DRIVING AT WORK POLICY GUIDELINES

1 Introduction

1.1 In order to comply with legislation including the Health and Safety at Work etc Act 1974, and Road Traffic Act 1991, all work activities including driving at work must be undertaken in a safe manner and have control measures in places to reduce the risks from the hazards as far as is reasonably practicable. The purpose of this procedure is to protect both the University and individuals and to ensure that adequate controls are in place for the health, safety and welfare of all drivers, passengers and others including other road users.

1.2 Leeds Trinity University recognises that it has a duty of care not only to its staff engaged in driving at work, but also to other road users and members of the public who may be at risk by its employees who are driving on work related business. The University will as far as reasonably practicable, ensure all those driving on work related business comply with all relevant driving related legislation and good practice.

2. Responsibilities

2.1 Definition of Driver

A ‘driver’ is any employee of Leeds Trinity University who drives on University

business, whether using their own private vehicle, hire, or University owned vehicle. It includes visits to external, third party locations for meetings, conferences etc,

undertaking transportation of students on field trips or similar activities, undertaking deliveries and transporting University items, driving on campus, and driving specialist vehicles (e.g. tractors, ride on lawn mowers etc). It does not include commuting to and from work, unless an employee travels directly from home to a location for a conference or work related meeting.

2.2 Heads of Academic Departments or Services are responsible for assessing the risks involved in work related driving for staff within their area(s) of responsibility in

accordance with University Risk Assessment procedure and for bringing this

procedure to the attention of all staff within their department who may be required to drive as part of their work activities. They are also responsible for providing a copy of the Driver Handbook and for receipt of the signed declaration.

2.3 Any member of staff who for any reason drives as part of their work activities is responsible for ensuring the relevant safety measures are in place prior to them embarking on any work related driving activity. The following guidelines should be adhered to by all staff and further information or advice is available as required from the Health and Safety Officer upon request. They should also refer to the Driver Handbook which provides practical advice and guidance on good driving practice.

2.4 All work related journeys should consider and prioritise sustainability, using the most sustainable mode of transport wherever possible.

3 Vehicle Safety Checks

3.1 All vehicles, both private and University owned must be suitable for the intended use. Use of the University minibus is restricted to those authorised and trained to do so by the Domestic Services Manager and following the safe procedure in place specifically related to its use.

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3.2 Drivers should ensure that the vehicle to be used is taxed and has a current MOT certificate (if required) and is maintained in a legal and roadworthy state. Daily checks should be carried out to include washer jets, washer fluid, wipers, lights, indicators, horn, mirrors, and body work. Weekly checks should be carried out on tyre condition, brake and battery fluid, coolant, engine oil and fuel levels. The above lists are not exhaustive and further guidance is provided in the Driver Handbook.

4 Documentation

4.1 All drivers must ensure they hold a current valid driving licence to drive the vehicle being used and are responsible for providing evidence to the institution of its currency and validity. Before engaging in any work related driving, all drivers are required to present their licence to the Human Resources department who will retain a copy on the individual’s file. Thereafter, all drivers are responsible for presenting their licence to the Human Resources department on an annual basis to provide evidence of its continuing validity.

4.2 It is the responsibility of all drivers to ensure they have adequate insurance cover for both personal use and business use as necessary.

4.3 The use of University owned vehicles should be restricted to business purposes and activities and only by Approved Drivers, (those having had the necessary training).

4.4 Drivers must comply with the requirements of their individual insurance policies. Further general information is available from the Finance department upon request.

5 Fitness to Drive

5.1 All drivers must be fit to drive and must not drive if they are suffering from fatigue or lack of sleep, are under the influence of drink, illegal, prescribed or over-counter drugs that could cause drowsiness or loss of concentration or have any other health condition which may affect their ability to drive safely. Where Line Managers or individuals have any concerns they should seek medical advice and that from Human Resources if necessary, who may where applicable, refer the individual for an

Occupational Health Assessment.

6 Safe Driving

6.1 All drivers must ensure they and their vehicles comply with the provisions of the Road Traffic Act and the Highway Code which can be accessed at

www.highwaycode.gov.uk . They should also follow the guidance from the Health and Safety Executive (HSE) “Driving at Work-Managing Work Related Road Safety” which can be found at www.hse.gov.uk/pubns/indg382.pdf .

6.2 Drivers must ensure that all safety features including head restraints are fitted and adjusted correctly. Seat belts must be worn at all times when driving. All drivers must ensure they take regular breaks e.g. 15 minutes every two hours. Adequate time must be allowed for the journey to be made. Drivers should inform their Line Manager of any health problems, licence withdrawals; endorsements etc and never drive a vehicle if they feel unfit to do so. Mobile phones or any other device or object that has the potential to cause a distraction must not be used while driving.

6.3 Drivers should be aware of poor environmental driving or road conditions, including pot holes, narrow winding roads, snow, ice, fog, heavy rain etc and assess such conditions prior to departure. Journeys must be planned to avoid hazardous driving

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conditions where at all possible and adequate time allowed for environmental difficulties.

6.3 All drivers must notify their Line Manager and the Finance department of any accidents whilst on business and complete a Personal Injury/Incident report form in accordance with University procedure as soon as practical afterwards.

6.4 You should refer to the further and more detailed advice is provided in the Driver Handbook.

7 Advice and Information

7.1 If any member of staff requires further advice or information on any aspect of work related driving, they should consult the Health and Safety Officer.

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