StreetVibes (SV) values the responsible use of Company vehicles, provided to staff and associates to be used in association with the work of the organisation. We seek to ensure that all drivers do not expose themselves or others to undue risk as a result of carrying out driving activities/duties whilst at work.
The purpose of these instructions is to ensure that the SV complies with the law and that work related driving is conducted without undue risk to individuals or members of the public. It is important that sensible precautions are introduced to reduce the risk arising from driving.
Road Safety Responsibilities:
The organisation has a duty under the Health & Safety at Work Act 1974 to ensure your safety whilst you are at work. This includes taking sensible steps to protect you while you are driving for the organisation on public roads. However, much of the responsibility for safety rests with the drivers of road vehicles. As a driver, you have a personal responsibility and duty to drive at all times in a courteous and safe manner and in accordance with Road Traffic Legislation.
Any person who drives in the knowledge that they or their vehicle is unfit, for whatever reason, may be subject to investigation and disciplinary action in addition to any legal penalties imposed by the Police or the Courts. Therefore, SV have a responsibility to have procedures in place to ensure that all vehicles that are used for work purposes conform to road traffic laws are safe and properly maintained, and are fit for purpose.
Fitness of the Driver:
The normal requirements of the Highway Code will apply to all drivers; however there are some medical conditions and medications that can affect safe driving. SV therefore asks that you inform your line manager if you feel you are unfit to drive before driving a Company vehicle.
Examples of conditions which can affect you ability to drive safely include:
any condition causing a fever
Examples of medications that can affect your ability to drive safely include:
You should check any medication you are required to take to ensure it will not affect your driving.
You must not under any circumstances drive for SV whilst you are under the influence of alcohol or illegal drugs. The consumption of alcohol during normal working hours is not permitted.
If you believe that a colleague intends to drive for work while unfit, you should inform your Line Manager immediately.
Your line manager will request to see a copy of your driving license clearly showing any endorsements before you are permitted to drive a Company vehicle. These will be kept on your personal file. You should let your line manager know of any changes to these documents and should supply them with a copy of the changes. You will be asked to resubmit your license for copying every year.
Security of students and conduct guidelines:
When driving students to and from sites and schools, the driver will be supported by a member of teaching staff and the staff members will be expected to act in accordance with the Safeguarding Policy, Educational Welfare Policy, Student Discipline Policy and Behaviour Policy. Students are to adhere to the Student Learner Agreement as stated in the Student Handbook.
Security of the Vehicle:
Whilst in possession of the Company vehicle you are responsible for ensuring the safety of the vehicle and the security of any property left in the vehicle. Valuable property being transported should be kept out of sight and any loss or damage reported immediately to the Police and your Line Manager.
You should ensure that before leaving a vehicle all windows are securely closed, and that the vehicle is locked. Users of mobile IT equipment must never leave a laptop/mobile computing device in an unattended vehicle at any time.
Care and maintenance:
You have a duty to ensure that whilst the Company vehicle is in your possession the vehicle is fit to drive and in a safe condition before embarking on your journey.
In particular you should check the following before setting off on your journey:
· Tyre pressure – ensure they are at the correct level and adjust if necessary
· Tyre tread – ensure that these are at the correct level
· Check for flaws in the windscreens – reporting any chips or cracks to your manager
· Check that all lights and indicators are working correctly
· If you have any concerns about the safety of the vehicle, this should be reported to your manager immediately.
Should you need to put additional fuel in the Company vehicle whilst it is in your use, you should ensure that you retain a VAT receipt in order to reclaim the money through the normal expense claim procedure.
If you return the vehicle with low levels of fuel, you should inform your line manager so more fuel can be added before the next person uses the vehicle. Ideally, you should return the Company vehicle with the same amount of fuel as when you took the vehicle.
Should you have an accident whilst driving stop immediately out of the flow of traffic, if possible. Put up a warning triangle and switch on the hazard warning lights, and put on a high visibility jacket if available. Telephone the police and emergency services if someone is injured or there is the likelihood of explosion or fire.
It is an offence to use mobile phones whilst driving. You must stop in a safe place before making, or attempting to answer, a call on a mobile phone. You may not send or read text messages whilst driving. It is suggested that whilst driving, your mobile phone is switched off or on 'silent', as a constantly ringing phone can prove to be distracting.
It is the responsibility of the caller to immediately end a telephone conversation to a recipient that is believed to be driving. Should you make or receive a call on any mobile phone whilst driving, you will be in breach of the law and as a result disciplinary action will be taken against you unless you use a hands free device.
You should plan your journey in advance taking into account the driving time, mileage and the route. Before starting out on the journey, you should assess the risks on the road which include:
Traffic Offences and Parking Fines:
You are responsible for complying with all national and local road traffic laws whilst driving and must report any possible or actual prosecution for motoring offences immediately to your Line Manager.
You are responsible for paying all fines and/or penalties received for road traffic offences including parking offences and any Congestion Charge. If you lose your driving license as a result of drinking, drug taking or any other serious motoring offence, SV reserves the right to invoke the disciplinary procedure. Such action may lead to the termination of your employment.
Should you be involved in an accident whilst driving the Company vehicle, that is found to be your fault and has been caused by careless driving, you will be liable for paying for the repair of the vehicle or the vehicle insurance excess whichever is the cheapest amount.
In the promotion of sustainability, SV advocates the use of public transport wherever possible. The Company does not accept any liability for traffic offences and parking fines when employees use their own private vehicles to make their way to and from Company business.
You will be reimbursed for any car parking charges incurred whilst on the SV business. Claims should be made through the Expense Claim procedure and must be accompanied by a valid receipt.
* This policy will be reviewed annually. This policy was last revised August 2018