Driving Safely for Work Policy. (Driving Safely for Work guidance notes accompany this policy)

Transcription

1 Driving Safely for Work Policy (Driving Safely for Work guidance notes accompany this policy) Page 1 of 6 Driving Safely for Work Policy version 1.0 AJL March 2018

2 Document control information Published document name: Driving Safely for Work Policy Date issued: March 2018 Version: 1.0 Previous review dates: N/A new policy Next review date: March 2021 Document owner: Amanda Livingstone (AJL) Document approved by: University Executive Board Lead contact: Amanda Livingstone The latest approved version of this document supersedes all other versions. Upon receipt of the latest approved versions all other version should be destroyed, unless specifically stated that the previous version(s) are to remain extant. If in any doubt please contact the lead contact. Change control Version Name Changes made Date number 0.1 AJL First draft Dec AJL Updated after consultation with OSAHS Feb AJL Updated after Moulsecoomb focus group April AJL Updated after consultation with Heads, Directors and unions June AJL Updated after consultation with AK August AJL Updated after consultation with UEB January AJL Final version approved by UEB and published March 2018 Page 2 of 6 Driving Safely for Work Policy version 1.0 AJL March 2018

3 Contents 1.0 Introduction Application Legislation Definitions Responsibilities and accountabilities Head of School or Director of Department Those with management and supervisory responsibilities Drivers Arrangements Documentation checks Incident reporting Risk assessment Mobile phone usage Satellite navigation systems Alcohol and drugs Smoking and vaping Driving university owned vehicles Insurance Policy status Monitor and review Introduction 1.1 Up to 1 in 3 road traffic accidents involve someone who is driving for work. The University of Brighton is committed to reducing the risk of work related road accidents, and has a moral and legal duty to satisfy the requirements of relevant health and safety legislation with regards to driving for work. 1.2 Effective management of work-related road safety helps reduce occupational road risk, which could result in fewer injuries to drivers and reduced risk of work-related ill health associated with driving. 1.3 This policy explains the arrangements for safer driving for work. 1.4 Accompanying guidance notes for driving safely for work provides detailed advice to support compliance with this policy. 2.0 Application 2.1 This policy applies to staff who drive in connection with their employment. This includes the following: a) Staff using their own personal vehicle for driving on university business, which covers all vehicles, including motorbikes. This includes driving to another campus for a meeting or training course at a location not on university premises. This could apply to any member of staff, from those only driving to a one-off training course, to outreach staff or student ambassadors (who are employees of the university) who may drive regularly for the university using their own vehicles. b) Staff who are required to drive vehicles owned or leased by the university as part of their employment (e.g. caretakers, couriers). 2.2 This policy does not apply to staff travelling between their home and their designated place of work (typically the campus they are assigned to according to HR). See the guidance notes for more information. Page 3 of 6 Driving Safely for Work Policy version 1.0 AJL March 2018

4 3.0 Legislation 3.1 This policy forms part of the university health and safety policy arrangements. 3.2 The following legislation is applicable: Legislation Health and Safety at Work etc. Act Management of Health and Safety at Work Regulations Road Traffic Acts supported by the Highway Code Corporate Manslaughter and Corporate Homicide Act Provision and Use of Work Equipment Regulations Key requirements Every employer must ensure, as far as is reasonably practicable, the health, safety and welfare at work of all his employees. There is also a duty of care to others who may be affected by their business activities, which in the case of driving, means all other road users. Employees must co-operate with their employer. Employers are required to carry out risk assessments, make arrangements to implement necessary measures, appoint competent people and arrange for appropriate information and training. The Highway Code applies to all road users and includes information on signs and markings, road users, the law and driving penalties. The act introduces an option for certain very serious senior management failures which result in fatality. Prosecutions will be of the corporate body, not individuals, but the ability to prosecute directors or other individuals under health and safety law or general criminal law, in appropriate cases, will be unaffected. The corporate body itself and individuals can also still be prosecuted for separate health and safety offences. These regulations explain how to use work equipment safely whilst at work. All equipment is covered, including vehicles. 4.0 Definitions Driving for work: a) Driving for work is travelling from your designated place of work, or any other work premises, for the purpose of work. b) This does not include travelling from your home to your designated place of work. c) It does cover travelling from home to somewhere that isn t your designated place of work. For example, travelling from home to a meeting or training course would be classed as driving for work. Grey fleet: Vehicles that are owned and maintained by staff. White fleet: Vehicles that are owned and maintained or leased by a school or department within the university. 5.0 Responsibilities and accountabilities 5.1 Head of School or Director of Department will: a) Ensure compliance with this policy within the school or department. b) Give due regard to accompanying guidance documents. c) Ensure staff are informed of the requirements of this policy. d) Provide appropriate resources. This may include ensuring a code of practice is produced detailing requirements specific to their own area. This is particularly pertinent if the school or department owns their own vehicles which staff drive. 5.2 Those with management and supervisory responsibilities will: a) Support the Head of School or Director of Department in meeting their responsibilities. b) Make sure that the generic driving risk assessment is reviewed and amended as appropriate for the activities in their area of responsibility. See section 6.3. Page 4 of 6 Driving Safely for Work Policy version 1.0 AJL March 2018

5 c) Make sure any driving risk assessments are brought to the attention of relevant staff. d) Make sure that staff who have reported any medical condition that may affect their ability to drive are considered as part of a driving risk assessment process. This may include a reconsideration of duties and/or a referral to Occupational Health. 5.3 Drivers will: a) Consider whether there is an alternative to driving e.g. online meetings or travel by public transport. b) Support those with management and supervisory responsibilities in meeting their responsibilities. c) Have a valid driving licence for the type of vehicle they are required to drive. d) Upload driving licence details to the online expenses system upon first starting employment or driving for work, and then annually thereafter, or at any time when requested. e) Undertake a check of the vehicle before they drive it (see Appendix 1 in the guidance notes). f) Comply with the driving for work risk assessment for the tasks and activities they will be undertaking. g) Drive in a responsible and careful manner. h) Make sure they are physically and mentally fit to drive safely. i) Notify their manager immediately if they suffer from or develop any medical condition that may affect their ability to drive as determined by DVLA requirements. j) Notify their manager of any endorsements or prohibitions to their driving licence as soon as is reasonably practicable. k) Comply with the Highway Code and any other statutory provisions relating to vehicle operation including any responsibilities for passengers. l) Consider safe loading of the vehicle. This includes items carried within the vehicle to make sure they do not become hazardous if you need to brake sharply, or compliance with restrictions on materials which can be transported, e.g. biological hazards, which may need to be included in the driving for work risk assessment. 5.4 Drivers of own vehicles (grey fleet) in addition to 5.3 will: a) Make sure their vehicle is in a safe roadworthy condition and has a valid MOT certificate if required. b) Make sure their vehicle is insured for business use. Further information is available in the guidance notes which accompany this document. c) Upload insurance details and MOT certificate (if applicable) to the online expenses system upon first starting employment or driving for work, and then annually thereafter, or at any time when requested, or upon changing the vehicle. d) Undertake a regular inspection of their vehicle. e) Maintain their vehicle in accordance with the manufacturer s instructions. 6.0 Arrangements 6.1 Documentation checks a) Staff who drive for work must upload driving licence, insurance details and MOT certificate (if applicable) to the online expenses system upon first starting employment or driving for work, and then annually thereafter, or at any time when requested, or upon changing the vehicle. b) The finance department will conduct a minimum 10% sample check of drivers relevant documentation. c) Drivers who are unable to provide satisfactory documentation on request must not drive on university business under any circumstances. Where drivers are using their own vehicle they are therefore unable to claim mileage payments. 6.2 Incident reporting a) Just as a member of staff completes an incident report when involved in a workplace accident, the same procedure must be followed if a member of staff is involved in a road accident or incident whilst driving for work. b) It may also be necessary to report the incident to the police. c) If you have an accident whilst in charge of a university owned or hired vehicle, you must report this to the university insurance office as soon as is reasonably practicable: Insurance@brighton.ac.uk. 6.3 Risk assessment A driving for work generic risk assessment has been produced see guidance notes. If journeys have any additional significant hazards other than those that are in the generic risk assessment, then these must be Page 5 of 6 Driving Safely for Work Policy version 1.0 AJL March 2018

6 considered and appropriate controls applied, and a specific risk assessment written based on the generic version. This could include, for example, the transportation of hazardous materials within the vehicle. 6.4 Mobile phone usage a) It is illegal to use a mobile phone for non-hands free calls, to send a text message, browse the internet or whilst driving. b) Drivers are discouraged from taking hands free calls whilst driving as it can seriously affect concentration. c) If it is essential to take a hands free call, the length of all calls must be kept to a minimum and in a case of where these are non-urgent calls, the driver should make arrangements to call back when parked up in a safe area with the engine switched off. d) If using a mobile phone as a satellite navigation device, it must be fixed appropriately in the vehicle. See section Satellite navigation systems Satellite navigation systems must not be programmed whilst the vehicle is in motion. The correct placement of the unit in the vehicle is vital to ensure it does not block or obscure your vision. Choose a location within your line of sight, so you can easily glance at the screen without having to take your eyes off the road for a long period of time. Make sure that if an airbag was to deploy it would not be in line of your satellite navigation system; it could become a deadly projectile in the confined space of the vehicle. 6.6 Alcohol and drugs Drivers must not drive for work whilst under the influence of illegal drugs, or alcohol above the legal limit. Drivers taking medicines or prescribed drugs must check whether or not driving is recommended when taking the medicine and must not drive if it is not recommended. 6.7 Smoking and vaping Smoking in enclosed workplaces and public places is prohibited, this includes university owned vehicles. Although private cars are exempt from this ban, if the vehicle is being used on university business transporting students or colleagues, then the vehicle would be classed as an enclosed workplace and smoking and vaping is therefore prohibited in accordance with the university s Smoking and Vaping Policy. 6.8 Driving university owned vehicles Accommodation and Hospitality Services, and Estates and Facilities Management both have their own procedures for driving their department vehicles. These procedures are complementary to this policy and must be adhered to. Other departments and schools must produce a code of practice for staff to drive any department or school owned vehicles. 6.9 Insurance Staff who drive their own vehicle for work must make sure their vehicle is insured for business use and upload these insurance details to the online expenses system upon first starting employment or driving for work, and then annually thereafter, or at any time when requested, or upon changing the vehicle. The finance office will conduct a minimum 10% sample check of drivers business insurance. See guidance notes for more information on classes of business insurance. 7.0 Policy status The university takes driving for work extremely seriously and any failure to adhere to this policy may result in action being taken under the university s disciplinary procedures. 8.0 Monitor and review The implementation of the policy will be monitored by Occupational Safety and Health Services via the audit process. The policy will be reviewed in three years unless significant changes have occurred requiring it to be reviewed earlier. Page 6 of 6 Driving Safely for Work Policy version 1.0 AJL March 2018