BMF Driver's Handbook

Drivers’ Handbook

Issue 02 October 2013 MF571

Before You Start Introduction Driving is the most closely regulated activity undertaken by the Company’s employees and involves some of the greatest risks. This Handbook sets out best practice for ensuring compliance with the law and for minimising risk.

Company Policy It is Company policy to operate our vehicles safely, legally and responsibly and to take every precaution to prevent vehicle accidents. The Company relies on its drivers to implement this policy, to drive sensibly and follow the golden rules set out in this Handbook.

Our drivers and company vehicles are a mobile advertisement for our Company. It is important therefore, that you are smartly dressed and have a tidy appearance. You must show courtesy to other road users, even when provoked and display good manners at all times. The Company prides itself in the care we show the public at large.

Š BMF. Images courtesy of UGS and John Nicholls. BMF would like to thank Duncan McLean of Henderson McLean Ltd for his work in the preparation of this Handbook.

Information correct at time of going to press Cctober 2013.

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Driver’s Handbook

Contents Before you start Introduction and Company policy........................................................................................................ 2 Driving licences.................................................................................................................................4-5 Insurance............................................................................................................................................ 6 Driving standards................................................................................................................................. 6 Seat belts.........................................................................................................................................6-7 Mobile phones..................................................................................................................................... 7 Medical conditions............................................................................................................................... 7 Alcohol and drug abuse ...................................................................................................................... 8 Speed limits......................................................................................................................................... 8 Passengers......................................................................................................................................... 8 Accidents and incidents....................................................................................................................... 9 Driving offences................................................................................................................................... 9 Legal responsibilities............................................................................................................................ 9 Driver fixed penalty notices.................................................................................................................. 9

Operational issues Care of vehicles................................................................................................................................. 11 Vehicle cleanliness............................................................................................................................. 11 Fuel cards.......................................................................................................................................... 11 Vehicle loads Overloading................................................................................................................................... 11 Security of loads............................................................................................................................ 11 Delivering to customers................................................................................................................. 11 On-street loading, unloading and parking.......................................................................................... 12 Crane operating guidelines Arrival on site................................................................................................................................. 12 Operating the crane....................................................................................................................... 13 Leaving the site.............................................................................................................................. 13 Handling bulk bags........................................................................................................................ 13 Health and safety............................................................................................................................... 14 Vehicle security.................................................................................................................................. 14

Drivers’ hours and tachographs Drivers’ hours and EU rest regulations............................................................................................... 15 Working Time Directive ................................................................................................................15-16 Tachographs Analogue tachographs................................................................................................................... 16 Digital tachographs........................................................................................................................ 17 Driver responsibilities..................................................................................................................... 18 Production of information, downloading and storage..................................................................... 19 Vehicle unit.................................................................................................................................... 19 Quick use guide to digital tachographs.....................................................................................20-21 Confirmation of understanding....................................................................................................... 22 Driver’s Handbook

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Before You Start Driving licences In order to drive a Company vehicle you must be in possession of a full, valid UK licence for the category of vehicle being driven (or in possession of a relevant foreign or international licence that would permit you to drive in the UK).

Vocational licences Category

Entitlement

B

A motor vehicle with a maximum authorised mass not exceeding 3.5 tonne and not more than 8 seats in addition to the driver. Drawing a trailer not exceeding 750kg

B+E

A combination of a motor vehicle and a trailer with a maximum authorised mass exceeding 750kg

C

A motor vehicle used for the carriage of goods and whose maximum permissible weight exceeds 3.5 tonne

C1

A motor vehicle used for the carriage of goods with a maximum authorised mass exceeding 3.5 tonne but not exceeding 7.5 tonne and including a trailer with a maximum authorised mass not exceeding 750kg

C+E

A combination of a motor vehicle in category C and a trailer with a maximum authorised mass exceeding 750kg

C1+E

For drivers obtaining this category with a car licence before 1 January 1997. The definition covers combination motor vehicle in category C1 and a trailer with a maximum authorised mass exceeding 750kg

Note

For drivers obtaining this category with a C1+E on or after 1 January 1997. The definition covers combination of vehicle in category C1 and trailer exceeding 750kg up to a combination weight limit of 12 tonne providing the maximum allowed mass of the trailer does not exceed the unladen weight of the drawing vehicle

Persons authorised to drive commercial vehicles Only approved personnel and contractors are allowed to drive vehicles on behalf of the Company.

A Senior Manager of the Company is responsible for approving drivers of Company vehicles. An employee not approved cannot drive on behalf of the Company.

Note: You must not allow anyone to drive your vehicle who is not on the approved drivers’ list.

Vehicles insured by the Company can be driven by: • Employees who drive Company vehicles as part of their duties.

• Personnel who have permission from a Senior Manager of the Company.

• Drivers aged over 18 years for small goods vehicles and vehicles up to 750kg gross vehicle weight and aged over 21 years for all other vehicles. They should have held a full GB or Northern Ireland driving licence for the category of vehicle being driven for at least one year.

The vehicle categories a driver is entitled to drive are clearly shown on their driving licence.

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Before You Start Driving licence audit All approved drivers must undergo a licence audit every six months. Your licence must be shown to your Manager (not a photocopy). The Company will keep a photocopy of the complete driving licence. Failure to produce the licence when requested will result in your entitlement being suspended.

Note: You must notify your Manager of any driving convictions as soon as they occur and you must not wait for them to be picked up at the six-month check.

Renewing the photograph on your driving licence You will need to renew the photograph on your driving licence before it expires, as it is only valid for 10 years. If you are a short period licence holder, over 70 or medical short period, you will only need to renew your photograph when your driving entitlement expires.

The renewal date can be found on the front of your licence 4b i.e.

18-08-10.

Loss of driving licence The loss of a driving licence as a result of the penalty point procedure or a serious driving offence constitutes grounds for dismissal where an employee is required to hold a driving licence in order to carry out their duties.

A return to driving duties after a period of disqualification is at the absolute discretion of the Company.

Excluded drivers The following people are specifically excluded from driving the Company vehicles (whether employees or not): • Anyone not in possession of a full, valid UK licence for the category of vehicle being driven (or not in possession of a relevant foreign or international licence that would permit them to drive in the UK).

• Learner drivers (unless permission in writing has been granted by the Company and a suitable qualified driver is present).

• Anyone under the relevant age and without the experience required, for the category of vehicle being driven.

• Anyone who has been convicted of or who has pending any prosecution for a motoring offence in the following categories:

• Reckless driving/dangerous driving, causing death by dangerous driving or manslaughter.

• Driving under the influence of drink or drugs.

• Failing to stop after an accident.

• Any other offence or combination of offences, which has or might result in disqualification.

• Anyone who has been refused motor insurance (or renewal) or had a policy cancelled.

• Anyone who suffers from a medical condition that would disqualify them from holding or obtaining a relevant current driving licence.

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Before You Start Driver CPC The driver CPC will apply to all new drivers acquiring a Large Goods Vehicle (LGV) from September 2009.

Those drivers already holding a vocational licence will be granted grandfather rights. However, all drivers must complete 35 hours periodic training every 5 years.

This will apply to drivers who drive vehicles in categories C1, C1+E,C or C+E as they are all in scope of this regulation.

The company will arrange all necessary training.

Insurance All Company vehicles, including hire vehicles in the care and custody of the Company, by law are insured for liabilities to third parties with substantial excess to be paid by the Company. The actual cover may change from time to time and should you require details of insurance cover these are available from your Manager. The cost of damage to Company vehicles, hired vehicles or third party property one way or another will end up being paid by the Company. It therefore goes without saying care must be taken when driving or manoeuvring.

A copy of the insurance certificate is available from the Company.

Accident and incident reporting It is your responsibility to ensure that all incidents, including potentially serious ‘near misses’ are reported to your Manager no later than the end of the working day or shift when the incident occurred. In the event of an accident, Managers will be involved in debriefing drivers to ensure full details of the accident are reported and recorded.

At the time of an incident • Organise traffic to avoid further incidents or damage.

• Call emergency services if there are any injuries or in other dangerous circumstances.

• Organise first aid if applicable.

(See page 9 for further details).

Driving standards No one may give an instruction to break or ignore any Traffic Regulation, neither must drivers take any instruction as a directive to break any Traffic Regulation. Drivers who have been involved in careless or repeated incidents may well be required to take part in a driver assessment and re-training programme.

All drivers are expected to drive safely and within the law. An employee who is required to drive vehicles may be instructed to attend a one-day driver training and assessment course. An employee who is considered to be an unsafe driver may be expected to undertake further training until his/her driving reaches an acceptable standard.

Employees refusing to undertake such training and/or failing to reach an acceptable standard of driving may lose the authority to drive vehicles or may have their employment terminated.

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Before You Start Seat belts Use of seat belts (where fitted) by Company drivers and all vehicle occupants is a condition of employment. It is the responsibility of the driver but also the duty of any employee, driver or not, to ensure that all vehicle occupants are wearing seat belts.

Exemptions There are limited exemptions from the need to wear seat belts and these are as follows: • Using a vehicle constructed or adapted for the delivery or collection of goods or mail while making local rounds, deliveries or collections (the journey to or from the delivery area is not exempt).

• While performing a manoeuvre that includes reversing.

• Supervising a learner driver performing a manoeuvre including reversing.

• A person holding a valid doctor’s certificate indicating it is inadvisable on medical grounds to wear a seat belt.

• A person conducting a driving test if wearing a seat belt would endanger himself or any other person.

• A person riding in a vehicle being used under a trade licence for the purpose of investigating or remedying a mechanical fault.

Mobile phones It is an offence to hold a hand held phone or any other devices such as palm pilots and personal organisers whilst driving. It is not an offence to use a two-way radio while driving, however, care should be taken.

It is illegal to use hand-held phones or other devices in traffic jams and at traffic lights.

However, if the phone is in a hands free cradle, drivers will be able to push a single button to activate the hands-free phone system. Phone calls should not be dialled while the vehicle is moving or stopped in a traffic jam or at traffic lights.

The Department for Transport considers that employers would not be liable just because they supplied a phone or because they phoned an employee who was driving.

Medical conditions If you have a medical condition which has become worse since your licence was issued or you have developed a new medical condition, it is your responsibility to inform your Manager and the Drivers’ Medical Unit, DVLA Swansea SA99 1TU. You must also inform DVLA if you have had any of the following: • An epileptic event (seizure or fit).

• Sudden attacks of disabling giddiness, fainting or blackouts.

• Severe mental handicap.

• A pacemaker, defibrillator or anti-ventricular tachycardia device fitted.

• Diabetes controlled by insulin or tablets.

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Before You Start Medical conditions (cont.)

• Angina (heart pain) while driving.

• Parkinson’s disease.

• Any other chronic neurological condition.

• A serious problem with memory.

• A major or minor stroke.

• Any type of brain surgery, brain tumour.

• Severe head injury involving in-patient treatment at hospital.

• Any severe psychiatric illness or mental disorder.

• Continuing/permanent difficulty in the use of arms or legs which affects your ability to control a vehicle.

• Dependency on or misuse of alcohol, illicit drugs or chemical substances in the past three years (do not include drink/driving offences).

• Any visual disability that affects both eyes (do not declare short/long sight or colour blindness).

• Any heart condition or heart operation.

• Sight in only one eye.

• Any visual problems affecting either eye.

Alcohol and drug abuse Driving a Company vehicle while under the influence of alcohol or any illicit drugs or narcotics is strictly prohibited and subject to disciplinary action, which may result in dismissal.

Speed limits It is important to build in sufficient travelling time into your journey to maintain strict compliance with all speed limits.

Speed limits for the main classes of vehicles Vehicle Class

Motorways

Dual carriageways

Other roads

Cars, car-derived vans

70

70

60

Cars, car-derived vans when drawing a trailer

60

60

50

Rigid goods vehicles up to 7.5 tonnes GVW

70

60

50

Goods vehicles over 7.5 tonnes and goods vehicles drawing a trailer where the combined laden weight exceeds 7.5 tonnes

60*

50

40

*Speed limiter requirements may limit a vehicle’s maximum speed to 56 mph 8

Driver’s Handbook

Before You Start Note • The above are maximum speed limits. There are often lower limits in force and these should be strictly observed.

• Small vans such as the Ford Transit Connect are not a car derived van, these vehicles are goods vehicles and therefore the goods vehicle speed limits for vehicles up to 7.5 tonnes must be observed.

Passengers You are not allowed to carry passengers not employed by the Company in a Company vehicle unless specifically instructed to do so by the Company. Formal disciplinary procedures will be followed if a driver contravenes this instruction.

Carrying live animals in the vehicle is strictly forbidden.

Accidents and incidents Legal requirements • Stop!

• Give your name and the address of the Company to anyone having reasonable grounds for requiring it.

DO

• Exchange registration numbers.

• The police must be called if there are any personal injuries sustained. It is advisable to call them if the accident is serious or you suspect any driver of being under the influence of drink or drugs.

• Contact your Manager to report the incident.

• Admit responsibility or liability.

• Sign any documents, other than a European Statement (for drivers from other EU countries).

• Make payments or any offers of payment.

In the event of an incident, drivers must obtain the following information: • Time.

• Names and addresses of all witnesses.

• Road and lighting conditions.

DON’T

• Third party driver’s name and address.

• Third party’s insurers and policy number.

• Name and number of any attending Police Officer.

• A brief sketch of the scene of the accident, showing positions of vehicles before and after impact and any relevant signs, etc.

Failure to report damage or loss promptly may invalidate the Company’s insurance policy, in which case drivers may be held personally liable.

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Before You Start Driving offences It is worth reminding drivers that most offences refer to both driver and Company. Drivers are responsible for paying their fines, which may range from £250 to £1000 for offences relating to overloading, drivers’ hours, tachographs, insecure loads and not observing weight restrictions.

The Company does not pay fines for drivers convicted of driving offences. If you are unclear on any part of this policy or your responsibilities you should contact your Manager.

Legal responsibilities You are legally responsible for your actions on the road, and for your compliance with all Traffic Regulations. You are responsible for reporting all defects on your vehicle which cause the vehicle to contravene regulations. If there is any doubt about a vehicle’s roadworthiness, it should not be driven on public roads or on sites until the problem has been resolved.

Driver Fixed Penalty Notices The Vehicle and Operator Services Agency (VOSA) officers and police have the authority to issue fixed penalties at the roadside. Fixed penalties will be set at different amounts depending on the offence. Additionally, different levels of fixed penalty will be set for the same offence to reflect the level of offending.

Officers will be able to issue fixed penalty notices for the following categories of offence.

• Overloading • Drivers’ hours and tachograph records • Roadworthiness and statutory testing • Driver licensing • European community authorisation and licences • Vehicle excise duty.

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Operational issues Care of vehicles At all times, it remains the responsibility of the driver of a Company vehicle to ensure that the vehicle is in a roadworthy condition. You MUST carry out daily checks of the vehicle you are driving using the Vehicle Daily Check and Defect Report provided before the start of any driving duty. If a lorry mounted crane is fitted, the crane must be checked for damage and oil leaks. The vehicle report sheet should be used to report any crane faults or defects. You must not assume that someone else has checked the vehicle. Any defects or damage to the vehicle, however caused, must be notified to your Manager.

Vehicle cleanliness Your vehicle is a travelling advertisement for the Company, so please keep it clean inside and out.

Fuel cards If Company commercial vehicles are issued with a ‘fuel card’ this must only be used to purchase vehicle fuel, and in emergencies engine oil. Drivers must give the correct odometer reading to the garage attendant when transactions are made. The correct odometer reading is essential as vehicle fuel consumption is monitored. The fuel card and fuel transaction tickets MUST be returned to your Manager at the end of each day with the vehicle keys.

Vehicle loads Overloading • It is an offence to use a vehicle on the Public Highway in an overloaded condition. The overloading can be on front or rear axles as well as the gross vehicle weight and each are seen as separate offences. Drivers are responsible for ensuring the vehicle being driven is not overloaded. If in doubt consult your Manager and arrange to have the vehicle weight checked at the nearest weighbridge.

Security of loads • It is an offence to use a vehicle without the load being secured to the vehicle.

• All products, timber, sheet materials, packs of bricks and blocks, etc. must be secured no matter how far the vehicle is travelling.

• Load retaining straps, ropes and sheets are all provided, please make sure these are used.

Delivering to customers • Should a customer request that the goods be unloaded on the public highway, or if it is necessary to drive the vehicle over the public footpath in order to unload the goods onto a driveway or where unforeseen damage might occur to a surrounding property, you should ask the customer to sign a statement on the delivery note that the action will be at their request and at their risk.

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Operational issues On-street loading, unloading and parking You should not stop to load or unload: • Where all stopping is prohibited, for example, clearways, pedestrian crossings and double white lines.

• Where there is a loading ban.

You must not stop: • If causing unnecessary obstruction, for example opposite another vehicle or road island.

• In a dangerous position, for example, on a bend or bridge.

Loading and unloading restrictions are shown on signposts at intervals along the kerb.

Loading and unloading is allowed in ‘No Parking’ streets, but the following rules apply: • Drivers can only stop to load or unload and for no other purpose. Drivers must be able to prove they are acting within the rules and are entitled to stop.

• Police officers and traffic wardens have the right to move on a vehicle at any time if it is causing an obstruction.

Crane operating guidelines Before the start of duty the crane must be checked for damage, defects and oil leaks.

Arrival on site Lorry mounted crane operators need to be aware of risks and dangers when operating the crane at all times.

• Personal protective equipment must be worn at all times.

• High visibility jackets must be worn at all times.

• When unloading near schools or play areas call upon help to keep area clear.

• Ensure truck is positioned on firm and level ground.

• Ensure that there are no overhead power lines in the vicinity, a minimum of 9 metres from a power pole and 6 metres from any cables.

• Keep clear of scaffolding, walls, and any obstructions.

• Keep clear of manhole covers.

• Keep clear of open excavations.

• Ensure that you have clear vision all-round.

• Hazard lights must be used.

• Unloading area must be coned off.

• Ensure jack extensions are fully extended both sides, and then lower jacks to just touching the ground and close shut off valves. (Lower one leg at a time) DO NOT JACK UP TRUCK. • If operating on tarmac or unmade ground, use heavy timber under jack feet as a support.

• Ensure you know the exact weight of what is to be lifted.

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Operational issues Crane operating guidelines (continued) Operating the crane • Carefully study and familiarise yourself with the control levers.

• Do not work with load over your head.

• Use control levers gently and progressively, particularly the slew lever. Do not lower loads too fast.

• Do not push hydraulic extension out with weights beyond safe working load. (Crane will lock out).

• Always keep loads close to the ground where possible.

Leaving the site • Lower boom to minimum height or fold up Crane.

• Retract stabiliser jacks, and push in jack extensions.

• Ensure jack extensions are locked into beam.

• Disengage power take-off before driving off.

• Walk round truck before leaving site to ensure you are safe to travel.

Handling bulk bags • Care must be taken when loading and unloading bulk aggregate bags. Bags should not be discharged by the driver.

• The loops of the bag must be hooked to the brick grab by the hooks provided, bags must never be lifted by the gripper rails.

• Do not drag a full bag off the platform body.

Health and safety

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Operational issues You must at all times use the protective clothing issued by the Company, such as high visibility jackets or waistcoats, hard hats, safety boots and gloves. Any defective personal protective equipment should be reported to your Manager.

• Use the steps on the vehicle that are provided to get on and off the vehicle at all times. Jumping off the back of a vehicle is the highest cause of accidents in our industry.

JUMP FROM THE LORRY PLATFORM AND ALWAYS USE THE STEPS WHEN GETTING IN AND OUT OF THE VEHICLE CAB

DON’T Vehicle security Security of the vehicle in your care or which you use is vital.

Please ensure you take all possible precautions to avoid the vehicle or its load being stolen or tampered with.

• Park the vehicle where it can be clearly seen.

• Lock all doors and windows (even if leaving the vehicle for a few moments in the branch).

DO

• Use your Alarm/Immobilizer even if the vehicle is left for a few minutes.

Remember: The Company Insurance will not cover the loss of personal effects if the vehicle is broken into or stolen. Losses of this nature may be covered by your own insurance.

• Leave valuables or possessions in the cab, as this may encourage a thief to break in.

DON’T

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• Leave your Radio/Mobile Phone. If they are portable do not leave them in the vehicle unattended.

Drivers’ hours and tachographs Drivers’ hours and EU rest regulations You should be fully aware of the tachograph rules on drivers’ hours and it is your responsibility not to exceed these.

• Maximum driving before a break is 4.5 hours.

• Maximum daily driving is 9 hours, this can be extended to 10 hours twice per week.

• Daily rest of 45 minutes at or before the end of 4.5 hours continuous or cumulative driving. The 45 minute break may be split into two breaks, the first being at least 15 minutes long and the second at least 30 minutes.

Note • Any break under 15 minutes is not a statutory break.

• Rest periods must be taken in line with legal requirements. Tachographs will be regularly checked to ensure that drivers do not exceed the regulated hours.

Tiredness, fatigue and stress (be it derived from work, domestic or social circumstances) can adversely affect safe driving ability. The Company recommends that drivers give due regard to this and do not drive if they believe they are unfit to do so.

Daily and weekly rest In addition to drivers’ hours regulations, drivers driving under EU regulations must also observe the regulation that governs daily and weekly rest.

Daily rest Drivers must have 11 hours rest in any period of 24 hours, this can be reduced to 9 hours not more than three times in any one week.

Weekly rest • Rest must be taken after no more than 6 successive periods of 24 hours following the last weekly rest period of 45 hours. This can be reduced to 24 hours at base or away from base.

A full regular 45 hours rest is required in any two consecutive weeks.

• Any reductions in weekly rest must be compensated en-bloc before the end of the third week following the week of the reduction. The period of compensation must be attached to another rest period of at least 9 hours long.

Note A driver no longer needs to compensate for any reduction in hours of daily rest period. The changes to drivers’ hours and rest do not affect the Working Time Directive where a driver can only work an average of 48 hours per week in a 17 week reference period.

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Drivers’ hours and tachographs Working Time Directive Who is affected?

Drivers who are subject to EU drivers’ hours and tachograph rules. In other words all drivers of vehicles with a gross vehicle weight over 3500kg.

Average working time Drivers or other employees affected by this regulation can only work an average of 48 hours in a week. This average of 48 hours is taken over a reference period of 17 weeks. The reference period for calculating the 48 hour average working may be extended from 17 weeks to a maximum 26 weeks under a collective or workforce agreement.

Working for other companies It is generally accepted that employees can have part time employment with other employers in evenings and at weekends.

When employed as a driver and involved in driving goods vehicles for the Company any time spent working for other employers must be taken into account. As your full time employer, the Company must be advised of any other employment you have. If driving is involved the time spent driving may well affect the total hours you are permitted to drive. If driving is not involved other work may affect drivers daily and weekly breaks. See section on daily and weekly rest. The Working Time Directive involving mobile workers which became effective from March 2005 now means that you have to advise the Company in writing if you have other employment.

Tachographs It is your responsibility to ensure the vehicle tachograph is working and used properly.

There are now 2 different types of tachographs in use. The analogue instrument in different forms has been in use for over 20 years. From May 2006 all new vehicles have been fitted with a digital tachograph.

Tachograph Charts Drivers must be able to produce tachograph charts for the current day and the previous 28 calendar days. You may not have any more than 42 days used charts.

Analogue tachographs The centre field of the chart must be completed properly with: • First and second names.

• Place, start and finish of duty.

• Date, start and finish of duty.

• Vehicle registration number.

• Start and finish odometer readings.

• Total distance covered in period of duty (optional).

The mode switch must be used to record driving, other work, rest and periods of availability. Even if the tachograph is on ‘automatic’ the mode switch must be used.

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Drivers’ hours and tachographs The introduction of the Working Time Directive for mobile workers in 2005 has meant that drivers’ tachograph charts are the source of the information required to record drivers’ working time. For this reason the correct use of the mode switch is important.

When using both analogue and digital equipment, ‘other work’ must be recorded under the crossed hammers symbol only. The packing case symbol can only be used to record periods of availability. The ‘bed’ symbol must be used to record daily rest.

On both automatic analogue and digital tachographs the driving mode is engaged as soon as the vehicle moves. The other modes must be selected by using the mode button on the tachograph.

Digital tachographs To operate and use a digital tachograph, drivers will need to have a digital tachograph ‘driver card’:

Driver card The driver smart card is a personal document and must never be given to anyone other than the Company for downloading the information it contains. The driver must therefore always carry his driver card with him or her, just like their driving licence.

Your driver card must be handed over to the company for downloading at regular intervals or in the following circumstances • Every 28 calendar days • Immediately before you cease to be employed • Without delay upon being aware that the card has been damaged or is malfunctioning, if it is possible to download data • Without delay in any circumstances where it is reasonably foreseeable that data will be erased imminently • Where it is only possible to download the card via a vehicle unit (e.g. if the card is stuck), immediately before ceasing control of the use of the vehicle.

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Drivers’ hours and tachographs Driver card applications Application forms D777B are available from the DVLA, DVLA Local Offices and VOSA Testing Stations, or they can be downloaded from the DVLA website www.dvla.gov.uk Return the completed form with any relevant documentation (if applicable) and the fee to DVLA, Swansea, SA99 1ST. Cost of driver cards Transaction

Driver card

Card Application

£38

Renewal

£19

Replacement – Lost/Stolen

£19

Exchange

£0

Malfunction

£0

How long do cards last?

Both driver and Company cards (which are used for company admin and servicing activities) are valid for 5 years. If the driver card is lost, stolen or stops working during that period a new card will be issued for the existing validity period of the original.

What information is held on the driver card?

• Surname.

• Card start date.

• First names.

• Card expiry date.

• Address.

• Issuing authority.

• Birth date.

• Photograph.

• Signature.

• Driving licence number.

What happens if a card is lost or stolen?

The loss or theft must be reported to the local card Issuing Authority. In the United Kingdom this is the DVLA. You need to telephone DVLA to request the replacement card, paying by credit or debit card or you need to complete an application form and send it with the relevant fee to DVLA, Swansea, SA99 1AZ. You will need to apply within 7 calendar days for a replacement.

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Drivers’ hours and tachographs What happens in the meantime?

You may continue to drive without a driver card for a maximum period of 15 calendar days or for a longer period if this is necessary for the vehicle to return to its premises, provided you can prove the impossibility of producing or using the card during this period.

DVLA will issue a new card to either your nearest DVLA Local Office or VOSA Testing Station (your choice) for personal collection and signing of a declaration. You will need to produce proof of identity, such as: • Passport.

• Driving Licence.

Driver responsibilities • Be able to operate analogue & digital tachographs.

• Be able to produce your driver card (if you have one).

• Be able to produce tachograph charts for the current week and the previous 15 calendar days.

• If having driven a vehicle with a digital tachograph you must be able to produce print outs for the current week and the previous 15 calendar days.

• Understand the digital tachograph functionality.

• Understand the pictograms and menu scrolling.

• Manually enter data.

• Operate printer and evaluate printouts.

Production of information, downloading and storage When driving a vehicle fitted with an analogue or digital tachograph you must be able to produce: • Your driver card (if you hold one).

• Where you have driven a vehicle fitted with an analogue tachograph, charts for the whole of the current fixed week and for the previous 15 calendar days.

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Drivers’ hours and tachographs • Any manual records or legally required printouts kept in relation to the current fixed week and the previous 15 calendar days.

• Mandatory downloading from digital tachograph vehicle units and driver cards at least at the frequency stipulated by Department for Transport , or more often to ensure data is not lost.

• Downloaded digital data must be kept for at least 12 months following its recording.

• You must also carry sufficient unused charts (no less than 4) and a spare printer roll of paper.

Vehicle Unit You must be aware that the vehicle unit has to be downloaded by the company at regular intervals or under the following circumstances • Every 56 calendar days • Immediately before you cease to be employed • Without delay upon permanently removing the unit from service in the vehicle • Without delay upon becoming aware that the unit is malfunctioning, if it is possible to download data • Without delay in any circumstances where it is reasonably foreseeable that data will be erased imminently The above download periods are the maximum. There is no reason why the download can not take place more often.

As a good working practice the downloading periods should be for vehicle units every 6 weeks and for driver cards every 2 weeks.

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Drivers’ hours and tachographs Quick use guide to digital tachographs Start of Day Actions required of a driver at the beginning of a driving shift having done no work that requires a manual entry.

• Insert Driver Card • View – Welcome screen • View – Last card withdrawal • Question – M (Manual) entry addition Scroll ▲▼ to NO?

• Press OK

• Question – Begin country UK?

• Press OK

• Default screen

End of day Actions required to be taken by the driver at the end of a driving shift when the driver needs to eject his driver card and at the same time produce a printout.

• Press – Eject button • Question – End Country UK?

• Press OK

• Tachograph Writes to Card • Question – 24h (symbol) Day YES?

• Press OK

• Printout starts and card eject

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Drivers’ hours and tachographs Manual entries Actions required to be taken by the driver at the beginning of a shift when manual entries need to be made, i.e. end time of the previous shift and the start time of new shift.

• Insert Driver Card • View Welcome Screen • View Last Card Withdrawal • M (Manual) entry addition Use Scroll Button ▲▼ to YES?

• Press OK

• End of Shift ▲▼ (Last Card Date/time) NO?

• Press OK

• Use Scroll button ▲▼ To enter end time

• Press OK

• Use Scroll Button ▲▼ To select mode

• Press OK

• Question End of Shift Use Scroll Button ▲▼ YES?

• Press OK

• Question End Country UK?

• Press OK

• Question Begin (Date & Card Insertion Time) • Use Scroll button ▲▼ to enter start time (The time will not go past the time the card was inserted) • Question End Country UK?

• Press OK

• The tachograph will show start time you set and only allows you to enter times up to the time the card was inserted • Set Time by using scroll button ▲▼ • Select Mode by using mode button ▲▼

• Press OK

• Confirm Entry YES? • Press OK Note Manual entries are always made in UTC, not local time. In the UK UTC = Greenwich Mean Time.

In the summer, local time is UTC -1 hour.

Example In the summer, the tachograph clock will read 8.00hrs. When making a manual entry the tachograph will read (8.00hrs -1 hr. Therefore the manual entry will start at 7.00hrs).

22

Driver’s Handbook

Drivers’ hours and tachographs Print outs The vehicle ignition must be switched on and the vehicle stationary.

From the main display (showing time, duty mode and vehicle mileage) Scroll down to Main Menu Display.

• Press OK

• Display will show “PRINTOUT” driver 1

• Press OK

• Printer will start • When print is finished

• Press ➝ on scroll button to return to main display

End of day • Press – Eject button • End Country UK?

• Press OK

• Tachograph Writes to Card • 24h (symbol) Day YES?

• Press OK

• Printout starts and card ejects

Menu button Scroll up

▲

Scroll down

▼

OK OK Return

➝

Modes Driving and other work Availability Rest

Driver’s Handbook

23

Confirmation of Understanding Before you start ❏

Introduction and Company policy

❏

Alcohol and drug abuse

❏

Driving licences

❏

Speed limits

❏

Insurance

❏

Passengers

❏

Driving standards

❏

Accidents and incidents

❏

Seat belts

❏

Driving offences

❏

Mobile phones

❏

Legal responsibilities

❏

Medical conditions

Operational issues ❏

Care of vehicles

❏

On-street loading, unloading and parking

❏

Vehicle cleanliness

❏

Crane operating guidelines

❏

Fuel cards

❏

Health and safety

❏

Vehicle loads

❏

Vehicle security

Drivers’ hours and tachographs ❏

Drivers’ hours and EU rest regulations

❏

Working Time Directive

❏

Tachographs

❏

Quick use guide to digital tachographs

I have read and understood the Drivers’ Handbook and do not have any further questions at this time.

I understand I have a legal duty to drive responsibly and to report any vehicle faults and accidents/ incidents to my Manager without delay.

Signed Date:

EMPLOYEE: Please complete and give a photocopy to your Manager for their records.

24

Driver’s Handbook

1180 Elliott Court, Coventry Business Park Herald Avenue, Coventry CV5 6UB Tel: 02476 854980 Fax: 02476 854981 Email: info@bmf.org.uk www.bmf.org.uk