Introduction

Poor vehicle maintenance is an important contribute or to road traffic accidents. In road transport operations vehicle maintenance and other work-related road safety issues should be integrated into arrangements for managing health and safety at work, which in turn should be part of everyday business management.

 

Benefits of managing work-related road safety

Case studies and research have shown that benefits of managing road safety and reducing crashes include:

1) Control over costs, such as wear and tear, fuel, insurance premiums, legal fees and claims from employees and third parties

2) Informed decisions about matters such as driver training and vehicle purchase and identifying where health and safety improvements can be made

3) Fewer days lost due to injury

4) Reduced risk of work-related ill health

5) Reduced stress and improved morale

6) Less need for investigation and paperwork

7) Less lost time due to work rescheduling

8) Fewer vehicles off the road for repair

9) Reduced running costs through better driving standards; fewer missed orders and business opportunities so reduced risk of losing the goodwill of customers

10) Less chance of key employees being banned from driving, e.g. as a result of points on their licences.

 

Seven steps to help improve workplace road safety

1) Workplace Road Safety Policy: Include fleet safety and safe driving policy in organisational policy and objectives

2) Recruitment and Selection: Identification during the recruitment process of those individuals possessing safe driving records and an awareness of safety issues, or those requiring training to improve their knowledge and/or skills

3) Induction Programs: Induct all new recruits and supervisors using an official program that includes safe driving components

4) Fleet Selection and Maintenance: Careful selection and maintenance of your company vehicles will mean they are less likely to be involved in a crash, the occupants will be safer if there is a crash and there will be fewer breakdowns

5) Vehicle Crash Involvement: Maintain an efficient system of recording and monitoring overall fleet, individual driver and individual vehicle crash involvement

6) Incentives and Disincentives: Identifying positive and negative driver performance through incentive and disincentive schemes can motivate your employees to improve your company’s driver and vehicle safety record

7) Training and Education: Use training, education and development programs to promote a culture of safe driving.

 

Employers Responsibilities

 

The Occupational Safety and Health Act (OSHA) 1994 requires employers to take appropriate steps to ensure the health and safety of their employees and others who may be affected by their activities when at work.This includes the time when they are driving or riding at work, whether this is in a company or hired vehicle, or in the employee’s own vehicle. A vehicle used on company business is considered to be a place of work.Vehicles are also covered by OSH legislation on the use of work equipment. Any other equipment used with vehicles should be safe and suitable, for example, equipment used to load and unload vehicles.

 

Practically this means ensuring that vehicles are:

1) Fit for the purpose for which they are used

2) Designed for safety, by fitting them with safety systems such as electronic braking systems, overload                 indicators, speed-limiting devices, power steering etc

3) Maintained in a safe and fit condition

4) To consult with employees

5) To train, supervise and instruct

6) To meet statutory reporting and recording requirements

7) To maintain a safe working environment.

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A well-maintained exhaust system helps compliance with road vehicle legislation, but also helps reduce noise and fume exposure to workers

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Managing vehicle maintenance in practice

Steps to ensure vehicle maintenance should be planned and organised just like any other business management activities. There should be clear procedures and arrangements which everyone is informed about and form part of daily work.

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Ensuring that vehicles are properly maintained involves:

1) Identifying a person(s) responsible

2) Planning for the servicing of vehicles – service requirements should be defined by the company. The frequency of controls should depend on the conditions under which vehicles are used

3) Monitoring the status of vehicles on a daily basis

4) Vehicle users reporting any problems during use, according to established procedures (e.g. report form, intervention request form)

5) Further involving staff by getting them to do daily and weekly vehicle checks. Basic checks before any journey include: Are windows and mirrors clean? Are tires, brakes, steering and lights in good condition?

6) Instructing and training staff on maintenance arrangements and specific procedures for their vehicles

7) Insisting that vehicles owned by drivers themselves are also properly maintained and regularly serviced

8) Preventive Maintenance Schedule.

 

Daily and weekly vehicle checks by drivers

Carrying out vehicle checks should be part of the daily driving routine. Before drivers even step into their vehicles there are certain checks they should be making to ensure they are not putting themselves and others at unnecessary risk.

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Using the word ‘POWER’ is one way of remembering some of the important checks that should be carried out. This stands for Petrol, Oil,Windows, Electrics and Rubber. These are just some of the main checks that drivers should be carrying out regularly – others include brakes, steering, wipers and washers. See the example of a daily and weekly check list by drivers Here.

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The main elements of a driver road safety programme are:

DRIVERS: Making sure that drivers are competent and fit to drive and that they are covered by appropriate                         motor insurance

VEHICLES: Making sure that vehicles are fit for purpose and properly maintained

JOURNEYS: Making sure that journey schedules are realistic and that, coupled with other demands on                                     individuals, do not put them at risk from fatigue

PHONES: Discouraging the use of all types of mobile phone while driving.

 

Drivers

Those driving vehicles which are owned by the University or which have been leased or rented must have completed a Driver’s Declaration form and had it accepted by the University. This is the means by which they are authorised to drive University vehicles and they will then be covered by the University’s motor insurance. 

Those driving their own vehicles on University business must have extended their motor insurance policies to cover business use. Even driving for a short distance in the course of the working day in connection with University activities is business use. If there were to be an accident during the journey and the driver’s motor policy had not been extended, the insurance company could argue that the journey was business use and that it was not covered by the policy. The driver would then be uninsured and would be faced with the consequences which could be complex, expensive and involve criminal charges. (In deciding whether a journey in a private vehicle is deemed to be business use it does not matter whether the driver is claiming a mileage allowance through expenses for the journey.)

 

Vehicle Maintenance

Vehicles which are owned, leased or rented by the University must be properly maintained. As vehicles will often have several different drivers, it is important to ensure that there are robust arrangements for ensuring that maintenance is carried out. Key elements of a vehicle maintenance programme are:

1) Identifying responsible persons who must ensure that vehicles are maintained

2) Daily vehicle checks

3) Weekly vehicle checks

4) Servicing in accordance with the manufacturer's recommendations

5) MOT inspections

6) In addition, for minibuses, regular safety checks

7) Keeping records to demonstrate that maintenance has been carried out.

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1) Responsible persons

A named individual should be appointed as responsible for each vehicle to ensure that all the elements of the maintenance programme are carried out.

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2) Daily vehicle checks

A certain level of basic preventative vehicle maintenance should be carried out every day. These checks could be carried out by the first person to drive a vehicle each day.

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3) Weekly vehicle checks

In addition to the daily checks, more detailed weekly checks should be carried out. This is particularly               important where there are many different drivers. The weekly checks will include all the daily check along with other items.These checks should be carried out by a member of staff who has demonstrated that he/she is competent to undertake the checks.

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4) Servicing in accordance with the manufacturer's recommendations

Vehicles must be serviced on a time or mileage basis both to ensure the safety of the vehicle and to maintain any warranty on the vehicle.

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5) MOT inspections

Vehicles must undergo MOT inspections at the intervals prescribed given the age and type of the vehicle

 

6) Regular safety checks - minibuses

These are checks which are recommended for minibuses and which would be carried out by a competent vehicle mechanic. While not a legal requirement, it is good practice to have these checks carried out at intervals of every 8-10 weeks.

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7) Records

Records should be kept to demonstrate that all required maintenance has been carried out. Records of              daily checks should be kept in the vehicle so that a driver can see whether that day's check has already been carried out or whether he/she is the first driver of the day and must carry out the daily check

 

Journeys

Schools and Support Services as well as drivers themselves should recognise their responsibilities to ensure that road journeys are planned to reduce the risks of driver fatigue. 

The following should always be considered:

1) Driver fatigue on long journeys and on journeys undertaken at the end of a long or demanding working day during which there have not been opportunities to rest

2) Whether an overnight stay or use of an alternative form of transport would be appropriate

3) The need to take adequate rest breaks during journeys

4) Driver fatigue if a road journey is undertaken immediately after a long-haul flight

5) Making sure that drivers, particularly minibus drivers, are able to give their full attention to driving an are not also having to discuss the day’s activities with students.

 

We have deliberately not provided limits on driving hours as circumstances in which people need to drive on University business vary considerably across the University. Instead it is left to drivers and their line managers to plan the working day to avoid driver fatigue. If necessary, Schools and Support Services can take advice from the University Safety Advisers.

 

Phones

It is illegal to use hand-held phones while driving in the UK but law does permit the use of hands-free phones. However many argue that the main safety risk with mobile phones comes not from holding the phone but from concentrating on a discussion over the phone at the same time as trying to concentrate on driving the vehicle. Having a conversation over the phone, it is said, is very different from having a conversation with a passenger who is alongside the driver in the vehicle and who can appreciate why there might be pauses in the conversation while the driver gives his/her full attention to particular hazards on the road ahead.

 

Drivers are strongly discouraged from using hands-free phones while driving on University business. Members of staff should not be expected to answer calls while driving but instead phones should divert to voicemail (i.e. by not being answered) and the calls returned when the driver can stop in a safe place.

 

Action Required

Schools and Support Services should make their staff aware of the above advice and include necessary guidance in their local health and safety policies when they are next revised.

 

Before You Drive

Ask yourself, do you need to make the trip? Can your business need be accomplished without driving (e.g. by phone, email)? If you need to drive, go over the vehicle and the trip you will be making (short or long) and ensure that you, the driver, are in good mental shape before driving.

1) Vehicle – Do a quick pre-trip inspection. Are the seat, mirrors and headrest adjusted for you? Is everything working properly? If you don’t think the vehicle is up to the trip, talk to your supervisor or manager before you take off

2) Trip – Do you know where you are going and how to get there? If not, consult a map or GPS and plan your trip before you go. Are driving and weather conditions acceptable? If not, talk to your supervisor or manager

3) Driver – Are you rested and alert? Feeling calm and relaxed, fed and ready to get the job done? You should be.

 

While You Drive

You know the rules. But it’s up to you to make sure you follow them to look after your own safety.

1) Always use your seat belt

2) Adjust your head restraint

3) Never drive under the influences of drugs

4) Never use a hand held mobile phone while driving

5) Watch your speed.

 

After You Drive

Did you notice anything about the vehicle, the load you hauled, the route you took or the timing of your trip that you think was unsafe? It’s up to you to talk to your manager or supervisor so you can work together to help ensure your safety while you drive on the job.