Aim of this policy
To reduce vehicle incident and at-fault work related road collision costs and injuries by promoting a safe driving culture within the organisation.
Objectives of the policy
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- To make drivers aware of the main risks they face or create when driving for work
- To make sure that employees who drive vehicles in the course of their work demonstrate safe, efficient driving skills and other good road safety habits at all times.
- To maintain all company vehicles in a safe, clean and roadworthy condition to ensure the maximum safety of the drivers, occupants and other road users, and reduce the impacts of company vehicles on the environment – this also applies to personal vehicles used for work purposes.
Code of Conduct
The company code of conduct states: “While driving company or own vehicles for work purposes, employees must comply with traffic legislation, be conscious of road safety, be considerate towards other road users, and demonstrate safe driving and good road safety habits.”
The following actions in company vehicles will be viewed as serious breaches of conduct and dismissal may be a consequence:
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- Drinking or being under the influence of drugs while driving*
- Driving while disqualified or not correctly licensed*
- Reckless or dangerous driving causing death or injury*
- Failing to stop after a collision
- Acquiring penalty points leading to suspension of licence
- Any actions that warrant the suspension of their licence
* These actions would result in instant dismissal
Employee Responsibilities
Drivers of company vehicles
Every driver of a company vehicle must:
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- Make sure they hold a current driver licence for the category of vehicle they are driving and this licence is carried when driving a company vehicle
- Immediately notify their supervisor or manager if their driver licence has been suspended or cancelled, or has had limitations placed upon it
- Take time to familiarise themselves with the vehicle’s handbook
- be responsible and accountable for their actions when operating a company vehicle or
- Driving for the purposes of work
- Carry out a full daily walk around check prior to using the vehicle
- Display the highest level of professional conduct when driving a company vehicle
- Regularly check the oil, tyre pressures, radiator and battery levels of company vehicles they regularly use
- Comply with the Rules of The Road and the safe Driving for Work Handbook at all times
- Assess hazards while driving and anticipate ‘what if’ scenarios
- Drive within the legal speed limits, including driving to the conditions
- Wear a seat belt and make sure all occupants wear their seat belt at all times
- Only drive when fit to do so – never drive under the influence of alcohol or drugs, including prescription and over the counter medication if they cause drowsiness
- Avoid distraction when driving – if you need to, adjust or set navigation devices and mirrors before setting off. If you need to re-adjust whilst driving pull over safely in order to do so
- Report any near-misses, crashes and scrapes, including those that do not result in injury, and follow the collision procedures outlined in this policy
- Report vehicle defects before the next vehicle use
- Never carry any hazardous substances without the prior approval of the line manager.
- Hazardous goods may only be carried in full compliance with relevant legislation
In addition, it is required that all drivers:
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- Take regular and adequate rest breaks, at least every two hours
- Stop when tired
- Plan their journeys, taking into account pre-journey work duties, the length of the trip and
- post-journey commitments
- Stay overnight if driving time and non-driving duties exceed 10 hours in one day
Drivers using their own car for work:
If an employee is driving their own vehicle for work, the same policies apply.
In addition:
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- The employee must seek the employer’s agreement before using their vehicle for work
- The car must be legally registered, authorised and insured for the purposes of work – the employee must show evidence of this on request
- The employee must not carry loads for which the vehicle is unsuited, nor may they carry more passengers than there are seat belts
- The vehicle must not be used in conditions for which it was not designed (such as off-road)
Employer Responsibilities
The employer will take all steps to ensure company vehicles are as safe as possible and will not require employees to drive under conditions that are unsafe or likely to create an unsafe environment, physical distress or fatigue.
We will ensure this through the following measures:
Vehicle selection and procurement
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- Giving priority to safety features when selecting new vehicles
- Choosing vehicles with ABS brakes and side head- protecting airbags
- Ensuring that all vehicles are supplied with a first aid kit, a securely fitted fire extinguisher, a high visibility jacket for each seat in the vehicle, a torch and an emergency triangle
Vehicle maintenance
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- Ensuring all vehicles are well maintained and that the equipment promotes driver, operator and passenger safety by:
- Servicing the vehicles according to manufacturers’ recommendations
- Setting up procedures where employees check their vehicle’s oil, water, tyre pressures and general cleanliness on a monthly basis, then record the inspections on a check sheet
- Keeping maintenance schedules in the glove boxes of all vehicles, which are completed each time the vehicles are serviced in any way
- Following the maintenance schedules in the vehicles’ manuals
- Setting up a procedure to identify and rectify all defects no how matter how small, as soon as practicable
Monitoring driving time and driver hours
Monitoring and managing work schedules to ensure they do not encourage unsafe driving practices by:
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- Requiring professional drivers of heavy commercial/light commercial vehicles and mini buses to comply with both drivers hours regulations and Driver CPC requirements (where applicable)
- Requiring non-commercial drivers to take 15-minute breaks every two hours of driving
- Taking into account individual drivers’ needs by:
- Requiring employees to keep driving logs that are regularly checked by a supervisor or manager.
Driver Training
Identifying driver training needs and arranging appropriate training or refresher training, including providing:
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- A thorough induction to the company’s road safety policies and procedures
- Driver training opportunities to all employees
- Driver assessment and required training as part of all driver inductions
- Training aimed at managing the driving risk or specific practical training as required and identified
- Regular staff talks on safety features, fatigue, driver responsibility, drink-driving and fuel-efficient driving
- Driver training log updates on personnel files
Fuel Efficiency/Environmental Measures
Encouraging better fuel efficiency and reducing environmental impact by:
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- Encouraging the use of electric vehicles
- Setting up and promoting a workplace travel plan
- Facilitate training in regard to travel planning and efficient driving habits
- Encouraging the use of remote conferencing whenever practical
What to do in the event of an incident in a company vehicle
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- Immediately stop your vehicle at the scene or as close to it as possible, making sure you are not obstructing traffic.
- Apply the handbrake and switch off the engine.
- Switch on the vehicle’s hazard warning lights.
- Ensure your own safety first, put on your hi-vis vest before exiting the vehicle.
- Ensure any passengers put their hi-vis vest on before getting out.
- If the vehicle is on fire – get out immediately
- Help any injured people if it is safe to do so
- Call for assistance as required.
Try to gather the following information:
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- Details of the other vehicle(s) and registration number(s)
- Name(s) and address(es) of the other vehicle owner(s) and driver(s)
- Name(s) and address(es) of any witness(es)
- Name(s) of insurer(s)
Provide your name and address and company details.
If you damage another vehicle that is unattended, leave a note on the vehicle with your contact details.
Contact the Gardaí:
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- If there are injuries
- If there is a disagreement over the cause of the crash
- If you damage property other than your own
- If damage to the vehicle looks to be substantial.
- If you feel it is necessary
Only move the vehicle if:
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- Instructed to do so by a member of the emergency services
- It would be more dangerous to others keep it at its current location
- You know that the Gardaí have not been called to the scene
- Any damage is only slight and leaving the vehicle where it was would cause serious inconvenience to other road users
- It is safe to do so and you have already provided your name and address as well as the name and address of the vehicle’s owner, registration and insurance details.
- If the vehicle cannot be driven arrangements must be made for its removal.
- All valuables should be secured
Follow-up with your supervisor:
If there is an injury or major damage, report the crash to your manager as soon as you can.
Breakdowns
In the event of a breakdown do not try to repair the vehicle.
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- Contact the breakdown assistance provider (details should be kept in the vehicle’s glove-box)
- Ensure nothing is done to endanger yourself or others
- Make sure you and other passengers wear the hi-vis vests
- Move passengers to the safest location – on motorways or other busy roads passengers should be taken onto the embankment as far away from the traffic as possible
- Move the vehicle off the carriageway (onto the hard shoulder on a motorway) and switch off the engine
- Switch on the vehicle’s hazard warning lights
- Phone the emergency services or breakdown service as appropriate.
- Make sure to give accurate location details.
- If on a Motorway use the emergency SOS telephone to call for help – this will accurately inform the Gardaí of your location
How the success of the policy will be measured
The success of this policy will be measured by the increase or decrease in:
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- The number of collisions involving company vehicles
- The number of avoidable collisions involving company vehicles
- The number of traffic infringements received
- The costs of repairs and maintenance
- Other financial costs associated with vehicle use
Policy Review
This policy will be reviewed annually.
Langton House Hotel Ltd. Director: Edward Langton | February 9th 2022