Nugent Care OWN VEHICLE Driver Information & Safety Handbook

The intention of the Handbook is to provide drivers with a summary of the key issues relating to Nugent Care’s Occupational Road Risk (ORR) Policy and best practice guidance for safe vehicle use.

Introduction: / This Handbook summarises important information and provides instruction and guidance aimed at ensuring the safest operation of motor vehicles.
The Handbook should be read in conjunction with any other policies and relevant documentation e.g. Health & Safety Manual, Vehicle Manufacturer’s Handbook.
Any questions regarding this Handbook should be referred to your line manager in the first instance.
Scope: / The content of this Handbook applies to any employee authorised to use their own vehicle on Nugent Care business.
Employee Responsibilities: / By signing the declaration form provided at the end of this Handbook, you confirm that you have read, understood and will comply at all times with Nugent Care policies and procedures relating to the use of motor vehicles. You also acknowledge that any breach of the policies and procedures may result in disciplinary action being taken against you.
Section 1 – Driving/Use
1.1 Driving requirements whilst using own vehicle on Nugent Care Business / It is a legal requirement that any one driving a motor vehicle on a road, or in a public place, must be in possession of a current driving licence valid for the type of vehicle in question.
Before any person is allowed to drive a vehicle on Nugent Care business, they must submit a completed driver’s questionnaire and provide their original (not a copy) driving licence to their line manager for verification. A mandate authorising Nugent Care to check details of the licence with DVLA, if felt necessary, must also be signed.
Nugent Care reserves the right to refuse authorisation to drive depending on the information disclosed on the driver questionnaire and/or driver’s licence.
Completion of driver questionnaires and submission of driving licences will be requested at least once a year. It is however your responsibility to notify Nugent Care immediately if any material changes, such as subsequent endorsements, penalties, periods of disqualification, notice of intended prosecution or health issues, affect your (or your nominated drivers’) licence or ability to drive. Failure to do so may lead to disciplinary action being taken against you.
All drivers must be 17 years of age or over and has a full driving licence for the type of vehicle concerned.
Must have completed a satisfactory driver declaration and submitted this to Nugent Care along with their driving licence
1.2 Mobile Telephones: / It is illegal to use a hand held phone or similar device whilst driving. Nugent Care has banned the use of hands free kits, as research has shown that the conversation has a considerable distracting effect on the driver.
Under no circumstances should a driver make outgoing calls unless the vehicle is parked in a safe location with the engine turned off.
If you receive a call whilst driving, do not answer the caller. Wait until you park your car and are safely able to return the call.
Mobile phones should never be used in petrol filling stations or in other places where there is a risk of explosion, e.g. some customer sites such as hospitals or chemical works, or in the vicinity of aircraft.
1.3 Fines/Penalties: / All fines incurred are the responsibility of the driver and should be paid immediately
The driver of the vehicle must drive within the law at all times, including: -
·  ensuring that a valid Road Fund License is displayed
·  ensuring that traffic signs and statutory speed limits are observed
·  ensuring that the vehicle is legally parked and not in breach of any regulations.
·  driving the vehicle whilst under the influence of alcohol or drugs is strictly forbidden.
Drivers must notify their line manager in writing, if they have been charged or convicted of any motoring offence.
The Head of Establishment, Department or Project (who may seek advice from the Health and Safety Manager) must review the status of such a driver.
1.4 Insurance: / There is no cover under Nugent Care insurance policy for employee owned or any other non-company vehicle.
If you use your own or any other non-company vehicle on Nugent Care business, you must ensure that appropriate insurance cover is in place. In the case of cars, Class 1 - personal business use will normally be sufficient but wider use may be required for some roles. You should discuss exact requirements with your insurance company or broker. Ensure that passengers are covered fully also.
A copy of the relevant Insurance Certificate must be submitted to your line manager for checking and authorisation prior to such use.
1.5 Annual Documentation Checks / The Line Manager is responsible for checking that each prospective driver has a valid, current and appropriate driving license and MOT.
An Authorised Driver Form must be completed and/or updated every six months.
The Vehicle Controller must check that no Driver has any serious motoring convictions
1.6 Other Documentation: / Own vehicle users must provide original registration and valid MOT documentation for copying by your line manager.
Section 2 - Vehicles:
2.1 Condition of Vehicle: / Any vehicle used on Nugent Care business reflects on the charity and as such should be clean and in good condition, inside and out.
2.2 Maintenance – Routine Checks By Driver: / To ensure your safety and the reliability of the vehicle, you should undertake the following checks:
n  Tyres: Check for cuts, damage and tread depth prior to any journey. Pressure checks, including the spare wheel, should be made at least once a week.
n  Lights: Check that all lights, including indicators, are operating correctly prior to a journey.
n  Glass: Windscreens, windows, mirrors and light covers should be kept clean at all times when the vehicle is in use.
n  Fluids: Oil, radiator and washer bottle levels should be checked regularly and always before a long journey. Clutch and brake fluid levels should also be checked on a regular basis.
n  Battery: Check the battery level on a regular basis and keep connections clean and tight. This is particularly important during cold weather when the battery is more prone to failure.
2.3 General Maintenance & Repairs / You should ensure that it is serviced in line with the manufacturer’s service schedule and that it is maintained in a road worthy and clean condition.
Vehicle Inspections
Nugent Care reserves the right to inspect any vehicle intended for use on company business at any time.
2.4 Vehicle Breakdown Cover: / Individuals should make their own arrangements.
2.5 Security of Own Vehicle & Any Nugent Care Property: / Drivers are expected to take all reasonable precautions to safeguard the vehicle and any Nugent Care property in their possession.
When leaving the vehicle unattended, ensure that doors, windows and sunroof are locked and that all valuable items are out of sight in the boot or glove compartment. If fitted, alarms and immobilisers should be activated.
NEVER leave an unattended vehicle unlocked, even for a short time, and do not leave the keys in or near the vehicle when unattended.
When parking, use a secure car park. If there is not one available, choose a busy area and one that is well lit at night.
2.6 Seat Belts & Child Seats: / All occupants of the vehicle must wear seat belts when fitted, in line with legal requirements.
Child seats with special restraints must be fitted and used for children under twelve years of age or less than 135cms in height.
Section 3 – Driver Safety Guidance
3.1 Health & Fitness: / You must inform your line manager immediately of any health or fitness problems that might affect your driving ability. Your line manager will assess the risks involved and implement appropriate measures. Driver’s are expected to comply with these measures and must not put themselves or others at risk by failing to do so.
Eyesight
You must have eyesight that conforms to at least the minimum requirement for driving. Nugent Care undertakes periodic eyesight tests of employees.
Alcohol/Drugs
Nugent Care has a strict policy on alcohol or drug use (refer to the Consumption of Alcohol Policy and the Substance Misuse Policy). Disciplinary action will be taken against any employee found to be driving on company business, whilst under the influence of alcohol or drugs.
Remember that alcohol takes time to clear the system and you may still be unfit to drive some considerable time after consumption e.g. the morning after.
Prescription Drugs
Certain prescription and ‘over the counter’ drugs can cause adverse side effects such as drowsiness. Drivers should take notice of any warnings that accompany medications and if uncertain seek further advice from their GP/Pharmacist. Where identified, such cases should be referred to your line manger for guidance.
3.2 Risk Assessment/Training: / Nugent Care provides regular information aimed at maintaining driver awareness on road safety issues.
In addition, assessment and profiling tools help to identify any training needs that an individual may have. Once agreed, the individual is expected to commit to the required training, which will be monitored and reviewed by your line manager.
3.3 Speeding & Driver Fatigue: / Department for Transport: One of the most significant risks is staff driving or riding at inappropriate speeds on work-related journeys. This includes both exceeding the speed limit and driving* within the limit but still too fast for the conditions (for example, twisting rural roads, poor weather, poor visibility or high pedestrian activity).
People who drive too fast cause, or contribute to, over 70,000 speed-related road crashes each year on Britain’s roads. This kills around 1,100 people and seriously injures over 12,000.
At higher speeds, there is less time to identify and react to what is happening, it takes longer to stop and impacts are more severe, causing more serious injuries to vehicle occupants and others. Higher speeds also magnify other driver errors, such as close-following or driving when tired or distracted, thus multiplying the chances of causing a crash.
Drivers, who ‘speed’, crash more often than those who don’t. Drivers often exceed speed limits in order to get to appointments on time and are less likely to view speeding as risky and more likely to think that being on time is more important.
Business car drivers and those people who drive high annual mileages for work are up to 50% more likely to crash than private motorists.
Aims
As part of our overall health and safety policy, Nugent Care is committed to reducing the risks which our staff face and create when driving or riding for work. We ask all our staff to play their part, whether they use a company vehicle, their own one or a hire vehicle.
Staff driving for work must never drive faster than conditions safely allow and must obey posted speed limits at all times. Exceeding the speed limit is against the law. Persistent failure to comply with the law will be regarded as a serious matter and gross speeding while driving for work will be regarded as a serious disciplinary matter.
Staff who gains penalty points on their license may be required to take further driver training.
We will co-operate with police enquiries resulting from an alleged speeding offence or incident and supply details of the employee.
Senior Managers must:
·  lead by example, both in the way they drive themselves and by not tolerating poor driving practice among colleagues.
Line Managers must ensure:
·  they also lead by personal example
·  staff understand their responsibilities to drive at safe speeds and obey speed limits
·  that relevant and appropriate staff are aware of and obey the speed restrictions on minibuses which came into force 1st January 2008 when they will be limited to a maximum speed of 62 miles per hour.
·  staff plan and undertake journeys at safe speeds and make sure speed limits are observed.
·  work targets, systems of work or performance related methods of pay do not create pressures which lead staff to use speed inappropriately
·  work-related road safety is included in team meetings and staff appraisals and periodic checks are conducted to ensure our Safe Speed Policy is being followed
·  they follow the monitoring, reporting and investigation procedures to help learn lessons which could help improve our future road safety performance
·  they challenge unsafe attitudes and behaviours, encourage staff to drive safely, and lead by personal example in the way they themselves drive.
Staff who drive for work must:
·  never drive faster than conditions safely allow and obey posted speed limits at all times
·  observe the speed restrictions on minibuses which came into force 1st January 2008 when they will be limited to a maximum speed of 62 miles per hour.
·  ensure they know what the maximum speed limit is for the vehicle they are driving.
·  plan journeys so they can be completed at safe speeds and without exceeding speed limits
·  report road safety problems, including crashes, incidents, fixed penalty notices, summons and convictions for any offence, including speeding, to their line manager
·  present their license, and any other documents required, for inspection on request (normally annually)
·  co-operate with monitoring, reporting and investigation procedures.