Policy No: 67 Driving at Work Policy 2013-2014
Epping Forest College Driving at Work Policy Contents 1. Introduction 2. Policy Statement 3. Policy Objectives 4. Application 5. Organisational Responsibilities 6. Glossary of terms Introduction Most people are not aware of the serious impact that driving at work has on health and safety. It has been estimated that up to a third of all road traffic accidents involve someone who is at work at the time. In the UK this equates to 1,000 fatalities and up to 13,000 serious injuries every year. Although clear legal duties have existed for some time, recent changes in the law with the introduction of legislation on Corporate Manslaughter highlight the need to develop a policy specifically to address driving at work. In addition to the above, there is a need to not only consider the road worthiness and condition of vehicles but also to assess other factors that may impact on journeys undertaken on College business. Policy Statement The College recognises that it has a responsibility not only for the health and safety of staff engaged in driving at work but also to other road users and members of the public who could be put at risk by work related driving activities. The college will therefore comply with all driving related legislation and endeavour to adopt best practice where practicable for those driving on College business. Policy Objectives The safety of staff whilst driving on College business. That the safety of other road users and members of the public are not compromised by those driving on College business. That staff are appropriately trained and qualified. The suitability and roadworthiness of the vehicle being used. That drivers are medically fit to drive.
That statutory requirements applicable to the use of vehicles at work are met. That those with duties under this policy are clearly identified and provided with clearly defined roles and responsibilities. Compliance with the College smoking at work policy. Compliance with national driving-related mobile communication devices and drug and alcohol legislation. The use of privately owned vehicles for business purposes is limited to circumstances where a suitable alternative e.g. public transport is either not available or not practical for the planned journey. Application This policy recognises two basic categories of persons who drive as part of their work; the content of this policy, therefore, apply to these categories as detailed below: Essential business drivers: Staff who choose to use their own or a hire vehicle to carry out their routine work activities. Occasional business drivers: staff who choose to use their own or a hire vehicle for occasional business purposes. Organisational Responsibilities The responsibilities and organisational arrangements for the Driving at Work Policy lie with a variety of personnel within the College, details of which are set out as follows: Occupational Health Service Assessing all drivers who are referred or self refer in accordance with DVLA medical rules for driving Health and Safety Officer The provision of advice and guidance to the College on the safe use of vehicles on College business. Monitoring and auditing the health and safety management systems governing the use of vehicles on College business. Liaising, where appropriate, with enforcement authorities in the event of a collision or accident.
Annual review of this policy, or after any significant change affecting the policy has occurred. Finance Manager Liaise with College insurers on aspects of insurance cover relating to driving at work. Corporation and Principal Establish and implement this policy, although they may delegate certain responsibilities of their authority through managers and employees. Ensure sufficient resources are available for implementing the policy. Responsibilities delegated to managers and employees are undertaken and accomplished. Senior Managers Ensure staff within the College are aware of the policy and comply with its arrangements. Ensure that appropriate emergency measures are in place with respect to driving at work and that staff are aware of them. Managers To inform staff and those under their control that they must comply with the Driving at Work Policy and supporting arrangements. To give consideration to aspects of sustainability and environmental impact as part of the overall assessment undertaken for business related travel. To give prior approval for business related travel and to authorise vehicle travel expenses for appointed drivers. Ensure that suitable and sufficient risk assessments are carried out for all business related travel. Head of Personnel To administer on behalf of the College the driver self declaration driver approval form completed by staff. Staff Comply with Driving at Work Policy and supporting arrangements. Complete the driver self declaration form in order to achieve approved driver status.
Ensure that private vehicles that are used for College business are legal and roadworthy. Be responsible for daily checks of vehicles they intend to use whilst driving at work. Private vehicles must be appropriately insured. Comply with national legislation and guidance governing the use of mobile phones and other communication devices whilst driving. Comply with national driving drug and alcohol legislation. Comply with all applicable road traffic regulations under the Road Traffic Act. Report any vehicle incidents or accidents whilst driving at work. Comply with the College smoking at work policy. Monitoring and Review Stefan Moretta, Facilities Manager has ultimate responsibility for this policy and it will be systematically reviewed annually Glossary of Terms Driver The term driver within the context of this policy includes riders of motorcycles, mopeds and cyclists. Driving at work Staff would be classified as driving at work if they are driving on College business. This would include all journeys to places of work, seminars, conferences, placements, training etc. It would not include travelling to or from a person s normal place of work. Approved driver All staff wishing to drive a vehicle on College business (including their own private vehicle) must complete and sign a self declaration driver approval form and receive authorisation from their manager prior to driving. Once the process has been completed, the approval is valid for a year providing circumstances relating to the approval have not changed. The approved driver process applies to both categories of driver as stated in the policy. Sustainability The need to travel and the choice of mode of travel for all work-related journeys should incorporate aspects of a sustainability assessment. Preference should be given to the most sustainable mode of travel, taking into account the objectives of the journey.