ESSEX COUNTY SCOUT COUNCIL Code of Practice DRIVING ON ECSC BUSINESS and USE OF MOBILE PHONES
COVERING
ECSC’s general practices Managers responsibilities Drivers responsibilities Accident reporting Training Use of mobile phones when driving
ECSC COP DRIVING ON ECSC BUSINESS & MOBILE PHONES ECSC operates a small fleet of vehicles including agricultural vehicles. Any person using their own car for company purposes must ensure that they have permission from their line manager and carry appropriate vehicle insurance to include ‘business purposes’ cover. Company’s general practices: 1. Line managers may only allow any employee (staff or freelance) to drive a vehicle on behalf of ECSC AFTER they have completed the following checks:
Their driving licence has been inspected and deemed appropriate for the class of vehicle to be driven.
Established the driver’s competence (experience etc) to drive the required vehicle in the terrain or roads planned and this must be checked through the risk assessment process.
2. The driver is reminded that they are required to comply with all Road Traffic legislative standards (i.e. comply with the Highway Code) at all times including driver’s use of mirrors and general ability to view other traffic and pedestrians. Any breaches resulting in prosecution are retained as the sole responsibility of the driver. Parking and Road traffic offence fines etc will not be paid by the Company. 3. The driver must not use a mobile phone (whether owned by ECSC or otherwise) whilst driving, other than in accordance with the standards for Use of Company Mobile Phones. (see below) 4. No employee may drive a vehicle on behalf of ECSC if they are under the influence of any alcohol, illegal drugs or prescription drugs with known side effects of drowsiness or similar which might impair the drivers ability to drive safely. 5. The activity risk assessment must include details of any unusual journeys and any associated risks due to the type of vehicle, experience of the driver, length of journey, fatigue, restrictions of the driver, e.g. special needs, manual handling of goods carried , weather conditions etc. 6. The driver shall ensure that any kit carried on the vehicle must be secured as not to cause distraction to the driver and through movement of items, kit etc any injury to passengers. 7. In respect of fatigue the driver shall ensure that they have a rest break (Recommended at least 15 minutes minimum every 2 hours of driving) and ensure that there is at least a 10 hours rest period between the end of one day and the start of the next. If the driver feels that the deadlines set by ECSC compromise their ability to take these rest breaks then the driver must inform their Line Manager and the Line Manager should reorganise the schedule so that these breaks can be taken. 8. The driver shall ensure the security of the vehicle when it is not attended, avoid personal confrontation with other drivers (road rage), ensure sufficient fuel is in the vehicle, keep valuables out of sight, and carry a mobile phone, torch, and map for emergencies.
COP Driving –Issue 2015-07
Page 2 of 6
ECSC COP DRIVING ON ECSC BUSINESS & MOBILE PHONES Managers Responsibilities Manager are responsible for ensuring the driving activity is planned and managed as per any other company activity and that suitable risk assessment is undertaken. Managers have to complete pre driver approval checks as above and also ensure the drivers are adequately informed.
Ensure that driving risks have been addressed as part of the risk assessment. Ensure the drivers have been briefed in the road traffic requirements and /or standards for all the countries they are required to drive in, and to be prepared. (e.g. in Spain drivers who wear spectacles are required to have a spare pair in the car.)
Provide sensible guidelines about driving and for the use of the vehicles for all employees who may drive for the company.
Ensure that the correct motor insurance cover is in place for the vehicle Ensure you have provided information in respect of breakdown call outs e.g. you might wish to provide AA or RAC breakdown cover for the longer trips
Risk-assess driving and hire vehicle use where necessary Choose the right vehicle and the safest specification for the needs of the job. Work with the driver to plan the journey.
Emergency Planning-Consider worst case scenarios-snow and ice, blocked roads, stuck in the vehicle overnight and such delays in remote areas etc. Plan contingencies, arrange for warm clothing energy bars, drinking water etc. Agree procedures to inform Emergency Services and stay with the vehicle.
Ensure that work practices, journey schedules, appointments and routes enable drivers to stay within the law
Ensure the driver is competent by checking the driving licence, giving due consideration to any driving offences held on record.
Never ‘require’ employees to be available on mobile phones while they are driving Make sure all communications equipment issued by ECSC has ‘message facilities’ Carry out regular checks to ensure compliance with company policies and practices Check for and limit the tendency toward the ‘mobile-office’ Drivers Responsibilities
Ensure you are well rested, and feeling fit and healthy (and not taking medication which contraindicates using machinery) before starting long journeys
Plan the journey allow enough journey time to include a minimum of regular rest breaks (at least 15 minutes at least every two hours). If necessary, plan an overnight stop. Sharing the driving is a good idea but both drivers have to be insured especially if using a hire car Don’t forget to allow adequate “spare” time in case of breakdown, punctures, bad weather restrictions etc. Ensure the vehicle has been checked for correctly inflated tyres, Check windscreen washer is full of water, Emergency Hazards lights, horn, lights including fog lights etc are working and you know where the controls are in the vehicle. Ensure all the manufacturer’s driver’s checks in the manual are completed
COP Driving –Issue 2015-07
Page 3 of 6
ECSC COP DRIVING ON ECSC BUSINESS & MOBILE PHONES
The vehicle has the tools and equipment necessary to change a tyre including Hi vis jackets and warning triangles.
Schedule activities in consultation with their manager to: Avoid setting out on a long drive after having worked a full day Avoid driving into the period when they would normally be falling asleep Avoid where possible driving in the small hours (between 2am and 6am)
If feeling sleepy during a journey, stop somewhere safe, take drinks containing caffeine, and / or take a short nap.
Use a mobile phone (whether owned by ECSC or otherwise) whilst driving only in accordance with the standards for Use of Company Mobile Phones.
Accident Reporting All accidents, however slight, are to be reported as soon as possible to the Centre Manager (or other designated Manager as appropriate) who must ensure ECSC motor insurance reporting procedures are followed If the road traffic accident involves injury to persons or animals, it should be reported directly to the Police immediately.
Training ECSC is responsible for ensuring that employees driving on company business are competent for the vehicle and conditions that their work driving might foreseeably encounter. For the normal ‘run of the mill’ car driving, holders of a UK full driving license of the correct classification is normally considered as adequate. For extreme weather or hostile environment conditions, other forms of driving training may be required. Examples are: Skid pan Advanced Driver Defensive driving skills Agricultural course such as tractor driving-LANTRA
COP Driving –Issue 2015-07
Page 4 of 6
ECSC COP DRIVING ON ECSC BUSINESS & MOBILE PHONES
Use of Mobile Phones when driving
ECSC has a number of Company mobile phones that personnel can use if authorised by the Centre Manager or through the CC.
All staff who have been allocated use of a mobile phone must only operate these phones in line with current Road Traffic Acts and Regulations for the country they are driving in.
Current legislation prohibits the use of hand held mobile phones whilst driving as it is considered driving without due care and attention. Failure to comply could leave the driver with three penalty points on the driving licence; a ‘fixed penalty’ fine; or up to £1000 if the case goes to court.
The prohibition includes all activities associated with using a mobile phone which is not stored in a cradle, e.g. hand held whilst dialing out, reading texts etc. The prohibition also applies when stationary in traffic. Being stationary and having the engine running is still technically driving!
If stored in a cradle and a call is received, pull over and park safely to speak, or set the phone to voicemail message. Never compose or read text messages when driving. Don’t make calls unless for an emergency reason Take a message on voicemail; return the call when you can safely stop.
Having the phone in your lap with an earpiece attached is not acceptable as this activity could still breach road traffic regulations regarding ‘due care and attention’.
ECSC requires all drivers while on business (and in their own vehicles) to take a responsible attitude to the use of mobile phones. The rule must be to keep hands on the wheel, eyes on the road and the mind on driving.
The driver must remember that that they are personably liable for keeping within all Road Traffic regulations. The UK mobile phone legislation does not affect the present law, which imposes an absolute obligation on drivers to have full control of the vehicle and to drive with due care and attention at all times. Therefore any driver who lets a mobile phone of any type distract from their driving may face criminal prosecution and penalties.
ECSC does not condone any driver action leading to the illegal use of mobile phones. Any planned or unusual company driving activity must be included in the risk assessment and the information contained in the RA must be passed on to the staff involved”.
It is also responsible action for all personnel who are phoning mobile phones to ask if it is safe to speak to the recipient, if they are driving, remember the rules above. No manager will require a member of staff to receive a call whilst driving. A breach of this code of practice will be considered a serious disciplinary matter.
COP Driving –Issue 2015-07
Page 5 of 6
ECSC COP DRIVING ON ECSC BUSINESS & MOBILE PHONES SAMPLE CHECKLIST-ADAPT TO SUIT YOUR OWN JOURNEY PLAN
DRIVERS NAME
CHECKLIST DATE
JOURNEY PLANNED
JOURNEY DATES
ACTION POINT
RESULTOK / NOT OK / N/A
DRIVERS LICENCE DOCUMENTS SIGHTED AND ENDORSMENTS NOTED DRIVERS OWN INSURANCE COVERS BUSINESS USE DRIVER HAS EXPERIENCE OF THE TYPE OF VEHICLE NEEDED AND TERRAIN TO BE EXPERIENCED DRIVER HAS A JOURNEY / ROUTE PLAN FOR ‘LONGER’ JOURNEYS (OVER 2 HOURS) DRIVERS SCHEDULE IS REASONABLE , IE DRIVING WITHIN THE SPEED LIMITS WITH A FACTOR FOR PERIODIC REST BREAKS AND BREAKDOWN, TRAFFIC DELAYS
DRIVER REMINDED OF VEHICLE PRE JOURNEY CHECKS SUCH AS TYRE TREAD AND PRESSURES OK, WIPER WASH TANK FULL, HORN, WIPERS AND LIGHTS OK, VEHICLE NOT OVERLOADED, ETC DRIVER NOT FATIGUED BREAK DOWN ARRANGEMENTS CONSIDERED (AA, RAC ETC) MOBILE PHONE RULES DISCUSSED WITH DRIVER HAZARDOUS JOURNEYS-EMERGENCY PLAN AND PREPARATIONS IN PLACE SPARE FOOD & DRINK WARM CLOTHING, TORCH, BLANKET, MOBILE PHONE ETC DRIVER ADDITIONAL TRAINING NEEDS CONSIDERED e.g., DEFENSIVE DRIVING, SKID PAN ETC OVERSEAS DRIVING-LOCAL COUNTRY DRIVING RULES RESEARCHED AND ARRANGEMENTS MADE TO COMPLY
COP Driving –Issue 2015-07
Page 6 of 6
