Vehicle Policy and Procedures

School of Plant Biology

Vehicle Policy and Procedures

IMPORTANT: PLEASE READ THIS POLICY

Vehicle Policy and Procedures

Contents

1Purposeof Policy

2Application & Scope

3Definitions

4Plant Biology (PB) Authorised Drivers

5Vehicle Booking

5.1.Booking a Vehicle

5.2.Booking Priorities

5.3.Cancellation of a Booking

5.4.Schedule of Fees

6PRE-DEPARTURE CHECKS - VEHICLE SAFETY CHECKLIST

7During the Use of a Vehicle

8On Completion of Your Trip

8.1.Refuelling

8.2.Cleaning vehicles

8.3.Key return

9Accidents

10Minor Damage

11Breakdown

12Insurance

12.1.Persons Insured By this Policy

12.2.Driving Own Vehicle for Work Purposes

12.3.Hire Vehicles

13Insurance Excess and Withdrawal of Driver Authorisation

14Regular Servicing and Department of Transport Registration

15 Replacement and Procurement of Vehicles

16 Document Control and Change History

Vehicle FeeSchedule (Effective 1ST June 2015)

Vehicle SafetyChecklist & Log

Trailer - TowingSafetyChecklist

Inspect thetowing vehiclebeforethetrip:

Inspect theTrailer During theTrip

VehicleDamageReport

VehicleDamageReport Continued

1Purposeof Policy

The School of Plant Biology (PB) maintains a fleet ofvehiclesand several trailerstosupporttheteaching andresearchactivitiesoftheSchool, particularlyinregardstofieldwork.Theprimary purposeofthispolicyistoensuretheeffectiveandefficient use of Plant Biology vehicles andto work within the relevant stateand territoryroad rules andregulations.

Thepolicyisalsointendedtoensure:

theintegrity, reliability,andgood performance ofvehicles,

that users have access to appropriate training and support, and

that the vehicles are appropriately managed.

2Application & Scope

1. ThispolicyappliestoanypersonusingvehiclesownedbytheSchool of Plant Biologyandregistered with the Western AustralianDepartment of Transport.
2. Allmembersoftheschool shouldbeawareofthepolicy,theirresponsibilitiesandobligations.Itisthe responsibilityofeveryUniversityauthoriseddriver tounderstand andcomplywith thispolicy.
3. Supervisorshavetheresponsibilitytoensurethatallstudentsandvisitor’swithintheirresearchgroup are aware andabidebythis policy.
4. TheuseofPlant Biologyvehicles is subjecttothe terms andconditionsoutlined below.
5. Thepolicyistobe usedinconjunctionwithrelevantUniversityPolicies and agreements, specifically the “Driver safety guidelines” located on the UWA Safety, Health and Wellbeing website at: and “Driving in remote locations”

3Definitions

Word/Term / Definition
Vehicle Folder / Eachvehicle hasa folderwhichcontainsat aminimumthe following:
Vehicle Safety Checklist Form & Log,
Vehiclepolicy,
Damage report sheets,
Trailer – Towing Safety Checklist (for vehicles with tow ball), and
Towing Trailers – Things you should know (only in vehicles with a towball)
“Chain of Responsibility” Legislation Fact Sheet 4 – Driver Responsibilities
AppropriateLicence / Aclass Clicence isrequiredfor allvehicles. Where a 4WD vehicle is to be driven then further qualifications are to be undertaken. Please see further information under the heading of “Plant Biology Authorised Drivers”
Authorised Driver / An Authorised Driver is adriverwhohas completed the School of Plant Biology“Vehicle Induction”,had their driver’s licencesighted byadelegatedstaffmember and arelistedin thePlant Biology driver register. Additionally if driving a 4WD then the driver must possess the minimum certification of ‘Operate a light vehicle’. If driving off-road then driver must have completed a 2 day 4WD course which covers recovery.
Plant Biology DriverRegister / This is aregisterof current,authoriseddriversfromwithinandexternalto the School of Plant Biology.Alongside a driver’sname andcontact details thelicence expirydate isrecorded. This register iskept in the AdministrationOfficeand maintainedbythe Plant BiologyAdministrationstaff.

4Plant Biology (PB) Authorised Drivers

Only authoriseddriversarepermittedtodrivePBvehicles.Inordertobecomeauthorised,anindividual must:

1. Read this Plant Biologyvehicle policy and the UWA ‘Driver safety guidelines’ Policy found at:
2. Have a currentappropriate licence;
3. Visiting Internationalstudents may drive on their overseas license for as long as it remains valid in the country of issue. If your overseas license is not in English, then you must carry an International Driving Permit or an approved English translation of your license. This must be carried with you at all times when driving.
4. See
5. If you hold a permanent resident visa, you can drive on your overseas licence until you have resided in WA for three (3) months. You should apply for a WA driver’s licence during this time as you will not be able to drive on your overseas driver’s license after the 3 month period.
6. Complete a Plant Biologyvehicleinductionwith the Plant Biology Administration Officer.
7. Registerwith the AdministrationOffice located in Agriculture Central Room 1.125andhaveyourlicencesighted. A copy is required to be kept on file. NOTE: Should your licence be revoked, you are NOT permitted to use a School of Plant Biology vehicle.
8. Undertake the ‘Operate Light Vehicle’ course run by Shawsett or an equivalent Nationally Recognised Course if the driver may on occasion drive a Plant Biology/UWA vehicle on gravel roads. This is mandatory. Please note that experience will not be considered to be a suitable substitute.

If a 4WD vehicle is being used then the minimum standard 1 day 4WD course is to be completed. Ifa 4WDvehicleis to beused off-road, then the driver must have completeda4WD coursewhich includes instruction onvehiclerecoveryandthesafeuse ofthewinch (2 day course).

Itistheresponsibilityofindividualstomaintain currency oftheirdriver’slicence. Undernocircumstancesisa driverauthorisedtodrivewithoutavaliddriver’slicence.

Ifatany timethelicenceofaPlant Biologyauthoriseddriverexpiresorisrevokedorthedriverisotherwise disqualifiedfromdriving, itistheresponsibilityofthedrivertonotify theAdministrationOffice sothat theirnamemay beremovedfromtheregister.

Itisthe responsibility ofaPlant Biologyauthoriseddrivertocomply withalltraffic rulesandparking ordinances.All usersarepersonally responsiblefordrivinglawinfringementsthatarecommitted. Thisincludesspeed and redlight cameras as well asparkinginfringements.Fineswillnot bepaidbythe School of Plant Biology.

Exceptincasesofgenuineemergency,theauthoriseddriver willnotpermitanyotherpersonwhoisnotan authoriseddrivertodrivethevehicle.Anyincidentwhichrequiresanunauthorisedpersontodrivethe vehiclemustbereportedtothe Admin Officeassoonaspossible

5Vehicle Booking

5.1.Booking a Vehicle

Vehiclesare to be bookedthrough the on-line booking system.Yourname, contact number, Business Unit and Project Grant to be charged MUST be completed when making the booking. Bookingsshouldbemade as earlyaspossibleand must bemade fora set periodwith thestartandendtimecompleted.

For external bookings the appropriate Business Unit and Project Grant MUST beprovided forthe bookingto berecognised. Assistancemaybeprovidedbythe AdministrationOfficepersonnel.

5.2.Booking Priorities

Normally,thepriorities for all vehicle uses areasfollows.

Remoteareafieldresearch includingstaffandpostgraduateresearch.

OtherPlant Biologybusiness includingresearchand teaching.

Outsideusers–otherdepartments orapprovedusers.

Inexceptionalcircumstancesbookingsmayneedtobechangedbythe AdminOffice, forexampleifurgent repairsormaintenanceare needed.

Insomeinstancestheuseofahirecarmaybethepreferableoption. This is the case when the booking is to be for an extended period eg. longer than two weeks. This ensures that vehicles are more readily available to other users by not taking them out of service for a lengthy period of time. The UWA preferred suppliers for vehicle hire are Budget-Rent-a-Car and Thrifty.

5.3.Cancellation of a Booking

Courtesytoothervehicleusersisofhighestimportance.Cancellationorchangeofbookingshouldbe made 24 hours before the start date and time by updating the on-line booking system.

Intheeventthatavehicleisnotabletobe returnedwithinthe specified bookedperiod,itisthe responsibility ofthe authoriseddrivertonotify theAdministrationOffice (Phone: 6488 2545 or 6488 2206) assoonaspossiblegivingthereasonforthedelay andofthe expectedtime ofreturn. Inthiswayotherswhomayhavebookedthevehiclecanbenotified.

5.4.Schedule of Fees

The scheduleof fees forusingaPlant Biology vehicleislistedinAppendixA. AProject GrantnumberMUST be provided when the booking is made. The fees will be reviewed in June every year.

NOTE: Failure to return a vehicle on time or failure to cancel a booking, will incur a full day charge.

6PRE-DEPARTURE CHECKS - VEHICLE SAFETY CHECKLIST

The OHSAct(2004) requires employers to ensure the health and safety of people who are undertakingworkandwithequipmentwithinaworkplace. Thisincludestheuseof motorvehiclesinthe workplace.Toensurethatvehiclesused by Plant Biologyauthoriseddriversareclean,tidyand maintainedin goodrepair,it isimportant to protect,monitorandreporttheconditionof vehicles.

All Vehicles

All vehicles including trailers taken off the UWA campus site, whether it be for 10 minutes or 2 weeks, are to have the relevant Vehicle Safety Checklist and/or Trailer Safety Checklist form completed prior to doing so. This has been amalgamated with the Log sheet and is located in the vehicle folder.

Priorto a remote regiontrip,theSupervisorandtheauthoriseddriver(ifrequested) must undertakeajointsafetyinspectionofboth thevehicleanditsancillary safety andremoteregionequipment. This may includetheloadingoftrailers.TheVehicleSafety Checklist & Log(Appendix B)and TrailerSafetyChecklist(AppendixC) are tobeusedforthis purpose.

This measure has been put in place to ensure that the previous user has returned the vehicle in good condition and is safe for the next user.

Ifyouthinkthevehicleisdamagedandnotfitforuse,do not use it and report it to the Administration Office!

Basic checks foranauthoriseddriver are:

Walkaroundandcheckforvehiclebodydamage(scratches,

dents,breakages,missingequipment),

Check the petrol, oil, including auto transmission fluid if the vehicle

is an automatic, brake fluid, water, tyrecondition and electrics eg.

that all lights including indicators, brake lights & head lights are in

working order.

On thevehiclediagramchecklist(AppendixD),markthelocationof

thefault anddamageand/or notifythePB Admin Office.

Reviewthevehicle’sinteriorandnote ifvehicleis soiled(spillages,

dumpedrubbish,unclean)

Check the cleanliness ofwindows andmirrors.

ALSO NOTE THAT:

MobilephonesMUST NOTbeusedwhiledrivingPlant Biologyvehiclesunlessthereisahands-freekit available. If you must take the call, driversMUSTpulloff the road, when safe to talkonamobilephoneifthereisnohands-freekit. Texting is NOTPERMITTED under any circumstances whilst driving.

VehicleswhichareunattendedMUSTbelockedatalltimes. Some of the vehicles have a self-locking mechanism. The vehicle will lock if the keys are inside the vehicle and the vehicle is not started within 30-60 seconds. Always remove keys from the vehicle when the vehicle is not being driven or you could find yourself locked out of the vehicle with the keys still in the ignition.

SmokingisNOT permittedinvehicles underanycircumstances (

Every vehicle has a folder containing the Vehicle Safety Checklist & Log book.This istobecompleted outbeforeandaftereverytrip. If you have noted any faults/damage to the vehicle these MUST be reported to the Administration Office staff.

Trailers

Beforetowingatrailer,ensureyou have completed the Trailer - Towing Safety Checklist. Youmust understandhowtoconnectitsafely,howthebraking system works and the load is properly secured.Care mustbe takenwhentowingatrailerastheoverallstability ofthevehicleis usuallyreduced.Trailersshouldnotbeoverloaded.Theloadlimitsforindividualtrailersareclearlymarked oneach one. Ensure the load is properly restrained using appropriate restraining equipment. Refer to the Load Restraint Guide on the Trailer folder shelf for safe carriage of loads.

Allpotentially dangerous materials(includingfuel, gas cylinders, liquid nitrogen, dry ice, augers,axesandheavy items)shouldbestowedoutside thecabinof thevehicle and/orwithin the trailer.

7During the Use of a Vehicle

Itistheresponsibilityofthe authoriseddriver/s toundertakeregularsafetymaintenancecheckson an extended field trip. A guideline for a simple maintenance check follows:

Removedipstickandcheckengine oil.

Checktyrepressureandadjustforroadconditionswhenpossible.

Visuallycheckother fluidlevelse.g. coolant,brakefluid,powersteering fluid,windowwasher water

Visuallycheckforleaksaroundenginebay,aroundthevehicleandontheground.(note that wateris produced bycarair conditionersandmaypoolunderthe vehiclebutthisshouldnotbecoloured)

If the vehicle is Diesel, turnignitionto“on”position,whentheGLOWLIGHTturnsoffstarttheengineandcheckforwarning lightsandcheckthe fuellevel.(Readthevehicleoperationsmanualifyouarenotfamiliarwithdiesel startingprocedures)

Avoid fatigue:

• There is to be no driving under conditions which could lead to fatigue such as overnight or whilst unwell.
• Driving for more than 10 hours in a 24-hour period is not allowed.Travel time to and from home should be included in this calculation.
• Regular breaks must be taken at least every two hours to walk and stretch (note driving can be shared between multiple authorised drivers).

Ifatany time,youbecomeawareofany problemthatmakesthevehicleunsafe,youshouldstopthevehicle assoonasitissafetodo soandreporttheproblemtoeitherthe School Office on 6488 2545 / 6488 2206 or the School’sSafety Officer on 6488 1789as soon aspractical.You should contactRACRoadside Assistandrequest assistance.

8On Completion of Your Trip

Whenyourtripiscompleted,usersshould reviewthe vehicle’sinterior andremove personalbelongings. Completeavehiclewalk-aroundto confirmthe stateofthevehicle.ReportanyvehiclefaultstothePB Administration Office.

8.1.Refuelling

Thereare fuelcardsprovidedineachvehicleforCaltex andShelloutlets. Driversareresponsibletorefuel the vehicles upon their return so that the next user starts out with a full tank.

8.2.Cleaning vehicles

Considerationandrespectforthenextusershouldbedisplayedbyensuringthevehicleisreturnedby the nominatedtime.

The School will undertake regular general cleaning of the vehicles, however, for routinelocaltrips,all users(includingundergraduate students)must removerubbishand shakeofffloor mats uponreturn. Everybodyusingthesevehiclesmusttakeresponsibilityforthem. Ifyouhavebeendriving through muddy terrainorupanddownboatrampswheresaltcouldaffectthevehiclethenhosingdownthe vehicleshouldbeundertakenassoon as possible. A wash down bay is available on campus behind the building where the vehicles are kept.

Ifa vehicle has been on a field trip where it has been returned in a dirty state then the vehicle is to be cleaned both inside and out by the people who booked the vehicle out.

8.3.Key return

ReturnthevehiclekeytoRoom G02 in Building 427 of the Plant Growth Facilities assoonaspossible afterthereturnof the vehicleto theUWACampus.

Note: Theuser isresponsibleforthefullcost ofreplacementfor lost keys and tags.

9Accidents

AllaccidentsinvolvingaPlant Biologyvehiclemustbereportedby thedrivertothePB AdministrationOfficeassoonas possible. Wherepoliceorlegalactionmay beinstitutedagainstthedriverinrespectofanaccident,the mattermustbereportedtotheSchool’s Safety Officer assoonaspossible.Undernocircumstancesshould a driveradmit faultforanyaccidentat thesceneoftheaccident.Ifunderpressureto admitfault,drivers should statethattheyarenotpermittedtomakeastatement untilafterreporting it to their supervisor.

Intheeventofanyaccidentinvolvinganothervehicle,person(s)orproperty, thedriver mustsupplyher/his nameandaddress,theaddressandparticularsofthevehicletoanypersoninvolvedintheaccidentor, wheredamageiscausedtoathirdparty‟s unattendedvehicle,anoticeinwritingshowingtheparticulars mustbeaffixedtothat vehicle. Refer totheAccident guidancedetails(AppendixE)whichwill befound inthe vehiclelogbook.

Assoonas practical,theauthoriseddriverofthe Plant Biologyvehicleisrequiredtocomplete an Incident/Injuryreport forOHSandinsurancepurposes, ReferenceshouldalsobemadetotheUWA “Driver safety guidelines” at:

To minimise the impact on resources you will need to take the vehicle to the panel shop. Please arrange this through tothePB AdministrationOffice.

10Minor Damage

All incidentsinvolvingvehiclesshouldbebroughttotheattentionofthePB Administration Officeandwhere appropriatean incidentreportshouldbecompleted ( locatedinthelogbooksofallPlant Biologyvehiclesandminordamageduringuseshould alsobe reportedusing thesesheets. Examples of reportable damage include but are not restricted to; cracked windscreen, breakagetowinchrope,window mechanism, headortail-lights.Please note that minor damage maybechargedtoyourProject Grant depending on the extent of damage if not deemed extensive enough to claim through insurance.

Ifyou suspectthevehicleisun-roadworthy,donotcontinue todrive the vehiclebut seekrepair and assistance as soon as possible.

11Breakdown

If travelling to remote areas, you must have a reliable form of communication, it is advisable to carry a Satellite phone &/or SPOT device in case of breakdown. Should a breakdown occur, usethesatellitephone/SPOT(communicationequipment)toseekhelp andstaywiththevehicle untilhelpcomes.

All modern vehicles are fitted with vehicle warning systems. Usuallythese are warning lights on the dashboard.DONOTIGNOREADASHBOARD WARNINGLIGHTorassumeyouknowwhatitmeans without stopping andcheckingfirst. Theprocedurewhena lightisobservedfollows:

1. Stop the vehicle in a safe place and use the hazard lights.
2. Consult the vehicle handbook and find out exactly what the light means.
3. If phone service is available, phone the Vehicle Customer Care (in the handbook) or RAC for help. The school is a corporate member of RAC. For breakdown assistance call 1300-558-456 and quote the UWA Plant Biology customer number 08-558-5630.
4. As soon as is possible alert the Vehicle customer care or RAC and the school (for warranty and insurance purposes).

12Insurance

University vehiclesarecoveredby comprehensivemotorvehicleinsuranceandCompulsory ThirdParty insurance.Pleasenotehowever,that underthe motorvehicleinsurancepolicyyouandany otherpersonin chargeofordriving the vehiclearenotcovered,ifatthe time ofanaccidentyouor thatperson:

wasundertheinfluenceof anyalcoholordrugorboth

hadintheirbreath orbloodanamountofalcoholordrugequalling/exceedingthatlimitprescribed bylaw;

refusedtotakealegaltestforalcoholordrugs;

didnot,inthecaseofpersonalinjury, withoutareasonablecauseremainatthesceneofthe accidentuntil thepolicearrivedor whenrequiredbylawtodoso;

didnothavetheappropriatedriver’slicenceasandwhenrequiredbytherelevantauthoritiesin Australiatohaveoneand wasnotcomplyingwith itsconditions.

Intheeventofanaccident,whenthedriverisatfault,theinsuranceexcesswillbechargedtotheuser’s

Project Grant.

To minimise motorvehiclebreak-ins,valuableorpotentiallyvaluableitems(mobilephones,notebooks, packages,casesetc), shouldnot bevisible fromoutsidethevehicleifthe vehiclesisleftunattended.Care should betakentoensurethatnoconfidentialorsensitivedocuments are left invehicleswhileunattended.

12.1.Persons Insured By this Policy

The University provides insurance for authorised members of University staff or students using University vehicles for official business. All drivers must hold a current and appropriate license for the class of vehicle being driven.

"L" Plate drivers are not permitted to drive vehicles insured by this policy

The policy provides cover for all licensed motor vehicles including cars, trucks, buses, motor cycles and trailers owned by, or in which the University has an insurable interest.

Failure to follow the following procedures will result in vehicles NOT being insured.

Vehicles must only be used on University business as outlined in the University Finance Manual.

The driver must have an appropriate and current drivers licence.

The vehicle must not be driven by a person under the influence of drugs or alcohol.

If the vehicle is to be used in an off-road situation, the driver must have attended both gravel road training and a relevant Four Wheel Drive Training Course.

12.2.Driving Own Vehicle for Work Purposes

Your own car is NOT insured for work purposes unless you have arranged the cover through your OWN insurers.

12.3.Hire Vehicles

Hired vehicles are NOT insured by the University Motor Fleet Policy. When you hire a car for University business, standard insurance is normally included as part of the hire charge. If insurance is not included as part of the hire charge, the Department shall purchase insurance for the vehicle from the hire company. No cover is available under the UWA policy.

NB: Most Hire vehicle policies excluded the vehicle from being driven on un-gazetted roads

13Insurance Excess and Withdrawal of Driver Authorisation

DependingoncircumstancestheSchoolmay nolongercovertheinsuranceexcessifthere hasbeenan indicationofnegligenceorrepeatedincidentsby asingledriver. In theeventofanaccident, when the driver is at fault, the $2000 excess is payable by the individual’s Project Grant or the department sustaining the loss or damage.

Should a third party be responsible for the accident the excess MAY be recoverable.

Negligenceorabuse may alsoleadtowithdrawalofthe Plant Biologydriverauthorisation,atthe discretionoftheSchool.

14Regular Servicing and Department of Transport Registration

ThePB Administration office staffwillarrange forrepairsandserviceas required andorganise the renewal of the annualregistrationof vehicles.

15 Replacement and Procurement of Vehicles

TheSchool ofPlant Biologywill endeavourtoprovideandmaintain a variety of vehicles primarily for theundertakingoffieldtripsinrelation toresearch andteachingactivities.Towardsthe endofthewarranty period vehicleswill beassessedforreplacement.

16 Document Control and Change History

Dateapproved: / 31/05/12 / DatePolicy
willtake effect: / 31/05/12 / DateofNext
Review: / 4/11/16
Approvedby: / Alan Luks – School Manager
Custodiantitlee- mail address: / Manager, Finance & HR
Author: / Anna O’
Updated by: / Pauline Yeung
Responsible School: / School of Plant Biology
Supporting documents, proceduresforms of thispolicy: / UWA - Use of University Vehicles Policy
International Drivers Reference:

Safe Towing

Towing Trailers

Plant BiologyVehicleDamageReport (AppendixA)
Plant BiologyVehicleSafetyChecklist(Appendix B)
Plant BiologyTrailerSafetyChecklist (Appendix C)
Plant Biology Vehicle Damage Report (Appendix D)
“Chain of Responsibility” Legislation Fact Sheet 4 – Driver Responsibilities
Audience: / School of Plant Biology Vehicle Users
ExpiryDateof Policy: / N/A
Version Control / DateEffective / ApprovedBy / Reason for Amendment
1 / 31/05/2012 / Alan Luks / Updates
2 / 10/09/2012 / Alan Luks / Updates
6 / 13/03/2013 / Alan Luks / Updates
7 / 23/07/2013 / Alan Luks / Updates
8 / 14/01/2014 / Alan Luks / Updates
9 / 19/02/2014 / Alan Luks / Vehicle checklist/log related
10 / 21/05/2015 / Alan Luks / Load restrained and price updated
11 / 18/11/2015 / Pandy du Preez / Change of vehicle key location and Safety Officer

Appendix A

Vehicle FeeSchedule (Effective 1ST June 2015)

PLANT BIOLOGY USE
VehicleType / Flagfall Per Booking / Per Km / Half Day / Full Day
2WD / $10.00 / $0.50 / $49.00 / $78.00
4WD / $10.00 / $0.70 / $51.00 / $86.00
Trailer / $5.00 / $12.00 / $17.00
OTHER UWA USE
2WD / $10.00 / $0.60 / $66.00 / $93.00
4WD / $10.00 / $0.90 / $71.00 / $104.00
Trailer / $5.00 / $17.00 / $22.00
EXTERNAL USE (Excl. of GST)
2WD / $10.00 / $0.90 / $89.00 / $126.00
4WD / $10.00 / $1.20 / $93.00 / $142.00

NOTE:

Flagfall is a fixed fee per vehicle booking

Half day = Any usage period in excess of 3 hours prior to 12pm (morning); or any period in excess of 3 hours after 12pm (Afternoon)

Full day = any usage period in excess of 5 hours in one day

Hire charge applied will be the greater of the kilometres travelled or daily rate plus flagfall.

Cancelled bookings without at least 24 hours notice or bookings not cancelled will incur a flagfall plus the relevant day rate charge.

Late return will incur a flagfall plus the relevant day rate charge.

Fee will be reviewed in June every year

Document Created:
31/05/12 / Version: 11 / Version Change Date:
18/11/2015 / Document Approved By:
Pandy du Preez (Manager, Finance & HR) / Page 1 of 21