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HR Policy Document – Transport Policy:
Management and Use of Vehicles on
University Business
This document will be considered uncontrolled after 24 hours from 04/07/2012 03:26
Circulation: Public
Table of Contents
1 Policy Scope and Purpose ............................................................................................................... 2
2 Policy Detail..................................................................................................................................... 2
3 Related Policies ............................................................................................................................... 8
4 Related Procedures ......................................................................................................................... 8
5 Related Processes ........................................................................................................................... 8
6 Monitoring and Performance of the Policy .................................................................................... 8
7 Policy sign-off and ownership details ............................................................................................. 8
8 Revision History .............................................................................................................................. 9
9 Appendices ...................................................................................................................................... 9
Owner: HR Division Page 1 of 9
Author: Phil Jenkins/Rebecca Coles
Document ref, version and date: version 2.1, 2nd Sept 2010
1 Policy Scope and Purpose
Scope and Purpose: The purpose of this policy is to outline the University
requirements with respect to using vehicles at work
Failure to implement a suitable and sufficient health and
Implications of non adherence safety management system could result in non-
compliance with legislation
Compliance and Regulatory
The Management of Health and Safety at Work
requirements:
Regulations 1999 (as amended)
Who uses this process: This policy applies to all employees of the University of
Salford who use vehicles at work
Defined roles and responsibilities are detailed in the
Roles and Responsibilities:
policy
2 Policy Detail
1. Introduction
The University is committed to complying with its duties under Health and Safety and other
relevant legislation with regard to the use of vehicles at work, and recognises that there are
specific risks to employees who are driving on behalf of the University and to students,
visitors and members of the public present on its campuses.
The University has introduced this policy with the objective of identifying and minimising
those risks and to actively encourage the safe use of vehicles.
For the purpose of this document, “driving at work” means driving a vehicle on University
business except for journeys between home and the normal place of work.
2. Responsibilities
2.1. Heads of Schools/Directors of Divisions
Heads of School, or Directors of Support Services, are responsible for:
Appointing a Local Transport Administrator and Deputies, as appropriate to the size of
the School/Division;
Ensuring appropriate local arrangements for implementing the University Transport
Policy exist within the School/Division;
Ensuring that all staff in the unit are familiar with the local arrangements;
Ensuring that the local transport policy is complied with.
Owner: HR Division Page 2 of 9
Author: Phil Jenkins/Rebecca Coles
Document ref, version and date: version 2.1, 2nd Sept 2010
2.2. The Local Transport Administrator
The Local Transport Administrator will be appointed by the Head of School, or Director of
Support Service, to administer the local transport policy for the unit.
The Local Transport Administrator is responsible for developing and implementing local
arrangements to ensure effective implementation of the University Transport Policy within
their School/Division
In particular the Local Transport Administrator must ensure that:
All vehicles are appropriate for the task for which they are intended.
There is a suitable risk assessment on the choice and use of a vehicle for a particular
task. This could be a generic assessment for standard driving tasks e.g. normal road
journey, but must be specific for non standard tasks e.g. motorised grass cutters or
driving on a pedestrianised campus.
Ensure that where lone working place a suitable and sufficient risk assessment and
appropriate precautions are in place.
2.2.1 For drivers using own vehicle on University business the Transport Administrator
must ensure:
Drivers using their own vehicle have produced their current driving licence and business
class insurance certificate before use is approved and this is recorded. A sample record
sheet is included at Appendix A
Each Driver’s current driving licence and certificate of business class insurance must be
inspected every 12 months. Copies of licence and insurance do not need to be kept,
providing the sheet at the end of this document is completed.
A current list of approved drivers who have a current driving licence and who are
insured to drive on University business is maintained and published.
Authorised and Non Authorised Drivers are notified accordingly.
2.2.2 For drivers of hired vehicles the Transport Administrator must ensure:
Hired or leased vehicles are only obtained from companies approved by the University –
this information is available in the University Buyers Guide
The Driver of the hired vehicle has a current driving licence. Where the car is hired from
a University approved supplier appropriate insurance is included.
For driving vans the driver has been trained in the use of the vehicle or the driver can
demonstrate experience in using such vehicles.
For driving hired mini-buses the Driver has been trained. Possession of a driving licence
showing eligibility to drive minibuses will not be sufficient.
There is a published list of drivers who have been trained to drive mini-buses or vans.
Owner: HR Division Page 3 of 9
Author: Phil Jenkins/Rebecca Coles
Document ref, version and date: version 2.1, 2nd Sept 2010
2.2.3 For drivers of University owned vehicles the Transport Administrator must ensure:
All University owned vehicles are in a safe condition and are fully maintained in line
with the manufacturer’s service schedule.
All University owned vehicles are appropriately insured, have a current MOT certificate
and Road Fund Licence.
All University owned vehicles, records of servicing, insurance, MOT certificates and Road
Fund licences are kept for seven years.
Records of Driving Licences are maintained and updated at 12 monthly intervals.
Drivers are trained to drive in the special conditions of a mainly pedestrianised campus.
Where appropriate, drivers are trained to drive heavy and specialist vehicles.
Records of Driver training are retained for seven years.
Any accidents and injuries are reported in accordance with the University’s procedure
for recording and reporting accidents.
2.2.4 For Drivers of Hired Minibuses the Transport Administrator must ensure:
a. Licences obtained before 1 January 1997
Where the licence holder obtained their car licence before 1 January 1997 they may drive a minibus
in the UK (until their licence expires) if they:
Hold a valid full driving licence for private cars (group A, or B for automatics on an old
style green or pink licence, or Category B and D1 (101) on a pink and green or photocard
licence)
Are at least 21 years of age
The vehicle is not being used for hire or reward
However, drivers whose licence expire, when they reach 70 years of age or because they develop
certain medical conditions, or who apply for a new licence because (for example) they change
address, will not automatically retain the D1 (101) entitlement on their licence. They must apply to
retain this entitlement and also pass a medical to PCV standards
b. Licences obtained on or after 1 January 1997
Where the licence holder obtained their full car driving licence on or after 1 January 1997, they are
only licensed to drive a vehicle with up to eight seats (in addition to the driver).
However, ‘volunteer drivers’ are exempt from this requirement and are allowed to drive a minibus
with up to 16 passenger seats (in addition to the driver) for social purposes by a non-commercial
body, provided:
Owner: HR Division Page 4 of 9
Author: Phil Jenkins/Rebecca Coles
Document ref, version and date: version 2.1, 2nd Sept 2010
The driver has held a full B licence for at least 2 years
The driver receives no payment or other consideration for driving the vehicle other than
out-of-pocket expenses
The vehicle has a gross weight of no more than 3500kg (4250kg including any specialised
equipment for the carriage of disabled passengers)
There is no trailer of any weight attached
The driver is aged 21 or over, but under 70 (unless driver has passed PCV Medical and
gained restriction 120)
c. All Minibus Drivers
All University of Salford Minibus Drivers must only drive on a voluntary basis. The Transport
Administrator must verify that the proposed driver of the minibus does not have a requirement to
drive minibuses in their contract of employment. Where this requirement exists, the individual must
hold a D1 PCV licence in order for them to drive minibuses.
All non D1 PCV licence holders’ will be required to undertake the MiDAS minibus training and be
assessed. Training can be obtained through a number of organisations – please see link below:
http://www.ctauk.org/training/midas-training-agencies.aspx
In addition to the driver requirements, the Transport Administrator must ensure that there is no
intention to charge passengers of the minibus as this is seen as reward or hire.
Tachographs will not be required to be fitted to the vehicle as it is being driven on a voluntary basis.
3. Duties of Drivers
All staff who drive vehicles in connection with University business must familiarise
themselves with this University policy and the local transport arrangements for their
unit.
If you are required to drive for work purposes, you are required to ensure that your car
is safe and roadworthy. It is your legal responsibility to ensure you have a valid driving
licence, current business insurance and an MOT for cars over 3 years old. If you fail to do
so and drive for work purposes, you will be held responsible. For this reason, you will be
asked to provide proof of the above at regular intervals to your Transport Coordinator.
Drivers must attend relevant training sessions required by their Local Transport
Coordinator in accordance with this policy.
Drivers MUST inform their Local Transport Administrator of any changes to licence
conditions, any endorsements or any health problems which may affect their ability to
drive. (‘Fitness’ to drive also includes being free from the after effects of consuming
intoxicating substances, even where this has taken place on the previous day)
Follow sensible precautions:
Owner: HR Division Page 5 of 9
Author: Phil Jenkins/Rebecca Coles
Document ref, version and date: version 2.1, 2nd Sept 2010
Don’t drive whilst tired and don’t drive for continuous periods of more than 2 hours
without a 15 minute break;
Where possible use public transport to avoid the need to drive;
Plan for delays and allow plenty time for your journey and don’t plan long journeys if the
weather forecast is for bad weather;
Always obey speed limits and don’t drive faster than conditions allow;
Don’t use any phone whilst driving;
If you have been drinking alcohol or taking drugs, prescription or recreational, don’t
drive your vehicle and don’t forget it you can still be over the legal limit for alcohol the
morning after;
If you are ill, overtired, have eyesight problems or any other condition which may impair
your driving, don’t – you must seek medical advice first.
Following an Accident
All accidents whilst driving on University business must be reported in accordance with the
University’s procedure for reporting and recording accidents
Exchange insurance details with all other drivers involved in the accident. Note: If
nobody is injured it is not a legal requirement to notify the police but it is advisable to do
so to avoid a possible charge of leaving the scene of an accident.
Remove the vehicle from the carriageway if both safe and practical to do so. Note: that if
people have been injured in the accident the vehicle must not be moved until instructed
to do so by the police
Contact the appropriate breakdown recovery service.
Report the accident to his/her line manager as soon as possible.
If the driver is incapacitated but conscious the police should be requested to contact
University Security at Maxwell Reception.
Theft of or from Vehicles
If a theft of, or from, a vehicle occurs whilst driving on University business, the driver
should:
Report the theft to the police and obtain a crime number,
Report the theft to his/her line manager as soon as possible.
Breakdowns
If the vehicle breaks down whilst driving on University business the driver should:
Remove the vehicle from the carriageway if both safe and practical to do so;
Contact the appropriate breakdown recovery service;
Report the breakdown to his/her line manager as soon as possible.
Owner: HR Division Page 6 of 9
Author: Phil Jenkins/Rebecca Coles
Document ref, version and date: version 2.1, 2nd Sept 2010
DRIVING AT WORK AUTHORISATION FOR …….SCHOOL/PROFESSIONAL SERVICE
STAFF INSURED TO DRIVE AT CURRENT AUTHROISED TO AUTHORISED TO I have produced my
WORK DRIVING LICENCE DRIVE DRIVE MINI documents and agree to
DETAILS VIEWED BUSES/OTHER operate within the
BUSINESS USE YES/NO CARS VEHICLE TYPE “Transport Policy”
YES/NO YES/NO YES/NO SIGNATURE
HEAD OF SCHOOL/DIRECTOR OF PROFESSIONAL SERVICE………………………………………………
DATE…………………………… REVIEW DATE…………………………..
Owner: HR Division Page 7 of 9
Author: Phil Jenkins/Rebecca Coles
Document ref, version and date: version 2.1, 2nd Sept 2010
3 Related Policies
Policy Name Location
This policy supports the main University Health HR Intranet – Safety Documents
and Safety Policy
4 Related Procedures
Procedure Name Procedure Owner (include name and position
within the University)
N/A
5 Related Processes
Process Name Location
N/A
6 Monitoring and Performance of the Policy
Records: N/A
The application of this policy should be monitored as
Monitoring application of the Policy: part of the external health and safety management
systems audit
Performance Indicators: N/A
Training and Support for the Policy: N/A
7 Policy sign-off and ownership details
Document name: Transport Policy - Management and Use of
Vehicles on University Business
Version Number: HRPOL/003/2010/HSW
Owner: HR Division Page 8 of 9
Author: Phil Jenkins/Rebecca Coles
Document ref, version and date: version 2.1, 2nd Sept 2010
Status: Live
Equality Impact Assessment: Completed November 2010
Approved by: University Health and Safety Advisory Group
(formally Health and Safety Committee)
Director of Health, Safety & Wellbeing Services
Effective from: July 2007
Date for Review: Annually
Author: Claire Whittaker
Owner: Health, Safety & Wellbeing
Document control: All printed versions of this document are
classified as uncontrolled. A controlled version of
this document is available from Human
Resources or in the ‘HR Documents’ section of
the Staff Channel. Questions on this process
should be initially directed to HR Reception on
0161 295 2121 or HRServices@salford.ac.uk
8 Revision History
Release Date Revision description Author
Number
3 Oct 2010 Updated to include minibus Claire Whittaker
requirements
9 Appendices
Please use this section to detail and attach any documentation of templates that need to be
completed as a part of this policy.
Owner: HR Division Page 9 of 9
Author: Phil Jenkins/Rebecca Coles
Document ref, version and date: version 2.1, 2nd Sept 2010
