HSPOL22 Driving at Work Policy V5 by Provide Community

Driving at Work Policy

Version: V5

Ratified by: Finance and Investment Committee

Date ratified: 12/07/2023

Job Title of author: Head of Health Safety and Compliance

Reviewed by Committee or Expert Group Property, Health and Safety Steering Group

Equality Impact Assessed by: Head of Health Safety and Compliance

1. Introduction

It has been estimated that up to a third of all road traffic accidents involve somebody who is at work at the time. This may account for over 20 fatalities and 250 serious injuries every week. This policy sets out our arrangements for those employees who are required to drive for work and will be reviewed in the light of any revised legislation or published guidance documentation. The policy has been written in order to pull together information and guidance from a range of current sources.

This policy applies to any motorised transport used by staff to drive at work, including motorcycles, cars, vans and lorries.

This policy should be read in conjunction with the No Smoking Policy which states that ‘Smoking is not permitted within organisational vehicles and privately-owned vehicles on organisational business, this includes vaping.

2. Purpose

The aims of this policy are to minimise the risk of accidents or incidents involving employees whilst driving at work, and will help Provide to comply with relevant statutory duties.

The objectives of the policy are to:

• Minimise risks to the health and safety of individual employees as a consequence of driving required as a work activity

• Reduce the risk of injury to other road users and individuals on various premises

• Reduce the risk and subsequent costs of accidents

• Ensure compliance with the law with regard to motor vehicles under our control

• Ensure that only those persons who are authorised and medically fit undertake the driving of motorised vehicles as part of their work activity, and there is full compliance with the Driver and Vehicle Licensing Agency (DVLA) standards

• Encourage green and ergonomic principles in the use of all vehicles used for organisational business

• Ensure vehicles under Provide control are, in so far as reasonably practicable, maintained in accordance with manufacturer’s recommendations and are roadworthy

• Ensure drivers of privately owned vehicles used for Provide business are aware of their responsibilities, in so far as is reasonably practicable, for ensuring their vehicles are maintained in accordance with manufacturer’s recommendations and are roadworthy

The above objectives will be achieved by:

• Endorsing a positive safety culture, which involves all staff

• Undertaking suitable and sufficient risk assessments

• Providing suitable information and training for drivers on ergonomic and green issues

• Ensuring all incidents and accidents are investigated in accordance with procedures

3. Definitions

Under Health and Safety and Road Traffic Laws driving at work includes any driving for work whether on the public highway or on a site it also includes on-the road work activities. Health and Safety Legislation does not apply to commuting, unless the employee is travelling from their home to a location which is not their usual place of work.

The Road Traffic Act and Road Vehicle (Construction and Use) Regulations are administered by the police.

4. Duties

Group Chief Executive

The Group Chief Executive is responsible to the Provide Board’s for the effective implementation of The Driving at Work Policy.

Group Chief People Officer

The Group Chief People Officer is responsible to the Group Chief Executive for the overall co-ordination and implementation of the policy within Provide.

Human Resources Team

The Human Resources Team and Head of Health, Safety and Compliance. Responsibilities include providing advice and support to staff throughout the organisation to ensure that appropriate risk assessments in relation to driving at work are undertaken, health and safety risks identified and appropriate health and safety systems are in place.

The Head of Health, Safety and Compliance will lead on policy monitoring across the organisation

Team Managers

It will be the Team Managers responsibility to ensure that the following categories are taken into consideration when looking at staff who drive to work.

Accidents/Incidents

• Accidents or Incidents involving staff whilst driving at work must be reported using Datix and investigated.

• Team Managers should consider any referrals that an employee may require to the Occupational Health Department for counselling following an accident / incident.

Smoking

Staff should be reminded that smoking and Vaping is not permitted within Provide vehicles and privately owned vehicles on Provide business.

Employees

Provide employees who are required to drive for work must:

Documentation

• Hold an appropriate current driving licence.

• Ensure they are insured to drive the vehicle for the purpose it is being used e.g., business purpose, and provide when requested the documentary evidence.

• Ensure the vehicle has current tax and have all current relevant documents. e.g., MOT and service history

In an attempt to help mitigate against this, unless staff have provided the correct documentation, which is authorised by their Manager, on Easypay then they will be unable to claim any expenses for the car used for work.

• Business Class 1: Covers business driving away from your regular office to multiple work sites or to visit clients or customers. Many insurers let you include your spouse in the coverage so long as their business driving is for your business (not, for example, for their own job). You should also be covered for regular day-to-day driving (e.g., for social, domestic and pleasure driving and commuting to/from your permanent place of work).

Whilst Driving

• Follow procedures for driving safely as set out below in Section 9 Information, Instructions and Training and in line with the Highway Code.

Vehicle worthiness

• Privately owned car - ensure it is maintained in a road worthy condition in accordance with manufacturer's instructions, including any maintenance checks by drivers. See Appendix B for guidance.

• Lease car - comply with leasing agreement and maintain in a road worthy condition, including any maintenance checks by drivers. See Appendix B for guidance.

• Drivers of Provide vehicles undertake check inspections as required by drivers in accordance with local procedures.

Incident Reporting

• Report all accidents through Datix, the incident reporting system.

• In the event of an accident staff must ensure that they exchange insurance details with the other driver, and if someone has been injured or something damaged the member of staff has not leave the scene until police had been informed.

Reporting Procedures for the Notification of Driving Offences

• Staff have a responsibility to advise their managers if they are disqualified from driving.

• Staff have a responsibility to inform their manager if they are likely to be disqualified by Point Accumulation.

Other Issues

• Report any health problems, which could affect their fitness to drive to DVLA and Occupational Health Nursing staff.

• Attend all training as required by their manager.

• Share cars whenever possible, Business Insurance required

• Report any concerns about colleagues driving capability to an Occupational Health Nurse within the Occupational Health Department.

Occupational Health Responsibilities

The Occupational Health department will carry out health assessment on drivers as set out in Appendix A.

5. Consultation and Communication

Communicated by briefings, Platform and MyCompliance

6. Monitoring

The Health, Safety and Compliance team will lead on policy monitoring across the organisation

7. Summary of Organisational Safety and Environmental Standards

Road Worthiness

Increased service intervals on all types of vehicles are taken too literally and the neglect of basic routine checks is far too common occurrence. Some modern cars can go up to 30,000 miles before a service is required, but simple checks across the vehicle and inside the engine bay are still a necessity to avoid serious problems Guidance on maintaining vehicles in a roadworthy condition is set out in Appendix B.

Vehicle Selection

Green Policy / Sustainability Issues

• Staff will be encouraged to select smaller more fuel-efficient cars.

• Business mileage should be kept to a minimum. As much travelling as possible should be carried outside the most congested early and late afternoon periods, but without impacting negatively on the workload.

• Staff should be encouraged to use the Provide electric car which is either stationed at Kestrel House or Provide HQ. Further information on how to use the car can be found on the staff Intranet and by liaising with the Estates Team.

Security

• Don’t leave anything on show when the car is unattended. Always use load covers when carrying equipment in the boot if possible when the vehicle is to be used for carrying high value goods (work equipment etc.) the organisation needs to be advised. A full risk assessment should then be carried out by the manager (High value can be classed as anything in excess of £250 by the insurance company).

• If equipment or other items are taken home overnight ready for the next day the vehicle should be garaged or equipment stored in the home for safety.

• Care should be taken when using keys to open vehicles. Some vehicles are supplied with special security keys and these should be held in a secure place in case a replacement key is required in future.

Parking

• Care should be taken when parking. If possible, when dark ensure that the car is parked in a well-lit area and park on the correct side of road so that their reflectors are visible to approaching traffic

• When parking the vehicle, notice should be taken of any restrictions in force. Drivers are liable for all traffic fines as a result of infringements. Do not park in disabled bays unless you have the correct documents to do so. Never park on the pavement.

People safety

• All occupants should use seat belts, at all times. If possible, car doors should be kept locked in transit. A risk assessment may need to be carried out to determine the feasibility of this.

Navigation Systems (Sat Nav)

• Staff should not programme service user sensitive data into navigation systems when using or storing addresses (i.e., name, contact details, NHS number, Date of Birth).

• Staff need to ensure that all reasonable precautions are taken when storing navigation systems in the car. Do not leave the navigation system on display, always lock away / hide within the car, take with you when your journey has been completed.

Passengers

• Staff are encouraged to share cars whenever possible. Staff must be adequately insured for the carriage of passengers. Business Car Insurance is required

• With the exception of the Supported Living Team, staff are not permitted to carry service users in their own car

8. Supported Living Team

Staff from within the Supported Living Team, may, on occasion be required to transport residents on visits to the shops, hospital appointments etc. In some cases, the resident will have a Mobility vehicle which has blanket insurance cover so that anyone can drive the car.

Prior to any staff members driving the vehicle authorisation in writing needs to be sort from the resident’s next of kin (with delegated authority) or the acting Court of Protection. When the member of staff is required to take residents out in their own cars, they must ensure that they have Class 1 Business insurance and seek clarification from their insurers that they are able to transport individuals. Proof of this authorisation must be submitted to the Supported Living Manager and held within personal records.

On occasions medication will need to be carried for the residents of the supported living houses as a result of a medical appointment, prescription completion and the purchase of over the counter medications. When such incidents occur, refer to the Medicines Management Team for guidance.

9. Information, Instruction and Training

• Managers must ensure their staff who drive at work receive adequate comprehensible health and safety information, where appropriate written instructions on organisational vehicle safety and environmental standards as set out in Section 8 above and on driving safely as set out below:

• To drive safely for own and other road user safety, never drive faster than road conditions allow and obey speed limits.

• Not to create circumstances or get involved with any road rage situations

• Never to drive under the influence of alcohol or drugs.

• To ensure hand-held mobile phones are switched off whilst driving.

• The use of hands-free mobile phones is not recommended apart for immediate essential communications. Drivers should be aware that they are liable for prosecution under the road traffic act if involved in an accident whilst using a hands-free mobile phone.

• Do not eat or drink or undertake any other activity whilst driving which would make driving unsafe.

• To adhere to the Road Traffic regulations and the Highway Code at all times.

• To ensure all passengers wear seat belts unless medical reasons dictate.

• Do not smoke within Provide vehicles and privately-owned vehicles on Provide business.

• To take extra care when driving in bad weather conditions e.g., snow and ice and ensure extra warm clothing is taken in case of any mishap which results in staff being stranded.

• In bad weather to take advice of police warnings before undertaking any journey.

• Not to drive for work after working long hours and tired.

• To take regular breaks when driving long distances.

• To ensure they maintain their eyesight at legal standards including wearing glasses/contact lens as necessary and to report if they have any problems.

• Know how to manage accident/incidents and when to report to the police.

10.Equality and Diversity

Provide is committed to ensuring that, as far as is reasonably practicable, the way we provide services to the public and the way we treat our staff reflects their individual needs and does not discriminate against individuals or groups on any grounds.

11.Transportation of Articles, Items or Substances

Before you carry articles, items and substances in a vehicle for work you must have received relevant information, instruction and/or training. Line manager will ensure that staff receive appropriate information, instruction and training for the safe use, handling, transportation and disposal of articles or substances by vehicle.

• Specimens - All specimens MUST be transported in line with the arrangements set out in the associated Infection Prevention and Control (IPC) policies

• Medical Gases: Staff may be required to transport medical gases as a requirement of their role. This could be due to the nature of service and drugs provided within a community setting. With some drugs carrying the risk of hypersensitivity and/or anaphylaxis reactions the transportation of oxygen is essential to maintain patient safety. Where staff that carry medical gases, they must comply with relevant polices and associated legislative requirements.

• Clinical waste – See Waste Policy

• Sharps: Where staff carry sharps and sharps containers safe systems of working must be adhered to at all times, in line with waste policy

• Medications: To ensure the security of medication and the viability of the medication i.e., storage temperature requirements. Arrangements should be in place prior to collection of the discharged patient for controlled drugs. Drivers and/or non-clinical staff are not allowed to sign for controlled drugs. Drivers must adhere to the safe systems of work in place for the transportation of medications and/or drugs.

• Confidential Material – Information Governance principles and policies apply whilst using your vehicle for work activities

• Medical equipment – To store and secure the equipment so as to minimise risk of damage. Particular note should be taken to ensure that the storage, transportation and temperature exposure will not affect the clinical functionality of the equipment.

• Equipment - To secure equipment out of sight to the general public locked in boot of care and not to leave equipment unattended in vehicles if items cannot be stowed out of sight.

• Hazardous substances – Ensure items are transported and carried safely, following the manufacturer’s instructions, COSHH risk assessment and material safety data sheet.

12.References

• Health and Safety at Work Act 1974

• Management of Health and Safety at Work Regulations 1999

• Workplace (Health, Safety and Welfare) Regulations 1992

• Provision and Use of Work Equipment Regulations 1998

• Successful Health and Safety Management HSG65

• Workplace Transport Safety HSG136

• Driving at Work INDG382

• Carriage of Dangerous Goods and Use of Transportable Pressure Equipment Regulations 2007

• Road Traffic Act

• The Road Vehicles (Construction and Use) Regulations 1986 and subsequent

• Amendments

• The Highway Code

• Smoke Free Regulations, 1 July 2007

Appendix A: Health Assessment

PRE-EMPLOYMENT

Completion of the Pre-Employment Health Screening is required for all individuals whose work requires the driving of a motorised or mechanically propelled vehicle.

REVIEW HEALTH ASSESSMENT

Will be required in the event of:

(a) Accident associated with driving;

(b) Any absence from work due to ill health, which raises management concerns with reference to continuing fitness to drive safely; and

All health assessments will be undertaken by our occupational health providers following formal written request with referral details from the Line Manager or Head of Service. A written report will be provided to the Line Manager providing specific advice with reference to fitness to drive.

Appendix B: Guidance on Maintaining Roadworthiness

All vehicles used for business use must be serviced and maintained in accordance with the manufacturer’s recommendations

Set out below are routine checks required by drivers in addition to regular servicing

Vehicle warning indicators – checked on starting the vehicle

Daily checks

• Check that lights are in full working order, windows and mirrors are clean and number plates are in place and visible.

• Check Wipers/washers

• Horn

Regular checks

• Windscreen washer levels

• Tyre pressure and tread depth should be checked regularly. See Tyre safety below.

Cleanliness of the car

Staff should keep their cars in a clean and tidy condition at all times. This is particularly applicable to lease cars.

General

Care should be taken when driving over speed bumps as this could lead to misalignment of the tracking, which in turn leads to unsafe tyres.

Tyre Safety (Further Guidance)

A tyre has a contact point on the road of about the size of a large footprint and has to provide the entire grip for steering, braking and acceleration. The legal minimum tread depth is 1.6mm. This applies across the central three quarters of the breadth of tread and round the entire circumference of the tyre. See Picture on Page 13 for more details.

Most car type tyres have tread wear indicators usually at least six small ribs across the bottom of the main tread grooves. When the tread surface becomes level with these ribs the tyre is at the legal limit and must be replaced. Tyres should be checked regularly.

Tyre pressures

• Pressures should be checked fortnightly and only when the tyres are cold.

• Correct tyre pressures are vital for safe handling, optimal braking, and grip and tyre life.

• Low tyre pressures or overloading will cause increased fuel consumption, higher air pollution, shorter tyre life and a greater risk of tyre failure.

• High tyre pressures may cause reduced comfort, less grip, greater risk of impact, tyre damage and reduced stability when braking and cornering.

• Even a short trip to the garage will warm the tyre up and raise the pressure.

• Recommended tyre pressures may vary according to load or speed. Look in your vehicle handbook or consult your garage or tyre dealer.

Appendix C: Ergonomic Guidance for Car Use

Ergonomics and key aspects of the vehicle are covered below. It is important to remember that the greater the number of adjustable features within a car, the greater the likelihood of achieving a good and comfortable posture.

Look for certain features in a car for example:

SEATING – Generally

A comfortable and supportive seat with:

(a) An independent height and tilt adjustment (see Picture 1[A])

(b) Electronic adjustment controls. Ensure that all adjustment mechanisms are easy to use and positioned such that poor posture is not encouraged.

Seat Base

Adequate leg length (see Picture 1 [B]) – ensure thighs are adequately supported and that the seat base is not:

(A) Too short (see Picture 2)

(B) Too long (see Picture 3)

Adequate base width (see Picture 1 [C])

Ensure seat base is wider than hips and thighs.

Picture 1

Picture

Adequate height adjustment of seat base to ensure:

(a) Feet can operate pedals without stretching

(b) All controls are easily reached

(d) Good all-round vision.

Back Rest

• Back rest height (see Picture 4 [D]) – ensure height of backrest reaches the shoulders and does not obstruct 'rearward vision'

• Back rest width (see Picture 4 [E]) - ensure wide enough to support shoulders.

Lumbar Support

• The back rest should provide continuous support along the length of the back and an adjustable lumbar support may help to achieve this, but be careful - many do not offer full adjustment resulting in pressure points or gaps

• An adjustable lumbar support with ideally up/down and in/out adjustment

• Always ensure the lumbar support 'fits' your shape and is comfortable.

Seat Belt

• Ensure the seat belt is adjustable and comfortable.

Steering Wheel

• An adjustable steering wheel (in/out, up/down and tilt) (see Picture 5)

• Power steering

• Ensure steering wheel is centrally positioned and not 'offset' to prevent rotation of the spine

• Ensure steering wheel does not obstruct the display panel.

Picture 3

Picture 4

Picture 5

Pedals & Gearbox

• An automatic gearbox can be helpful

• Centrally positioned pedals that have adequate spacing and are not 'offset' as they can create torsion on the spine

Mobile Phone

If a 'hands-free' mobile phone kit is to be fitted, ensure the cradle, microphone and speaker are appropriately positioned to encourage good posture as demonstrated in Picture 7, the driver needs to stretch to reach the mobile cradle.

Boot

• A boot with an appropriate sill height, easy access and adequate space.

• The sill height for example, not be too low, so that when manually handling loads in / out of boot, you can do so with good, comfortable postures and therefore minimise the risk of injury. See Picture 8.

Car Environment

• Comfortable leg and head room

• Air conditioning.

Picture 6

Picture 7

Picture 8

EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage 1: ‘Screening’

Name of project/policy/strategy (hereafter referred to as “initiative”):

Driving at Work

Provide a brief summary (bullet points) of the aims of the initiative and main activities:

Aim of policy is to provide guidance to staff on driving safety whilst at work.

Project/Policy Manager: Sarah Bright

Date: June 2023

This stage establishes whether a proposed initiative will have an impact from an equality perspective on any particular group of people or community – i.e., on the grounds of race (incl. religion/faith), gender (incl. sexual orientation), age, disability, or whether it is “equality neutral” (i.e., have no effect either positive or negative). In the case of gender, consider whether men and women are affected differently.

Q1. Who will benefit from this initiative? Is there likely to be a positive impact on specific groups/communities (whether or not they are the intended beneficiaries), and if so, how? Or is it clear at this stage that it will be equality “neutral”? i.e., will have no particular effect on any group.

Neutral

Q2. Is there likely to be an adverse impact on one or more minority/under-represented or community groups as a result of this initiative? If so, who may be affected and why? Or is it clear at this stage that it will be equality “neutral”?

Neutral

Q3. Is the impact of the initiative – whether positive or negative - significant enough to warrant a more detailed assessment (Stage 2 – see guidance)? If not, will there be monitoring and review to assess the impact over a period time? Briefly (bullet points) give reasons for your answer and any steps you are taking to address particular issues, including any consultation with staff or external groups/agencies.

Neutral

Guidelines: Things to consider

Equality impact assessments at Provide take account of relevant equality legislation and include age, (i.e., young and old,), race and ethnicity, gender, disability, religion and faith, and sexual orientation.

The initiative may have a positive, negative or neutral impact, i.e., have no particular effect on the group/community.

Where a negative (i.e., adverse) impact is identified, it may be appropriate to make a more detailed EIA (see Stage 2), or, as important, take early action to redress this – e.g., by abandoning or modifying the initiative. NB: If the initiative contravenes equality legislation, it must be abandoned or modified.

Where an initiative has a positive impact on groups/community relations, the EIA should make this explicit, to enable the outcomes to be monitored over its lifespan.

Where there is a positive impact on particular groups does this mean there could be an adverse impact on others, and if so can this be justified? - e.g., are there other existing or planned initiatives which redress this?

It may not be possible to provide detailed answers to some of these questions at the start of the initiative. The EIA may identify a lack of relevant data, and that data-gathering is a specific action required to inform the initiative as it develops, and also to form part of a continuing evaluation and review process.

It is envisaged that it will be relatively rare for full impact assessments to be carried out at Provide Usually, where there are particular problems identified in the screening stage, it is envisaged that the approach will be amended at this stage, and/or setting up a monitoring/evaluation system to review a policy’s impact over time.

EQUALITY IMPACT ASSESSMENT TEMPLATE: Stage 2:

(To be used where the ‘screening phase has identified a substantial problem/concern)

This stage examines the initiative in more detail in order to obtain further information where required about its potential adverse or positive impact from an equality perspective. It will help inform whether any action needs to be taken and may form part of a continuing assessment framework as the initiative develops.

Q1. What data/information is there on the target beneficiary groups/communities? Are any of these groups under- or over-represented? Do they have access to the same resources? What are your sources of data and are there any gaps?

N/A

Q2. Is there a potential for this initiative to have a positive impact, such as tackling discrimination, promoting equality of opportunity and good community relations? If yes, how? Which are the main groups it will have an impact on?

N/A

Q3. Will the initiative have an adverse impact on any particular group or community/community relations? If yes, in what way? Will the impact be different for different groups – e.g., men and women?

N/A

Q4. Has there been consultation/is consultation planned with stakeholders/ beneficiaries/staff who will be affected by the initiative? Summarise (bullet points) any important issues arising from the consultation.

N/A

Q5. Given your answers to the previous questions, how will your plans be revised to reduce/eliminate negative impact or enhance positive impact? Are there specific factors which need to be taken into account?

N/A

Q6. How will the initiative continue to be monitored and evaluated, including its impact on particular groups/improving community relations? Where appropriate, identify any additional data that will be required.

N/A

Guidelines: Things to consider

An initiative may have a positive impact on some sectors of the community but leave others excluded or feeling they are excluded. Consideration should be given to how this can be tackled or minimised. It is important to ensure that relevant groups/communities are identified who should be consulted. This may require taking positive action to engage with those groups who are traditionally less likely to respond to consultations, and could form a specific part of the initiative. The consultation process should form a meaningful part of the initiative as it develops, and help inform any future action.

If the EIA shows an adverse impact, is this because it contravenes any equality legislation? If so, the initiative must be modified or abandoned. There may be another way to meet the objective(s) of the initiative.

Further information:

Useful Websites www.equalityhumanrights.com Website for new Equality agency www.employers-forum.co.uk – Employers forum on disability www.efa.org.uk – Employers forum on age

IMPACT

TEMPLATE: Stage One: ‘Screening’