Car Parking Policy For the Horton Hospital

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					                                                                        Oxford Radcliffe Hospitals
                                                             Parking Policy – HORTON – 2006/07
Final Version




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                  Car Parking Policy


         For the Horton Hospital


                                    2006 - 07
                                     Issued May 2006




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                                                               Parking Policy – HORTON – 2006/07


Contents

                                                                                        page
Introduction                                                                               1
Objective                                                                                  1
Development & review                                                                       1
Scope of the Policy                                                                        1
Overall principles for allocation of parking space and permits                             2
Management and organisational arrangements                                               2-3
Patient and visitor parking                                                              3-5
Staff parking                                                                            5-7
Applying for a staff permit                                                              7–8
Appeals against refusal to issue a staff permit                                            9
Enforcement of the Policy and associated procedures                                        9

Appendices
      1        Eligibility criteria for a staff permit                                  10 – 11
      2       Staff parking permit Application Form and Notes                              12
      3       Roles and duties of Car Parking Office                                       13
      4       Enforcement Procedures & Notices                                           17 – 18


The car parking permit application form and maps of the public transport
zones are available on request and on the ORH Intranet, Travel Plan and Car
Parking web site.




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                                                              Parking Policy – HORTON – 2006/07 Final Version

Introduction
1. The Trust’s Car Parking Policy is a response to:
    1.1. demands from the local community and local authorities for us to manage our traffic, both now
         and with future developments, without increased car commuting
    1.2. concern from staff about the problems of congestion, parking difficulties and the need for better
         parking enforcement and car park security
    1.3. Government policies to reduce the environmental impact of travel to NHS facilities
    1.4. The extension of parking restrictions in streets around the hospital sites.
2. The Trust has agreed a Travel Plan (TP), in which management of parking goes hand in hand with
   improvement and promotion of alternative modes. The TP sets out what is necessary to support
   healthcare developments without compromising operational needs.


Objective
3. The objective of this Policy is to ensure that car parking is managed efficiently, effectively and
   equitably in accordance with the Trust’s Travel Plan and other Policies.

Development & review
4. This Policy was initiated in 2000 following extensive consultation with staff, trade unions and external
   bodies. It has been revised and re-issued at least annually.
5. This, the 2006/07 version incorporates changes, notably a revised tariff for staff permits, with prices
   ranging from £40 for staff earning up to £14,999 p.a., to £200 for staff earning £90,000 p.a. or more.
   The eligibility criteria for permits are unchanged as at May 2006. This will take account of changed
   accessibility by alternative modes and the supply and demand for car parking spaces and consultation
   with staff representatives. The Trust Board has agreed the principle of increasing charges so that they
   equate more closely to the costs faced by staff who use buses for commuting because they are not
   eligible for a permit.

Scope of the Policy
6. This Policy applies to private cars and commercial vehicles on the Horton Hospital (HH). Motorcycles
   and Bicycles are not subject to this Policy and permits or tickets are not required. The Policy sets out
   the arrangements for controlling car parking, including:
    6.1. regulations that apply to patient and visitor parking and to staff parking
    6.2. eligibility criteria for staff parking permits
    6.3. arrangements for charging for parking
    6.4. enforcement.
7. There is a separate Policy for the Radcliffe Infirmary (RI) and John Radcliffe (JRH)and Churchill
    Hospital (CH), where circumstances regarding accessibility and supply of parking differ from Banbury.




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    Overall principles for allocation of parking space and permits
8. Car parking space is allocated and signed as follows:
    8.1. Patient & Visitor spaces, pay & display or pay on foot, or longer stay patient tickets or visitor
         permits. Includes designated spaces for holders of the blue parking badge for disabled people (a
         limited number of disabled spaces are free of charge)
    8.2. Short stay: parking for up to 20 minutes free of charge in designated areas (for setting down and
         picking up only) and within ‘pay on foot’ car parks
    8.3. Standard (non-resident) Permit holders (including Special Day Tickets) – between 08.00 and 18.00
         Monday to Friday, and non-permit holding staff at other times
    8.4. Priority (non-resident) Permit holders only at any time
    8.5. Residents – Resident Permit holders only at any time. These areas are managed by A2 Housing
         Solutions to whom resident staff should apply for a permit. Note that after 18.00 and before 08.00
         Monday to Friday and at weekends, Resident permit holders may park in HH car park, but only if
         no resident spaces are available. Outside these times residents’ cars will be subject to the
         Enforcement and Penalty Ticket rules (see 59 to 64 below).
9. The allocation of spaces is based on expected demand, taking account of site geography and providing
   for patients as close as possible to entrances to the hospitals. At present about 30% of spaces are for
   patients and visitors.
10. The allocation of Standard and Priority permits to non-resident staff is based on the criteria set out in
    Appendix 1 of this Policy and summarised in the Application Form (Appendix 2). All staff working on
    the sites, except those holding a parking badge for disabled people (the orange or blue badge), require a
    permit to park during core times: 08.00 – 18.00 Monday to Friday (see Appendix 1 for eligibility
    criteria).
11. There are also areas for the delivery and collection of goods.

Management and organisational arrangements
Car park management
12. Car Parking is managed by the Estates & Facilities Office Manager who reports to the Transport &
    Development Planning Manager. The Car Parking Office is at the HH in the Estates & Facilities
    building and open 10.00 am to 12.00 noon and 2.15 pm to 4.00 pm Monday Wednesday and Friday, tel
    (01295) 229262.
13. The Estates & Facilities Office Manager leads a small team, responsible for:
    13.1. Issuing staff permits in accordance with this policy
    13.2. car park patrols for enforcing this Policy, contributing to safety and security and monitoring use
          (except resident parking areas managed by A2 Housing Solutions)
    13.3. responding to queries, provision of assistance in the event of problems, and provision of travel
          information
    13.4. a database of permit holders
    13.5. bicycle lockers


Transport & Car Parking Forum and Travel Plan Steering Group
14. The Transport & Car Parking Forum chaired by the Transport and Development Planning Manager and
    includes the Head of Facilities, Car Parking Manager (JR), and staff-side representatives. Its role is to
    consider the development of the Travel Plan, including the annual review of this Policy. Members of
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    external bodies (e.g. bus companies and the Patients Forum) are invited to attend. Its work is overseen
    the JSCNC and IWL forums.
15. Monitoring of car parking operations is undertaken on a daily basis by the Estates & Facilities Office
    Manager, informing the Transport and Planning Development Manager who reports to the Forum on
    matters such as supply and demand for parking spaces, supported by information from annual travel
    and transport surveys.

Patient and visitor parking
General
16. There are three main patient and visitor car parks at the HH. The use of patient and visitor parking is
    restricted to:
    16.1.       Patients attending the hospital and their visitors, relatives, carers or helpers
    16.2.       People with official business on the site, including staff of other NHS bodies who do not
                have a parking permit for the site.
17. Parking is at owner’s risk. Only in special circumstances are contractors and ORH permit holders
    allowed to park in patient & visitor spaces (see 30 and 40 below).
Patients and visitors who are disabled
18. There are designated spaces for holders of the Parking Badge for Disabled People. No payment is
    required in any car parks when a Disabled Badge is displayed. Enforcement rules (see 60 to 65 below)
    apply. Note that the hospitals are private land so the National Concessions for Blue Badge Holders
    parking on public streets do not apply.
19. Vehicles can be driven up to public entrances to allow anyone with a mobility problem to be set down
    or picked up. If staying beyond the time required to do this the vehicle must be moved to a car park or
    a designated 20 minute short stay space.
Payment and charges
20. Payment is at the time of parking (Pay & Display (P&D). A valid ticket must be obtained and
    displayed where appropriate. Ticket machines have notices explaining the arrangements and
    conditions. Enforcement procedures apply (see 59 to 64 below).
21. Charges are related to length of stay. The charges are displayed in the car parks and / or at the pay
    machines. Charges are reviewed annually and may be increased or varied. The maximum stay is 24
    hours. In Pay & display car parks the minimum fee is £2, for up to three hours. All income raised in
    retained by the Trust to fund car parking and security services with the surplus being used to improve
    the environment and services for patients.
Visitors to longer stay patients
22. Visitors to longer stay patients, (those who are seriously ill and / or are staying more than two or three
    days), may purchase ‘scratch card’ permit valid at any time of day for seven consecutive days
    including day of issue. This ticket enables parking in car parks as directed by the Car Parking Office.
    The current charge is £8 a ticket.
23. Entitlement is determined by ward staff who will authorise and issue a Request Form. The visitor must
    exchange the Form, together with payment for the ‘scratch card’ Permit, at the Car Parking Office as
    appropriate. Special arrangements may be made for families of HH patients in CCU, SCBU Brody
    Centre or Medical Block, where ward staff may authorise and issue a Permit Request Form for
    exchange (at the Car Parking Office HH) for a special pay & display ticket issued free of charge.


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24. Only in exceptional circumstances will more than one permit or ticket be issued per patient visited. The
    permit is transferable between cars and must be displayed prominently in the vehicle. Enforcement
    rules apply (see 59 to 64 below).
Patients who are regular attendees
25. Patients who, because of their treatment, attend regularly over an extended period may be entitled to a
    permit, free of charge, similar to a staff permit. Examples are Chemotherapy, and certain patients
    requiring frequent blood tests. Eligibility may be determined by the department in line with guidance
    from Car Parking Office, taking account of the frequency and regularity of need.
Reclaiming parking fees (Hospital Travel Costs Scheme)
26. Patients (but not visitors) who receive certain State Benefits may claim reimbursement of parking
    charges, from the Cashier’s Office on presentation of their travel claim form and benefit book for
    authorisation.
Short Stay Parking
27. Spaces marked and signed ‘short stay’ at the main hospital entrances, and in other car parks within
    easy reach of building entrances, are limited to a wait (usually 20 minutes) without payment. Vehicles
    must be moved after this time. The enforcement rules apply (see 59 to 64 below).
28. Taxis collecting or delivering from the site are exempt from charges if on-site for 20 minutes or less.
    Taxis parking for more than 20 minutes must go to a staff car park or other area as directed by the Car
    Parking Office, and not into visitor parking areas.
29. Vehicles making deliveries, or collecting goods, may stop only at the delivery points. They are
    exempt from charges, providing the vehicle is removed immediately after the delivery is made. ORH
    NHS Trust operated vehicles are exempt from charges.
Contractors and engineers vehicles
30. Contractors (building, mechanical, electrical, service engineers etc.) carrying out work on-site must
    park in a designated contractor’s compound or, to park elsewhere, they must obtain a ‘Contractors’
    permit from the Estates Office and display this on the vehicle. They may not park in visitor car parks
    unless agreed with the Car Parking Office. This requirement should be included in contract
    documents.
People with official business at the ORH
31. All people on official business must park in a patient & visitor car park and pay the correct fee.
    Departments are not allowed to issue chits or otherwise ‘authorise’ parking.
The Emergency Services
32. Fire, Police, Ambulance, Armed Forces and Prison Service are exempt from charges.
Conferences and special events on-site
33. Organisers of events must advise The Car Parking Office and must make arrangements for attendees
    to travel by bus, park and ride or coach to avoid overloading the visitor car parks. The Car Parking
    Office can help with information on transport options.
Special arrangements
34. In exceptional circumstances (e.g. major incident) special parking arrangements may be authorised by
    the Duty Executive, and be managed by the Estates & Facilities Office Manager.




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Staff parking
Permits
35. Permits are required to park during the ‘core hours’ of 08.00 to 18.00 Monday to Friday in car parks
    that are designated as “staff permit holder” car parks. Permits are generally issued to cover a period of
    twelve months for a single fee payable at the time of issue by cheque, deduction from salary or
    (exceptionally) cash. Permits are not required outside the core hours. Staff are not allowed to leave
    their car on site unless they are at work / on duty at the time, unless there exceptional circumstances
    and only if the Car Parking Manager has been advised and has agreed. Parking is at owner’s risk.



Fee for new permits and renewal
36. There is an annual fee for each staff permit. The fee depends on basic Pay:

                                        Fee for 12 months         Monthly deduction from salary
      Salary range (basic pay # )
      Up to £14,999                      £40                      10 monthly payments    £4
      £15,000 to £29,999                 £80                      10 monthly payments    £ 8
      £30,000 to £59,999                £120                      10 monthly payments    £ 12
      £60,000 to £89,999                £160                      10 monthly payments    £ 16
      £90,000 and above                 £200                      10 monthly payments    £ 20


# Basic pay is defined as earnings for basic hours worked (i.e. for staff working less than full time
hours the full time rate is pro rated) and for doctors the banded payment is counted as part of
basic pay.
37. For volunteers the fee is waived. Other concessions may be agreed from time to time for specified
    groups of staff.
38. Permit holders who surrender their permits early will receive a refund for each full month unexpired at
    a rate of 1/12 of the permit’s value per month. The fee for replacing a lost permit is £20.
39. Accounts for the Car Parking Office are open to scrutiny annually at the Transport & Car Parking
    Forum (see below). Any financial surplus is ring-fenced for travel and car parking initiatives subject to
    overall budgetary policies. There continues to be capital funding for transport and car parking from
    various programmes and site development schemes.




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Where you may park
40. Staff must park in designated car parks that are usually signed “staff permit holders only”.
    Exceptionally and only if all staff areas are full at the time of parking, staff may park in Pay &
    Display Car Parks at the Horton upon payment of the minimum pay & display fee.
41. Parking spaces are not ‘reserved’, and the permit does not guarantee a space.
42. A car park on each site is designated for Priority (orange) permit holders only. Standard permit holders
    must not park in them. The validity of permits on other sites is shown by a tick in the table below
    (table also shows the validity of NOC, RI and JRH/CH permits).
                            JR/CH     JR/CH              RI         RI      Horton             Horton        NOC
     Permit type           Standard   Priority       Blue Areas   Orange    Standard           Priority   Standard
                            Areas      Areas                      Areas     Areas               Areas     Areas
                              √            x             x          x          √                  x           x
JR/CH Blue (standard)
                              √         √                x          x          √                  √           √
JR/CH Orange (priority)
                              x            x             x          x          x                  x           √
NOC Blue (standard)
                              √         √                x          x          √                  x           √
NOC Orange (priority)
                              √        x                 x          x          √                  x           x
Horton Blue (standard
                              √        √                 x          x          √                 √            x
Horton Orange (priority)
Note : None of the above permits are valid at sites of other NHS Trusts in Oxfordshire or elsewhere

Staff who are disabled or temporarily incapacitated
43. Staff who hold a parking badge for disabled people do not need a permit and may park on site in any of
    the designated disabled spaces at no charge (See 18 and 19 above).
Volunteers and ambulance car / voluntary car scheme drivers
44. Registered volunteers are subject to the same conditions as paid staff but permits are issued free of
    charge. The application form must be authorised by the ORH Voluntary Service Organiser an official
    of the League of Friends or other voluntary services co-ordinator.
45. Ambulance and Volunteer Car Scheme cars are exempt from charges if registered with the Ambulance
    Service or Car Parking Office and / or, displays the appropriate identification (e.g. ORCC’s
    Octabadge).
Temporary or contract staff (inc. agency staff and locums)
46. Temporary or contract staff are defined here as “people employed on the Trust's sites by the Trust or
    other tenants to carry out clerical, administrative, consultancy, managerial or clinical duties”. They
    may apply for a permit under the same eligibility criteria and conditions as permanent staff, or
    purchase a Special Day ticket for £2.00, for parking in staff ‘standard permit’ parking areas, NOT in
    patient and visitor areas. The enforcement rules apply (see 60 to 65 below). Tickets from Car Parking
    Office at HH Also see para 49 to 50 below.




Universities and third party occupiers
47. Staff of the University of Oxford, Oxford Brookes University and other third party occupiers are
    eligible for permits under the same conditions as ORH staff. Where car parking space is shown within
    the lease the occupier must make arrangements to control parking in the leased spaces and the
    occupiers are not eligible for ORH permits.
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Students
48. Oxford University Medical School students are subject to the same criteria and fees for permits as other
    site based personnel. Oxford Brookes University Students are, in line with Brookes’ parking policies,
    not entitled to a parking permit, with the exception of School of Health Care students only whilst in
    clinical practice. These permits are issued by the School of Health Care under arrangement with the
    ORH NHS Trust.
Daily tickets (to cover occasional needs)
49. Special one-day tickets (up to 5 per month) are available for staff who are not eligible for a permit but
    have an occasional work-related or personal need to park. Tickets are obtained in advance from the
    HH Car Parking Office, for a charge of £2 per ticket. Daily tickets may also be offered to staff who are
    eligible for an annual permit but chose to pay only for the days they are on site, up to 10 per month.
    The same application form as required for a permit would need to be completed each year.
50. Special tickets are valid in standard permit holder car parks only. They must be validated by the staff
    member for the day of parking and be displayed clearly in the windscreen.

Applying for a staff permit
Eligibility criteria and application procedure
51. Permits are issued only on receipt of a properly completed application form (available from car parking
    office and on the ORH Travel Plan web site), which demonstrates that the applicant fulfils the criteria
    for a permit (See Appendix 1). Applications must be endorsed by the Departmental, Unit or Divisional
    Manager to confirm that the information given by the applicant is correct. The Manager is
    responsible for certifying that the applicant is eligible under the criteria as set out in this
    document and the application form. The form is also used to collect some data to assist in
    monitoring the Travel Plan, e.g. the frequency of using other modes. This data is not to be used to
    determine eligibility for a permit. The form also acts as an application for inclusion in the car share
    scheme.
52. The application process is set out in the table over page.




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•      Read paragraphs 36 to 60, appendices to this Policy, application form regarding eligibility criteria and the plans
                                                of the Public Transport Zones
                  (telephone the Car Parking Office ext: 29262 for clarification of points if necessary)
                If ineligible, do not apply for a permit If eligible, follow the steps set out below
                                                          ⇓
               Complete and sign the application form, appending any information asked for, and sign it
                  (the form is available from the Car parking Office and the Facilities intranet site)
           •    You must read the guidance notes that accompany the Car parking Permit Application Form
    The information you provide must be accurate – if it can be shown that you have provided inaccurate or
    misleading information in order to gain a permit, it will be withdrawn for the year and question and action
                            may be taken under the Performance and Conduct Policy
                                                          ⇓
               Give the completed form to the authorised person (supervisor / manager) for certification
    The authorised person is responsible for certifying that the information provided is correct (and therefore
                  that the applicant is eligible for a permit) before signing certifying the form.
                                                        ⇓
Send / take the completed form, with a deduction from salary form or cheque for correct amount (payable to Oxford
                     Radcliffe Hospitals NHS Trust) or cash to the Cashier, Horton Hospital
                                                      ⇓
The Estates & Facilities Office Manager will consider applications against the eligibility criteria and prepare
               permits for issue. If the application is refused, the cheque will be returned.
                                                         ⇓
 You must attend the Car Parking Office in person to collect your permit, taking with you your ID badge, full drivers
                                           licence and proof of address

Definition, design and display of permits
53. The permit shows the user's ID number, and car registration number(s) and the last month of validity
    (as for road fund licences). The colour of the permit indicates the user's entitlement: blue for standard,
    orange for priority. Permits must be displayed in the windscreen and must be displayed at all times -
    enforcement rules apply (see 59 to 64 and failure to do so will result in a Breach of Contract Notice
    (BCN) being issued.
54. Permits are not transferable between users except for members of car share pools. Up to two vehicle
    index numbers can be specified on a permit, and the permit transferred between vehicles as necessary.
    Permits are renewed annually in accordance with the version of this policy current at the time of
    renewal. There is no automatic right to renewal. Staff must not themselves alter the details on a permit
    (see para 55 below).
Amendment of Permit, e.g. for New Vehicle on a permanent or temporary basis
55. When a car is changed, or a permit is damaged and unreadable, a new permit must be obtained. This
    will be free of charge for the un-expired time, upon surrender of the original permit. If a vehicle is
    replaced temporally, the holder must transfer the permit and inform the Car Parking Office. Staff must
    not themselves make any alteration or amendment to a permit. If any alteration or amendment
    to a permit on the part of a staff member is identified or suspected, the case will be reported
    under the Trust’s Counter Fraud Policy and / or Performance and Conduct Policy.
Ceasing employment at an ORH site
56. Staff who leave must surrender the permit. Permits are the property of the Trust. Permit holders who
    surrender their permits early will receive a refund for each full month unexpired at a rate of 1/12 of the
    permit’s value per month.



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Appeals against refusal to issue a permit
57. There is an appeals procedure, with an Adjudication Panel including a staff-side representative, a
    Human Resources Manager, the Transport and Planning Development Manager under the
    chairmanship of the Head of Facilities.
58. The Panel will consider written appeals only. The Panel’s decision is final.

Enforcement of the Policy and associated procedures
59. On weekdays there are not enough spaces to allow all who wish to drive to work, to park safely and
    lawfully. Good control of parking is therefore essential to maximise availability of spaces and prevent
    unauthorised use.
60. Enforcement is accorded a high priority and is required also to meet the requirements of the Planning
    Authority (Cherwell District Council) and the emergency services. Physical controls and signs –
    permanent or temporary - are in place to prevent unauthorised parking, keep roadways clear and
    eliminate obstructive parking.
61. Unauthorised parking includes:
    61.1. Parking on yellow lines; hatched areas and areas signed “no waiting”.
    61.2. Failure to park in a marked space or parking in a designated area without the appropriate permit or ticket.
    61.3. Failure to display a valid permit or pay and display ticket or other authorisation
    61.4. Parking in a manner which causes obstruction to fire roads, fire exits, roadways, footways, cycleways, car
          park accesses, or block in other vehicles
    61.5. Parking during periods such as weekends or holidays which are not the holders working hours (in
          exceptional circumstances such parking may be allowed at the discretion of the Car Parking Office).
62. Signs identify clearly the restrictions of each car parking area and the penalties for failure to comply
    with restrictions. Details of the sanctions, which may vary during the currency of this Policy are
    available from the Car Parking Office and on the Intranet.
63. Breach of Contract Notices (BCNs) will be placed on vehicles parked in contravention of the Policy
    and procedures. The charge is £50, or £25 if paid within 14 days of issue. See procedure notes set out
    in Appendix 4.
64. Vehicles that are apparently abandoned will be notified to the Police. All possible steps will be taken to
    contact the owner. If after this the owner does not remove the vehicle, the Car Parking Manager will
    have it removed for scrap as soon as practicable.




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Appendix 1 (a) Eligibility criteria for a non-resident staff permit
Staff are entitled to a permit if they live outside The Walking Zone. This is a defined area which is in easy walking /
cycling distance as agreed through consultation The current zone boundary is drawn to enclose an area where the
walking time from home to an entrance to the hospital site is within 20 minutes. To avoid inconsistencies caused by
splitting roads/estates, there may be some cases where walking times may exceed 20 minutes, particularly for
“slower walkers”. An illustration of the Zone is shown on map or maps available from the Facilities Office and on the
ORH Travel Plan page of the web site.

Staff who live within the Zones are not entitled to a permit unless they fulfill the criteria for a Standard Permit or
Priority Permit as set out below

Standard (blue) Permit entitlement for staff living within the 20 Minute Walking Zone
Disability / Medical condition
         Staff who have a medical condition which means they cannot use public transport or walk / cycle / to work
         (Holders of Orange or Blue Badges for disabled people do not need a permit)

        Staff may be asked by their Head of Department to provide evidence to confirm their inability to
        travel by bus, or to walk or cycle. An assessment by Occupational Health may also be asked for.

Essential operational users & Volunteers
        Staff who travel, on two or more days a week (on average), to a clinic, outreach service, hospital or other
        place for business / clinical purposes, to which there is no suitable public or inter-site transport.

        Staff may be asked by their Head of Department to provide copies of travel claims for the past three
        months

Shift workers
        Staff who work shifts regularly and where one of the shifts has a start / finish time before 07.00 or after 19.30

        Staff may be asked by their Head of Department to provide details of shift patterns.

Childcare / other caring responsibilities
        Staff who have caring responsibilities, which, in relation to working hours, prevent them from using a mode
        other than car for the journey to work. These circumstances relate only to child-care / schooling or to being
        the carer for a relative. You must complete the Caring Responsibilities form giving evidence of
        attendance/caring arrangements, including the name and address of the Nursery(s) or School(s)
        attended – see 10F.

        Staff may be asked by their Head of Department to provide the name and address of the Nursery(s)
        or School(s) attended and age(s) of the children, or details of circumstances regarding the
        dependant relative. A letter from the school / nursery / institution may also be asked for.

Priority (orange) permits
        (i) Staff with clinical commitments at two or more sites and needing to leave their base four or more
              times each week. This includes academic, research and management activities which, together with
              clinical duties, involve the need to leave base four or more times each week;
        (ii) Community Midwives and Social Services ‘outreach’ staff
        (iii) GPs with admitting rights to the GP Maternity Unit.
        Staff may be asked by their Head of Department to provide written details of all duties

                The definitions will be reviewed from time to time as necessary to reflect changed circumstances
                (e.g. alterations to bus services or a shortage of car parking spaces in relation to demand).




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Application for Car Parking Permit - Horton Hospitals 2006/07
Apply only if you believe you are eligible for a permit under the criteria set out in the Car Parking Policy.
                                  Notes on completing this form and conditions of use of permits are attached

1.    Title ….….… Forename(s) ……………………………………………..… Surname…………………..…….………..…

2.    Job Title…………………………………………………………… ORH ID Badge Number ……………….…..…..……
3.    Home Address (i.e. where usually living during the working week – see note 3)

      No. & street ……………………………………………………………………………………………….……………………
          District / Village

                                                                            Post Code
      Post Town / County ……………………………………………….…..
4. Employer tick box (See Note 4)              5. Base, tick box (see Note 5)           6. Staff Group, tick box (See Note 6)
          Oxford Radcliffe NHS Trust                     John Radcliffe Hospital              Ancillary /Maintenance staff.
             Other NHS organisation                            Churchill Hospital             Admin/Clerical/Snr. Manager
                               Carillion                                                                  Medical & Dental
                Agency / Nurse Bank                                                                     Nursing & Midwifery
              Research organisation.                                                              AHP (PAM) / Technician
               County or City Council                                                                              Scientist
           Oxford Brookes University                                                                       Medical Student
                  University of Oxford                                                        Lecturer (if not in any above)
     League of Friends / voluntary                                                                       Volunteer (unpaid)

     Other (specify)………………….               …                                                  Other (specify)……..………….          …
      7.      Department / section ……………………………………………………..……………………………(see note 7)
      8.      Tel ………………………………….                        Bleep number /pager…………... ………………
      9.      Email: ORH (internal) ………….…………………                      Non-ORH email       ….…………………………...…………...…

10 Reason for applying for a permit. Read the list blow and tick the first box which fits your
   circumstances and attach the information requested. Do not tick more than one box (see Note 10)
                                                                                                 Tick        Notes - and details
                                                                                                 box         that are required
APPLICATION FOR PRIORITY PERMIT
     I have clinical commitments (possibly including other duties) at two or                             ⇒ See Note 10A
     more sites, requiring me to leave my base four or more times each week
     I am a Community Midwife                                                                            ⇒ See Note 10A

APPLICATION FOR STANDARD PERMIT
      I am based at the Horton Hospital and live in an area that is outside the                          ⇒        See Note 10B
      travel zone
      I am based at the Horton Hospital and live in an area that is within the
      travel zone, so would not normally be eligible for a permit but I believe I
      qualify for one of the following reasons:
      •      I have a medical condition which means I can’t bus / walk / cycle to work,                  ⇒ See Note 10C
             (Holders of a parking badge for the disabled do not need a permit)
      •      I travel at least two days a week (on average), for work purposes to a place                ⇒ See Note 10D
             to which there is no adequate alternative transport.
      •      I work rostered shifts regularly, one of which necessitates a start and / or a              ⇒ See Note 10E
             finish before 07.00 or after 19.30
      •      I have parental or other caring responsibilities which, in relation to my work              ⇒ You must complete the
             hours, make it essential to use a car for the work journey                                      Caring Responsibilities
                                                                                                             Form (see note 10F)


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                                                                                       Oxford Radcliffe Hospitals
                                                                             Parking Policy – HORTON – 2006/07
11. Fee: There is an annual fee for each staff permit. The fee depends on basic pay. Volunteers who do not
receive payment for their work are exempt from payment. Staff who hold a ‘disabled badge’ do not need a permit.

   Basic salary (see             Tick      Fee        I enclose cheque      I enclose a salary deduction form
notes below and note 11)         box                  (tick appropriate         (tick appropriate amount)
                                                           amount)
Up to £14,999                            £40                              10 monthly payments of £ 4
£15,000 to £29,999                       £80                              10 monthly payments of £ 8
£30,000 to £59,999                       £120                             10 monthly payments of £12
£60,000 to £89,999                       £160                             10 monthly payments of £16
£90,000 and above                        £200                             10 monthly payments of £20
  I am an unpaid volunteer               £ nil     No payment required    No payment required

  (For definition of Basic Pay see Note 11)
  NOTES: Deduction from salary applies only to staff employed by the ORH Trust
         Cheques to be made payable to Oxford Radcliffe Hospitals NHS Trust
         (Once a permit is made out your cheque may be banked even if you have not collected the permit )
         Cash: You may pay by cash in person at the Cashiers office
___________________________________________________________________________________________________________________

12. Vehicle details                                   Registration No. ( Vehicle 1 ) …..…………………….. ………..

                                                                          ( Vehicle 2 ) ………….…………………………….
Maximum of two vehicles can be specified on a single permit.

13. Applicant’s Declaration and Signature
   I have read the Car Parking Policy including eligibility criteria and conditions of use for parking permits and
   understand them. If I am issued with a permit I agree to adhere to the conditions of use and know that abuse of
   them may lead to withdrawal of the permit (see note below).

   Signed………………………………………………………………….…………………….…… Date……………………………
If it is shown that you have provided information that is inaccurate, misleading, erroneous or incomplete in
order to gain a permit, it will be withdrawn immediately and action may be taken against you under the
appropriate employers performance & conduct or disciplinary policy.
________________________________________________________________________________________

14. Manager’s Declaration and Signature
Must be completed by Head of Department / line Manager before the application can be processed.
  I confirm that:

    a. to the best of my knowledge the above information relating to eligibility for a permit (including any supporting
       details which are appended and I have initialled) are correct
    b. the applicant’s basic pay is as she / he has stated at 11 above

   Signed………………………………………………….…… Date……………………… Tel Ext. No. ………………………..


   Name (in capitals)…………………….….………..……… Position………………….………………….…….………………

Send / take this form + any necessary supporting information + payment or deduction from salary
form to the Estates & Facilities Office Manager, Car Parking Office, Horton Hospital
(Tel Ext. 29262, email car.parking.horton@orh.nhs.uk, usual opening hours M.W.F 10.00-12.00 & 14.15-16.00)

You must collect your permit from the Car Parking Office and you must bring with you (a)
your Full Driving Licence, (b) your ORH ID badge and (c) proof of your usual address
during the working week.

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                                                                                        Oxford Radcliffe Hospitals
                                                                Parking Policy – HORTON – 2006/07 Final Version
Notes on completing the Car Parking Permit Application for John Radcliffe and Churchill sites

     General notes
     It is important that you read and understand the Car Parking Policy, and that you read and follow these notes as
     you fill in the form. Apply only if you are eligible for a permit under the Criteria.
     The Information you give is used for establishing eligibility for a parking permit, to assist in managing and
     ‘policing’ parking and for statistical analysis related to travel and car parking. It will stored electronically.
     Answer each question that is relevant to you in full otherwise the form will be returned to you for completion,
     causing delay in the issuing of your permit.
3 Address
   This must be the address where you are resident for the majority of the working week. It is the usual address
   from which you travel to and from work. It is not, for example, an address to which you return only at
   weekends or visit overnight on occasions during the working week. Note that Resident Staff parking
   permits that allow the holder to park in the designated residents’ car park for his or her residential
   accommodation are issued by A2 Housing Solutions (formerly Apex)
4 Employer
   This information is important in ensuring equal treatment of staff and to enable comparisons with data from
   staff travel surveys. Students should regard their University or Institute as their employer. Volunteers should
   regard the Leagues of Friends or other voluntary body as employer, not the ORH Trust.
5 Base (Main place of work)
   This is your main place of work, which is generally the place where you are based according to contract or the
   base from which your travel expenses are calculated.
6 Staff group
   This information helps ensure equal treatment of all staff and enables comparisons with travel survey data. If
   you cannot see a group which you think fits you, then say what your job is in the space by ‘other’.
7 Department / section
   Agency / nurse bank or other temporary staff should state the agency with whom they are contracted.
10 Reason for applying for a permit – specific requirements
See eligibility criteria in Appendix 1 to the Car Parking Policy and summarised on the Application Form. Make sure
your circumstances must match one of the ‘needs-based’ criteria (A to F) and that you provide the necessary
supporting information as follows:
         10A - Priority Permits. You may be asked to attach details of clinical commitments, together with
         academic, research and management activities, including locations & frequency.
         10B - Travel Zone. Please check walking zone from the Horton Hospital.
         10C - Disability. You may be asked to attach details of your disability or condition, including evidence
         from your doctor / Occupational Health (if not attached such evidence or an assessment may be
         requested).
         10D - Essential/Operational. You may be asked to attach travel claim forms for the past three months
         which detail business travel which could not be made by alternative modes (e.g. bus or staff shuttle
         service).
         10E - Shifts. Shift means regular rostered working hours which vary, rotate or alternate and where there is
         a duty which regularly starts or finishes before 07:00 or 19:30. Irregular hours which you may choose
         to work or be asked to work from time to time do not constitute shift working.
         10F - Caring responsibilities. You must complete a form (available from the Car Parking Office) giving
         evidence of attendance / caring arrangements, including the name and address of the Nursery(s) or
         School(s) attended and age(s) of the children, or details of circumstances regarding the dependant relative.
         A letter from the from the school / nursery / institution may be asked for.
11      Pay / salary. The relevant pay is basic salary, i.e. gross for contracted basic hours excluding overtime,
         enhancement or bonuses, but including the banded payment for doctors. It is what you receive, so if you
         work part time it is the amount for the contracted basic hours you work, not the full time equivalent amount.




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                                                                                           Oxford Radcliffe Hospitals
                                                                                 Parking Policy – HORTON – 2006/07

Conditions of use of Car Parking Permit for Horton site
Permits are required to park on ORH sites between 08.00 to 18.00 Monday to Friday. Outside these times permits
are not required. Staff without a permit are allowed to park in staff car parks between 18.00 and 08.00 the
following weekday and all day on Saturdays and Sundays. Plans showing the location of staff car parks are
available from the Car parking Office and, in due course, will be on the ORH Intranet Facilities page. You must
park in a recognised parking space within one of these car parks.

Non-resident staff Standard (blue) permit
A Standard (blue) permit authorises the holder to park in staff parking areas except priority and resident car
parking areas at the John Radcliffe Hospital, Churchill Hospital and Horton Hospital sites. It also allows the holder
to park in pay and display car parks at the above hospitals after 10am but only if all other staff spaces are full and
upon payment of the minimum period fee shown on the tariff. This concession is liable to change.
The permit is valid only for parking during hours when you are at work.
The permit is not valid at The Radcliffe Infirmary, Nuffield Orthopaedic Centre NHS Trust nor on premises of the
Oxfordshire PCTs, Mental Health Trust, Oxford Learning Disabilities Trust, Oxford Ambulance Trust, Health
Authority, University of Oxford and Oxford Brookes University.

Non-resident staff Priority (orange) permit
Authorises the holder to park in Priority or Standard car parking areas at the John Radcliffe Hospital, Churchill
Hospital, Horton Hospital sites and Nuffield Orthopaedic Centre. Otherwise validity is as for Standard permits.

Resident Staff permits issued by A2 (Apex) Housing Solutions
Authorises the holder to park at all times in the Residents’ car parks on the site where the holder is resident. It is
also valid in other Staff car parks but only outside the core hours of 08.00 to 18.00 Monday to Friday.

Special Day Ticket
Special Day Tickets are to enable staff who do not have an annual permit to park on site occasionally for work
purposes (e.g. when moving equipment or going on business that day) or for certain personal circumstances (e.g.
going to a doctor’s appointment on way home). They authorise the holder to park in Standard car parking areas at
the Horton Hospital, John Radcliffe Hospital and Churchill Hospital sites during one core period (08.00 to 1800
Monday to Friday). They should be obtained in advance from the Car Parking Office at the HH. The cost for a
ticket for one core period is currently £2. They are not valid in visitor car parks. (A Day Permit for staff who are
eligible for a permit but do not hold one may be available for £1 / day)
Fee for Annual Permit
A fee is payable for each Standard or Priority permit. The fee covers the cost of administering the system and
contributes to ‘Commuter Assistance’ measures and other Trust expenses. Volunteers are exempt from this fee.
Disabled staff who hold a ‘blue badge’ do not need a permit to park on site. If you lose your permit there will be a
fee of £20 to cover the cost of replacement, unless you can provide a Police Crime Number as evidence that the
loss was due to theft in which case the fee is waived. A refund equivalent in amount to the number of whole
months unexpired will be made in the case of early surrender of a permit.


Incomplete applications
If the application and accompanying information is incomplete the form (and payment) will be returned to you.

Appeals Procedure / Adjudication Panel
If your application is rejected in accordance with the Car Parking Policy you are entitled to appeal in writing against
the decision. The Car Parking Office will advise you of how to do this. An Adjudication Panel will consider the
written evidence submitted. The Panel comprises at least three staff, including a Staff-side representative, a
Personnel Manager, the Transport Strategy Officer and the Head of Facilities who is the Chair. The Panel's
considers written appeals only. The Panel’s decision is final.

Ceasing employment at the ORH sites
Parking permits remain the property of the Oxford Radcliffe Hospitals NHS Trust. They must be returned
to the Car Parking Office on termination of service at the Trust.


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                                                                                        Oxford Radcliffe Hospitals
                                                                              Parking Policy – HORTON – 2006/07
Appendix 3      Role and Duties of Car Parking Office

1       Responsible to the Transport & Development Planning Manger for the day to day operation of car
        parking, including permit issue, patrols, enforcement and pay and display.
2       To provide an efficient and courteous car parking service to meet the needs of patients, staff and
        visitors, providing assistance and advice where possible.
3       To be familiar with the geography of the Trust, its car parks, wards and departments, and to be
        familiar with all aspects of the car park management operational policy
4       To act as the main resource in assisting the public to locate parking facilities and in direction
        finding
5       To carry out regular patrols of the site to monitor the car parks, to act as a deterrent against theft
        or vandalism, and to assist in the improvement of safety and security in Car Parks
6       To monitor car park crime statistics, liaise with the police in any investigations in respect of car
        parking, and initiate preventative action to minimise crime
7       To maintain an incident log and report daily to the site manager on any unusual or untoward
        incidents
8       To monitor and protect car parking revenue, ensuring that pay and display car parks are used to
        their maximum potential and maintain accurate records of income
9       To ensure that roads and access roads remain free from obstruction and report maintenance
        defects as necessary
10      To manage parking areas through progressive enforcement, to reduce congestion, control ad-hoc
        / obstructive parking
11      To issue parking enforcement notices and, if appropriate, take further action as prescribed,
        including the use of wheel clamps
12      To control and monitor the issue and use of staff permits
13      To monitor customer satisfaction and take appropriate action where such monitoring indicates
        shortfall in performance
14      To be contactable at all times during normal office hours, for all patrol staff, and to ensure that
        one patrol person is available within radio contact at all times when on duty
15      To provide assistance, if required, in the operation of the fire and emergency procedures
16      To respond to and resolve queries relating to parking matters quickly
17      To provide regular checks on all car-parking equipment and promptly report any apparent fault or
        breakdown to the appropriate department
18      To assist in the collection of transport and travel data, relating to car parking, as and when
        required by hospital management
19      To notify permit holders if problems are identified with their vehicles - flat tyres, lights left on etc
20      To undertake any other duties relating to car parking management which are requested by the
        hospital management




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                                                                                          Oxford Radcliffe Hospitals
                                                                                Parking Policy – HORTON – 2006/07

Appendix 4 Enforcement & Penalties: Breach of Contract Notices
1       General Principles or “Considerate car parking”
Considerate car parking is parking in an authorised space - not on a verge, pavement, yellow line or
other restricted area, thereby creating a hazard; and it is not taking up two spaces or blocking in other
cars. The overall concern of the Parking Policy and the procedures used to enforce it is the
management of risk and the promotion of safety for all users of the site.
The Trust’s parking policies set out above must be adhered to.
The Penalty Charge or Breach of Contract (BCN) system. This arrangement replaces wheel claming as
the method of deterring parking behaviour that contravenes the Trust’s Car Parking Policies. In
accordance with the Trust’s Car Parking Policies, cars that are not parked in an authorised area, or not
displaying a valid permit / ticket will receive a penalty charge notice, known legally as a “Breach of
Contract” (PCN or BCN). It will be implemented first at the JRH in October 2005, then implemented at
The Horton Hospital from August 2006.
The charge for Breach of Contract is £50, which is reduced to £25 if paid within 14 days. Should the
charge remain unpaid it will result in County Court action and if judgement is obtained as a result it will
affect the driver’s credit rating will be affected. The issuing of a BCN may or may not be preceded by a
warning notice, see detail below.

2       Staff permit holders: parking in unauthorised area
The Parking Policies set out the principles and procedure for dealing with staff who park their cars in
unauthorised areas. If you are called to deal with an emergency and have no choice but to ‘abandon’ your
car, do so without causing an obstruction and make sure the Car Parking or Facilities Office is informed
of the circumstances. It is your responsibility to do this.
The procedure set out in the Policies has been reviewed following the decision to no longer use wheel
clamping as the ‘ultimate deterrent’ and instead adopt the Breach of Contract procedure. Accordingly,
the following is now the agreed arrangement for all sites where the BCN system has been implemented
(i.e. the necessary legal notices have been put up and are visible to all drivers, and staff have been
given due warning through emails, bulletins or other means of communication).

Offence                        Stage              Procedure
                                 st
Parking within a car park      1 time car is      A BCN will be issued. There will be no warning but attempts
but not in a bay, or parked    identified in      may be made to contact driver by telephone to ask them to move
in an area not valid for the   an                 their car to a proper parking space within ONE hour to avoid a
vehicle at the time of         unauthorised       BCN being issued
parking, including parked      area or with
                                                  During the first 14 days of implementation on each site, a “First &
in Pay &Display without        invalid ticket
                                                  Final Warning” notice will be placed on the car, stating the Breach
valid ticket, parked in
                                                  of Contract and that should the same Breach of Contract offence
Priority Permit area with a
                                                  or another be committed a BCN will be issued
Standard Permit.
Parking in Restricted Area     1st time car is    A BCN will be issued. There will be no warning but attempts
that is lined, e.g. most       identified in a    may be made to contact driver by telephone to ask them to move
double yellow lines,           Restricted         their car to a proper parking space within ONE hour to avoid a
hatched areas, or on           area               BCN being issued
verges, grassed areas,
                                                  During the first 14 days of implementation on each site, a “First &
foot-paths, pavements,
                                                  Final Warning” notice will be placed on the car, stating the Breach
traffic islands & reser-
                                                  of Contract and that should the same Breach of Contract offence
vations, whether or not
                                                  or another be committed a BCN will be issued
signed ‘no parking’



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                                                 17
                                                                                         Oxford Radcliffe Hospitals
                                                                               Parking Policy – HORTON – 2006/07
3       Staff permit holders: permit out of date

The Parking Policies set out the requirement for a parking permit or special day ticket to be displayed at
all times when parking on a hospital site during ‘core hours’ as defined in the Policies.

The procedure set out in the Policies has been reviewed following the change from wheel clamping to
BCNs and the following is now the agreed arrangements for all sites where the BCN system has been
implemented (i.e. the necessary legal notices have been put up and are visible to all drivers and staff
have been given due warning through emails, bulletins or other communications).
.
Offence                        Stage           Procedure
Permit out of date             1st time car    “First Warning” notice placed on car requesting renewal of permit
                               is identified   and saying that failure to submit application form and payment (if
                               with out-of-    appropriate) within SEVEN days and / or failure to display a valid
                               date permit     permit within 14 days will result in a BCN being issued
                               2nd time car    A BCN will be issued. There will be no further warning.
                               is identified
                               with out-of-
                               date permit



4       Non-permit holders: unauthorised parking

The following applies to patients, visitors and any car that is not displaying a valid ticket / permit or other
form of authority issued by the Trust.

Offence                        Stage           Procedure
                                 st
Parking anywhere on site       1 time car      A BCN will be issued. There will be no warning.
without proper authority,      is found
e.g. permit, Pay & Display     without         During the first 14 days of implementation on each site, a “First &
ticket; ‘scratch card’,        valid           Final Warning” notice will be placed on the car, stating the Breach
disabled blue badge            authority       of Contract and that should the same Breach of Contract offence or
                                               another be committed a BCN will be issued

5       Contractors: unauthorised parking

Contractor’s vehicle           1st time car    A BCN will be issued. There will be no warning.
belonging to a person /        is found
company working on the         without         (Contractors have been well informed of the restrictions that allow
premises and parking at        valid           them to park only in a compound unless they have a valid
the site but not within a      authority       Contractors’ Permit that allows them to park in staff areas and in
compound, designated                           certain cases adjacent to the site where they are working)
contractors’ area or
without a contractors’
permit




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                                                                                        Oxford Radcliffe Hospitals
                                                                              Parking Policy – HORTON – 2006/07




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