Notes for Champions and Assessors This guide has been developed to help you complete the self-assessment form and check how cycle friendly your organisation is. It may also be helpful to make comments on the assessment form in the space provided which will help you complete the Action Plan. Please note which items are essential for attainment of the award and which are desirable when marking points. All essential items must be achieved to gain the award. Desirable items which your organisation does not currently meet can be used as ideas for future improvement. INFRASTRUCTURE - ON-SITE 1. Secure cycle parking for pupils and staff Appropriate cycle parking refers to a rack such as the Sheffield Rack which fully supports the bike (pictured) and allows for it to be securely attached in a number of areas such as the wheels and the frame. Rubber or plastic coated stands are even better as they further protect the bike. A less appropriate type of cycle parking stand is one which is only secured by the wheel, the toaster or wheel bender type rack. This can cause damage to the bike if it is knocked over i.e. buckled wheels. For comprehensive guidance on key elements of cycle parking provision visit the Sustrans website at the following link: http://www.sustrans.org.uk/default.asp?sid=1149001882109 Transport for London also have some useful advice on their website. Visit the following link and open the Cycle Parking Guidance document: http://www.tfl.gov.uk/businessandpartners/publications/1421.aspx Additionally, the location of the cycle parking is also an important point to consider. The following criteria is important: Visible, safe and convenient e.g. at the front entrance to the building Sufficient maneuvering space for the cyclist, they may also need space for basic maintenance if no other facility is available for this. A smooth, level surface. Easy access without conflict with cars, pedestrians, vending machines or rubbish bin. Further guidance on capacity planning and best practice is available on request from Cycling Scotland. Weather protection should be provided where possible in the form of a canopy, locker or ideally internal parking which is easily accessible. The location of the parking should be well lit and secure whether in or outdoors. Ideally, the area should be locked and therefore have limited access. Security/CCTV cameras should be provided where appropriate. Sufficient provision will be indicated by observing whether the existing parking provision is over or under prescribed. Advertisement of the facility may be a recommendation if parking is deemed to have low usage. If there is a demand for spaces it can be recommended that more are installed. If on street cycle parking is required then it will be necessary to contact the local authority to provide this, contact the designated Cycling Officer who will offer guidance. If the cycle parking is within the organisations property then they are responsible for this. In order to assess whether the cycle parking meets or exceeds the local authority requirements this information can be obtained from the Local Authority Cycling Officer and if not already known should be added to the recommendations. Scottish Charity Number SC029760 Sheffield rack Toaster or wheel bender type rack 1
2. Cycle Parking for visitors Is cycle parking easily accessible to visitors? Do they have to arrange access before their visit and are cycle directions readily available e.g. by letter, phone or website. The guide on Active Travel How to produce active travel directions for your visitors and staff has an easy to use template to create active travel directions for your organisation. Search for the title at: http://www.sustrans.org.uk/defaultasp?sid=1089651648265 Is this provision safe in terms of lighting, security and conveniently located? 3. Changing facilities available If possible, check the changing room and look for a cleaning/service checklist. Seating should be adequate for the number of users. Are the changing rooms sufficient for the number of users? May be useful to check the Staff Travel Survey to see if demand is highlighted for more shower or changing facilities 4. Showers Available Ideally showers are an essential item and should be provided wherever possible. However Cycling Scotland recognise that if showers are not already provided it may take time and money to have this facility installed. Therefore, if showers are not provided this should be included in the recommendations. It should be noted that some staff may be deterred from cycling to work if showers are not available and every effort should be made to achieve this criteria. If no showers are available deduct 2 points from the overall total for this section i.e. Infrastructure. Please note that points can be gained back in section 6a through the implementation of other facilities e.g. designated area for maintenance with tool kit. A visual check should be sufficient to determine if the shower provision is proportionate. 5. Lockers/storage space available Not an essential item. As above, a visual check should be sufficient. 6. Site safe convenient Check the routes within the site are safe and free from obstruction. Check if the organisation has created directions for visitors and staff. This should be included in the recommendations if not in place. Does the organisation have a Travel Plan in place? Contact the following for information and advice on travel planning for your organisation: Energy Saving Trust http://www.energysavingtrust.org.uk/scotland Sustrans http://www.sustrans.org.uk/default.asp?sid=1131548425953 6a. Other facilities Maximum of 6 further facilities, 1 point each. 2
INCENTIVES 7. Travel allowance paid Evidence of this should be provided. Electronic/photocopies where possible (preferably electronic copies submitted to Cycling Scotland at time of assessment to keep paper to a minimum) 20p is the minimum amount recommended by the Inland Revenue and should be strived for although it is accepted that some organisations may not currently be able to offer this amount therefore this is a desirable item. 8. Pool bike available This section may not be relevant to all organisations. Pool bikes should be seen along with the relevant insurance information. A pool bike insurance provider can be found at the following link http://www.cycleinsurance.info/. Please note that other providers are available and that it is important for organisations to determine which policy is best suited for their specific needs. A useful resource from Transport for London is available from their website entitled Pool Bikes for Business (pictured) Further information on pool bikes and insurance is available from Cycling Scotland on request. Storage and maintenance programme should also be seen. Copies where possible. 9. Site bikes in use This section may not be relevant to all organisations. Assess in same way as pool bikes above. Photocopies where possible. 10. Bikes available for loan This section may not be relevant to all organisations. Evidence of this service must be provided, e.g. a logbook, loan register. Photocopies where possible 11. Loans/ leasing/ Cycle to Work scheme Only one of the items listed is essential, whichever best suits the needs of the organisation and the staff. Evidence should be provided of chosen scheme. Tax breaks are available through the Cycle to Work schemes which not only include the bikes themselves but also the ancillary safety equipment needed such as lights, helmets etc. There are an ever increasing number of websites relating to the Cycle to Work schemes some of which can be found below: www.halfordsb2b.com/bikes4work-schemes.asp www.cyclescheme.co.uk/ www.booost.uk.com/ www.evanscycles.com/ride2work.jsp?item_id=430 www.alpinebikes.co.uk/content.asp?sid=16 Inland Revenue Guidance - this document outlines how to implement a scheme: www.dft.gov.uk/stellent/groups/dft_susttravel/documents/page/ dft_susttravel_038228.hcsp Cycling Scotland have produced a factsheet on Cycle to Work schemes which is available on their website in the Education and Training section under Downloads or at the following link: www.cyclingscotland.org/downloads.aspx These are just some of the third party facilitators for Cycle to Work schemes available nationally. Many other providers are also available. It is important to check the websites of a range of providers to decide which would be best suited to your organisation. 11a. Other Incentives Scottish Charity Number SC029760 Not an essential item. Maximum of 6 further incentives, 1 point each. Evidence required 3
PROMOTION 13 21 JUNE 09 GET MORE OUT OF LIFE - 12. Organisational involvement in bike events Evidence of promotion should be provided e.g. leaflets, posters, company newsletter, photos and information on the website. Useful websites are provided in the links section of the Handbook and the following: www.bikeweek.org.uk www.pedalforscotland.org It should be noted that participation in a national event, such as those above, contributes directly to meeting the criteria of the Healthy Working Lives Award (see the HWL section of the Handbook for details). Details of how the Cycle Friendly Employer Award can contribute to the Healthy Working Lives Award more generally can be found at http://www.cyclingscotland.org/howtogetstarted.aspx 13. Cycle information available for employees Evidence should be provided of this, copies where possible e.g. local and national maps of cycle routes available from Sustrans, Local Authorities and Spokes (Glasgow LIVE LOCAL, and Edinburgh). For large sites the location of showers, cycle parking and lockers should be highlighted for staff. All information should be kept up to date and a named GET CYCLING cycling contact or Champion should be available for all cycling related matters. Join in the biggest cycling 14. Cyclists consulted via users group event in the UK with thousands of free activities in villages, Users can be in the form of a Bicycle Users Group (BUG), a forum or a users group. towns and cities everywhere. Important to get the views of current cyclists when placing new cycle parking for example. Evidence of two way communication between users and management should be provided e.g. minutes, e-mails etc. 15. Survey of employees travel practices carried out Sport Relief is an initiative of Comic Relief, registered Charity No 3265687 Evidence required of surveys complete and the results collated. This info can be used as a baseline against which future increases can be measured. 16. Organisation committed to increasing cycle use www.bikeweek.org.uk Bike Week is a company limited guarantee, Reg. No. 4910069. Reg. Office: 2 Newhams Row, London SE1 3UZ This should be visible within the company in some way e.g. in the company handbook by way of a statement or a travel plan in place. Important to communicate to staff, clients and wider community the organisation s commitment to improving staff health, reducing congestion around the site and being socially and corporately responsible in community. Evidence required, photocopies where possible. 17. Cycle training available/free cycle training A Cycle Commuter course is available from Cycling Scotland. The one day course is aimed at staff returning to cycling who need to build their confidence. It enables the participant to choose a suitable route to work, advises on clothing and bike choice and essentially, includes a practical session on riding on the road and in traffic. Ideally, courses should be provided free of charge to staff as part of a wider strategy to improve physical activity/active travel amongst staff. Subsidised courses are another option to allow as many staff as possible to participate. Visit the Cycling Scotland website for further information http://www.cyclingscotland.org/cyclecommutertraining.aspx 4
18. Senior management cycle to work Not an essential item. Evidence of this if possible. Further guidance available from Cycling Scotland if required. 18a. Other promotional strategies Not an essential item. Maximum of 6 further strategies, 1 point each. If you have any questions relating to carrying out the self assessment form, please contact Cycling Scotland who will be happy to help. Please note that re-assessment is every 3 years from when CFE status is first awarded. STEP BY STEP USER GUIDE Cycling Champion submits completed self assessment form to Cycling Scotland Cycling Scotland reviews form and carries out next step If all essential criteria are met on paper Cycling Scotland will visit the organisation to verify the form If have not met all essential criteria Cycling Scotland can help identify areas for improvement If Champion has not submitted form and is in need of support contact Cycling Scotland If the assessment visit is successful Cycling Scotland Award Cycle Friendly status Champion and Cycling Scotland agree on action plan to work towards achieving missing criteria Cycling Scotland and Champion agree on action plan to work towards achieving criteria Scottish Charity Number SC029760 5
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