as possible. 5. If the accident is reportable under the Reporting of Incidents, Diseases and Dangerous Occurrences Regulations (RIDDOR) the Health and Safety Services will contact the Health and Safety Executive in line with the regulations. 6. Following accident investigation the manager must ensure any recommendations are put in place before the individual returns to work. 7. The report is to be filed in the employee s personal file and in the accident report file kept with the manager. 8. In the event of an injury, the employee involved in the accident must attend a medical examination with Occupational Health or their own GP as soon as practicable following the accident. 9. The GP will provide a report on the employee s physical state of well-being and his likely return to work. 21

23 10. Where required the employee will be offered counselling following the accident. b) Post Accident (Major) 1. A risk assessment must be undertaken and control measures put in place before the employee returns to work. 2. Consideration must be given to lightening their duties on his/her return. 3. The doctor and counsellor should decide when the employee is mentally and physically fit to undertake his/her normal duties again. 4. The manager must discuss the employee s progress with him on a weekly basis, until he/her is fully recovered and should check his/her fitness for work. c) Other Emergencies. Theft In the event of theft from or theft of a vehicle the driver should: 1. Contact the police immediately. 2. Contact manager and give details of incident. 3. Complete an accident/incident form and submit to their manager at the earliest opportunity. (Employees should refer to Appendix 3: Safe Driving and Journey Planning; Preventing Theft) 22