This booklet has been designed to be a handy in-car personal reference to Buckinghamshire County Council’s Driving for Work Policy and should be read in conjunction with the full policy found on the intranet under Health and Safety Policies and Procedures 9.12 Driving for Work Policy.

Under the Health and Safety at Work Act etc 1974, an employer has two key duties:

• 'to ensure, so far as is reasonably practicable, the health, safety, and welfare at work of all his employees'.
• 'to conduct his undertakings in such a way as to ensure, so far as is reasonably practicable, that persons not in his employment who may be affected by it are not thereby exposed to risks to their health or safety'.

The Health and Safety Executive has laid down a definition that “the vehicle is a workplace” when used in the course of an employee's day.

Reducing collisions is an important responsibility that rests with staff and management. BCC trust that all employees and others, subject to the requirements of this policy, share this concern and will make the management of Driving for Work an integral part of the day-to-day business operation.

Driving responsibly and within the law can be further overlaid with a desire to represent BCC well and not to put the Council at risk of prosecution, undue expense, or suffer from negative publicity. 

As employees, we also have a responsibility to ensure that we drive safely, comply with Road Traffic law, maintain our vehicles in a roadworthy condition, and make every effort to keep ourselves and other road users safe.

What does the policy cover?

All driving activities that are a direct result of your job, except driving to and from your usual place of work; although best practice is encouraged at all times. This includes all business mileage whether claimed or not, all journeys whether long or short and all vehicles.

• Statistically, 1 in 4 collisions on Buckinghamshire roads involve someone driving as part of their job.
• Business drivers are 30-40% more likely to be involved in a collision than a domestic driver.

Exploring other options before making a journey

• Before you make the journey, consider other ways you can meet the objectives and do away with the journey altogether ie Teleconferencing. Details of this are available on the intranet under the ICT A-Z sub-menu.
• Or explore alternative modes of transport such as public transport or a pool vehicle. Visit the Travel Choice pages on the intranet for alternative ways to travel.
• Lift sharing - you could visit Bucks Liftshare to register and find out if you can be matched with someone going the same direction.
• Reduce the journey and arrange to meet at a halfway point

Assessing the risks

Templates booklet - Appendix C to F – Model Risk Assessments
H & S Policies and Procedures, Section 2.1 Risk Assessment

• Your manager will be required to risk assess driving for work activities in their team. It is not necessary to risk assess every driver but each activity type must be covered by a risk assessment and the risks, if any, eliminated if possible. 
• Managers will assist employees to adapt generic risk assessments to make them specific to individuals’ circumstances.
• Managers will encourage staff to mentally risk assess their journeys on a daily basis and to take the appropriate action when and where hazards arise.
• Your line manager will assess whether your driving activity gives you a low or a high-risk rating.
• Employees whose driving activity falls within one or more criteria of the following high-risk rating shall complete a full risk assessment.

1. Routinely carries work colleagues
2. Transports high value or heavy loads
3. Transports service users
4. Drives a fleet vehicle
5. Travels an average of over 500 business miles a month
6. Is required to drive unsociable hours or for emergency purposes.
7. Drivers with 7 or more penalty points on their licence or a period of disqualification

A full risk assessment requires the completion of the following two forms which should be completed on employment and annually thereafter:

Driver Declaration Form

The signature of the form gives authorisation for the Council to check your DVLA record and confirms that you agree to comply with all the requirements of the policy.

You will be asked to produce the originals of the following driving documents and a copy will be taken and kept on your personal file.  This will be requested by your line manager each year:

• Driving licence including photo card and paper counterpart (if applicable)
• Insurance certificate showing that you have business insurance cover.
• Current MOT certificate, if your vehicle is 3 years old or over.

Driver Profile Assessment

This form takes into account a number of personal risk factors that are weighted according to the level of risk they pose. 

• If your personal risk rating is high or an incident record indicates a concern, your Line Manager will discuss appropriate training needs with you and may refer you for a Driver training assessment with the Council provider.
• Training needs must be carried out within 3 months of the need being raised
• Any training needs will be recorded on the Driver Profile Assessment and added to your personal file.

Below are some summaries of the main requirements of the Driving for Work policy and more detail can be found in the policy itself on the intranet under Health and Safety Policies and Procedures 9.12.

General Road Safety

• Comply with Road Traffic Law (see the latest edition of the Highway Code) and the Council’s Driving for Work policy.
• Drive within your own ability and respect other road users.

Legal entitlement to drive

Driving for Work Policy Appendices 1-4

• Ensure you have the correct vehicle category on your driving licence for the vehicle you use for work. - see Appendix 1 - BCC Category of Vehicle user
• You should ensure you have a valid driving licence for the UK and the information on the licence is correct including your current address.

Insurance cover and MOT Certificate

Driving for Work Policy - Appendix 9

• Fleet drivers and leased car drivers are insured by BCC.
• Your insurance should have you as the named driver for the vehicle you drive for work
• The policy should indemnify (compensate) the County Council against all third party claims.
• The policy should state that you are covered to drive for business use.
• BCC is responsible for ensuring fleet vehicles comply with the current law on MoT certificates and tests.
• Employees with leased or private vehicles are responsible for ensuring current MoT certificates and tests for any cars over 3 years old.

Alcohol, Drugs and Fitness to Drive (see also Alcohol and Drugs)

Driving for Work Policy Appendix 11 – Alcohol, Drugs and Fitness to Drive

H & S Policies and Procedures, Section 8 – Health, Medical and Welfare Issues, 8.4 – Occupational Stress

• Ensure your eye sight is fit for driving (the legal requirement states that you must be able to read a number plate at 20.5 metres) and that spectacles or contact lenses prescribed for driving are always worn for this activity.
• You should notify the DVLA and/or line manager of a notifiable illness/medical condition or deterioration in health that could affect your ability to drive. Failure to disclose information could result in disciplinary procedures.
• You should plan rest breaks of 15 minutes for every 2 hours of continuous driving and where applicable you should comply with statutory drivers’ hours rules (see Regulation for the Use of Vehicles, copies obtainable from the Fleet Unit.
• Do not drink alcohol or take drugs that could affect your driving ability and then drive.
• Don’t drive whilst taking any medicine either prescription or over the counter that could impair your ability to drive safely and always let your chemist or doctor know that you drive for work before they prescribe you any drugs.

Vehicle Condition

Driving for Work Appendix 14

• Maintain your vehicle in a roadworthy manner at all times and have it regularly serviced to the manufacturer’s standard.
• Conduct weekly basic maintenance checks including the checking of tyres, oil, water, and lights.

The journey

• Plan and risk assess journeys as appropriate.
• Avoid peak driving times where possible. To check on roadworks affecting your route, Follow the roadworks link on the BCC home page.
• Consult weather reports and allow sufficient time for your journey.
• If you are running late for a meeting, let the meeting organiser know to expect you later than planned.

Personal Safety

H & S Policies and Procedures, Section 2, Risk Assessment

H & S Policies and Procedures 7.1 Personal Safety and the Prevention of Violence

• Advise your line manager/colleagues where you are going and the expected return time.
• Be aware of how stress and tiredness can affect your driving and don’t ignore the symptoms.
• Employees are responsible for their own personal safety.

Driving Licence Offence Codes

Driving for Work Policy – Appendix 7

• Report existing and new endorsements, penalty points, and periods of disqualification to your line manager. Under Duty of Care, employees will be offered further driver training when either the number of penalty points reaches 7 or more or the nature of the endorsement code indicates further training would be beneficial.
• Understand that by submitting a mileage claim, you are confirming you have a valid driving licence, insurance certificate including business use, and where appropriate a current MoT Certificate.
• Understand that failure to comply with the above may lead to action being taken by your line manager under the BCC Disciplinary and Capability Procedures.

Speed and Stopping distances

Driving for Work Policy - Appendix 13

• BCC does not accept breaking speed limits as an acceptable business risk.
• Drivers found continually using inappropriate speed will be subjected to BCC Disciplinary and Capability procedures.
• Managers will give consideration to appropriate driver training, where a staff member has a number of endorsements on their licence related to speed. Details of Driver Assessments can be found on the Learning Hub under Health and Safety. 
• Managers will ensure that drivers are never put in a position where speeding is inevitable due to unrealistic journey scheduling.
• All staff who drive will be encouraged to sign up to the Road Safety ‘Make the Commitment Campaign’. See Road Safety web page for details.

Mobile Phones

Driving for Work Policy - Appendix 10

See H&S Policies and Procedures 10.4 – Mobile Phone Policy

• Mobile phones MUST NOT be used in any way, whilst driving or in control of a vehicle whilst on BCC business. ‘In control’ covers a vehicle being parked but with the engine still running.
• Managers will ensure that drivers and riders understand the BCC mobile phone policy.
• Managers will ensure that no direct contact is made while the driver is on the road.  This applies to colleagues as well as managers.
• Managers will take action under the BCC Disciplinary and Capability Procedures, as appropriate against drivers who do not comply with the mobile phone policy.

Office Equipment in Vehicles

Driving for Work Policy - Appendix 10 - Mobile Phones and apply the same rules and advice

• Office equipment such as laptops, PDA’s, and electrical/paper organisers, must not be used whilst the vehicle is moving.
• SatNav must not be programmed unless the vehicle is stationary.
• If the use of any of the above is required out on the road as part of job requirements, the vehicle should be parked with the engine switched off before accessing the equipment.

Loading and Towing

Driving for Work Policy - Appendix 7  

Appendix 4 – DVLA Driver Licence Categories

• Managers will ensure that drivers have the correct licence type before authorising the towing and loading of trailers.
• Managers will ensure that drivers are aware of the guidance given in the Vehicles (Construction and Use) Regulations 1986.

Transporting of Persons and Wearing of Seatbelts

Driving for Work Policy - Appendix 8

H & S Policies and Procedures, Section 5.1 – Manual Handling

• Managers will ensure the Law requiring the use of seatbelts is complied with on all business journeys.
• Managers will deal with consistent failure to comply with the wearing of seatbelts under BCC Disciplinary and Capability Procedures, as appropriate.
• The driver is responsible for ensuring all passengers aged 14 years and under, wear an appropriate restraint.
• Specialist transport may be required for clients using wheelchairs or with other disabilities (contact Fleet Unit for further guidance).
• Medical exemption to seatbelt wearing may only be granted by a doctor. Managers will record details of any employee producing a Certificate of Exemption from their GP. 

For further information visit http://www.dft.gov.uk/think/focusareas/invehiclesafety/seatbelts

Carriage of Substances Hazardous to Health

Driving for Work Policy - Appendix 12

An explanation of manager’s responsibilities concerning this subject can be found in H&S Policies and Procedures 4.1 Control of Hazardous Substances (COSHH)

• Managers will ensure that employees are aware of both COSHH (Control of Hazardous Substances) and CHIP regulations (The Chemicals Hazard Information and Packaging for Supply) Regulations 2008) where relevant.
• Managers will implement BCC Disciplinary and Capability Procedures, as appropriate for employees who disregard safety advice for hazardous substances.

Breakdown / Emergency Assistance

Driving for Work Policy - Appendix 15

H&S Policies and Procedures 7.1 Personal Safety and the Prevention of Violence

• Managers will give guidance when contacted by an employee who has either broken down or has vehicle problems.
• Lease car drivers should refer to the Lease Car Guidelines.
• BCC recommend casual/regular drivers should consider arranging their own emergency breakdown cover.

Incident Data Recording

Driving for Work Policy - Appendix 16

• Managers will ensure that employees inform line management that an incident or collision has been reported as below. Information should be separately recorded on an employees file.
• Fleet Drivers and Leased Car drivers should report any incidents or collisions via the County’s insurance section and via a BCC Accident/Incident Reporting procedure.
• Essential/Casual drivers, and Volunteers should report any incidents or collisions via the BCC Accident/incident procedure.
• Failure to notify the line manager or record any incident/collision whilst driving on behalf of BCC should be dealt with under BCC Disciplinary and Capability Procedures, as appropriate.
• Managers can contact the Road Safety mailbox for further advice as deemed necessary.

Mileage Claims

• By signing and submitting a mileage claim form employees confirm they have a valid driving licence and Insurance certificate including business use clause.
• If the insurance certificate, driving licence or MoT is found to be incorrect, then BCC Disciplinary or Capability procedures as appropriate are initiated.