TRANSPORT POLICY HSC030

Transcription

1 1 TRANSPORT POLICY HSC030

2 Contents TRANSPORT POLICY... 1 Why we need this Policy... 3 What the Policy is trying to do... 3 Which stakeholders have been involved in the creation of this Policy... 3 Any required definitions/explanations... 4 Key duties... 4 Policy detail... 5 Training requirements associated with this Policy How this Policy will be monitored for compliance and effectiveness For further reference.. 11 For further information Equality considerations Document Control Details.11 Appendix Appendix Appendix New driver registration form Vehicle Incident Report Vehicle usage log 2

3 Why we need this Policy The Health and Safety Executive has made it clear that employers have duties under health and safety law to manage the risks faced by their workers on the road. Risks associated with travelling by road are increasing and as part of the Trusts Duty of Care we must put measures in place to address the risks that moving staff, clients and supplies by road present. The Trust will adopt a philosophy that, irrespective of blame, all road accidents are preventable and all risk can be significantly reduced or contained. Consequently a target of zero accident involvement will be aimed for. A high proportion of Staff within the Trust are designated as vehicle users for work purposes. In line with the general principles of Health & Safety designated vehicle users need to take responsibility for their own safety and for the safety of others who may be affected by their actions. Therefore Staff who are required to drive on behalf of the Trust must do so at all times, in a manner that is legal, safe, responsible and with due care for themselves and any other persons who may be affected by their activities. What the Policy is trying to do The Trust s Chief Executive is ultimately responsible for ensuring that Transport risks are being effectively managed within the Trust. The Head of Property Services delegated by the Director of Finance will ensure that adequate policies and procedures are in place to manage transport risks contained in the scope of this policy. All staff have a duty to comply with the principles set out in this document and should report to their line manager any observed failure, or potential weakness. The Service Managers, Heads of Departments and all Operational Managers are responsible for ensuring that all staff within the areas of their responsibility, that are involved in using their own or Trust fleet vehicles, in the course of Trust business comply with this policy and have the necessary insurance documentation and driving licence requirements. Line Managers are responsible for authorising Staff to drive on behalf of the Trust All NHS Trusts are required to develop travel plans and policies which aim to reduce their carbon footprints and make sustainability a priority. Nothing within this policy should deter Staff and Services from developing solutions that contribute to reducing carbon emissions by reducing the need to travel while at work. Transport Services will as they develop services and renew vehicles, commit to providing the most efficient and effective services possible while actively working towards environmentally sustainable methods of providing Transport Services. Which stakeholders have been involved in the creation of this Policy Trust-wide consultation including HR, IG, Occupational Health, Staff side and Trusts Health & Safety Risk Committee attendees. 3

4 Any required definitions/explanations Client any service user, patient, Trust Fleet Vehicle Any vehicle owned, leased or hired by the Trust for use solely within the Trust in discharging its commitments. Grey Fleet Private vehicles that are owned by staff/volunteers or on a private lease agreement, and who are authorised to drive these vehicles on Trust business including conveying colleagues and or/clients. Lease Car Vehicles leased through the Trust use individual use by the staff member. They are for use within the Trust on Trust business but the drivers also have authorisation and contribute to the Trust scheme, for private use outside Trust business. Guidance Notes Notes that are approved documents as defined within in the Trust that are to support the Policy and provide information. They give details of protocols and agreements. Driver Authorisation Anyone who drives a Trust Fleet vehicle shall be registered to drive by the Trust. The Driver Register will be held and administered by NHFT Transport Services. Register of Drivers for staff that drive their own vehicle (Grey Fleet) on Trust Business will be held locally by their line manager. Driver Assessment Programme (DAP) All drivers who are authorised to drive the Trusts Fleet vehicles, on behalf of the Trust will be part of the Driver Assessment Programme. Driver Medical Staff who are authorised to driver the Trusts Fleet vehicles are required to undergo a Driver s medical as detailed in this policy. Key duties Chief Executive The Trust s Chief Executive is ultimately responsible for ensuring that Transport risks are being effectively managed within the Trust. Finance Director The Head of Property Services on behalf of the Finance Director will ensure that adequate policies and procedures are in place to manage transport risks contained in the scope of this policy. Transport Manager The Transport Manager shall be responsible for the implementation of the policies and procedures in respect of vehicle management and operation across the Trust. This will include the management and maintenance of the Trusts vehicle fleet, insurances, fuel and the Trusts fleet driver register. Service Managers The Service Managers are responsible for ensuring that all staff within the areas of their responsibility that are involved in using their own or fleet vehicles, in the course of Trust business comply with this policy and have the necessary insurance documentation and driving licence requirements. Line Managers are responsible for authorising Staff and maintaining a local driver register, to drive on behalf of the Trust and they must ensure that prior to authorising staff to drive that staff have: Had their licence checked in accordance with this policy in the last 12 months and are registered on the Trusts driver register. Have undertaken a Driver Medical in accordance with this policy. Have attended a Driver Assessment Programme in accordance with this policy. Taken into consideration individual care plans when planning journeys involving patients. All Staff employed by NHFT All staff have a duty to comply with the procedures set out in this document and should report to their line manager any observed failure, or potential weakness. 4

5 Policy detail Driver Authorisation Process. Trust Fleet Drivers - Anyone who drives the Trusts vehicles whilst at work and on behalf of the Trust, must be authorised to do so by their line manager. Line managers must ensure that any authorised driver has completed the Trusts Driver registration/authorisation process. The driver will fill in a Driver Registration application form and submit to transport services. The application form shall be signed by the line manager. All drivers must complete a Driver Medical with Occupational Health; Transport Services will refer the driver to Occupational health on receipt of this application form. Transport Services will arrange to meet with the drive for an initial assessment. The Staff member must bring their Card Licence with them to the meeting with an active check code, as available through the DVLA share driving licence services website, for guidance please refer to Appendix 1. This assessment will also include a basic eyesight check in line with DVLA requirements, see Appendix 2. On registration as a Fleet Driver they will be included in the Driver Assessment Programme (DAP) All drivers registered on the DAP will as a minimum, have a driving skills update and feedback session every 3 years. This is to provide the opportunity for drivers to update and improve their driving skills and to provide assurances to the Trust regarding driver standards. Drivers authorised to drive will then be entered onto the Authorised Driver Database held within Transport Services. Grey Fleet and Lease Car Drivers - Anyone who drives their own vehicles inc volunteers whilst at work and on behalf of the trust must be authorised to do so by their Line Managers. To authorise staff to drive Line Managers must have seen and kept copies of a valid MOT certificate, insurance documentation, insuring that this covers the category of risk involved including work equipment for all vehicles registered by the staff member. They should also ensure that the staff member has produced a DVLA check code via the DVLA Share driving licence service (please see appendix 1) and that the licence has been checked in accordance with this policy. 5

6 AUTHORISTION PROCESS - FLEET DRIVER AUTHORISATION PRICESS - GREY FLEET DRIVERS New driver completes New Driver Registration form and returns to Transport Services New driver completes Driver Registration form and returns to Line Manager Transport Services will contact Occupational Health to arrange a Drivers Medical Line Manager checks and keeps copies of Valid MOT certificate, Insurance and checks driving licence via DVLA share my licence (see appendix 1) Transport services arrange to meet with New driver for Initial assessment, including Basic eye sight check and DVLA share driving licence check (see Appendix 1 and 2 Line Manager authorises staff member to driver Driver completes Driver Assessment Programme and MiDAS as per this policy as required. It is recommended but not mandatory that the driver attends the Driver Assessment Programme 6

7 Drivers Medical s for Staff Authorised to Drive Trust Fleet Vehicles. All staff are to undertake a Drivers Medical with the trusts Occupational Health department prior to being authorised to drive Trust Fleet Vehicles. For new staff this should take place during their pre-employment checks (if driving Trust Fleet Vehicles may be part of their role) or as part of this authorisation process for existing staff. In line with Health and Safety guidelines staff should also be referred for Drivers Medicals every 5 years over the age of 40, annually over the age of 65 and at the discretion of their Line Manager or Transport services after any accidents, near misses and changes in health or medication that may affect their ability to driver. Additionally Line Managers can refer drivers of Grey Fleet/Lease cars to occupational health at their own discretion for Drivers Medical s. Driving Licence checks. All drivers driving Fleet and Grey/Lease car vehicles must have their driving licences checked yearly as a minimum or as per the table below to ensure their Authorisation is valid, by either their Line Manager or Transport services : Number of penalty points on licence Frequency of licence check Fleet Drivers Licence validated by: Grey Fleet Licence validated by: 0-6 Yearly Transport Services Line Manager Monthly Transport Services Line Manager Over 9 3 monthly Transport Services Line Manager Drivers who have received a driving ban should inform both Transport Services and their Line Manager immediately and their authorisation to drive will be revoked with immediate effect. Driving licence audits will be completed by Transport Services on an adhoc basis. Driver Training (mandatory for staff driving Trust Fleet Vehicles and recommended for staff driving Grey Fleet/Lease cars): DAP (Driving Assessment Programme) All staff as part of their authorisation process will be required to attend an Driving Assessment Programme, this will be completed by an in house trainer and will include an on road assessment of driving skills and competence. DAP s can be repeated at the discretion of either Transport Services or Line Managers upon request. MiDAS In addition to DAP members of staff responsible for driving Minibus s or wheelchair accessible vehicle will be required every 4 years to complete MiDAS training. Duties and Responsibilities of ALL Drivers. This section applies to ALL staff that drive on behalf of the Trust inclusive of Trust Fleet, Grey Fleet, Salary Sacrifice and Lease vehicle drivers. All drivers will have completed the driver registration process and had their driving licence checked in accordance with this policy within the last 12 months additionally all Grey Fleet/Lease car drivers must insure that a Valid MOT certificate and insurance policy has been handed to their Line Manager. If any person driving on behalf of the Trust receives any penalty points, conviction or disqualification or medical prohibition between licence checks then these must be immediately reported to their line manager and to the Transport Services Department, drivers registration maybe revoked or suspended. The Trust Driver Register with the names of Staff who are registered to drive Trust vehicle, will be held centrally by Transport Services. No member of staff will be permitted to drive a Trust Fleet vehicle unless their name is on the Register and they have been authorised by their line manager. Drivers must not drink alcohol, nor be under the influence of previous drinking on the day they intend to drive. Staff should not attend work smelling of alcohol. Neither should they be under the influence of illegal drugs or other substances which may impair their driving. If anyone contravenes these standards they will be subject to disciplinary proceedings in accordance with the Trust Disciplinary procedures (see Alcohol & Substance Misuse Policy). 7

8 If any driver suffers from, or is diagnosed with a medical conditions where there is a legal requirement to inform the DVLA, then they must also inform their line manager and Transport services as well as informing the DVLA. Line managers are to follow guidance issued by DVLA and should refer the member of staff to Occupational Health for advice. The Trust will not be responsible for any fine or fixed penalty incurred by any driver as a result of a traffic violation. (Please note this includes any parking fines) Drivers must drive in a safe and lawful manner at all times, observing any speed limits, one-way systems, pedestrian crossings etc., in accordance with the Highway Code and current traffic legislation Seatbelts - Please take note that according to the Motor Vehicles Regulations You must wear a seat belt if one is fitted in the seat you re using. Drivers must ensure that any safety equipment provided on the vehicle is available and fit for use and purpose. Using mobile phones when driving: It is illegal to drive using hand-held phones or similar devices. The rules are the same if you re stopped at traffic lights or queuing in traffic. Drivers must not view or send text messages or s whilst driving. Should a call come through to you whilst driving Trust policy is that you should find a safe place to stop prior to answering or returning the call. Any request to hiring or leasing a vehicle for use within the Trust must be made through Transport Services to make sure it is registered and insured under the Trust Vehicle insurance policy, this also includes Garage loan vehicles. In the event of an incident including theft or if the vehicle is in any way damaged regardless of the reason, an immediate verbal report must be made to the staff members Line Manager and to Transport Services. A formal report of the incident should be recorded on DATIX (this includes grey fleet/lease car drivers whilst on Trust business) and an Incident reporting (appendix 3) form (for Trust Fleet vehicles) must be completed within 24- hours of the incident and returned to Transport Services. Trust Fleet Driver s should also refer to their Driver handbook for further guidance. Drivers (Trust Fleet drivers only) will then be contacted by Transport Services for a post incident investigation interview. Investigations may also take place at the request of Line Manager s following incidents involving Grey Fleet/Lease Car drivers. While it is not mandatory at this point, all Grey Fleet/Lease car Drivers are encouraged to take part in the Driver Assessment Programme (DAP). This is especially important if Grey fleet/lease car drivers are to be authorised to give lifts to staff and or clients. These drivers involved in any accidents or incidents whilst using their vehicle on Trust Business will be at the discretion of their Line Manager asked to attend. It is recommended that all staff who may be asked to convey work equipment in either their own or a privately leased car should also provide the appropriate insurance documentation that covers this activity. Staff transporting work equipment as part of their role should ensure that they have read and are fully compliant with IG policy that currently contains this guidance is IGIS01 Use of Information & Communications Technology Policy. Duties and Responsibilities of Drivers Fleet Vehicles, This section applies to any vehicle owned, leased or hired by the Trust for use solely within the Trust in discharging its commitments. The Trust fleet is split into various operational groups including : Transport Services Patient Transport Estates Direct allocation (supplied for use by a specific service) Individual operational groups are responsible for ensuring all vehicles within their group have a valid MOT and are serviced and maintained to the appropriate standard. Arrangements for MOT, service and maintenance should be arranged locally by each group through their leasing company. Transport services will hold records of all fleet vehicles so should be informed when any work is completed. 8

9 9 Managers responsible for the operation of dedicated Fleet vehicles will ensure staff have completed vehicle log sheets at both the beginning and end of each journey and both their Line Manager and Transport Services are informed of any issues with the vehicle (see appendix 3). The safety and security of these vehicles is the direct responsibility of the group they are deployed to. In addition each group is responsible for their safe operation within their designated activities. Any request to hiring or leasing a vehicle for use within the Trust must be made through Transport Services to make sure it is registered and insured under the Trust Vehicle insurance policy. The Trust Driver Register with the names of Staff who are registered to drive Trust vehicle, will be held centrally by Transport Services. No member of staff will be permitted to drive a Trust Fleet vehicle unless their name is on the register and they have been authorised by their line manager. Managers responsible for the operation of dedicated Fleet vehicles will ensure their authorised drivers carry out and record daily routine checks and maintenance checks on the vehicles. Vehicle keys should be kept safe, accessible only by authorised members of staff. Keys must never be taken home or left in the ignition with the vehicle unattended. All vehicles should be securely locked when left unattended. No unauthorised passengers may travel in any Trust vehicle. Passengers who are not on Trust business or in receipt of Trust care are not be covered by the vehicle insurance in the event of an accident. Trust Fleet vehicles are not insured for Private use therefore can only be used on authorised Trust business. Authorisation for a Staff member to take a Trust vehicle home can only be given by a Senior Manager. This can only be done with prior arrangement as with On call estates staff or in exceptional circumstances such as predicted adverse weather conditions. Drivers must ensure their journey is properly planned, in terms of street / route maps, fuel card, mobile phone, etc. Smoking, eating and drinking is not permitted in any Trust fleet vehicle at any time (this includes the use of e- cigarettes), this applies to both staff and clients. Drivers are expected to demonstrate control of their vehicle eating, drinking and smoking whilst driving is described as not taking due care and attention. Drivers who carry passengers in wheelchairs must have received Midas Training in loading / unloading, including the use of ramps and wheelchair clamping, etc. It is the responsibility of line managers to ensure that staff have had the appropriate and in date training. Drivers must ensure that any safety equipment provided for use with the vehicle is available and fit for use and purpose. Fuel Cards BP Fuel cards will be provided by the Trust for all Fleet vehicles, these may be used at BP fuel stations for fuel and lubricants only. Drivers must sign the fuel cards in and out and return the cards with a receipt for their transactions as per their local agreement, these receipts are then sent onto Transport Services to enable the invoices to be verified and paid. All cards are protected by a PIN number a master copy of the PIN numbers is kept at Berrywood Reception. Alternative Transport Options. The Trust has arrangements in place to support alternative transport initiatives including- Cycle to Work schemes The Trust provides a salary sacrifice scheme for purchasing cycles through the Trust at a discounted rate. Employees who use pedal cycles to make journeys in the performance of their duties will be reimbursed for eligible miles travelled at the approved rate Public Transport : If an employee uses public transport for business purposes, the cost of these fares including standard rail fares should be reimbursed. Staff are able to reclaim the cost of using public transport for travel between sites. Car parking Staff are expected to : Park within the designated parking bays Not to park within restricted areas such as unloading bays, Disabled parking bays, designated parking bays yellow lines and red lines.

10 Not to block exits and entrances so to restrict access for emergency vehicles Ensure their vehicles are safe and secure and will not roll into other vehicles Drive slowly and considerately within the car park paying careful attention to pedestrians and other car park users. Only use the car parks while at work and on work related issues. Any issues regarding Car parking should be raised with the Estates Helpdesk via Berrywood reception. At certain sites, local protocols have or may be, introduced by the Trust to manage the use of limited on-site parking based on service delivery requirements Training requirements associated with this Policy DAP Upon registration and every 3 years the trust will assess all registered drivers of Fleet vehicles, this assessment will include an questionnaire and on-the-road driving assessment designed to enhance, driver awareness, good practice for passenger comfort and basic vehicle maintenance. MiDAS In addition to the DAP members of staff driving fleet accessible vehicles and minibuses will be trained to MiDAS standard with a MiDAS certificate being valid for 4 years. How this Policy will be monitored for compliance and effectiveness The policy implementation will be review alongside the introduction of the Driver Registration programme. Auditing and Monitoring will also be part of the Trust Driver Registration policy The Driver Register is to be monitored and audited annually. The Trust has/will use dedicated software packages and new technologies including vehicle based tracking and the central monitoring of a number of factors: These include Fuel Consumption Route planning Maintenance Costs Mileage Servicing Schedules The various software and technologies used enables identification of costs per vehicle, either by category or overall running costs, which identifies the economic viability of the vehicle and simplifies the replacement programme allowing for targeting of actions / resources. By the comparison of vehicles doing similar duties using the vehicle tracking system, routes and driver behaviour patterns can be monitored and targeted for review to identify changes or additional training that may be required. Tracking systems will be fitted to all Trust Fleet vehicles. Other services that operate Fleet vehicles that are tracked can be given access to the live tracking system so they can proactively monitor and manage their vehicles. This is a web based system so tracking can be accessed from any suitable PC or Lap Top that can connect to the internet, subject to having the appropriate authorisation and codes. The Driver Assessment Programme (DAP) not only focuses on accident reduction and safe driving but also includes a practical assessment of driving skills that include economical driving techniques. Educating drivers in this way not only improves safety but reduces wear and tear on the vehicles and promotes a more economical driving style. 10

11 Regular reviews of services and the vehicles deployed are carried out to ensure that vehicles are fit for purpose and to maximise usage by preventing resources being stood idle. For further reference: Health and safety at Work Act 1974 Management of Health and Safety at Work Regulations 1999 Road traffic law e.g. the Road Traffic Act and Road vehicle (construction and Use) regulations For further information: Please refer to the following Trust policies: Moving & Handling policy HSC010 Sharps Management policy ICPR005 Standard Precaution s policy ICP002 Control of medicines policy MMP001 IG policy IGIS01 Use of Information & Communications Technology Policy. Equality considerations The Trust has a duty under the Equality Act and the Public Sector Equality Duty to assess the impact of Policy changes for different groups within the community. In particular, the Trust is required to assess the impact (both positive and negative) for a number of protected characteristics including: Age; Disability; Gender reassignment; Marriage and civil partnership; Race; Religion or belief; Sexual orientation; Pregnancy and maternity; and Other excluded groups and/or those with multiple and social deprivation (for example carers, transient communities, ex-offenders, asylum seekers, sex-workers and homeless people). Document Control Details Author: Paula Lloyd-Chamberlain Approved by and date: Trust Policy Board 21 November 2017 Responsible committee: Health & Safety Risk Committee Any other linked Policies: Health & Safety Policy Policy number: HSC030 Version control: 1 11

12 Version No. Date Ratified/ Amended Date of Implementation Next Review Date New Policy. Reason for Change (eg. full rewrite, amendment to reflect new legislation, updated flowchart, minor amendments, etc.) 12

13 Appendix 1: DVLA INSTRUCTIONS ON SHARING YOUR DRIVING LICENCE. To coincide with the removal of the counterpart licence the DVLA have created two new systems, both of which are free to use. 'View My Licence - An 'on-line' systems for licence holders to verify their own licence details. 'Share My Licence'- An adaptation of the above to share specific drivers licence data with authorised interested parties, such as employers, car hire companies etc. View My Licence - This system provides the licence holder with all year round 'on-line' access to their licence details. The system is free of charge and 24/7. To access this online checking system the licence holder will need to log into and enter the following information. Driver Licence number National Insurance Number Postcode These security checks will need to be entered onto the opening screen and a box ticked which confirms that the licence holder authorises DVLA to check their details with other Government departments. In the event that a driver is unaware of their number, an alternative screen is available where the following information can be entered, and which will provide access to the holder's licence details. National Insurance number Postcode Full Name Date of Birth It is important to note that the DVLA remain insistent that it is the driver who logs onto this system and not a third party. Share My Licence - This system allows the third party to view most of the above details such as type of licence, Full / Provisional / Disqualified, endorsements and penalty points as well as what vehicles they can legally drive and is available free of charge 24/7. To verify the driver's licence details the third party / employer will need to log into and enter the last eight digits of the licence number and the access code. Note that this code is case sensitive and must be used within 21 days of it being generated. 13

14 Appendix 2: STANDARDS OF VISION FOR DRIVING You must be able to read (with glasses or contact lenses, if necessary) a car number plate made after 1 September 2001 from 20 metres. You must also meet the minimum eyesight standard for driving by having a visual acuity of at least decimal 0.5 (6/12) measured on the Snellen scale (with glasses or contact lenses, if necessary) using both eyes together or, if you have sight in one eye only, in that eye. You must also have an adequate field of vision - your optician can tell you about this and do a test. Appendix 3: New driver Registration form Vehicle incident report Fleet Vehicle usage log sheets 14

15 TRUST FLEET VEHICLES Transport Department NEW DRIVER REGISTRATION FORM Surname: First names: Date of Birth: Job Title: Department: Trust Base: Line Manager: Contact Number: address: Type of vehicle to be used: CAR/MINIBUS/ACCESSIBLE VEHICLE (please circle all required) Driving Licence Number: Valid From: Date Driving Test Passed: (Please circle answer) Do you have a DVLA notifiable condition Y/N Is your vision impaired Y/N Are you currently taking any medicines or prescribed drugs that may induce drowsiness or otherwise impair you re driving Y/N Groups/Categories: Valid To: If yes, has this condition been reported? Y/N Is your hearing impaired? Y/N I confirm that the above information is true and accurate to the best of my knowledge at the time of completing this form: Signed: Date:. Applicant s Line Managers approval Job Title: Date: Name: Signed: Contact Number: For Office use only: Date: Application form received: Date: Referred for Driver medical Date: Driver medical certificate received: Date: Initial assessment/dvla licence check Date: Driver Assessment programme completion/midas (as required) Authorisation complete date: 15

16 VEHICLE INCIDENT REPORT Name of Driver: Vehicle registration number: Weather conditions: Date of incident: Time of incident: Location of the incident: Details of incident, please include details of all damage to vehicle or property: Please continue overleaf if required. Police in Attendance: Yes/No Officers Name and contact telephone number: Third party Name, address and contact telephone number: Witness Name, Address and contact telephone number: Incident reported to: Completed by: Signature of driver: Contact Number of driver: Date Completed: TRANSPORT OFFICE USE ONLY: Reviewed By: Insurance reference Number: Action required: Date Reviewed: 16

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