(trust-wide) Policy: Insert Policy no. - West London NHS Trust · spent driving are taken into consideration, the driving task becomes a high-risk activity but with the active involvement

West London NHS Trust Page 1 of 30

Policy T1 | First issued in November 2018 This is version 01 / Nov 2018

Policy: Insert Policy no.

Policy: T1 Business Driving Policy (trust-wide)

Version: 01

Ratified by: Trust Management Team (TMT)

Date ratified: 31st October 2018

Title of Author: Travel and Environmental Manager

Title of responsible Director

Director of Finance & Business

Key Policy Stakeholders Director of Capital, Estates and Facilities, Sustainable Development Manager, Travel & Environment Manager and Head Driver

Date issued: 14th November 2018

Review date: November 2019

Target audience: All staff

Disclosure Status B: Can be disclosed to patients and the public

EIA / Sustainability N/A

Other Related Procedure or Documents:

Registering as a Driver Procedure

Business Lease Car Procedure

Patient Transport Procedure



Equality & Diversity Statement

The Trust strives to ensure its policies are accessible, appropriate and inclusive for all. Therefore all relevant policies will be required to undergo an Equality Impact Assessment and will only be approved once this process has been completed.

Sustainable Development Statement

The Trust aims to ensure its policies consider and minimise the sustainable development impacts of its activities. All relevant policies are therefore required to undergo a Sustainable Development Impact Assessment to ensure that the financial, environmental and social implications have been considered. Policies will only be approved once this process has been completed.



Version Control Sheet

Version Date Title of Author Status Comment

01 November 2018

Travel and Environmental Manager

Ratified & Issued

Previously proposed “T1- Transport Policy” amended and introduced as “T1-Business Driving Policy”. Ratified at TMT October 2018



Contents

Section Page

1. Flowchart ………………………………………………………………………........................... 5

2. Introduction .………………………………………………………………………………………… 6

3. Scope ………………………………………………………………………………….................... 7

4. Definition …………………………………………………………………………………………….. 7

5. Duties …………………………………………………………………………………..................... 7

6. Systems – Documentation ………………………………………………………………………… 8

7. Penalty Charge Notices …………………………………………………………………………… 8

8. Legal Responsibilities ……………………………………………………………………………… 8

9. Driving your own vehicle on WLT Business / Highway Code ……………………………... 9

10. Highway Code ……………………………………………………………………………………… 10

11. Driver Licence & Checking Procedure …………………………………………………………… 10

12. Driving in GB on a non – GB Licence ……………………………………………………………. 10

13. Driving Overseas …………………………………………………………………………………… 11

14. Eyesight ……………………………………………………………………………………………... 11

15. Fitness to drive ………………..……………………………………………………………………. 11

16. Driver Hours ………………………………………………………………..………………………. 12

17. Vehicle Fitness for Use Servicing & Maintenance ……………………………………………… 12

18. Towing ………………………………………………………………………………………………. 12

19. Use of Speed ……………………………………………………………………………………….. 13

20. Vehicle Safety Checks …………………………………………………………………………….. 13

21. Tyres and Punctures ………………………………………………………………………………. 13

22. Seat Belts and Child Seats ……………………………………………………………………….. 14

23. Vehicle Safety Features …………………………………………………………………………… 14

24. Vehicle Loading / Unrestrained Items ……………………………………………………………. 15

25. Smoking and other distractions …………………………………………………………………… 16

26. Alcohol and Driving ………………………………………………………………………………… 16

27 Drugs and Driving ………………………………………………………………………………….. 17

28 Policy ………………………………………………………………………………………………… 17

29 Use of Mobile Phones ……………………………………………………………………………... 17

30. Satellite Navigation (including apps) and Other in Vehicle Distractions ……………………… 18

31. Vehicle Control ……………………………………………………………………………………... 19

32. Fatigue ………………………………………………………………………………………………. 19

33. Sleep Apnoea ………………………………………………………………………………………. 20

34. Journey Planning …………………………………………………………………………………… 20

35. Smarter Driving …………………………………………………………………………………….. 21

36. Vulnerable Road Users ……………………………………………………………………………. 21

37. Personal and Vehicle Safety and Security ………………………………………………………. 22

38. Vehicle Fires ………………………………………………………………………………………... 22

39. Vehicle Breakdowns ……………………………………………………………………………….. 23

40. If you are involved in a collision …………………………………………………………………... 24

41. Driver Assessments ………………………………………………………………………………... 25

42. Driver Training ……………………………………………………………………………………… 25

43. Monitoring …………………………………………………………………………………………… 25

44. Fraud Statement …………………………………………………………………………………… 26

45. Reference …………………………………………………………………………………………… 26

46. Supporting documents (Trust) ……………………………………………………………………. 26

47. Glossary of Terms / Acronyms ……………………………………………………………………. 26

48. Appendices …………………………………………………………………………………………. 26

49. Declaration and Receipt of Policy ………………………………………………………………… 27



1. Flowchart

Registering as a driver

Member of staff wishes to driver Trust vehicles

Provides DVLA licence check code

(https://www.gov.uk/view-driving-licence)

Completes transport induction/Acknowledge

policy

Registers fingerprint with trakka key holding

system

https://www.gov.uk/view-driving-licence

https://www.gov.uk/view-driving-licence



2. Introduction 2.1 Health & Safety legislation applies to anyone who drives a vehicle for work and

the law concerning driving for work, and the associated risks, is the same regardless of who owns the vehicle. The guidelines contained in this document therefore apply to everyone who drives for work.

2.1.1 The most common, and potentially one of the most hazardous, activities most

of us undertake is that of driving.

2.1.2 Driving is a life skill and, whether travelling to and from a place of work, driving a WLT provided vehicle or using our own vehicle, we are constantly at risk from other drivers and from our own actions.

2.1.3 Our vehicles pose a significant risk to passengers, other drivers and road users, including vulnerable road users and pedestrians.

2.1.4 It is estimated that c 200 deaths and serious injuries on the UK roads each week involved someone who was driving for work. When the number of hours spent driving are taken into consideration, the driving task becomes a high-risk activity but with the active involvement of managers and drivers, the risks of driving for work can be reduced.

2.2 This policy is designed to help you consider the wide range of risks you face when driving and what you can, and should, do to keep yourself, your passengers, other road users and pedestrians safe.

To assist and support you:

2.2.1 West London NHS Trust takes its duty of care seriously and has taken numerous steps to reduce the risks for everyone who drives on its behalf. Your chances of being a casualty will therefore be reduced if you embrace the advice and risk management measures set out in this policy.

2.2.2 West London NHS Trust places great importance on the health and safety of its employees, as well as members of the public who may be affected by the activities of the business.

2.2.3 In order to assist the WLT in meeting its responsibilities, employees are asked to adopt and maintain a responsible attitude whilst driving, not only with regard to themselves but to anyone who may be affected by their actions.

2.2.4 West London NHS Trust considers driving to be a life skill and driving safely is a benefit to all its employees, not only when driving for work but also when driving with family and friends.

2.2.5 The aim of this document is to ensure that all transport for the Trust is carried out in a safe and legally compliant manner in order to ensure the wellbeing of patients, staff and the general public.

2.3 The Trust has a variety of vehicles available for transport including:

2.3.1 High secure vehicles for transportation of service users at Broadmoor Hospital

2.3.2 Secure vehicles for transportation of users in secure settings



2.3.3 Wheelchair accessible vehicles

2.3.4 Minibuses, and

2.3.5 Pool vehicles

2.3.6 Priority will always be given to patient transport, and in particular court and hospital visits. On occasion, other transport which has been booked may need to be cancelled in order to facilitate patient transport

3. Scope 3.1 This policy sets out clear guidance for all staff driving on Trust business

(whether Trust owned, hired, leased or personal vehicles) to ensure the Trust’s

duty of care.

4. Definitions 4.1 Grey Fleet

Vehicles which are owned by staff members and used for business purposes. 4.2 Patient Transport

The movement of service users. This includes from the service users’ home to a Trust location or for inpatients from a ward to another location, Court hearings, home visits or hospital appointments.

5. Duties 5.1 Chief Executive

The Chief Executive is responsible for ensuring that the Trust has policies in place and complies with its legal and regulatory obligations.

5.2 Accountable Director

The accountable Director is responsible for the development of relevant policies and to ensure they comply with relevant standards and criteria where applicable. They must also contain all the relevant details and processes as per P3. They are also responsible for trust-wide implementation and compliance with the policy.

5.3 Managers

Managers are responsible for ensuring policies are communicated to their teams / staff. They are responsible for ensuring staff attend relevant training and adhere to the policy detail. They are also responsible for ensuring policies applicable to their services are implemented.

5.4 Policy Author Policy Author is responsible for the development or review of a policy as well as ensuring the implementation and monitoring is communicated effectively throughout the Trust via CSU / Directorate leads and that monitoring arrangements are robust.



5.5 Local Policy Leads Local policy leads are responsible for ensuring policies are communicated and implemented within their CSU / Directorate as well as co-ordinating and systematically filing monitoring reports. Areas of poor performance should be raised

at the CSU / Directorate SMT meetings.

5.6 All Staff All staff has a duty to comply with this policy to ensure the safety and wellbeing of themselves, service users and the general public. Specifically, any staff member driving for Trust business must:-

register with the transport department and complete the relevant checks which include licence and vehicle checks (please refer to Registering as a Driver Procedure).

act within the law in all regards when driving on the public highway.

Ensure they do not drive while suffering from tiredness, illness, health conditions or taking medication which impairs their ability to drive.

Not use any mobile phone whislt driving (see section 29)

6. Systems / documentation

6.1 Where Recorded: Secure online database

6.2 Recorded by (name/title):Transport Department

6.3 When recorded (date): Upon application and periodically as required

7. Penalty Charge Notices (PCNs) 7.1 Penalty Charge Notices received while driving a Trust owned, leased, or hired

vehicle will be recharged to the individual that booked out the vehicle at the time of the Notice being issued. The Trust will pay the PCN in full upon first receiving it to ensure that the fee does not escalate (Admin fees apply). The driver will then be contacted and payment arrangements will be made.

7.2 If no payment has been received within three months, the Trust will seek to

obtain the monies through the individual’s salary.

8. Legal Responsibilities 8.1 The Health & Safety At Work Act 1974 places a duty on employers to ensure

that they conduct all work undertakings in such a way to ensure, so far as is reasonably practicable, that persons who are not in their employment and who may be affected by their actions are not exposed to risks to their health and safety.

8.2 Similarly, the Act places a duty on employees to take reasonable care for the

health, safety and welfare of themselves and others whilst at work.These duties extend to driving for work. This means that employees have a legal obligation



to ensure that they work in a safe manner and must not, knowingly, do anything that may put themselves or others, including members of the public, at risk.

8.3 There are additional duties on employees under Road traffic law as the driver is responsible for checking the roadworthiness and ensuring the proper operation of the vehicle they drive. This legal obligation extends to any vehicle driven for work, including hire cars, and regardless of who owns the vehicle.

Roadworthiness includes:

8.3.1 tyres;

8.3.2 brakes and steering;

8.3.3 indicators and lights;

8.3.4 glass, washers and mirrors;

8.3.5 loading;

8.3.6 cleanliness.

8.4 By not meeting the basic legal requirements, you will put yourself and others at risk. To meet these requirements, you must:

8.4.1 follow the Highway Code;

8.4.2 hold a valid driving licence for the type of vehicle you drive;

8.4.3 have appropriate motor insurance;

8.4.4 ensure that your vehicle is not overloaded and that any load is secure;

8.4.5 ensure that your vehicle is taxed and, if appropriate, has a valid MoT;

8.4.6 display a valid O-licence disc, where applicable.

9. Driving your own vehicle (Grey Fleet) on WLT Business

9.1 If you use your private vehicle for a work journey, the organisation has a duty of care towards you and other road users to ensure that you, and your vehicle, are fit for purpose. It is your responsibility that you meet all statutory and WLT requirements, including:

9.1.1 a full, current and valid driving licence, with the correct category entitlements for the vehicle driven for work;

9.1.2 appropriate insurance, including business use cover to carry work colleagues as passengers and/or for the number of business miles driven;

9.1.3 valid road fund licence;

9.1.4 MoT (if appropriate);

9.1.5 registration document (V5) as evidence that you own the vehicle;



9.1.6 evidence of regular servicing in line with the manufacturer’s recommended maintenance guidelines;

9.1.7 appropriate, full breakdown & recovery service in place

9.1.8 Grey Fleet drivers may be entitled to claim mileage on their business journeys, for information please refer to Travel & Subsistence Expenses on the Exchange (Central Services/Payroll & Pensions/Travel & Subsistence for Managers and Staff)

10. Highway Code

10.1 Employees who drive for work shall familiarise themselves with the legal obligations contained in the Highway Code. Please pay particular attention to the use of the words MUST and MUST NOT as these identify the legal requirements of the Highway Code.

11. Driver licence & checking procedure

11.1 All employees who drive for work must hold a full, current and valid driving licence for the class of vehicle driven and which legally entitles them to drive in the UK. The validity of a driving licence shall be verified in accordance with WLT Registering as a Driver Procedure (T4) and at a frequency determined by the WLT.

11.1.1 You must carry your driving licence with you at all times when driving for work, unless it has been returned to the relevant driving licencing authority for updating.

11.1.2 You must inform WLT of any material change in status of your driving licence status (allocation of penalty points, change of address, surname etc.).

11.1.3 Anyone who drives for work must inform WLT of new convictions or endorsements within 2 working days of the offence.

11.1.4 If you are disqualified from driving, or have a pending prosecution which may result in a disqualification, you must report this immediately to your line manager.

11.1.5 You must notify DVLA of a change of address and/or name.

11.1.6 You must renew a photo card licence on or before the expiry date

12. Driving in GB on a non-GB licence

12.1 Non-GB licence holders comply with the law when driving in Great Britain. As this is a complex subject, and since regulations vary depending on the country of issue, please refer to the DVLA website for further information: https://www.gov.uk/non-gb-driving-licence

https://www.gov.uk/non-gb-driving-licence



12.2 EC/EAA vocational licence holders who are GB residents have a legal obligation to register their details with the DVLA by completing Form D9 if driving a bus with 9 passengers or more or a vehicle weighing more than 3.5 tonnes.

12.3 Form D9 can either be downloaded directly from the DVLA’s website -

http://www.dft.gov.uk/dvla/forms/onlineforms.aspx - or obtained by calling DVLA on 0300 790 6801.

If your driving licence isn’t valid, you aren’t insured to drive.

13. Driving overseas

13.1 It is WLT policy that employees who are required to drive for work overseas familiarise themselves with the road regulations of each country they will be driving in.

13.2 For further advice, visit:

http://www.theaa.com/motoring_advice/overseas/index.html

13.3 If you do not feel competent or confident to drive overseas, you must arrange driver training through your line manager; alternatively, consider using taxis or other means of transport where possible.

14. Eyesight

14.1 By law, drivers are responsible for ensuring that their eyesight meets minimum legal requirements as set out in Rule 92 of the Highway Code:

“You MUST be able to read a vehicle number plate, in good daylight, from a distance of 20 metres (or 20.5 metres where the old style number plate is used). If you need to wear glasses (or contact lenses) to do this, you MUST wear them at all times while driving. The police have the power to require a driver to undertake an eyesight test”.

15. Fitness to drive

15.1 By law, drivers must notify DVLA of any medical condition that may impair their driving.

15.1.1 Failure to do so is an offence, which may lead to a fine of up to £1,000.

15.1.2 Drivers who knowingly provide DVLA false information, or do not give DVLA relevant information to obtain a driving licence, may be imprisoned for up to 2 years. For further details: https://www.gov.uk/health-conditions-and-driving

15.1.3 Employees must report to the organisation any illness, condition, treatment or medication (prescribed or over the counter) that may impair their driving.

http://www.dft.gov.uk/dvla/forms/onlineforms.aspx

http://www.theaa.com/motoring_advice/overseas/index.html

https://www.gov.uk/health-conditions-and-driving



16. Driver hours

16.1 Anyone who drives for work must not drive excessive hours as this increases the risk of a collision due to fatigue or inattention. Employees who feel they are unable to drive due to the number of hours driven must contact their line manager, who will advise the best course of action to take.

17. Vehicle fitness for use servicing & maintenance

17.1 The overriding vehicle requirements are:

17.1.1 any vehicle used for driving for work, and regardless of who owns the vehicle, is legal and safe

17.1.2 all statutory driving/vehicle regulations are observed.

17.2 The vehicle manufacturer’s handbook details all necessary maintenance requirements and the frequency of service intervals.

17.2.1 Don’t assume that engine oil and fluid levels remain at appropriate levels between

services; fluid levels must be checked as part of your regular vehicle safety checks.

17.2.2 Drivers of cash allowance or privately funded vehicles must use a competent repairer for all service, repair and maintenance work, including MOT work.

17.2.3 It is an offence to drive any vehicle older than 3 years, either privately owned or WLT provided, which does not have a valid MOT certificate. If you do not have a valid MOT certificate for your vehicle, this will invalidate your insurance. Check your MOT expiry date now!

17.2.4 The driver is responsible for ensuring that the above requirements are met.

18. Towing 18.1 Some roles may require equipment to be towed; this must only be done by

qualified drivers.

18.1.1 Before January 1997, drivers passing their car test (category B) gained automatic entitlement to drive vehicles up to 7.5 tonnes without taking a further test. This included vehicle towing a trailer with a MAM not exceeding 750kg.

18.1.2 Drivers who passed their test after 1st January 1997 will need to check their towing entitlement and pass a separate test.

18.2 Remember to:

18.2.1 ensure you have the correct entitlement on your driving licence for towing a trailer;



18.2.2 check the weight of the trailer and the towing vehicle to ensure it is legal and capable;

18.2.3 attach the breakaway cable before setting off;

18.2.4 always check the lights on the trailer work properly;

18.2.5 always ensure the trailer is loaded safely and correctly.

19 Use of speed

19.1 Inappropriate use of speed poses a danger to other road users and pedestrians. This may mean that, at times, a safe speed is less than the posted speed limit. Driving within the posted speed limit will not only improve your safety but reduce your stopping distances in an emergency.

19.2 WLT shall never require drivers to break speed limits in order to achieve their work

schedule and shall not condone employees who exceed the speed limit.

20 Vehicle safety checks

20.1 Before starting a work-related journey, and regardless of who owns the vehicle, it is WLT policy that drivers shall complete a vehicle safety check.

20.2 Safety checks shall be completed at least weekly on WLT provided vehicles, hire

cars, pool cars, cash allowance or privately funded vehicles.

20.3 Using the acronym 'POWDER', check all items are in working order (bearing in mind legal requirements).

P (Petrol/Diesel) Fuel O Oil W Water (coolant and washer bottles) D Damage E Electrics (lights, horn etc) R Rubber (tyre pressure/tread/damage)

21 Tyres & punctures 21.1 Tyres

Tyres affect a vehicle’s steering, braking and acceleration and faulty tyres work less efficiently and wear quicker.

21.1.1 It is the responsibility of anyone who drives for work, and regardless of who owns

the vehicle, to ensure that tyre tread depths always meet minimum legal requirements:

21.1.2 vehicle tyres must be fit for purpose and free from any defects which might damage the road or endanger any person;



21.1.3 if you drive with damaged or worn tyres you risk being fined. You also risk invalidating your car insurance policy and endangering the lives of other road users;

21.1.4 the minimum tyre depth for cars is 1.6mm of ¾ of the tyre width – continual (full circumference of the tyre).

21.1.5 if in doubt as to whether a tyre is legal, please take your vehicle to a tyre specialist.

21.1.6 If a driver is stopped by the Police or DVSA (Driver and Vehicle Standards Agency), the current penalty for using a vehicle with a defective tyre is up to a £5,000 fine and 3 points on the driver’s licence per defective tyre.

21.2 Punctures

In the event of a puncture, follow the below procedures to control the vehicle and adopt normal breakdown procedures:

21.2.1 bring your vehicle to a slow stop under control;

21.2.2 leave your vehicle using the nearside door;

21.2.3 call the Police if your vehicle is a hazard to other road users;

21.2.4 don’t repair the puncture on the motorway hard shoulder - call the emergency services;

21.2.5 don’t brake harshly unless the road configuration or traffic situation requires you to do so.

22 Seat belts and child seats 22.1 Seat belts are extremely effective in preventing injuries and loss of life; it is a

legal requirement to wear a seatbelt if one is fitted. 22.1.1 Certain exemptions on medical grounds apply; the appropriate exemption

certificate can be obtained from your GP.

22.1.2 Exemptions are permitted for drivers making deliveries or collections in goods vehicles when travelling less than 50 metres (approx 162 feet).

22.1.3 Child seats must be suitable for the vehicle in used and fitted securely; for more information, refer to the manufacturer’s guidelines.

23. Vehicle safety features 23.1 Many vehicles have additional safety features fitted to protect occupants in the

event of a collision. Before driving a vehicle for the first time, read the handbook to check which safety features are fitted and how they are activated or

deactivated.

23.2 Head restraints

If used correctly, head restraints protect against whiplash and prevent long-term injuries:



23.2.1 if fitted, head restraints must be correctly aligned to the occupant’s head;

23.2.2 the centre part of the head restraint should be at least the height of the eyes or top of the ears;

23.2.3 the restraint should be as close to the back of the head as is comfortable.

23.3 Airbags Ensure you know how many airbags are fitted to the vehicle and where they are fitted.

23.3.1 Don’t obstruct an airbag’s operation.

23.3.2 The speed and force of airbag inflation can cause minor injuries. To avoid this, don’t position your face or chest too close to the steering wheel or dashboard.

24. Vehicle loading/unrestrained items

24.1 You must not overload your vehicle as it is not only illegal but will put you and other road users at risk and may cause damage to the highway and your vehicle.

24.2 The driver is responsible for ensuring that any load carried is legal and safe -

even if the vehicle was loaded by someone else. 24.2.1 Overloading, badly positioned or unrestrained loads can affect the vehicle’s

steering and its stability under acceleration, braking and cornering.

24.2.2 Overloading puts excessive strain on tyres, increasing normal deflection and cause overheating, and reduces the effectiveness of the brakes.

24.2.3 Take special care if your vehicle is capable of taking significant loads (4x4 and estate cars etc).

24.2.4 If you drive an estate car and carry loose items in the rear, close the compartment/load cover to prevent loose items from moving into the cabin.

24.2.5 If the rear seats aren’t occupied, clip the seat belts into position as this provides added protection against load breakthrough in the event of a collision and/or an emergency stop.

24.2.6 Consider the potential for stowed items such as tools, laptops, sports equipment, shopping, etc to become projectiles in the event of a collision:

24.2.7 ensure that such items are adequately stowed and restrained;

24.2.8 store briefcases etc. in the boot. If this is not possible, store briefcases in the rear foot well, ensuring that there is no possibility for items to slide under the driver’s seat and cause an obstruction;

24.2.9 don’t place unrestrained objects on a parcel shelf or seat as even a box of tissues takes on the properties of a brick when the brakes are applied at 30 mph.

24.2.10 If in doubt, refer to the manufacturer’s handbook to ensure that recommended limits are not exceeded.



25. Smoking and other distractions 25.1 By law, drivers must not smoke in a WLT provided vehicle unless the vehicle is

provided solely for the employee’s use and work colleagues and/or clients do not travel in the vehicle.

25.2 WLT shall provide non-smoking stickers; the vehicle keeper is responsible for

ensuring the sticker is affixed and remains visible at all times.

25.3 Employees who drive a privately owned vehicle for work and carry colleagues as passengers on a work journey must not smoke in their vehicle. The ban does not apply if a privately owned vehicle is used exclusively by the employee.

25.4 Employees who wish to smoke shall do so outside the vehicle when safely parked and dispose of smoking materials responsibly.

25.5 Staff are reminded that the Trust is smoke free and staff may not smoke in the grounds including car parks. Staff may not smoke at any time whilst on paid duty.

25.6 Eating, drinking and any other activity that may distract you whilst driving are not permitted as this may result in a prosecution for failing to be in control of your vehicle. If you feel hungry or thirsty when driving, stop in a lay-by or parking area rather than eat or drink when driving.

Employees who fail to adhere to this policy may be liable to disciplinary action

26. Alcohol and driving

26.1 By law, drivers must not drive, attempt to drive, or be in charge of a motor vehicle when under the influence of alcohol. Even holding the keys in your hand may be sufficient evidence that you were in charge of your vehicle.

26.1.1 Driving a vehicle when under the influence of illegal alcohol levels or non-

prescribed drugs is strictly forbidden and treated by the organisation as gross misconduct.

26.1.2 New drink driving laws in Scotland, introduced in late 2014, reduced the limit to

50mg of alcohol per 100ml of blood, compared with the rest of the UK which has a limit of 80mg per 100ml of blood.

26.1.3 The use of vehicles under the influence of illegal alcohol levels or non-

prescribed drugs is therefore strictly forbidden and shall be considered by WLT as gross misconduct.

http://www.health-safety-signs.uk.com/cgi/products.pl?sign=UK smoking ban vehicle sticker



26.1.4 As well as needing to abstain from consuming alcohol during working hours, there is a significant risk of being over the legal limit `the morning after’ after consuming even moderate amounts of alcohol the previous evening. We therefore strongly recommend that you drive with no alcohol in your system.

26.1.5 Care must also be taken when consuming alcohol during flights if you need to

drive a vehicle after you have landed.

27. Drugs and driving

27.1 As from 2nd March 2015, it is illegal to drive in England and Wales with certain drugs above specified blood levels in the body, whether driving is impaired or not. This new legislation makes it easier for the police to tackle drug drivers.

27.2 Driving under the influence of drugs may cause a collision. The Highway Code

provides clear instructions in the area of use of drugs; Rule 96 must be adhered to at all times.

“You MUST NOT drive under the influence of drugs or medicine. Check the instructions or ask your doctor or pharmacist. Using illegal drugs is highly dangerous. Never take them if you intend to drive; the effects are unpredictable, but can be even more severe than alcohol and may result in fatal or serious road crashes”.

28. Policy

28.1 Inform your line manager if you are taking prescription or over the counter medication that may impair your driving - particularly opioid prescription painkillers, which can include morphine and codeine, anti-depressants and methadone. It is recommended you carry your repeat prescription with you when driving as this will be evidence that you are taking drugs for a medical condition.

28.2 If you need to take medication that may cause drowsiness or impair your ability to

drive, inform your manager so that alternative arrangements can be made. 28.3 If you intend to drive and are in doubt, seek advice from your GP or pharmacist

before taking any medicine. 28.4 Never drive when under the influence of recreational or illegal drugs as these can

impair driving as much as alcohol. Using such drugs not only means you are acting illegally but putting yourself, and other road users, at risk. Remember! The after effects of certain drugs may last several days after use.

29. Use of mobile phones

29.1.1 It is illegal to use a hand-held mobile phone when driving or controlling a vehicle on the road.



29.1.2 Although it is currently legal to use a hands free car kit, there use whislt can still be a signifianct distraction and may still result in proscuton if an accident results form the driver ‘failing to have proper control of their vehicle’.

29.1.3 Therefore regardless of the handset the Trust does expect staff to take any calls whislt drving.

29.1.4 Whislt driving on Trust business staff MUST NOT take any phone calls, text or use the phone in any other way until vehicle is safely parked with the engine switched off and the hand brake applied.

29.1.5 Employees found to be in breach of the WLT mobile phone policy when driving for work shall be reported to their Manager and HR. WLT reserves the right to take disciplinary action in accordance with the WLT Disciplinary Policy (D4).

30. Satellite navigation (including apps) and other in vehicle distractions

30.1 If used correctly, satellite navigation (sat nav) devices and/or other navigational aids, including apps, may reduce exposure to risk. When used incorrectly, however, they may increase the risk and be a distraction. The transport department in London has a satnav device that can be borrowed with a vehicle. The driver is responsible for returning the device in the same condition as that in which it was borrowed.

30.1.1 Sat nav devices and/or navigational apps must be programmed before setting off on a journey and not when driving.

30.1.2 A portable sat nav unit must be installed according to the manufacturer’s instructions and not positioned where it may impair the driver’s vision. For example, mounted on the windscreen within the swept area of the driver windscreen wiper.

30.1.3 Using a portable sat nav and/or navigational app is at your own risk; you are personally responsible for the equipment when driving a WLT provided/insured vehicle.

30.1.4 If using a navigational app for guidance, the mobile device must never be reprogrammed when driving and must not be touched at any time, even if hands free.

30.1.5 It is recommended you carry a road map in your vehicle should your sat nav and/or navigational app fail or is unable to plan your intended route.

30.1.6 Where fitted, in vehicle technology must be used in a safe and appropriate manner.

30.1.7 The use of other interactive in-vehicle devices, including wearable technology, may cause loss of attention; you must not operate such equipment when driving.



31. Vehicle control

31.1 A collision may occur if a driver loses control of the vehicle if the sole of their foot becomes trapped underneath the pedal, particularly when raising the foot to change gear.

31.1.1 Wearing mules, flip-flops and other footwear with insufficient ankle support may lead to the foot slipping off the pedal, or even missing the pedal altogether. It is not advisable to wear high heels while driving for similar reasons.

31.1.2 Care should also be taken when wearing muddy or overlarge work boots when

driving.

32. Fatigue

32.1 Research has shown that drivers can become tired after driving continuously for long periods of time. It is therefore recommended that a 15-20 minute break is taken after c. 2 hours of driving and that you buy a drink (obtain a receipt as proof of purchase as not only will the cost be reimbursed but the receipt is evidence that of a break being taken).

32.2 Consider travelling by public transport if appropriate and practical. If there is no alternative but to drive:

32.2.1 ensure you are fit to drive and avoid starting a journey when tired;

32.2.2 get a good night’s sleep before starting out on a long journey;

32.2.3 plan your weekly schedule to avoid having one long day followed by another.

32.2.4 if you have to work or drive for long periods in a day, ensure driving time is kept to a minimum the following day and only consists of short trips;

32.2.5 avoid driving long journeys between midnight and 6 am, when natural alertness is at a minimum;

32.2.6 plan your journey to allow for sufficient breaks;

32.2.7 if you feel drowsy, stop in a safe place (not on the hard shoulder) and be prepared to change your travel plans;

32.2.8 where possible, avoid driving through the bio-rhythmic low periods (2am to 6am and 1pm to 4pm).

32.2.9 be aware of sleep disorders, such as sleep apnoea;

32.2.10 don’t allow a misguided interpretation of what is expected of you to jeopardise your safety and that of others;

32.2.11 don’t attempt to drive if you are unable to give full concentration to the task.



33. Sleep apnoea

33.1 Sleep apnoea is a condition when breathing is briefly interrupted, or becomes shallow, during sleep. Since sleep apnoea is a potentially serious disorder, if you suspect you suffer from the condition, consult your GP at the earliest opportunity.

33.1.1 The breathing pauses typically last 10-20 seconds, may occur up to hundreds of times a night and jolt the person out of their natural sleep rhythm. As a consequence, sleep apnoea sufferers spend more time in light sleep and less time in deep, restorative sleep.

33.1.2 Chronic sleep deprivation results in daytime sleepiness, slow reflexes, poor concentration and an increased risk of collisions.

33.2 Sleep apnoea may also lead to serious health problems, such as diabetes, high

blood pressure, heart disease, stroke and weight gain.

33.2.1 Drivers who suffer from sleep apnoea are at a statistically significant increased risk of involvement in a collision, potentially two to three times higher than other drivers (Source: Ellen et al., 2006).

34. Journey planning

34.1 Journey planning is an essential part of risk reduction, so plan ahead and consider the length of the route, road types, sufficient time for rest breaks and weather conditions. Consider consulting a web based route planner such as AA Travel: http://www.theaa.com/traffic-news/index.jsp

34.2 To help reduce the time pressures before planning your journey:

34.2.1 all staff driving for business are asked to question whether the journey is necessary, or could be undertaken by an alternative, more sustainable mode of transport;

34.2.2 consider the time of day you will be travelling, the traffic conditions and weather conditions such as heavy snow, rain, ice, mud and fog;

34.2.3 be realistic when scheduling appointments and allow enough time to travel between calls;

34.2.4 minimise travelling towards the end of the week, when you will be tired and when traffic is usually heavier;

34.2.5 consider overnight stops to break up your total mileage;

34.2.6 if you need to travel across a city or major town, try to avoid travelling during rush hour;

34.2.7 when visiting an unfamiliar area, consider travelling to your destination in day-light.

http://www.theaa.com/traffic-news/index.jsp



35. Smarter driving 35.1 The Trust encourages all staff driving for business to adopt smarter driving

techniques. The benefits of smarter driving include:

35.1.1 Reduced fuel costs; 35.1.2 Reduced wear and tear on vehicles; 35.1.3 Safer driving; and 35.1.4 Reduced emissions

35.2 The Centre for Sustainable Energy recommends the following smarter driving tips:

Check your revs When you speed up, change gear at 2,000 – 2,500 revs

Watch your speed

The most efficient speed is 45-50mph. The difference between 70mph and 85mph is 25% more fuel used

Read the road Anticipate the road ahead to reduce over-acceleration and sharp breaking

Step off the gas Stay in gear but take your foot off the accelerator as early as possible when approaching a red light or roundabout. This cuts fuel to the engine to almost zero

Plan your journey A bit of preparation will help you to avoid congestion and/or road works. The Highways Agency (www.highways.gov.uk) shows incidents and road works on main roads

Drive off from cold

Modern cars don’t need to be warmed up: just drive off from cold

Check your tyres Under inflated tyres increase fuel consumption and are potentially dangerous

Reduce ‘drag’ Remove roof racks, bike carriers and top-boxes if you are not using them

Switch off when you can

If you are going to be stationary for more than a minute, switch off your engine to save fuel

Air conditioning Use it sparingly, as it increases your fuel consumption. But on the motorway it’s better than opening a window which increases wind resistance

Invest in a satnav Many satnavs now have features that help you avoid traffic congestion

36. Vulnerable road users 36.1 Consider other road users, including pedestrians, cyclists, horse riders and

motorcyclists, who are classed as “vulnerable road users”. Also be aware of, and be considerate to, learners and less experienced drivers:

http://www.highways.gov.uk/



36.1.1 watch your speed;

36.1.2 be patient and give other road users, including cyclists, learner drivers or riders, more time and space;

36.1.3 expect to meet different road users, particularly on rural roads;

36.1.4 drive considerately;

36.1.5 be prepared for other road users to make a mistake or make a sudden manoeuvre (e.g. a cyclist swerving to avoid a pot hole);

36.1.6 expect the unexpected.

37. Personal and vehicle safety and security 37.1 Vehicle crime is opportunist and can be prevented with common sense and

basic precautions. The below advice will assist with your personal and vehicle safety:

37.1.1 park in a safe area and/or in a well–lit and busy street or a car park displaying the 'Park Mark' logo as these are vetted by the Police and have measures in place in order to create a safer environment for you and your vehicle;

37.1.2 when leaving your vehicle, especially after refuelling, close the windows and lock the doors;

37.1.3 consider “de-sexing” your vehicle, drive with the doors locked and the windows closed, especially in built up areas;

37.1.4 in the unlikely event someone forces you to hand over the keys, don’t resist. Call the police and try to give a clear description of the thief;

37.1.5 consider letting someone know where you are, especially if you deviate from your intended route, and your office or mobile number to anyone close to you so they have a point of contact in case of an emergency;

37.1.6 consider providing HR and your manager with up to date information on who to contact in the event of a problem/emergency;

37.1.7 avoid parking in quiet areas, especially if you intend to work on a lap top;

37.1.8 consider locking all doors and closing your windows when driving in built up areas;

37.1.9 avoid getting into “road rage” situations.

38 Vehicle fires

38.1 There are many ways a vehicle fire can start, some of which are preventable:

38.1.1 always keep the vehicle properly maintained;

38.1.2 when topping up a hot engine with oil, don’t spill it on to the exhaust;



38.1.3 don’t use jump leads unless you are competent to do so. Connecting the leads to the wrong poles of the battery can cause sparks, and even an explosion;

38.1.4 don’t park on long dry grass; newer vehicles have catalytic converters on the exhaust which can get hot enough to ignite dry material;

38.1.5 don’t attempt to tackle a vehicle fire but instead leave it to the Fire Brigade. Vehicle fires typically start in the engine compartment or the electrical wiring behind the dashboard.

38.2 If a fire starts when you are driving:

38.2.1 stop as soon as you can and turn off the engine;

38.2.2 leave the vehicle without waiting to collect belongings or work items.

38.2.3 If the fire is fierce and/or close to the fuel tank, stand well away from your vehicle. Only when you are at a safe distance should you stop to call for the emergency services by dialling 999. If you do not have a mobile phone, use a roadside phone or ask at the nearest building.

DON’T, ON ANY ACCOUNT, RAISE THE BONNET IF THE ENGINE IS ON FIRE

39. Vehicle breakdowns 39.1 Regular vehicle safety checks reduce the likelihood of a vehicle breaking down.

If your vehicle breaks down, do not put yourself, your passengers or the vehicle at risk. Please follow the advice given in the Highway Code Rule for breakdowns on the motorway.

If your vehicle breaks down, especially on the motorway:

39.2.1 move the vehicle to a position of safety and switch on your hazard warning

lights;

39.2.2 call the recovery service using the roadside phone on a motorway (not your mobile

phone) as these provide the precise location of you and your vehicle. To locate the nearest emergency phone, walk to the nearest marker post, which will have an arrow indicating the direction of the nearest emergency phone;

39.2.3 wear high visibility clothing, which should be stored in your vehicle and not in the boot;

39.2.4 deploy your warning triangles on roads other than motorways;

39.2.5 if not on a motorway, stay in your vehicle and keep doors locked while waiting.

39.2.6 a patrol/mechanic will carry proof of identity – ask to see this before opening a window or unlocking your vehicle;

39.2.7 get passengers out of the vehicle and ask them to move them to a safe place (behind a crash barrier or well away from the motorway carriageway);



39.2.8 get out of your vehicle and lock the doors, other than the nearside, and secure your vehicle. When on a motorway, it safer to retreat up the bank or behind a barrier than wait in the car;

39.2.9 if you feel threatened by another person, return to your vehicle using the near side door and lock all doors. Only leave your vehicle once you feel the danger has passed;

40. If you are involved in a collision 40.1 If you are involved in a collision, you must stop as soon it’s safe to do so, do not

- under any circumstances - admit liability or blame at the scene but conduct yourself within the requirements of the Highway Code:

40.1.1 Stopping following an accident it is a legal requirement, failing to do so may lead to disciplinary action against you under the Trust’s Disciplinary Policy (D4)

40.1.2 You must report the crash to the Police within 24 hours and complete an IR1 form in the Exchange.

40.1.3 Don’t attempt to drive a WLT vehicle if there is any doubt as to the roadworthiness or safety of the vehicle.

40.2 The two most common reactions to being involved in a collision are shock and anger. But, whatever you do, do not get involved in a heated discussion with any other party(s), no matter how you believe they have behaved, or whatever they may say to you. Anything said or done in the heat of the moment may be used against you at a later date.

40.3 Stay calm, don’t admit liability and remember to record the information below and complete “Accident Record Form” (Appendix 1):

40.3.1 exchange names and addresses, details of insurance companies and policy numbers, vehicle make, model and registration number;

40.3.2 obtain details of independent witnesses;

40.4 make a note of:

40.4.1 Time, date, traffic conditions

40.4.2 Weather, visibility, road conditions

40.4.3 Road markings and signs

40.4.4 Signals made by you or other

40.4.5 Whether all vehicles involved in the collision had lights on

40.4.6 What was said and draw a plan

40.4.7 Damage to all vehicles or property involved

40.5 Call the Police immediately if: 40.5.1 someone was injured;



40.5.2 you believe another driver committed an offence.

40.6 Inform the Police within 24 hours if:

40.5.1 there was damage to street furniture (road signs etc);

40.5.2 the third party failed to stop;

40.5.3 you damaged a parked car or building and don’t know the owner’s name and/or address.

40.7 Following an accident/incident, driver’s may be suspended from driving on Trust business to allow an investigation to take place. Driver’s will be informed when they’re allowed to continue to drive on Trust business once investigation has been completed.

41. Driver assessments 41.1 Depending on annual business mileage and the vehicle used for driving for

work, WLT can arrange for employees to complete a driving assessment, funded by WLT.

41.1.1 The assessment shall be completed every 03 years and either takes the form of a practical on-road driving assessment or an on-line driver profiling assessment.

41.1.2 The assessment results shall be used to determine if additional training is

necessary. 41.1.3 If necessary, employees who drive on business may be required to undertake

an on-road driver assessment or on-line driver assessment, regardless of annual mileage.

42. Driver training

42.1 The Trust will provide professional development training/assessment for the drivers that it directly employs to ensure that the safety and wellbeing of service users, staff, pedestrians and other road users are maintained.

42.2 Employees who drive for work and who have been identified through the

assessment programme as needing further training shall be required to participate. Failure to do so may result in disciplinary action being taken against you.

43. Monitoring 43.1 The Trust will monitor the operation of this policy to comply with its legal duties.

The following will be monitored: 43.1.1 Staff registered as drivers against those claiming business miles



43.1.2 The instances of accidents reported and those claimed for on the Trust’s insurance

43.1.3 Complaints and compliments from staff and service users

44. Fraud statement 44.1 The Trust is committed to maintaining an honest, open and well intentioned

culture and is committed to the elimination of fraud. Staff that provide false or altered documents in relation to the required documentation to be able to drive Trust vehicles or claim business mileage will be considered to have acted fraudulently and will be subject to the Trust’s Disciplinary Policy (D4).

44.2 Please refer to the Trust’s Counter Fraud Policy and Reporting Procedure

(F2) for details.The policy is available on the Exchange.

45. References (external documents) 45.1 This policy should be read in conjunction with the following: 45.1.1 The Highway Code, Department for Transport, updated March 2016

46. Supporting documents (Trust documents) 46.1 None

47. Glossary of terms / acronyms

MOT The MOT is an annual test of vehicle safety,

roadworthiness aspects and exhaust emissions required

in Great Britain for most vehicles over three years of age

SATNAV Satellite Navigation system

WLT West London NHS Trust

IR1 Online incident reporting system used at WLT

48. Appendices

Appendix 1 – Accident Record Form

https://en.wikipedia.org/wiki/Vehicle_inspection

https://en.wikipedia.org/wiki/Vehicle_safety

https://en.wiktionary.org/wiki/roadworthiness

https://en.wikipedia.org/wiki/Exhaust_gas



49. Declaration and Receipt of Policy If you do not understand any of the requirements or information contained in this Policy, contact your line manager who will advise you.

I confirm that I have read and understood the requirements of using a WLT provided, cash allowance or privately funded vehicle on behalf of West London Mental Health NHS Trust and the Driver’s Code of Conduct, and agree to comply with the advice and guidance contained within this Policy and the Highway Code.

Signed _______________________ Print Name ________________

Employee Number _______________ Line Manager _______________

Date _____________________ Department _______________

Driver’s Code of Conduct When driving on WLT business, I shall:

Always be courteous to other road users

Act in a responsible manner when driving a WLT vehicle

Abide by the laws governing the use of the public highway

Abide by the laws regarding the use of a vehicle on the public highway

Ensure that the vehicle I am driving is safe, legal and roadworthy

Concentrate on my driving and avoid distractions

× Not operate my vehicle if I am unfit to drive

× Never compromise my own safety and that of others through drink or drugs

× Never undertake an activity that will endanger other road users As driving is a life skill, the organisation expects its employers to comply with this code and take a pride in their driving, to the benefit of all road users. The above declaration confirms that you have signed up to the code and shall apply it as a routine part of your driving.

This declaration must be signed, upon registering as a driver, it is the driver’s responsibility to familiarise themselves with the policy provided.



Appendix 1

Accident Record Form How did the accident happen? …………………………………………………………………….. ………………………………………………………………………………………………….. ……… …….…………………………………………………………………………………………………….. Where and when was the accident? Place ………………………………………………………. (Street & town) ………………………………………………………. Road Conditions Wet/Dry/Icy Speed Limit ……………………………………………………... Did the police attend? ………………………………………….................... PC Number/Station ………………………………………........................ Date of accident ……………………………………………………… Time …………………………………......................am/pm Daylight/twilight/dark ……………………………………………………… Street Lights On/Off

Where any other vehicles involved? 1)……………………….. 2)……………………….. Name of Driver/Owner …………………………. ……………………….. Address …………………………. …………………………. …………………………. ……………………….. Telephone Number …………………............. ………………….............. Registration Number …………………............. ……………….............. Make/Model …………………………. ……………….............. Visible Damage …………………………. ………………............... …………………………. ………………….............. Insured By …………………………. ……………………….. Policy Number …………………………. ……………………….. Was anyone injured? Name 1)………………………. 2)……………………… Address ………………………… ……………….............. ………………………… ……………….............. Telephone Number …………………............ ……………….............. Injuries ………………………… ……………….............. Age (approx.) ………………………… ……………………….. Was seatbelt worn Yes/No ………………. Yes/No……………… Pedestrian/Cyclist/Driver Passenger/Other ………………………… ……………………….. Was an ambulance required Yes/No ………………. ………………………. Was there any witnesses? Name 1)……………………… 2)………………………… Address ……………………….. ………………................ ……………………….. ………………................ Telephone Number ………………….......... ………………................ Was any other property damaged? Type of property …………………...........................................................



(e.g. street lights. Signs etc) …………………………………………....................... How was it damaged …………………………………………...................... Location of property …………………………………………………………. Please use the area below to illustrate the accident

IN THE EVENT OF AN ACCIDENT

Check all passengers are ok and safe, call emergencies services if needed. Do not admit liability; complete the form overleaf and ensure that you take TP details, drivers name, address, telephone number, the vehicle registration, make, model, colour and insurance details. Make a note of any damage (photos if possible), the road name, time and details of any injured parties. Please ensure that you are safe at all times and do not take any unnecessary risks. Please inform your Supervisor or Line Manager of the incident as soon as possible. For Insurance Details call Transport Department - 020 8354 8182 / 8399 (Monday – Friday (7am – 5pm)) If the vehicle is not drivable after the incident you must:

For Trust own vehicles, call breakdown services (details on card provided) if needed contact transport department on numbers above.

For leased vehicles, call breakdown services of leasing agency, number on driver’s booklet.

For own vehicles (Grey Fleet), call your breakdown company. On your return please report to your line manager and complete an IR1 form, Transport Department also needs to be informed of the accident and provided with the IR1 number Please complete and return to Transport Department:



Vehicle Registration…………………… Driver Name…………………….………. D.O.B……………. Date……………. Year Passed Driving Test ……………….. Driver Signature ……………………… Describe damage to own vehicle………………………………………………………………………… ……………………………………………………………………………………………………… …………………………………………………………………………………………………………… ………………………………………………………………………………………………………………………………………………………………………………………………………………………… Identify damage to own vehicle below