Driving on Highways Agency Business - Policy
POLICY & PROCEDURE 10.1
Part of the Agency’s Health & Safety Management System
Document Status
SUMMARY
This document sets the Agency’s Policy and
Procedure for the control of Driving on HA business
APPROVING PROCESS AND DATES
Health & Safety Programme Board (07/07/06)
Health & Safety Whitley Sub Group (0/0/00 - draft),
HA Board (XX)
AUTHOR / FURTHER INFORMATION
National Health and Safety Team
LEAD DIRECTOR
Board Director with responsibility for Health and
Safety
APPLIES TO
All policies
VERSION
7
STATUS (Final / Draft)
FINAL
THIS DOCUMENT REPLACES
Version 6
RELATED DOCUMENTS
Health and Safety Supplementary Policy, Lone
Workers Procedure
DISTRIBUTION
Intranet
REVIEW DUE DATE
November 2009
Issued by: Head of Health and Safety
Issue Date: 19/12/08
CONTENTS
Page 4
Policy Statement
Page 5
Purpose
Scope
Action Flowchart
Hire Car (General Assumptions)
Page 6
Specific Responsibilities
Line Management Responsibilities
Employee Management Respons
ibilities
Page 7
Employee Responsibilities (cont)
Risk Assessment
Competenc
e and the Provision of Training
Page 8
Competenc
e and the Provision of Training (cont)
Speed Limits
Vehicle Breakdown
Driver and Vehicle Suitability
Appendix 1
Approved Business Miles (flowchart)
Page 9
Driver and vehicle suitability (cont)
Appendix 2
Alcohol and Drugs
Driver Authorisation Form (permit to
Driving Hours and Conditions
drive)
Appendix 3
Page 10
Lone Working
Management Review & Authorisation
Mobile Phones
Check List
Satellite Navigation
Appendix 4
Vehicle Checks
Page 11
Satellite Navigation (cont)
Incident Reporting
Appendix 5
Monitoring and Review
Mode of Transport Decision Matrix
Appendix 6
Page 24
Additional Information
Risk Assessment (Generic)
Links to Word versions of Forms
Appendix 7
Risk Assessment (Pro-Forma)
Appendix 8
Risk Assessment (5 x 5 Matrix)
Appendix 9
Risk Assessment (Definitions)
HIGHWAYS AGENCY
DRIVING ON AGENCY BUSINESS POLICY STATEMENT
This policy statement i
s designed to ensure that all of our staff are made aware of the
risks of driving on our business and how these are to be managed. I am committed to
making us an exemplar of good driving practice so that we support our aim for improving
safety for everyone using our
network and other roads.
The risk of injury or death from an accident
on the road whilst at work can be significant.
Our Traffic Officers receive s
pecial training and have detailed procedures to ensure that
they have the necessa
ry skills to operate safely in their role. The purpose of this
statement and the accom
panying procedure is to support all of our people by enhancing
their skills and abilitie
s to enable us to be a flagship employer in relation to driving at
work. It is important that we all follow t
he guidance on driving that is available and that
we behave in a way that reduces the risks to ourselves and others. We expect those who
are considering driving and t
heir line managers to follow these simple guidelines:
• Consider the use of video conferenc
ing and/or telephone contact first;
• Make use of public transport where ever practicable;
• If you have to go by car make sure you
are authorised to drive on HA business;
• Plan your travel to ensure that journeys can be achieved in a sensible timescale, with
adequate rest breaks; and
• Use a vehicle that is suitable and
that you are competent to drive.
To ensure that we reduce the risks for our
staff, a procedure has been put in place to
help us all. Whether you are driving or
a line manager of someone who drives on our
business, we have a role in meeting the requirements that this procedure sets out. There
is also useful additional guidance to make us more aware of the risks and how to reduce
these. All these documents ar
e part of the Agency’s Health and Safety Management
System, which is an important part of ma
intaining an effective approach to health and
safety in our organisation.
To be an exemplar of good drivin
g practice means that we are all engaged in the process
of decision-making bas
ed on risk assessment. The procedure will guide you to do this in
a simple and effective way.
This will ensure that we all drive in a manner that enhances
our safety and the safety of others.
Regards
Graham Dalton,
Chief Executive
November 2008
Procedure 10.1
1. Purpose
The Agency has developed a Policy Statement covering driving and motorcycle riding on
Agency Business. Within this document the Chief Executive has stated that the HA is
committed to being an exemplar of good driving practice so that we support our aim for
improving safety for everyone using our network and other roads. To do this requires
that our staff follow the process which is contained within this procedure.
2. Scope
This procedure applies to all staff that work for the Highways Agency (including
temporary staff directly supervised by HA people) who drive on Agency business. The
policy is not currently to be applied to Traffic Officers undertaking Traffic Officer Patrol
duties, as they are covered by more prescriptive procedures. It does however apply to
all other Traffic Officer Service activities.
3. Action Flowchart
The Action Flowchart given at Appendix 1 sets out the framework for control required.
4. Hire Car (General Assumptions)
Neither you (as the driver) nor any person who to your knowledge will drive the vehicle
(as their Line Manager) have:
• In the past 5 years been convicted of any motor offence or have a prosecution
pending in relation to dangerous driving, drink/drugs, taking/stealing, failing to
report an accident, driving without insurance or offences concerning the condition
of the vehicles exceeding permitted hours of driving.
• At any time been refused insurance or quoted an increased premium or had
special terms imposed.
• A disqualification that prevents them from driving a vehicle.
• Suffered from any heart complaint, diabetes, fits or any other physical or mental
infirmity that renders them incapable of driving an insured vehicle.
• Been regularly taking any prescribed medication, unless the condition has been
notifield to the DVLA and a licence to drive has been granted.
If an individual falls within the hire car assumptions they must notify The Travel Contract
Manager. This discussion will remain a private matter between both parties. Clarification
on the staff member’s eligibility to drive on business will be sort by The Travel Contract
Manager. Individuals have the right to withhold personal details of this conversation from
their line manager; but are required to inform their line manager that this clarification is
being sort. This will ensure the authorisation to drive forms are not signed off until this
confirmation is received.
No one person will be discussed individually nor will any of the information received by
The Travel Contract Manager be passed to the hire company. This will ensure your
personal information remains data protected. The Travel Contract Manager will confirm
(via e-mail) whether an individual can or cannot be authorised to drive on business. This
will not include the nature or details of the staff member’s personal data.
Failure to inform the Agency of any general assumptions may result in the driver of a hire
vehicle NOT being insured in the event of an accident.
5. Specific Responsibilities
5.1 Line Management Responsibilities
Prior to staff being allowed to undertake any driving activity on behalf of the Agency their
Line Manager must ensure that:
• The individual needs to drive on Agency business
• The individual holds a full, valid and current driving licence for the class of vehicle
to be used
• If using a private vehicle, that the individual has comprehensive insurance cover
relevant to the purpose and vehicle to be used
• If using a hire vehicle, check that the individual is aware of and compliant with the
hire car general assumptions stated in section 4
• The vehicle to be used has a current MOT certificate (where required)
• Appropriate risk assessment has been undertaken and actioned as necessary
• That adequate time is allowed for all journeys and agree maximum daily ‘travel
time’ with driver
• The requirements of this policy are effectively communicated to their staff
This is done by completion of a
Driver Authorisation Form (see Appendix 2), a copy of
this should be retained by the individual and the original sent to PFM so HAMIS can be
updated. PFM will then forward this form to HR for retention on the employees’ personal
file.
The authorisation process
is subject to annual review (Appendix 3), with authorisation
being immediately revoked in the event of a driving ban.
Additionally:
a) Private vehicles - when a line manager becomes aware someone in their team
has been issued with a driving endorsement, they must consider the implications
for both the Agency and the individual. In all of these circumstances it will be
necessary for the line manager to involve the relevant HRS Team for guidance
and assistance.
b) Hire vehicles - in the event of the general assumptions not being met,
authorisation forms must not be signed off. Staff must follow the process outlined
in section 4 and line managers should only sign off the authorisation to drive form
once this process had been successfully completed.
5.2 Employee Responsibilities
All staff authorised to drive on Agency business must:
comply with national laws and Agency requirements; this includes adherence to
all speed limits, especially in road works
carryout appropriate vehicle checks prior to undertaking a journey (Appendix 4)
produce their driving licence, insurance and MOT certificate (where appropriate)
upon request by their manager
notify their manager of any impending or actual endorsements to their driving
licence, which may impede performance of their duties; this includes the general
assumptions outlined in section 4 when hiring a vehicle. If driving licence
circumstances change in any way throughout the year, employees are obliged to
notify their line manager and (for hire cars) the contract manager to ensure they
remain insured.
maintain their private vehicle in a safe and roadworthy condition if they choose to
use it for driving on Agency business.
not drive whilst under the influence of any drugs or alcohol, in line with legal limits
and controls (see below)
report all work related vehicle accidents in which they are involved
never drive an unsafe/un-roadworthy vehicle on Agency business
always allow adequate travel time to reach the destination and not to exceed
agreed ‘travel hours’ per day
participate in training courses, as agreed
6. Risk
Assessment
The Health and Safety Executive suggest that for the majority of people, the most
dangerous thing they do while at work is to drive on the public highway. Approximately
33% of road accident deaths are believed to relate to drivers of motor vehicles engaged
in ‘at work activities’.
Risk assessment discussions will consider the need to drive, the competence of drivers
and will enable assessment of the need for training. Appropriate training will be made
available to staff where managers consider the need is specifically evident. For example,
where young drivers (under 21) are involved, consideration should be given to provision
of a Pass Plus course of tuition (if not already taken).
The risk assessment, undertaken by any Line Manager, must consider a range of factors
– a decision matrix is set out in Appendix 5.
The Line Manager is responsible for completing and recording an assessment. To
facilitate this process and avoid duplication, a generic “general driving duties” risk
assessment has been provided at Appendix 6. However, when circumstances dictate,
such as for more unusual driving scenarios or when the generic document does not fully
cover the particular work activity, managers must produce a specific supplementary
assessment. The pro-forma for this is given at Appendix 7.
To calculate the controlled risk level on the pro-forma a 5x5 matrix will need to be
applied. This is based on the likelihood of an event happening (probability) vs. the
severity of the outcome (consequence). This has been provided at Appendix 8.
Appendix 9 provides a table of definitions on probability x consequence scales to be
applied.
7. Competence and the Provision of Training
The Agency promotes safe driving techniques and is continuously working to improve
driving standards and driver behaviour nationally. Though it recognises that those who
9.1
have passed the national driving test should be equipped with the necessary
competencies to drive on routine Agency business, to comply with health and safety
legislation, the following control steps have been set for driving on Agency business. All
staff:
Must be authorised to drive by their Line Manager (Driver Authorisation Form).
This will include document checks, a discussion on mileage to be travelled, the
type of journey, current competence and relevant information
Before driving a minibus or use a 4X4 off-road, will successfully undertake a
competency based training programme for the type of vehicle to be used on
Agency business
Staff using a motor vehicle for travelling over 2500 miles per year on Agency
business must attend a one-day defensive driver training course
Staff who have successfully completed the driver training and assessment are to
undergo a reassessment / training programme every 3 years, to ensure an
acceptable standard of competency (unless the need to drive on HA business is
removed). Any members of staff who do not at first reach the required standard
will be supported to do so
Before using private or hire vehicles for Agency business staff must undertake a
computer based assessment of their observation skills and knowledge of good
driving practice. This can be found at
Driver Self Assessment Package on the
health and safety Portal pages
Additional training may also be identified as part of the risk assessment process,
such as support towards Advanced Driver Qualifications
8.
Speed Limits
The Agency requires that staff who drive on HA business do so within the law at all
times. One particular area of attention is speeding, especially through road works. This is
because of the increased risk of injury with excessive speed, and the need to reduce
risks to road workers.
9. Vehicle Breakdown
Line Managers are to ensure suitable lines of communication are in place for staff driving
on Agency business. This is particularly relevant during vehicle breakdowns / accidents
where the necessary communications should ensure that staff are vulnerable for the
minimum amount of time. When private vehicles are used, staff are recommended to
have membership of a breakdown organisation (because for example, changing a wheel
whilst on a busy roadside is hazardous and staff should be instructed to use their
breakdown service whenever possible to deal with such emergencies). The Highway
Code specifies what action should be taken (rules 274-287) and staff should follow this
advice.
10. Driver and Vehicle Suitability
10.1 Managers must be satisfied that ‘Authorised Drivers’ meet the necessary legal,
health and Agency requirements. Any concerns regarding an employee’s ability to drive
safely must be discussed with the employee and occupational health advice sort via
HRS.
Employees have a responsibility to report any health problems which may impair driving
to DVLA. To find out more about
Medical Conditions, Disabilities and Driving click on link.
10.2 If an employee is classified as disabled under the Disability & Discrimination Act
2005 or has a recognised illnesses that impairs their ability to carry out work activities,
they should seek guidance from the HA Diver
sity Team [email address]
about what reasonable adjustments can be made to assist with driving on HA business.
10.3 Any vehicle used for Agency business must be suitable and appropriate for that
intended use. Where goods / equipment are carried they must be correctly secured
within the vehicle.
10.4 No hire vehicle should be used to carry inflammable, toxic, corrosive, explosive or
other dangerous substances. It is the responsibility of private vehicle drivers to check the
terms and conditions of their own insurance policies and make the necessary
adjustments to what they carry in their own vehicles.
10.5 Where a private vehicle is used for Agency business it must be maintained in a
safe condition and hold the appropriate road fund licence and MOT (where applicable).
10.6 Unless prior authorisation has been given, a Hire vehicle, rather than the driver’s
own private vehicle, is to be used when the overall distance to be travelled exceeds 120
miles. Hire vehicles are to be selected from the group of vehicles that meet, as a
minimum European NCAP 3 safety standard. Drivers must ensure that the vehicle is
suitable for the range of tasks to be carried out and familiarise themselves with the
vehicle controls prior to driving the vehicle.
11. Alcohol and Drugs
11.1 At all times staff will comply with the law on driving under the influence of alcohol
and drugs whilst at work, including travelling to and from work locations. Medications that
are marked “do not operate machinery” will automatically preclude driving on HA
business. Drugs which “may cause drowsiness” should be avoided.
11.2 Any member of staff that is regularly taking prescribed medication must check to
see if this needs to be notified to the DVLA before driving on Agency business. If so a
licence to drive must be granted by the DVLA before authorisation to drive on Agency
business can be given
12. Driving Hours and Conditions
A tired driver is a hazard to both themselves and other road users. Accidents associated
with fatigue and lack of concentration whilst driving are not uncommon and measures
must be established to minimise the likelihood of this happening within the Agency. To
help achieve this managers should, wherever possible, arrange work programmes that
require staff not to drive between the hours of midnight and 6.00 am. Staff must
recognise driving as one element of a task and identify any additional control measures
required in the risk assessment.
The time allowed for a journey should include appropriate breaks; long distance driving
should follow DfT guidelines recommending a
15-minute break for every two hours.
Line Managers and drivers must ensure that a working day, that includes driving on
Agency business,
does not exceed 13 hours, if necessary, allowing drivers to obtain
overnight accommodation in particular circumstances or adverse conditions.
Whenever possible staff should use public transport as an alternative to driving. To do
this requires that meeting organisers take account of the travel needs of others.
When returning from or making long haul flights, particularly when arriving into the UK (or
a country to be visited) at unsocial hours, which may include sleep disturbance, staff
should not use their own or hire vehicles. If public transport is not suitable then
arrangements should be made in advance for a collection, or a taxi should be used.
13. Lone Working
When travelling on Agency business it is sometimes possible that individuals could be
considered as ‘Lone Workers’, as defined by the Health and Safety Executive. A means
of communication and a ‘contact’ programme should be considered in the risk
assessment process. This is particularly relevant where non-public sites or places are to
be visited.
14. Mobile Phones
The use of mobile phones is seen as an essential means of communication when staff
are away from the office. The Agency mandatory approach to using mobile phones whilst
driving is outlined below.
Mobile phones must be switched off whilst you are in a moving vehicle unless your
need to be contacted has been established and the following strict conditions are
adhered to:
you are not the driver, or
you have a passenger who can answer the phone on your behalf
In exceptional circumstances, and only when specifically approved by the Chief
Executive, a hands free system may be used subject to the following conditions:
you have an approved car mounted hands free kit fitted to the vehicle , or
you have been provided with ‘best in class’ head mounted or other hands free
equipment which has been authorised for use by the National Health and
Safety Team – AND
the phone is programmed to answer automatically
Additionally,
you must not dial out whilst on the move - find an appropriate place to stop and
then make the call. If voice recognition facilities are fitted to the phone then brief
‘business critical’ calls only may be made in response to developing situations
you must never try to take notes or record a telephone number from an incoming
call whilst on the move
when the phone is switched off it should be programmed to divert calls to the
Voice Mail facility or another number where messages can be taken and picked
up by the user at a later time
15. Satellite Navigation
The Highways Agency recognises that Global Positioning Systems (GPS) are changing
the way we plan our journeys, travel on the motorway network and other roads.
As this technology becomes more widely available it is possible that hire car businesses
may provide in-vehicle systems to aid drivers on their journeys, or that private car users
will have access to systems in their own vehicles.
HA employees driving on official business are not required to use GPS equipment, but if
they choose to do so, it is essential they understand and follow Section 150 of the
Highway Code. This states with reference to:
In-vehicle technology (Section 150)
There is a danger of driver distraction being caused by in-vehicle systems such as route
guidance and navigation systems, congestion warning systems, PCs, multi-media, etc.
Do not operate, adjust or view any such system if it will distract your attention while you
are driving; you MUST exercise proper control of your vehicle at all times. If necessary
find a safe place to stop first.
Having regard to this, the HA requires the following:
Line Manager Responsibilities
Inform staff it is not a HA requirement to use GPS equipment
Ensure staff are aware of section 150 of the Highway Code
Complete driver authorisation forms & risk assessments before allowing staff to
drive on HA business
Staff Responsibilities
To comply with section 150 of the Highway Code
Take time to familiarise yourself with the journey using a map or Internet route
planner before setting off
Read GPS instructions provided and familiarise yourself with the
controls/functions before driving
Check position of equipment to ensure driver's field of vision is not obscured and a
clear view of the road is maintained
Pre-programme your route into the GPS before commencing a journey
GPS visual displays must be regarded in the same way as a normal map. Drivers
should pull into a safe area (e.g. service station) to check on location and route
progress
GPS audio directions - adjust the volume to ensure driver attention is not
distracted
16. Incident Reporting
Staff must report all ‘at work’ vehicle incidents to their Line Manager; following the
reporting procedures identified within the HA Management system. This includes
incidents occurring during use of private vehicles.
17. Monitoring and Review
In accordance with the Agency’s Health and Safety Management System, this policy will
be monitored to ensure the requirements are being applied and remain relevant, in line
with the requirements contained in the System Review element of the HSMS.
For more information on safe driving, please visit DfT’s road safety website at
www.thinkroadsafety.gov.uk/advice/introduction.htm
Appendix 1
Driving on Agency Business
Scope: All HA staff – approved business miles
START
A requirement for an employee to travel in the UK, on Agency business, is identified.
Employee authorised / trained to drive on Agency business and Line Manager
authorises travel following consideration of risks evaluation.
YES
Public transport can be
YES
used for journey*
NO
Use of hire vehicle best
YES
YES
practicable option*
Journey exceeds
120 miles
NO
Authorised to
drive hire vehicle
NO
on HA business
Employee authorised to
use own vehicle for HA
business
YES
NO
YES
Employee arranges hire of
suitable vehicle and that
Employee carries out pre
YES
familiarisation on delivery can
journey vehicle checks
be achieved*
Comply with work instructions
* See Decision Matrix
for further guidance
Use the vehicle
END
Report all vehicle accidents
Appendix 2
HIGHWAYS AGENCY
Driver Authorisation Form (permit to drive)
Employee name
Division & Base
User name/Alias
Driving licence number:
Licence expiry date:
Identify the type of vehicle the employee is authorised to drive on Agency business – tick box √
Private vehicle
Agency hire
Lease vehicle
Pool vehicle
Bicycle
vehicle
Vehicle towing
Vehicle towing
Minibus
Other (specify)
trailer up to 750 kg trailer over 750 kg
Identify any driver assessment/training Identify as
Date
Reassessment
carried out for the following categories
Assessment or completed
refresher training
– tick box √
training: A or T
due date
Self assessment review
Defensive driving
Minibus
Towing
Other:
Employee using private vehicles on Agency business has Business Use
Yes No
on their insurance certificate. Business Use is mandatory – tick box
Is the employee authorised to take vehicles home at the end of the work
Yes
No
period – tick box
Comments
Signature of authorised driver: - I certify that the above information is correct and I will only
drive those vehicle types identified, on Agency business. I will attend any Agency driver
assessment / training as required by the Agency. I will comply with national laws and the
Agency Driver card. I shall produce my licence on request and notify the Agency of any
endorsements, disabilities or general assumptions that may affect my ability to drive on Agency
business. I understand that in the event of an accident I may not be insured if I have failed to
mention anything that may affect my ability to drive on Agency business.
Signed:
Date:
Signature of authorising manager: - I have seen the above staff member’s driving licence
(and insurance certificate for private vehicle users), briefed them on the requirements for driving
on Agency business and issued the Agency Driver card. I authorise the above employee to drive
on Agency business only those vehicle types identified.
Signed:
Date:
Print name:
Original to PFM and copy retained by individual
Appendix 3
Highways Agency
Management Review of Driver Authorisation Form
Year
Signature of authorised driver
Signature of authorising manager
Date
2
3
4
5
Authorisation Checklist for managers
Yes
No
N/A
1.
Is there a specific need for the employee to use a vehicle for
Agency Business?
2.
Does the employee have a current and valid driving licence?
3.
Does the employee hold a copy of their current authorisation
to drive on Agency business?
4.
Is the driver authorisation up to date?
5.
Does the employee hold a copy of the Agency Driver Card?
6.
Are risk assessments available for the driving activities to be
carried out?
7.
Will appropriate vehicles be used for the tasks to be carried
out?
8.
Has the employee participated in any driver assessment or
training within the past 5 years?
9.
Has the employee been reminded of the incident reporting
system and the need to report all vehicle incidents?
10.
Where a private vehicle is used on Agency business, does
the employee have adequate comprehensive insurance
cover?
11.
Does the employee’s vehicle have a current road fund
licence and MOT (where required)?
12.
Has the employee been reminded of the need to carry out
the relevant vehicle checks and report vehicle defects?
13.
Has the employee been made aware of the general
assumptions for hiring a vehicle?
Appendix 4
Vehicle Checks – pre journey
Prior to commencing a journey it is essential that you, as the Driver, carry out a number of
basic safety checks. The following list, though not exhaustive, will help:
Check the vehicle tax disc is visible and current
Visibly check tyres for tread depth, damage and under-inflation
When driving the vehicle be aware of any changes in the behaviour of your
vehicle
Check bodywork for damage
Check lights and indicators are functioning and clean
Ensure windows and mirrors are clean
Check windscreen washers and wipers are in working order
Visibly check coolant, engine oil etc. (if in doubt, seek garage assistance)
NEVER ignore warning lights on the dashboard of your vehicle
Refer to the vehicle handbook as necessary to obtain the best from the vehicle
Plan the journey - include overall travelling time, rest breaks and weather
conditions
Check the journey does not exceed maximum travel distances, total driving
hours
Consider other contingencies
The vehicle:
Hire vehicles: It is your responsibility
to ensure that the vehicle you have been allocated
is in a safe condition, is adequate for your intended use and suitable for you. If you have
any queries, they must be directed to the Vehicle Hire Company before commencing the
journey.
Personal private vehicles: It is your responsibility to confirm that your vehicle is in a safe
condition, meets Agency requirements and complies with relevant legislation.
Appendix 5
D RIVING ON HA BUSINESS - MODE OF TRANSPORT DECISION MATRIX
PUBLIC TRANSPORT
HIRE CAR
PRIVATE CAR OR M/CYCLE
Rail / Air / Bus / Metro / Taxi
QUESTIONS
QUESTIONS
QUESTIONS
T
ime to access the service
Competence to drive other cars
Protection level for the driver
Private car or M/cycle required
Familiarity with controls
Passegers to travel? - they should
O
verall journey time
Time for hand over
be offered a minimum NCAP level
Reliability of service
Special requirements - can be met?
Suitable for the task
O
ut of hours availability
Suitable for task - loads etc
If a motorcycle, is the risk acceptable
Adverse health effects
Weather conditions - will reduce risk?
Weather conditions - will reduce risk?
Essential due to nature of journey
Only effective means of access to
Only effective means of access to
e.g. return from long haul flight
the location - or not?
the location - or not?
Weather conditions - will reduce risk?
BENEFITS
BENEFITS
BENEFITS
Can work on the way
No wear and tear on private cars
Easy access
Less congestion
Standards can be set (NCAP)
Familiarity
Reduce pollution
Time saved / easy
COSTS COSTS
COSTS
Fare
May require two or three days
Mileage rate agreed
Travel to access the service
hire for one day of use
Parking fees
Parking fees
Hire charges
Overnight stay due to hours?
Fuel
Parking fees
Overnight stay due to hours?
DRIVING ON HA BUSINESS - GENERIC RISK ASSESSMENT
Appendix 6
Driving on HA Business
(Generic Risk Assessment)
Part A)
Controlled
Hazard
Control Measures
Legal Requirements
Risk Level
1. Documents &
Legal infringements &
Staff must provide the HA with evidence of a full, current & valid driving licence before
Certificates
Prosecution - bad publicity for
authorisation to drive is given
HA
Staff driving private vehicles must provide evidence of valid insurance (for HA business
use) & MOT certificate (if applicable)
Staff must inform Line Managers of driving endorsements or any general assumptions
1 1
1
that may affect their ability to carry out HA business
Staff regularly taking any prescribed medication must notify the DVLA and obtain a
licence to drive (where appropriate)
Line Managers to complete a Driver Authorisation Form.
2. Speed Restrictions
Excessive speed causing an
Staff must obey the speed limits as set ou
t by law Highway Code - Speed Limits -
accident
Section 124 & plan their journey in advance to avoid a need to rush
3 3
9
Line Managers must not place unreasonable time restraints on staff attending
meetings
3. Alcohol & Drugs
Poor reactions & inability to
Staff must comply with the law on driving under the influence of alcohol and drugs
drive safety
Highway Code - Alcohol & Drugs - Section 95
Staff who believe a colleague is under the influence should not accept passage by car
2 3
6
Line Managers must follow the discipline procedures
Staff Handbook - Line Managers
Guide if a concern is raised
4. Mobile Phone and
Distraction while driving causing
Staff must not use a hand-held mobile phone or similar device while driving. Satellite
in-vehicle technology accident
navigation systems must be pre-programme before a journey commences and treated
with the same precautions of map reading there after. Voice instruction systems must
2 3
be pre-programmed before a journey commences.
6
Line Managers must remind staff that it is not a HA requirement to use this equipment
& refer staff to sections
149 & 150 of the Highway Code
5. Seat Belts
Reduction in driver & passenger
Staff driving on HA business must wear a seat belt
Highway Code - Seat Belts -
safety
Section 99 this includes passengers (unless legally exempt)
2 4
8
Passengers unwilling to wear a seat belt may be refused travel (unless legally exempt)
Con
Additional Comments:
Probability
Ris
s
e
k
quen
Le
vel
Prepared
by:
Reviewed
by:
ce
Date:
Date:
Driving on HA Business
(Generic Risk Assessment)
Part B)
Controlled
Hazard
Control Measures
Competence
Risk Level
1. Young & Newly
Inexperience of driving on the
HA will provide Pass Plus course to employees (under 21)
3 3
9
Qualified Driver
network/exposure to high
Line Manager to arrange (where possible) for a more experienced staff member to do
volumes of traffic
the driving or act as a co-driver
Staff to us
e Driver Self Assessment Package and inform Line Managers of their
experience levels
2. High Mileage Drivers
Prolonged exposure to high
HA will provide a one-day defensive driving course for staff driving over 2500 miles per
3 3
9
volumes of network traffic
year
Staff must be reassessed on a 3 year basis
Line Managers must assess need for advanced driver qualification
3. Incident or Near Miss
Unidentified incidents occur and
HA to ensure the reporting procedures are in the Management System
2 2
4
lead to a serious accident
Line Managers to ensure staff are aware of the HA reporting procedures
Staff to report all incidents and near misses (including vehicle incidents)
4. Unfamiliar Vehicle
Distractions while driving
Staff to familiarise themselves with the vehicle before driving
2 2
4
Do not accept a vehicle if unable to operate essential features or if you are unsure
about your ability to control the vehicle
Line Managers to provide assistance with familiarisation
5. Driver Fatigue
Tiredness reducing driver ability
HA to encourage alternatives to long distance driving (public transport, video
2 3
6
conferencing, phone conferencing, etc)
Line Managers to consider overnight accommodation when long distances are
involved
Staff to consider rest periods for journeys over 2 hours and plan breaks on the basis of
15 minutes every 2 hours
Additional Comments:
Con
Probability
Ris
s
e
k
quen
Le
vel
ce
Prepared
by:
Reviewed
by:
Date:
Date:
Driving on HA Business
(Generic Risk Assessment)
Part C)
Hazard
Control Measures
Controlled
Vehicle
Risk Level
1. Suitability
Vehicle not fit for purpose
HA to provide suitable vehicles through procurement of rental contract
2 1
2
Staff must ensure privately owned vehicles used on HA business are fit for purpose
(evidence must be available)
Line Managers who believe privately owned vehicles are not fit for purpose must insist
on a hire car replacement or refuse travel
2. Maintenance
Vehicle not fit for purpose
Staff must follow the vehicle check list (Appendix 4) before driving on HA business
2 1
2
3. Adjustments
Incorrect position of seating,
HA to ensure Manufactures Operating Manual or instruction leaflet available in all hire
2 1
2
mirrors etc
cars
Staff must familiarize themselves with instructions and adjustment controls.
Line Managers to provide additional training where necessary
4. Breakdown
Exposure to network traffic
HA to ensure hire cars are maintained to a roadworthy standard
2 2
4
Staff to ensure private vehicles used on HA business are maintained to a roadworthy
standard
Line Managers to encourage membership of a breakdown organisation
5. Storage
Insecure loads
Staff must not use car seats for storage purposes. Luggage & HA equipment (such as
2 2
4
laptops) must be stored in the boot
Staff must not carry items on their knees or parcel shelf that may harm other
passengers under emergency stop conditions
Additional Comments:
Consequence
Probability
Risk Level
Prepared
by:
Reviewed
by:
Date:
Date:
Driving on HA Business
(Generic Risk Assessment)
Part D)
Hazard
Control Measures
Controlled
Environmental
Risk Level
1. Adverse Weather
Poor visibility, road conditions &
Staff must check forecast conditions before travelling by car & consult with Line
3 2
6
car handling.
Managers if bad weather is predicted
Line Managers to consider postponement of activities if adverse weather is predicted
Staff to postpone driving in severe weather conditions
2. Road Conditions
Poor road conditions
Staff to use local knowledge when planning a route
2 2
4
Line Managers to provide advice on obtaining regional information
3. Late Night/Early
Poor visibility & driver fatigue
HA not to place unreasonable requirements on staff to travel long distances & promote
3 2
6
Morning
alternative methods of travel
Line Managers to consider meeting times & work schedules to minimise late/early
travel
Staff to consult with Line Managers on overnight stays
Additional Comments:
Consequence
Probability
Risk Level
Prepared
by:
Reviewed
by:
Date:
Date:
Risk Assessment pro-forma
Appendix 7
Driving on HA Business
(Risk Assessment - Pro-forma)
No
Task
Hazard
Additional Control Measures
Date
Controlled Risk Level
Implemented
(if generic assessment unsuitable)
e
nc
e
vel
eque
Level
Probability
Risk Le
Toleranc
Cons
1
2
3
4
5
Prepared
by:
Reviewed
by:
Date:
Date:
Appendix 8
Risk Assessment 5 x 5 Matrix
Improbable (1)
Remote (2)
Occasional (3)
Probable (4)
Frequent (5)
5 x 5
So unlikely that it
Unlikely although
An event that
An event that has
Likely to occur
may never
conceivable
could occur at
occurred or is
several times
happen
some time
expected to occur
Catastrophic (5)
Single/multiple
fatalities. Major
5
10
15
property damage* (over
£50k).
20
25
Critical (4)
Permanent disability or
unable to return to work
4
8
12
indefinitely. Significant
property damage*
16
20
(£10k - £50k)
Serious (3)
RIDDOR defined major
injury/disease or
3
6
9
defined major incident.
12
15
Minor (2)
Lost time incident with
absence under 3 days.
8
10
2
4
6
Minor property
damage* (<£10k)
Negligible (1)
Minor injury and no
absence from work. No
1
2
3
property damage
4
5
* Excluding network damage
Appendix 9
Risk Assessment Definitions
Probability Description
Numerical
(Probability)
Improbable
So unlikely that it may never happen
1 in 1000000
Remote
Unlikely although conceivable
1 in 100000
An event that could occur at some
Occasional
time
1 in 10000
An event that has occurred or is
Probable
expected to occur
1 in 1000
Frequent
Likely to occur several times
1 in 100
Consequence Description
Numerical
(Consequence)
Catastrophic
Single/multiple fatalities. Major property
damage* (over £50k).
1000%
Permanent disability or unable to return to
Critical
work indefinitely. Significant property damage*
(£10k - £50k)
100%
Serious
RIDDOR defined major injury/disease or
defined major incident.
10%
Minor
Lost time incident with absence under 3 days.
Minor property damage* (<£10k)
1%
Negligible
Minor injury and no absence from work. No
property damage
0.10%
A risk that cannot be reduced.
Preventative measures in place, but significant risk levels remain.
Intolerable
Approval must be given at Board or CEO level (dependant on
severity of task) to tolerate these activities.
Tolerable
A risk that can be justified.
Preventative measures must be in place and working effectively to
adequately control risk.
A risk that is negligible.
Acceptable
Additional measures not necessary and/or will not significantly
change level of risk.
* Excluding network damage
Additional Information
You can access the Policy and all its additional documents on the Health and Safety
pages of the Portal.
Quick links to Word versions of Forms
Driver Authorisation Form (permit to drive)
Management Review of Driver Authorisation Form
Generic Risk Assessment Part A Legal Requirement
Generic Risk Assessment Part B Competence
Generic Risk Assessment Part C Vehicle
Generic Risk Assessment Part D Environment
If you have any questions regarding this Policy please contact the National Health &
Safe Team.
Document Outline
