4.4 Policy For Staff Driving University Vehicles

This Code of Practice sets out the requirements for staff who wish to drive a University vehicle. However, staff who use other vehicles, e.g. hired or their own car, are advised to follow this policy.

The University takes seriously its "duty of care" and as such considers the safety of the occupants of its vehicles and all people on site to be of paramount importance. Drivers need to be particularly aware of the safety of the many pedestrians whilst driving around the campus and respect the speed limit of 15 mph.

In order to be covered by the University, all staff who are required to drive a University vehicle must have a valid driving licence, have passed the BSU driving test and hold a University Certificate of Driver Competence. Copies of the certificate and driving licence are held on file by the local School or Departmental Administrators, who need to check their validity before vehicle keys are issued.

Drivers Must Understand And Agree To Abide By The Following:

(a) Declare any penalties or convictions obtained after obtaining their BSU Certificate at the earliest opportunity, by informing their School or Departmental Administrator and supplying a copy of their endorsed driving licence. Copies should also be sent to the SHE Office.

(b) To appreciate their "Duty of Care" towards all other uses of the BSU campus and drive with care, consideration and at a speed appropriate to the conditions around the campus.

(c) It is the driver's responsibility to ensure that a pre-journey safety check is carried out on the vehicle

The Following List Is For Guidance:

• Tyres appear road worthy, free of unusual signs of wear or low/high pressure;
• Vehicle body is in safe condition and no apparent fuel, oil or other fluid leaks;
• No load is overhanging the extremity of the vehicle;
• All warning /hazard lights are in working order;
• Driving mirrors are clean and suitably adjusted for the driver;
• Windscreens are in good condition (not obscured by snow/dirt and not chipped, cracked etc.);
• Wash bottles have a sufficient supply of liquid.

(d) When a vehicle is out for more than a day, particularly for extended periods such as a field trip, it is the driver's responsibility to ensure that extra daily checks are made, namely checking the oil and cooling system fluid levels, the tyre pressures and the lights.

(e) Alcohol must not be consumed, either whilst on driving duty or for 12 hours previous to taking charge of a BSU vehicle.

(f) Drivers are not permitted to drive under the influence of drugs. If any driver is taking medication, which could affect his/her driving, they should obtain clearance from their line manager and where necessary written advice from their own or the BSU doctor with regard to the medication they are taking.

(g) Drivers are expected to comply with EU restrictions on hours of driving. This matter is covered in 4.5 Policy for hours of driving.

(h) No smoking is to be allowed in any vehicle at any time.

Seatbelts

Seat belts are fitted to all University vehicles. Drivers are expected to wear them at all times and it is their responsibility to do so, otherwise the insurance against injury in the event of an accident is invalid.

Lap type belts are fitted to all University minibuses and notices instructing passengers to wear them are posted in these vehicles. It is the driver's responsibility to emphasise to all passengers that they are expected to use the seat belt provided. If the belts are not used, any passenger injured in an accident will not be covered by the University insurance policy.

Certificate Of Driver Competence

On successful completion of the University Driving Test, individuals will be issued with a dated certificate of driver competence which is valid for 4 years.

All instruction and assessments are conducted by an outside impartial approved driving instructor who has experience as a driver of such vehicles. A practical session concerned with road craft is available for all drivers of BSU vehicles. Evidence of successful completion should be sent to the School/Department Administrator and the SHE office.

The cost of the test will be met by the School or Department requiring the driver. The hire of the vehicle for the duration of the test should be arranged centrally through Central Services as usual.

The University reserves the right to re-appraise drivers at any time. The current mini bus driver examiner is Brian Hunt, Glenmore House, 3 Bell Hill, Seend, Melksham, Wilts, SN12 6SA. Tel: (01380) 828581 Mob: 07771 962103.

Risk Assessment

A travel risk assessment needs to be completed before any journey using a University vehicle. See 4.6 Travel risk assessment

Before any journey is undertaken with students a written Risk Assessment for the trip must be passed to the Head of School/Department for approval and signature. A signed copy of the document will be held on record by the manager's office for one year after the journey start date. Risk Assessments should include any possible or expected hazards, which are likely to be encountered during the journey; e.g. weather conditions, the suitability of non-main roads, any medical conditions of passengers, etc.

They Should Also State:-

• What precautions or contingencies have been made to deal with the above; e.g. condition of first aid kit, equipment carried, phone numbers, etc;
• The driving arrangements; e.g. relief drivers, route, change over points, rest halts, alternative routes and halts;
• Confirmation from the Transport Office that the vehicle has been properly serviced for roadworthiness. In addition the driver should also carry out the checks on the condition of the vehicle as in (c) and (d) above;
• Before any journey is undertaken it should be checked that the first aid kit is complete.

First Aid

University vehicles carry a basic first aid kit for use when the vehicle is "off-campus". It is the responsibility of each driver to ensure that the contents of the kit are kept up to date with supplies. Any accidents that occur "on-campus" should be dealt with in the normal way by a member of staff who is First Aid trained. See 5.2 Trained First Aid Personnel.

Mobile Phones

It is a requirement - particularly for field trips - that an operating mobile phone is carried on the vehicle plus a supply of relevant phone numbers including emergency numbers by the member of staff present on the vehicle. The mobile phone may only be used by the driver in the driver's seat when the engine is not running and the vehicle is safely parked.

In The Event Of An Accident

If a driver is involved in a crash, which causes injury to another person or animal not in the vehicle, or damage to another vehicle or roadside property; the driver needs to take the following actions:

• Stop and exchange details (driver and vehicle owner's name and vehicle registration number) with the third party involved. This is a legal requirement;
• Inform the police of the accident if somebody is injured or if the third party does not exchange details;
• Obtain the name and address of the owner/driver of other vehicle(s) involved along with registration number(s) and name(s) of their insurers;
• Obtain the names and addresses of independent witnesses, if any;
• Make a note with a sketch of the accident location, position of vehicles involved, road signs, measurements etc.

Revised June 2010

Warren Cole

Safety Health & Environment Advisor