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Safety, Health & Environment Section
FM SHE P/S 018Policy and Procedures for the use of Fleet, Hire or Personal Vehicles on
University Business
Document review due: Nov 2018
Please Note: This is a controlled document, please ensure you are using the most recent version available at:
https://intranet.uclan.ac.uk/ou/fm/Pages/Health-and-Safety-Staff-Travel.aspx
Contents Page
1. Introduction 3
2. Scope 3
3. Legislative Requirements 3
4. UCLan Integrated Policy Statement 3
5. Definitions 4
6. Authorised Drivers 4
7. Health Surveillance for Vocational Drivers 5
8. Manager Responsibilities 8
9. Driver Training 9
10. Booking of Vehicles 10
11. Risk Assessment 10
12. Minibus Additional Issues 11
13. Insurance 12
14. Guidance on Driving Time 13
15. Seat Belts and Mobile Phone Use 13
16. Alcohol, Drugs & Smoking 14
17. Vehicle Security 15
18. Fleet Vehicle Checks & Maintenance 15
19. Vehicle Breakdowns 15
20. Procedure in the Event of an Accident 16
21. Key Contacts 17
Appendix 1. Driver Licence Checks for University Staff Driving on University 18Business
Appendix 2. Vehicle User Self Declaration Statement for staff using their own 19vehicles for business use
Appendix 3. Check for Vehicle Roadworthiness 20
Appendix 4. Facilities Management Transport Booking Form 21
Appendix 5. Example Generic UK Travel Risk Assessment 22
Appendix 6. Guidance on Driving at Night and in Winter 26
Appendix 7. Driving a Hired Minibus Abroad 28
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Policy and Procedures for the use of Fleet, Hire or Personal Vehicles on University Business
1. IntroductionMany University employees use UCLan fleet, hire or their own vehicles as part of their work activity. The Royal Society for the Prevention of Accidents (ROSPA) has stated that nationally driving is the most dangerous work activity that most people do. Research indicates that about 20 people are killed and 250 seriously injured every week in crashes involving someone who was driving, riding or otherwise using the road for work purposes.
2. ScopeThe following document sets out University Policy and Procedures for the use of Fleet, Hire or Personal Vehicles on University Business. It is intended to assist you in complying with relevant University procedures, the law and offers practical advice from the Institute of Advanced Motorists to help ensure your health, safety and welfare. It is applicable to all UK travel undertaken by staff on University business.
Additional procedural guidance also relevant to UK travel: Travel/Transport Environmental Management Procedure Fieldwork /Fieldtrip guidance Lone Worker guidance
Note: This document does not apply if you only use your own vehicle to commute to and from your usual place of work, though you may find the driving safety information useful.
3. Legislative RequirementsUCLan has a statutory duty of care to protect, so far as reasonably practicable, the health, safety and welfare of its employees whilst travelling on University business. Under the requirements of the Management of Health & Safety at Work Regulations 1999, managers must ensure that all travel and its associated work activity is covered by a suitable and sufficient risk assessment and that appropriate control measures have been adopted.
4. University Integrated Policy StatementUCLan, with over 2,700 employees, is one of Preston’s largest employers, and as such, contributes to transport impacts in and around the City. As part of its commitment to improve social, economic and environmental sustainability, UCLan seeks to manage its travel associated with core business travel, and where possible, travel by its member of staff.
In support of these principles, UCLan is committed to:
Reducing the impact of UCLan’s related traffic on the environment and the local community by encouraging staff, students and visitors to UCLan to travel by more sustainable modes of transport, achieving this through an improvement in the choice and viability of other sustainable transport modes
Improve management of all vehicles operated by UCLan to ensure a reduction in operational/legal risk, value for money and an improvement in the environmental performance of the University fleet
Improved management of business related travel, especially car travel and associated mileage claims, through use of the business travel hierarchy
4.1 Environmental Considerations
The transport demands of fleet vehicles contribute to UCLan’s carbon footprint. The UCLan Sustainable Travel Plan (2013-2018) is the University’s strategic plan which aims to reduce the environmental impacts of University’s travel demands, including fleet vehicles. In support of the UCLan Sustainable Travel Plan, UCLan has committed to the following:
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In October 2010 and again in 2013 UCLan secured ISO14001 accreditation for its Environmental Management System (EMS). The EMS contains Operational Controls which help manage and mitigate our significant environmental impacts, which includes travel and transport.
The Operational Control for fleet vehicles is the Vehicle Replacement Strategy which ensures that vehicles are replaced with environmental considerations in mind.
5. DefinitionsAuthorised driver - University staff member who may drive on University business:
Employed to drive a UCLan vehicle for example Mailroom or Late Bus Driver minibus; Authorised to drive a UCLan owned/hired/leased vehicle; Authorised to use drive their own vehicle for University business.
Fleet Pool Vehicle – vehicle owned or leased by UCLan that can be booked for use by a member of University staff for business use;
Minibus - a vehicle constructed or adapted to carry between nine and sixteen passengers, not including the driver;
Hired Vehicle – a vehicle hired by a member of University staff without a driver from an approved supplier for business use.
University business – A University work related activity involving the use of a vehicle e.g. driving to a conference to meet a business client, partner institution, visiting a student on placement, field trips, etc. Note this does not include driving a personal vehicle to/from usual place of work.
6. Authorised Drivers6.1 All Vehicles (with the exception of minibuses and personal vehicles)
To drive any vehicle on University business whether UCLan owned, leased or hired, all drivers must be aged 21 years of age or above and held a full licence for 2 years, have no restrictions on their licence due to health reasons.
Note should any driver have 6 or more points on their licence (unless the 6 points are accrued for two SP30 speeding convictions), confirmation of cover must be sought from the University Insurers via the Insurance Helpdesk: email [email protected]
6.2 Minibuses
To drive a minibus on University business whether University owned, leased or hired you must:
Be over 21 years of age; (Some hire companies may require higher minimum age); Hold a current and full driving licence; Have at least two years driving experience on a full licence; For any driver who has 6 or more points on their licence (unless the 6 points are
accrued for two SP30 speeding convictions) confirm insurance cover is in place from the University Insurers via the Insurance Helpdesk: email [email protected]
Have submitted copies of your driving licence to your College/School/Service and have them checked at least every 12 months;
Have passed your car driving test before January 1st 1997, or if you passed your test after this date, you must normally have passed a second driving test to obtain a full D1 entitlement on your licence.
Note: this latter requirement may be waived (under the small bus permit scheme) if:
The driver fulfils requirements of the first three points above;
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The vehicle does not have a gross weight exceeding 3.5 tonnes (or 4.25 tonnes if there are any specialised equipment for carriage of disabled passengers);
They provide the service on a voluntary basis; The driver receives no payment or consideration for driving the vehicle) other than
out-of-pocket expenses.
There are no exemptions granted in respect of volunteer drivers outside the UK. Therefore, a full PCV D1 or D licence will therefore be needed for any trips to other parts of the European Union, see appendix 6. For further information on driving a minibus overseas.
Note: The University has been informed by the DVLA that a member of paid staff driving a minibus for a University activity would NOT be covered by the above waiver. Therefore, drivers must have a D1 entitlement on their license to drive a vehicle carrying between nine and sixteen passengers, not including the driver.
6.3 Personal Vehicles on University business
Personal vehicles can be used for University business with authority from their Line Manager provided that the driver has a valid driving licence, the vehicle is insured for business use, has a valid MOT, is regularly serviced and maintained and road worthy.
It is in the interests of the University to provide the most cost effective method of transport for business and for journeys of over 150 miles roundtrip a hire vehicle should be used.
Mileage rate allowances for cars and vans can be claimed by the driver and information on this is available from the University Finance Section.
6.4 Driver Licence Checks for University Staff Driving on University Business
It is essential that all University staff who drive or ride a vehicle for work/business purposes whether in their own vehicle, a hire car or a fleet vehicle have legal and valid driving licences so the University can meet its duty of care obligations and to ensure the staff member and University are fully insured in the event of a road traffic accident. In the experience of the Automobile Association 1 in 650 drivers are driving while disqualified and 1 in 300 with a revoked or expiring licence. Since the 8th June 2015, the paper counterpart to the driving licence photocard is no longer valid nor issued by the DVLA. The paper counterpart was introduced to display driving licence details that could not be included on the photocard. Therefore neither the photocard or paper licence provide an accurate account of any driving endorsements or some vehicle categories. Instead, this information is held on the DVLA’s driver record system and can be viewed online or by post.
To assist the University to meet its duty of care and requirements of its motor vehicle insurance policy, staff driving for work purposes are now required to provide the University/ line manager with a hard / electronic copy of their DVLA driver record. This can be accomplished quickly and easily following the process outlined in Appendix 1.
7. Health Surveillance for Vocational Drivers
The University must consider whether there are any health conditions that may affect a member of staff’s ability to undertake driving as part of their job, therefore an assessment of a driver’s state of health will determine whether there are any current risks.
7.1 Driver Classification
UCLan has taken the decision to adopt the DVLA guidance and recommendations, which includes medical standards, for staff whose role involves driving on a regular basis. Based on the DVLA guidance, drivers will be categorised into Category 1 and 2 as follows:
Category 1 The University considers this to include the following groups of staff:
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FM Maintenance – involves driving vehicles around campus to maintenance/repair jobs
FM Grounds – involves driving grounds vehicles FM Mailroom – involves driving fork lift truck & delivery vehicles FM Catering – involves driving delivery vehicles LIS Technicians - involves driving delivery vehicles Marketing – involves driving cars & vans
Category 2 The University considers this to include the following groups of staff:
Safety Bus Drivers – primary role is to transport students out of hours School and Services staff using University/ hire company minibuses, people carriers
or cars to transport colleagues and students to events/activities. Security – Emergency/incident response & regular patrol of campus
This list is not exhaustive and will be reviewed on a regular basis to ensure that all relevant staff are covered.
7.2 Criteria and Individual Case Assessment
An assessment will be undertaken of the individual’s health condition and how it affects them and this in turn will be assessed against the role or proposed role that they undertake.
To assess suitability and risk, consideration will include: Physical and mental fitness for the role Whether any underlying condition is under specialist review Impact of any medical condition on an individual’s ability to drive a vehicle Results of (any) regular monitoring Disabling episodes Side-effects from medication
For each case an evaluation will be conducted on an individual basis by the occupational health practitioner taking into account the driving standards and potential adaptations.
7.3 Pre-Employment Assessment
It is important that the occupational health service is notified of all prospective employees whose duties will involve vocational driving for UCLan and what category of driver these would fall into i.e. Category 1 or Category 2.
On identification of such employees, the Occupational Health Service will include screening procedures for drivers in addition to the normal standard pre-placement protocols and procedures.
The prospective employee will be requested to complete a questionnaire which will be reviewed by the occupational health practitioner, who will determine whether there is a need for any further information from the individual, their GP or a specialist. The individual’s consent will be obtained before any contact is made for further information from a GP or specialist.
The individual will be requested to attend the occupational health service for further assessment as follows:
Category 1 Standards: Vision (eye) Test
Category 2 Standards: Vision (eye) test - if corrective lenses are worn for distance vision, the
occupational health practitioner will require a recent optician report (within four months of pre-placement assessment)
Pulse and Blood PressurePage 6 of 29
Height and Weight
Additional tests will be offered to all employees as part of routine health and well-being procedures, for example, a urine test to screen for diabetes. These tests will be highly recommended but entirely voluntary.
On completion of the initial screening procedure and any additional tests, the occupational health practitioner will either pass the individual fit for the role or, if a health condition is identified, refer them to the occupational physician for further assessment.
7.4 Routine Surveillance
Managers/Appraisers will prompt the member of staff at their annual appraisal to review/complete a short questionnaire relating to their health. This questionnaire will remain confidential and will be forwarded to the occupational health service for review and follow-up in line with the procedures outlined above. If there are any changes in the health of an individual they will be referred to the occupational health service for review. The staff member will also be informed of their duty to report any health problems that may affect their driving abilities.
Category 1 drivers will not require any additional regular surveillance.
Category 2 drivers will not require regular surveillance until the age of 45 years at which time they will be asked to complete a questionnaire and forward it to the occupational health service. Subsequent to this they will require surveillance every five years up to the age of 65 years, and annually thereafter.
If any employee is found not to meet the standards for vocational driving following full assessment and appraisal, both the employee and line manager will be informed of this outcome. A meeting will then take place to discuss what support can be provided and any reasonable adjustments that may need to be made.
In some circumstances, the University may need to suspend any driving duties whilst a review is undertaken, treatment is received/sought or appropriate reasonable adjustments are explored. Any decision on whether the individual continues to drive will be based on risk assessment.
If any further action is required, this would take place under the appropriate HR procedure.
8. Responsibilities
8.1 Managers Responsibilities in Colleges/Schools/ServicesManagers must ensure that staff under their line management are fully conversant with this procedure and must:
Ensure staff driving for work purposes are aware of this policy and its procedures for managing risk.
Ensure every driver possesses an appropriate driving licence, is not disqualified from driving and a photocopy of the licence has been kept on file;
Ensure drivers complete the short questionnaire relating to their health and these are forwarded to the occupational health service for review;
If a driver holds more than 2 fixed penalties or 6 points on their licence the Purchasing Office has been contacted for further advice;
For minibuses every driver has undergone Minibus Driver Awareness Scheme (MiDAS ) training within the past 4 years;
Ensure a written risk assessment is in place;
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An approved minibus provider is used for hired vehicles via the University’s National Car Hire Contract
Where staff are using their own vehicle for work purposes (other than commuting to/from their usual place of work) they have completed a Car User Self Declaration Statement and that it is current for the intended travel period (see Appendix 2).
No driver exceeds the maximum permitted times for a working day and for driving periods;
A second driver is appointed for longer journeys where this might otherwise occur; Where disabled persons are to be carried that vehicles are suitable for this purpose.
8.2 University Owned/Leased Minibuses
The University Mailroom Supervisor is responsible for ensuring:
Operation of Small Bus Permits including ensuring that every minibus in use has a permit and is displaying the corresponding disc;
Production of a written risk assessment for the general operation of UCLan minibuses;
Every minibus driver possesses an appropriate driving licence, is not disqualified from driving and that a photocopy of the licence has been filed;
Every driver has undergone MiDAS training within the past 4 years; Each vehicles is taxed, has a current MOT and is appropriately insured; Each vehicle has an on-board log book; Each vehicle is covered by a roadside recovery or repair scheme; Each vehicle has regular safety checks and maintenance in accordance with
manufacturers recommendations; That any special access equipment for disabled passengers is fully operational,
maintained, drivers are trained in its use and written instructions provided.
The daily operational duties for the Transport Service are carried out by the Transport Supervisor, based in the Mail Room, Chandler Building.
8.3 Fleet Vehicle Manager
The Manager of University Fleet vehicles will regularly review vehicle information reports and information. Typically this will be training records, driver licences, accident/near miss statistics, damage reports, insurance claims, fleet asset register, vehicle mileages and condition, replacement schedules and fleet running costs to ensure drivers safety and competence, training requirements and overall cost efficiency of the vehicle fleet.
8.4 ‘User’ ResponsibilitiesIf you use your own, a hire or fleet pool vehicle for any University work activity then this guidance document applies to you (i.e. you are a ‘user’).
Ensuring you are fully conversant with the requirements of this guidance and your travel is covered by a suitable and sufficient risk assessment;
Complying with licence requirements and driving with due care and attention in accordance with the Road Traffic Act, Highway Code, MiDAS training, etc.;
Complying with the Health Surveillance for Vocational Drivers procedure and completing the accompanying health questionnaire.
If using your own vehicle for work purposes completing an annual Vehicle User Self Declaration Statement (Appendix 2) and notifying your line manager if there are any changes in circumstances that would invalidate details previously given;
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Not consuming excess alcohol on the evening before driving and not consuming any alcohol on the day of driving until after the driving has been completed;
Not taking any medication which could affect your fitness to drive (consult with your GP or Occupational Health for advice);
Use the checklist in appendix 3 to ensure that the vehicle is roadworthy before any journey, whether the vehicle is owned, leased or hired and pre-planning your journey and allowing sufficient time for the proposed travel;
If a fleet vehicle completing the Vehicle Log Book and reporting immediately any mechanical defects (or suspected defects) to the Mailroom Supervisor, Mail Room, Chandler Building 01772 892075;
Not to use any vehicle whether owned, leased or hired for private use; Paying any fines incurred such as parking, fixed penalties e.g. for speeding, etc.; Ensuring the driver’s seat, head restraint, steering wheel column and mirrors are
adjusted for comfort and control of the vehicle before setting off; Safely stowing personal, work items or equipment safely in the dash, door storage or
the boot/rear of the vehicle; Require any passengers in the vehicle to wear seat belts, not smoke including e-
cigarettes; Report all accidents and incidents; Not working for more than a maximum of 12 hours or exceed a maximum of 9 hours
driving in any 24 hour period (see section 16); Not using a mobile phone even with a hands free kit or eating while driving; Ensuring the vehicles passenger carrying capacity and load is not exceeded; If a roof rack is used ensuring the load is secure, evenly distributed and within the
recommended weight limit for the vehicle; For minibuses ensuring all walkways are clear of trip hazards/obstructions, doors are
closed, but not locked and the emergency exit doors are not obstructed; Leaving the vehicle interior in a clean condition and ensuring that there is sufficient
fuel left to allow the next user to begin the next journey and re-fuel; Returning the vehicle to the designated place, in good order and at the time stated on
the booking form. At the Preston Campus the keys and Agency Fuel card (if requested) can be returned to the Mail Room in normal operating hours and to the 24 hour Security Control Room at all other times;
Notifying any anticipated late return of the vehicle as soon as possible for a fleet vehicle by ringing Mailroom on 01772 892075 (office hours) or 01772 892068 (Harrington Security Lodge-24 hour number) or the hire company for hired vehicles;
Ensuring that the correct fuel type i.e. petrol or diesel is used. Failure to carry out this duty may result in the costs incurred to the University for draining, cleaning and refuelling vehicles being passed on to the school/service or individual;
Registering your journey on the University Staff Car Sharing database to find possible matches for duplicate business journeys.
Ensuring the vehicle is not used for hire or reward, racing, speed testing or motor trade purposes.
9. Driver Training9.1 Minibuses Driver Awareness Scheme (MiDAS)
All drivers of minibuses (whether UCLan owned, leased or hired) must have successfully completed the Minibus Driver Awareness Scheme (MiDAS) training. The training is
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designed to enhance minibus driving standards and promote the safer operation of minibuses. Training is retaken by drivers after 4 years.
MiDAS training is arranged through Facilities Management Safety, Health & Environment Section. All the necessary information and an application form for training can be found here.
9.2 Minibuses with Wheelchair Lifts
The University vehicle manager must ensure that staff using vehicle lifts are trained and competent to do so.
Where disabled passengers are carried, appropriate access equipment may be required. This can include:
Hydraulic hoists; Wheelchair clamps and tracking; Harnesses and seat-belts for seated passengers; Inertia reel harnesses and headrests for wheelchair passengers ramps for wheelchair
access and egress.
How to assist wheelchair users in an emergency.
If you are transporting wheelchair users in a lift-equipped vehicle the following methods are recommended in order of preference:
Use the passenger lift. Even in a fire emergency it is the safest way for wheelchair users to evacuate a vehicle;
If the lift cannot be used in the usual way but the vehicle has a relatively low floor, the lift may be positioned half way between ground and floor, and used as a step. In this case bring the passenger in the wheelchair out backwards;
If the lift cannot be used at all and another person is available to help, the passenger should be lifted, while seated in the wheelchair, backwards through the vehicle door;
If no other help is available, or the wheelchair cannot be released from its restraints, the passenger must be carried from the vehicle. Check with the passenger how best to carry them. If they are unconscious, drape their arms around your shoulders and with their face to your back, carry them to safety.
Please note: full training on the use of the minibuses hydraulic hoist, wheel chair clamps, etc., will be given as part of the MIDAS training.
9.3 Advanced Driver Training
Health and safety legislation requires employers to consider the health and safety capabilities of people when they give them tasks to do, and to ensure that they are properly trained. The HSE recommended that the same or higher standards are applied to work related drivers as are applied to those allowed to drive privately.
It is therefore advised that those staff undertaking significant driving for work undergo an ongoing programme of training and refresher training, to ensure their continued competence.
ROSPA has stated that good driver assessment and training should not just focus on driving skills, but also on driver’s attitudes, knowledge and understanding of how they can manage driving risks. It should also aim to ensure that drivers are aware of vulnerable road users, especially pedestrians, pedal cyclists and motorcyclists.
The requirement for advanced driver training should be identified as part of the risk assessment process based upon miles travelled, driver experience/competency, complexity of expected travel, etc.
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Staff should ensure any driver training undertaken is recorded on their iTrent personal development records and your school/service Training Needs Analysis (TNA).
9.4 New Vehicle Technology
As vehicle technology improves new equipment such as auto start/stop and electronic handbrakes are becoming more common on UCLan fleet vehicles, the Mailroom will therefore provide staff with training as required on equipment use.
If staff are booking a hire vehicle they should check in advance if any such technology is fitted and if required receive instruction on its use from the hirer and/or refer to the vehicle handbook supplied with the vehicle usually in the passenger dashboard storage unit.
9.5 Record Keeping
If any college, school or service provides vehicle training independently to its staff they must ensure they keep adequate records of this as such information may prove vital to prove competency in the event of an accident or incident investigation.
Where vehicle training is organised by the Safety, Health & Environment Section such as MiDAS the Section will keep central records of this and include within School/Service Training Needs Analysis (TNA’s) reports and included on the staff members iTrent learning account.
Additionally where staff undertake any vehicle training that is not centrally arranged they should ensure this included within their iTrent learning account.
10.Booking of University Vehicles10.1 Booking Fleet Vehicles
Vehicles under the control of the Mailroom including minibuses should be booked by completing the Booking Form shown in Appendix 4 and emailing either Janet Entwistle ([email protected]) of Wendy Skerritt ([email protected]) or by internal mail to Mailroom, Facilities Management, Chandler Building. The form will require details of the purpose of the journey, driver, passenger details, destination and return journey, etc.
Note fuel usage will be recharged to the user’s College, School or Service and under no circumstances may the vehicle be used for personal usage of any kind, only authorised University business.
10.2 Booking of Hired Vehicles
Before any reservations are made by Colleges, Schools or Services it is their responsibility to check the driver has a valid driving licence, has not previously been excluded from driving and has no more than six points on their licence.
Detailed procedures for the hire of a vehicle for University business are outlined in the Travel office webpages.
The University’s insurance policy provides comprehensive cover for employees driving University or hired/leased vehicles on UCLan business.
11.Risk AssessmentIn many cases a generic travel risk assessment may be appropriate to cover driving related risks. The generic assessment can be used to cover all staff travel in a college/school/service for a 12 month period, providing the information contained within it is appropriate to the intended travel, is suitable for the work activities to be undertaken and is disseminated to all those planning work related travel. An example generic travel assessment can be found in Appendix 4. It is recommended that generic risk assessments are reviewed on an annual
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basis or more regularly in light of any changes in legislative responsibilities and then reissued to relevant staff.
Additions may need to be made to the generic assessment to cover the work activities being undertaken at the travel destination or where staff indicate that they have a medical condition or are taking prescribed drugs which might affect their driving ability or other aspect of the travel.
Where a member of staff indicates that they have a pre-existing medical condition or other related issue that may affect their ability to drive for work, managers should seek advice from the SHE Section (ext: 2067) and/or the University’s Occupational Health Service (ext: 2336).
12.Minibuses Additional Issues
12.1 The Small Bus Permit Scheme
As an educational establishment the UCLan is exempt from the main licensing requirements of the Public Passenger Vehicles Act, 1981, as it now operates a Small Bus Permit system for minibuses. However, before you use a minibus (whether owned, leased or hired) for UCLan associated work purposes you must ensure that a permit is displayed on its windscreen. Small bus permits are not specific to a certain vehicle and are transferable between minibuses.
All UCLan minibuses will already have a permit displayed but you must double check to ensure it is in place.
For hired minibuses you must obtain a permit from the Transport Supervisor, Mail Room, Chandler Building and place it in the windscreen. You will need to give a clear indication of where the trip is going and emergency contact details. When you return the minibus you must remove the permit from the windscreen and ensure it is promptly returned to the Mailroom.
12.2 Overloading Minibuses The majority of minibuses have a pre-determined specified maximum gross vehicle weight (GVW). This figure is to be found on the UK Vehicle Registration Certificate V5C.
It is VITAL that this weight is not exceeded at any time. Over-loading is illegal and is also potentially unsafe. Minibuses handle significantly differently from private cars, whether laden or empty. Overloading even by small margins, may make the vehicle more difficult to control and it will increase its braking distances. In some circumstances, this may lead to an accident.
For every journey you should make an accurate estimate of the weight of the passengers, the driver and any additional luggage or equipment to be carried. (It may be impractical to actually weigh all the passengers and luggage or to take the laden vehicle to a weighbridge for each journey).
Note: Minibus manufacture’s only work to an average per person of 68kg (150lbs / 10st 7lbs) when calculating the maximum gross vehicle weight of the vehicle.
If the vehicle’s maximum gross vehicle weight will be exceeded, then the number of passengers or the amount of equipment to be carried must be reduced. If the minibus is meant to carry two front seat passengers, reduce this to one front passenger, before reducing the number carried in the rear of the vehicle.
12.3 Trailers
Legally drivers who passed their test before January 1st 1997 will be able to drive minibuses with trailers of any weight. Those who passed after this date will need to pass the PCV D1 test for trailers up to 750kg. For over 750 kg they need to do yet another test to obtain D1 +E.
Towing trailers behind minibuses are subject to several other legal requirements:Page 12 of 29
The weight of vehicle plus trailer must not exceed the maximum ‘Train Weight’ set for the vehicle;
The GVW of the trailer itself must not be exceeded; The GVW of the towing vehicle must not be less than that for the trailer; The trailer will be required to have additional braking, indicator and tail lights and a
second registration plate; Separate braking for the trailer may also be required; Rear door access must be avoided; The motorway speed limit is 60 mph; It is illegal when towing a trailer to use the outside lane of a motorway of three or
more lanes. It is also illegal to use the outside lane of a three or more lane carriageway in a restricted minibus. In both instances unless duly told to do so by the Police or other authorised person;
It is important to realise that towing a trailer can significantly affect the performance and handling of the minibus and that reversing in particular requires different skills;
Any driver who will be towing a trailer must be suitably trained and experienced in such driving.
13. Insurance 13.1 Fleet/Pool/Hire Vehicles
All UCLan fleet vehicles as identified on the Vehicle Fleet Asset Register are insured under the company’s motor fleet insurance Policy
This policy also covers vehicles hired or leased for University work purposes by staff through an approved supplier. Details of the Policy can be obtained from the Legal & Governance Section at: https://intranet.uclan.ac.uk/ou/sds/Pages/Insurance.aspx
Claims are subject to a £250.00 excess charge which will be recharged to same cost code as the cost of the car hire.
The University’s motor-vehicle policy does not cover for hire or reward, you therefore CANNOT charge passengers, including students for the cost of hiring for instance a minibus.
13.2 Personal Vehicles
If you use your own vehicle for work purposes then you must ensure your vehicle insurance policy covers you for “business use”. Normally you have to specify this requirement when arranging insurance cover as business use is rarely added automatically by brokers. They may charge an additional premium for such cover (any additional costs arising from having business use included on your insurance are met as part of UCLan’s standard approved mileage allowance regulated by the Inland Revenue).
Failure to have business insurance coverage when using your own vehicle for work purposes is not only in contravention of UCLan policy, but may also invalidate your insurance coverage in the event of an accident when using your vehicle for such purposes.
Business insurance is not required if you only use your vehicle to commute to and from your usual place of work. If you have any doubts as to whether you are covered by your present insurance policy you should contact your insurance broker for clarification.
The Purchasing Office has an insurance helpdesk for other University insurance related queries, email: [email protected]
14.Guidance on Driving TimeThe University has adopted the driving time limitations as laid down in the Highway Code (Rule 91) and the EC permitted Passenger Carrying Vehicles (PCVs) Limits for all vehicles driven for work purposes and therefore the following should be adhered to at all times.
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Try to avoid undertaking long journeys between midnight and 6am, when natural alertness is at a minimum;
Plan your journey to take sufficient breaks. A minimum break of at least 15 minutes after every 2 to 2.5 hours of driving is recommended;
Additionally, a 45-minute break must be taken after any continuous driving period of 4.5 hours (periods of less than 15 minutes do not count towards the 45 minutes break requirement);
Drive for a maximum of 9 hours in any 24-hour period subject to a 56-hour weekly maximum;
The driver should take a continuous rest period of at least 11 hours in any 24-hour period;
Time spent in traffic queues etc. should be counted as driving time. During any break a driver must not drive or undertake other work. If a vehicle has two drivers, one of them may take a break whilst the other drives;
In any 2 weeks in a row (Monday to Sunday), there must be at least 1 period of 24 hours off.
Tiredness is estimated to be a factor in around 20% of road accidents. Drivers can combat fatigue by:
Consider whether the journey is necessary – e.g. can a different method of transport be used or would a conference call suffice?
Never drive or encourage driving of long distances that require a very early morning start or after a full working day. Overnight stops should be arranged if necessary.
Plan journeys in advance and factor in sufficient rest stops – the recommendation is that a break of 15 minutes be taken for every 2 to 2.5 hours of continuous driving.
If feeling drowsy, stop as soon as it is safe to do so and rest. Caffeine based refreshment and a nap of 10 minutes (no longer) are considered the best ways of restoring alertness.
15.Seat Belt and Mobile Phone UseAll vehicles (whether owned, leased or hired) must be fitted with seat belts for the driver and all passengers and must be used. Passengers over the age of 14 years are legally responsible for wearing a seat belt themselves.
The use of hand-held mobile phones while driving is a criminal offence. Drivers also still risk prosecution (for failure to have proper control) if they use hands-free phones when driving. Additionally employers will be found guilty of an offence if they cause or permit their staff who drive for work to use a hand-held mobile (or similar device) whilst driving.All UCLan employees using hand-held and hands-free mobiles (or similar devices) whilst driving under the scope of their employment, should only do so when their vehicles are parked in a safe place and the engine is switched off.
It should be considered a disciplinary offence if employees breach the Regulations during their normal working hours or if driving outside of normal working hours and using their mobile phone for work purposes.
Legislative guidance on mobile phones and driving is available from the governments THINK!
16.Alcohol, Drugs & Smoking including use of E-cigarettes
The University will not condone any driver suspected of being under the influence of alcohol or drugs whilst driving or being conveyed in a University vehicle.
Any driver who is charged and ultimately found guilty of a drink/drug driving offence will be banned by the courts and therefore not be able to drive a University vehicle.
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Care should be taken over the intake of medicines whether prescribed or across-the-counter, as many medicines may cause drowsiness or other conditions which may impede the driver’s ability. Further information can be found in the University Drugs & Alcohol Policy
Smoking is NOT PERMITTED in any University vehicle and no smoking signs are displayed in fleet/hired vehicles in line with Smoke-free legislation. Further information can be found in the University Smoking Policy . 17.Vehicle SecurityDrivers should be reminded that, whenever a vehicle is left unattended for however short a period, it must be locked, windows, doors and sunroof (if fitted) closed and the alarm/immobiliser (if fitted) used.
To reduce your vulnerability to such losses, all personal effects of the driver and passengers or expensive items/equipment must be locked out of sight where possible, or preferably removed from the vehicle. When vehicles are parked away from the main campus whenever practicable try to park vehicles in well-lit areas.
If your vehicle is broken into or stolen, you must report the circumstances immediately to the Police and for fleet/pool vehicles the Mailroom, Facilities Management and for hire cars the hire company. The contact number is the Mailroom is 01772 892075 or out of office hours, Security Control Room 01772 892068.
18.Fleet Vehicle Checks & Maintenance Maintenance procedures are the responsibility of the Mail Room Supervisor who will ensure the correct maintenance schedule for individual vehicles is followed. There will also be regular fortnightly-recorded inspections on a rota basis carried out by the Mail Room Supervisor.
It is important that all drivers’ logbooks located in each fleet vehicle are correctly filled in by the driver to ensure the University has a full record of all journeys undertaken. The Mailroom Supervisor will provide training if necessary. Out of normal office hours or in the absence of a Mailroom supervisor, Security is responsible for ensuring that logbooks are correctly completed on return of a vehicle.
Vehicle tail lifts on minibuses, grounds vehicles etc. are subject to the requirements of the Lifting Operations & Lifting Equipment Regulations (LOLER) 1998 and will be inspected in accordance with a Written Scheme of Examination at six monthly intervals by the approved University engineering insurers Allianz.
Tyres are checked and replaced as part of the maintenance schedule, if you think that any tyre on a University vehicle is unsafe please report this to the Mailroom on (01772) 892075 immediately.
Please note any disposals or acquisitions should be notified in writing to the Fleet Manager to ensure the Asset Register is up to date for the University insurers.
19.Vehicle BreakdownsOn the road:
Try to get your vehicle off the road; If you must stop immediately, pull well into the kerb or on to the verge; Switch on your hazard warning lights; If your vehicle is not safely situated, evacuate the occupants as a precaution against being
struck by another vehicle; Do not put yourself or others in danger at any time.
On a motorway:
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If possible leave the motorway at the next exit; Otherwise switch on your hazard warning lights, drive on to the hard shoulder and stop as
far to the left as possible, with the vehicle wheels turned to the left; Try to stop near to an emergency telephone, they are situated every 100 metres and
indicate the nearest telephone (this will be half a mile at the most). Remember, it is safer to walk back in the direction from which you came in order to observe oncoming traffic, Keep to the inside of the hard shoulder;;
Get everyone to leave the vehicle by the nearside doors. If possible lock all doors except the front passenger door in case you need to get back into the vehicle quickly;
Ensure that you have all the relevant breakdown information (see below); Do not attempt repairs on the offside of your vehicle; Do not cross the carriageway under any circumstances; Do not put yourself or others in danger at any time.
If a tyre change is required on a car or Minibus whilst in use the driver should ring the AA to carry out this service as a spare is carried in the vehicle.
The AA breakdown number is on the sticker in the vehicle. If there is no AA cover please see other contact information on the windscreen.
Have the following information ready:
AA Membership number/ Other Emergency service contact number; Exact location; Vehicle make, model and registration number; Nature of the breakdown; IF YOU ARE A WOMAN ON YOUR OWN, BE SURE TO MAKE THIS CLEAR
AS THE SERVICE WILL RESPOND AS A PRIORITY; Wait high-up on the embankment in a place of safety.
20.Procedure in the Event of an Accident20.1 Accident Reporting
All accidents/incidents of ANY kind while you are at work (including travelling as part of your work activity) MUST be reported on the University’s Accident Report Form HS3/4. Reporting and subsequent investigation procedures will also support any corrective action necessary to prevent re-occurrence.
20.2 Accident Procedures - At the SceneIf you are involved in a road traffic accident where injury or damage is caused and to comply with the law
YOU MUST:
Try and keep calm; Stop and remain at the scene for a reasonable period, unless injured and requiring
medical attention; Contact the emergency services immediately if you are able to do so stating your
location and a brief description of what has happened, if serious injury is suspected, the road way is blocked and likely to cause further incidents at the scene;
Inform the Police if anyone has sustained injury (you must report injuries or damage to property to the police within 24 hours if not reported at the time or if details are not exchanged);
Give your vehicle registration number, name and address and the name of the University insurers as the vehicle owner to anyone with reasonable grounds for asking for those details;
Obtain the names and addresses of the other driver(s) and those of the vehicle owner, if different;
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A description of any injuries to yourself or others and the damage to the vehicle(s) or other property involved;
The name and address of the other driver’s insurance company and if produced, the certificate number;
The registration number, make, model and colour of the other vehicle/s; The number of any Police Officer at the scene; The date, time and exact location of the accident and the speed of any vehicles
involved; The width of the road, road markings, signs, state of the road surface and weather
conditions; Any marks/debris on the road relevant to the accident; A rough sketch showing vehicle positions before and after the accident; If the accident happened in poor light or visibility, state if street lights or vehicle lights
were switched on; Were the other driver and passengers wearing seat belts? If the other driver(s) refuses to give their name and address, or if you consider they
may have committed a criminal offence (suspicious manner, suspect stolen vehicle, alcohol smell on breath, etc.), inform the Police immediately;
The name and address of each witness (independent witnesses are particularly important, i.e. persons not present inside the vehicle or involved in the accident itself).
Make notes and sketches of the accident scene, including vehicle positions, road signs etc. If you are able, photographs (taken by camera or on a camera phone)
Move your vehicle if it is causing a hazard. If it is not driveable, wait in a close but safe location until the recovery services arrive;
If you feel unsafe, or suspect that you are the victim of a staged accident, drive to the nearest police station before exchanging details with other parties;
If a fleet/pool vehicle notify the Mailroom, Facilities Management or a hire vehicle the hire company as soon as possible.
UNDER NO CIRCUMSTANCES ADMIT LIABILITY TO THE ACCIDENT. LIABILITY IS A MATTER FOR THE INSURERS TO DECIDE AND MAY NEED TO BE DETERMINED IN A
COURT OF LAW.
The University may pass on relevant personal details to third parties, (i.e. Police, Insurance Companies), in the event of accidents.
21. KEY CONTACTS
Name Role Contact DetailsAndy Coverdale Fleet Manager
Maintain the Fleet Asset RegisterFM/Departmental vehicle purchasing advice, acquisition and disposals
01772 [email protected]
Mailroom Supervisor
University Vehicle Booking / Issues 01772 892075
Safety, Health & Environment Section
Midas TrainingAssistance with risk assessments
01772 892067
Purchasing OfficeUniversity Motor Insurance Policy Hire Car Contract Procurement
01772 [email protected]
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Appendix 1.
Driver Licence Checks for University Staff Driving on University Business
Since the 8th June 2015, the paper counterpart to the driving licence photocard is no longer valid nor issued by the DVLA. The paper counterpart was introduced to display driving licence details that could not be included on the photocard. Therefore neither the photocard or paper licence provide an accurate account of any driving endorsements or some vehicle categories. Instead, this information is held on the DVLA’s driver record system and can be viewed online or by post.
To assist the University to meet its duty of care and requirements of its motor vehicle insurance policy2 staff driving for work purposes are now required to provide the University/ line manager with a hard / electronic copy of their DVLA driver record. This can be accomplished quickly and easily following this process:
Firstly ensure you have the following documentation to hand: Your driving licence number Your National Insurance number The postcode on your driving licence
Go to: https://www.gov.uk/view-driving-licence and click the button.On the following page enter into the relevant fields, your driving licence and National Insurance numbers and the post code on your driving license for example:
Then click the green button.
Open each of the tabs and check there content for accuracy. If you believe any information is incorrect you must contact the DVLA directly at https://www.gov.uk/contact-the-dvla
If the information is accurate please click the tab
Now click please now print off a copy or save to your computer and forward to your line manager.Please note: you must inform your line manager if subsequently there are any changes in circumstances that would invalidate the information provided on your submitted driver record summary.
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Appendix 2.
Vehicle User Self Declaration Statement for staff using their own vehicles for business use
I hereby declare that I have:
a current driving license; Yes No
the appropriate business use insurance cover; Yes No
to the best of my knowledge the vehicle I will be using for work purposes is fit for purpose, has current road tax, is properly maintained, in a roadworthy condition and where applicable has a current MOT certificate. Yes No
Signed: …………………………………… Date: ……………………………………………..
Name: ……………………………………. College/School/Service ………………………….
* Completed forms should be submitted to your relevant Line Manager
Note: This form must be reviewed on an annual basis or in the event of any changes to the above criteria, it is the responsibility of the individual to bring these to the attention of the Line Manager who must then review the declaration.
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Appendix 3.
Checklist for Vehicle Roadworthiness
Yes No CommentsTire pressures correct?Tire condition compliant?Lights work correctly?Indicators work correctly?Fuel levelOil level correct?Coolant level?Windscreen wipers and washers work correctly?Horn works (unless after 10pm in a built up area)?Mirrors condition / aligned correctly?Vehicle has current MOT if over three years old?
Additional Minibus specificFirst Aid Kit carried and complete?Fire extinguisher carried/Warning triangle & Hi Viz vest carried?Small Bus Permit disc displayed?Serviceable spare tire and wheel changing equipment for use by breakdown service?Emergency door(s) are clearly marked?Reversing warning alarm (required on all University owned vehicles)?Reversing lens fitted to rear window (recommended)?Fuel cut-off switch?Vehicle carrying capacity clearly marked?Carrying capacity (weight & passengers) not exceeded?Special access equipment for disabled passengers (if fitted)?Other Issues:
Inspected by: Date: Signed:
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Appendix 4.
FACILITIES MANAGEMENT TRANSPORT BOOKING FORM
Name: College/School/Service & Building: Ext:
Dates required from: To:
Time of Departure: Time of Return to University:
Collection Point: Destination:
Purpose of Journey:
Total No. of Passengers: Staff: Students:
Name of Driver/s: Enclosed:
Copy of Licence/MiDAS (checked)Vehicle Required:UCLan Minibus UCLan Minibus Wheelchair access UCLan People Carrier
Signature of Head of School/Service: Date:
IMPORTANT NOTICE TO THE DRIVER:Drivers must be aged 25 years or over and hold a driving licence with no more than 3 penalty points or unspent record of disqualification.
THE DRIVER WILL BE RESPONSIBLE FOR:1. The care & roadworthiness of the vehicle during the full period of the booking & for
the return of the keys at the termination of the trip.2. Reporting immediately any mechanical defects (or suspected defects) & any damage
done to the vehicle whilst in his/her care, such reports to be made in writing.3. Recording the mileage/time readings at the commencement & termination of the
journey in the vehicle log book.4. Ensuring all rubbish left in the vehicle either by driver or passengers is removed and
that the vehicle is left clean for the next user.5. Ensuring that all passengers in the vehicle are wearing safety belts6. VEHICLES ARE TO BE USED FOR AUTHORISED UNIVERSITY BUSINESS ONLY
CONFIRMATION OF BOOKING (Mailroom Use Only)
Confirmation to: College/School/Service/:
Vehicle allocated: Date & Time of Journey:
Authorised Signature: Date:
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Appendix 5.GENERIC UK STAFF TRAVEL RISK ASSESSMENT FORM
Risk Assessment For Assessment Undertaken By Assessment ReviewedService / School: Name: Name:
Location of Activity: UK Only Date: Date:
Activity: Generic staff travel within the UK by car, train, coach etc for lower risk activities such as conferences, exam boards, visiting students on placement, etc.This risk assessment must be read in association with FM SHE 042 Procedural Guidance for the Management of Health & Safety During UK Travel
Signed by Head of School / Service or equivalent:
This section to be used when the assessment is reviewed in academic year
REF: Date:
List significant hazards here:
List groups of people who are at risk:
List existing controls, or refer to safety procedures etc. For risks, which are not adequately controlled, list the action needed.
Remaining level of risk: high, med or low
Vehicle generalAccident, incident Tiredness, poor road conditions, etc.
Staff Consult weather forecast for the area before setting out in the winter;Route will be planned in advance.General check of vehicles roadworthiness before setting off (You should conduct a pre-trip check of the vehicle (whether your own or hired) including current road tax, MOT (where applicable), tyres, lights brakes, windscreen wash and wipers function correctly) - trip not to commence if staff have concerns about vehicle safety;
Think! – Fatigue
Think! - Speed
Low-Med
Mobile phones must not be used when driving even with a hands free kit. They may be used when parked in a safe place with the engine switched off;Driver will not pick up hitch-hikers;On arrival the vehicle will be parked in a well-lit area as close to the destination as possible;Driver will keep doors locked in stop/go traffic;Seat belts must be worn;A minimum break of at least 15 minutes after every two hours of driving is recommended and a 45-minute break taken after any continuous driving period of 4.5 hours (periods of less than 15 minutes do not count towards the 45 minutes break requirement);The driver should take a continuous rest period of at least 11 hours in any 24-hour period and only drive for a maximum of 9 hours in any 24-hour period subject to a 56-hour weekly maximum;Care should be exercised to ensure that alcohol consumed on the previous day does not affect driving performance;University accident reporting procedures.
Private Car Vehicle accident
Staff Driver must have ‘business use’ coverage on their insurance policy;Vehicle Use Self Declaration Statement should be completed;
Low-Med
Hire / University CarVehicle accident – Unfamiliarity with vehicle control
Staff University approved hire car company;Drivers to familiarise themselves with controls of hire cars before setting off;‘Fleet Driving Procedures’;No Smoking permitted;University insurance.
Low-Med
Coach / minibus Staff University Fleet Drivers Procedure Low-Med
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Vehicle accident
University minibus / MIDAS trained driver;No Smoking permitted;University approved coach or minibus contractor.
MotorbikeVehicle accident
Riders must wear an adequate protective helmet, eye protection and other protective and gloves.
Think! – Motorcycles Low-Med
BicycleAccident
General check of bicycles roadworthiness before setting off - trip not to commence if staff have concerns about vehicle safety;Suitable head protection to be worn and recommended you wear high visibility clothing; If riding a bike at night or in reduced visibility suitable lights and reflectors (to the appropriate British Standard) must be fitted and used; Cyclists should also ensure that their bicycle is well maintained and that they are suitably equipped if used for carrying loads.
Think! – Cycling Low-Med
Train / bus Accident
Staff Follow any safety information provided by the transport operator.
Low
Personal medication needsPre-existing medical condition or disability made worse through travel
Staff Staff advised to ensure personal needs are met.
Procedural Guidance for Risk Assessing Disabled Staff & Students
Specific risk assessment as required for persons with pre-existing medical conditions which may be worsened by travel.
Low
General safety issues at locations being visited
Staff Premises / site / activity safety procedures / instructions to be followed at all times;Any safety equipment provided by staff at premises must be used as directedAttendees to familiarise themselves with the location of fire escape routes particularly in overnight accommodation;
Any activities that are undertaken as an addition to those outlined before the trip begun, must be assessed prior to them starting.
Low
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University accident reporting procedures.Personal safety (general)Physical and/or verbal assault, leisure time activities
Staff Research area to be visited if unfamiliar including areas/locations you should avoid., identify safest travel form, routes, location of stations, car parks, etc.;Carry a mobile phone to raise the alarm if necessary;Carry a personal alarm (available from Harrington Security Lodge).
Out of Hours: Security (24-hour security lodge) holds a cascade list of senior staff within the University: 01772 892068.
Low
Manual handling (luggage)Injuries arising from incorrect manual handling techniques
Staff Manual handling assessments, trolley available, information provision, training available through SHE Section;Maintain good posture when lifting or lowering equipment;Avoid twisting or bending to reduce the chance of back injury.
Manual handling training available through SHE Section
Low
Slips trips and falls Staff Wear footwear suitable for the conditions;Particular care should be used when crossing unfamiliar / dimly lit areas, car parks, etc.
Low
Environmental conditions (weather)
Staff Consult daily weather forecast for the area before setting out;Wear clothing suitable for the expected weather conditions, be prepared for sudden changes
Low
Additional specific issues related to planned travel or proposed work activity
UK Group Travel - assistance for staff arranging UK Group Travel: https://intranet.uclan.ac.uk/ou/financial-services/Pages/Travel-UK-Group.aspx
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Appendix 6. Guidance on Driving at Night and in Winter
Driving at Night Driving at night presents two main difficulties, staying alert while driving in the dark and secondly as a driver you will be prone to be sleepy and lower on concentration equally so for other drivers but so are other drivers. Darkness can seriously affect driving conditions, because ninety percent of a driver's reaction depends on vision, and vision is severely limited at night. Depth perception, colour recognition and peripheral vision are all compromised after the sun goes down.
Therefore the following guidance should be followed:
Ensure the vehicle is ready for night driving, clean all lights, indicators and windows to aid vision;
Always turn on your headlights if you are in any doubt about evening or night visibility they will make it easier for other drivers and pedestrians to see you;
Hold your course - If an oncoming vehicle doesn't lower its beam from high to low, avoid the glare of the lights by watching the left edge of the road, and using it as a steering guide;
Reduce your speed and increase your following distances as it is more difficult to judge other vehicles’ speeds and distances at night;
Make frequent stops for light snacks and exercise if you’re driving through the night. If you are too tired to drive, stop and take a break but make sure you’re somewhere safe.
Adverse / Winter Driving Precautions In order to be well prepared during the winter driving months, the following precautions and checks should be carried out before and after every journey:
Consider whether your journey is actually necessary Prior to departure, the relevant department office should be informed of the driver’s
route and an anticipated travelling time in case of emergency. Check the weather reports before setting off on your journey, and continue to check
the conditions by radio whilst travelling. If in any doubt that the journey should be undertaken, the driver’s Line Manager should be contacted for a final decision.
Carry de-icer, an ice scraper and shovel Confirm that the screen washers are not blocked; the screen washer bottle is topped
up and has a winter additive to stop it freezing. Check that windscreen wipers are in good condition and work effectively Check that the vehicle has been filled with anti-freeze. Ensure that all lights, brake lights and indicators are working properly and that the
lenses are clean. Maintain an adequate level of fuel to cater for delayed journeys Make sure that all tyres are at the optimum pressure and in good condition. Be aware of the dangers of driving in snow, ice or extremely wet conditions and the
difficult conditions imposed by reduced visibility On reaching the destination, the driver should contact the department office to inform
of their arrival.
It is good practice to carry the following items in case of adverse weather conditions:
Warning triangle First aid kit Torch and spare batteries
The following items are the responsibility of the driver:
Mobile phone Put extra warm clothing and a blanket in the boot and carry food and a warm drink in
case of emergencies Bad weather footwear Warm coat Travel rug Bottled drinking water
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Appendix 7. Driving a Hired Minibus Abroad
Please note: University fleet minibuses cannot be driven overseas. If such travel is required then a hired minibus must be used, this can be booked via the Travel office webpages see here
There are a number of rules and regulations affecting the use of minibuses on international journeys. It is important to have in mind the legal requirements when planning or undertaking an international journey. Obligations will differ, depending on the country being visited and you should consult foreign embassies for information on local rules.
The exemptions for drivers under the Small Bus Permit system (Section 5) only apply to driving in the UK. All drivers of minibuses abroad (whether owned, leased or hired) must obtain a Passenger Carrying Vehicle (PCV) category D or D1 licence, ‘grandfather’ rights do not apply abroad.
Vehicle Documentation
A ‘control document’ in the form of a ‘waybill’ or an ‘own account certificate’ must be carried on vehicles with more than eight passenger seats, on all international journeys, regardless of whether the vehicle is used for ‘hire or reward.’
University owned minibuses taken overseas within EU
International journeys carried out within the EU in a University owned vehicle driven, by a member of staff fall within the category of ‘Own Account Operations’. Such journeys can be carried out under an Own Account Certificate, these are valid for up to five years and are available on application from the Department of Transport’s International Road Freight Office (IRFO) - (tel. 0191 2014090).
Hired or leased minibuses taken overseas within EU
An EU Journey Form (waybill) must be completed before each international journey in a hired or leased vehicle. The EU waybills are available from the Confederation of Passenger Transport (Tel: 020 72403131) or the International Road Freight Office (tel. 0191 2014090). Waybills are available in singles or in a book of 25 and the driver is obliged to carry the drivers’ copy throughout the journey. This will provide exemption from the local licensing requirements of other EU countries.
Owned, hired or leased minibuses taken out of the EU
The system of Own Account Certificates does not extend to countries outside the EU so it is necessary to carry an ASOR waybill if traveling beyond the EU. It is also advisable to seek further information on the countries to be visited from embassies and tourist information offices. In addition to the ASOR Waybill a set of translations will also be needed. These, along with the ASOR waybills can be obtained from the International Road Freight Office (tel. 0191 2014090).
Further Vehicle Documentation
The following documents should accompany the vehicle and be available for inspection at all times throughout the journey:
EU Waybill, Own Account Certificate or ASOR Waybill (as appropriate); Translation of the ASOR Waybill (if appropriate); Insurance Certificate. Insurance against third party risks is compulsory in most countries. It
is advisable to obtain a Green Card when traveling abroad. This is not compulsory for journeys within the EU but will be compulsory for other international journeys;
European Accident Form. This can be obtained from the University insurers; The Vehicle Registration Document. The original document and not a photocopy will be
required for inspection; GB or EU style GB sticker.
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Further Driver Documentation
Full Passport; International Driving Permit (IDP) - The UK licence is valid for journeys within the EU and
EEA. However for journeys beyond the EU/EEA it is advisable to obtain an IDP. Information on individual countries is available from relevant Embassies and tourist information offices;
‘Permission to Drive’ - As it is unlikely that the driver will be the registered keeper of the minibus. They will need ‘permission to drive.’ A formal letter on the organisation’s letterhead stating that it is the registered keeper and owner and that the driver has permission to drive will be sufficient;
Tachograph charts - need to be used from the journey in the UK if the minibus is on an international journey. This will not apply however to journeys between the UK and Eire. Drivers must also comply with EU drivers’ hours rules on international journeys.
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