Travelling on University Work within the UK Policy

Policy statement

University of Dundee recognises that it is accountable for the safety of staff undertaking journeys on University business. It also recognises that it has a duty of care toward students travelling on University organised or sponsored activities. In addition, it is committed to ensuring people in the broader community are not exposed to unnecessary risk from staff driving at work.

Arrangements

Deans/Directors will ensure that suitable and sufficient risk assessments are undertaken. Generally, any journey using public transport or a reputable travel Organisation does not require a specific risk assessment, and staff should be encouraged to use public transport whenever possible. Similarly, car or other vehicle journeys of less than 150 miles are unlikely to require a specific risk assessment. A specific risk assessment is always required for mini-bus journeys that include consideration of a driver’s maturity and driving experience, and passenger feedback. A specific risk assessment is also required for car or other vehicle journeys of greater than 150 miles that considers issues such as duration of travel, time of day, likely weather conditions and type of vehicle.

Deans/Directors must ensure that staff authorised by them to drive vehicles owned by, or leased or hired to the University in the course of their employment at work are Registered as University Drivers through completion of a Drivers Declaration and that they comply with insurance requirements issued by Finance Manager (Assets and Insurance).

Deans/Directors must ensure that University owned or leased vehicles are maintained in a roadworthy condition and have a MOT certificate if necessary. They must also ensure that a journey log book is kept, and that regular safety checks (for example: tyre pressures and fluid levels) are carried out by staff. They must make and inform staff of procedures to follow in the event of an accident, breakdown or other emergency situation.

Line Managers should always err on the side of caution when completing specific risk assessments, especially when assessing mini-bus journeys, since road traffic accidents are a major cause of work related fatal accidents. Special attention should be given when staff report concerns about their fitness to drive, or staff or students report concerns about the standard of driving of a member of staff.

Line Managers should contact Occupational Health Service for advice on fitness to drive, and the People team for advice on contractual issues.

Staff must ensure that they have a valid driving license for the vehicle being driven. If they are using their private vehicle for work purposes it must have a MOT certificate if required and they must have an insurance policy that includes business use. They should observe the Highway Code at all times, and should show consideration to their passengers and other road users. They should follow the guidance found in the Staff Health and Safety Handbook.

Staff must inform their line manager immediately if they are unable to drive (for example: medical condition or loss of license). If they think their eyesight is deteriorating they should consult an optician immediately. If staff have any concerns about driving a vehicle (for example: mini-bus or large van) or have any concerns about their fitness to drive then they should notify their line manager. In some cases, it may be appropriate to contact the University Occupational Health for advice.

Staff must report accidents that occur when travelling for work purposes whether an injury occurred or not using the University’s Accident/Incident Reporting procedures. In addition, accidents involving University owned, leased or hired vehicles must be reported to Finance Manager (Assets and Insurance).

Sports Union Administrators are responsible for ensuring that mini-buses are maintained in a roadworthy condition, and have an MOT certificate if required. They are also responsible for ensuring that student drivers have completed a training course before they drive mini-buses. They must also ensure that a journey log book is kept, and that regular safety checks (for example: tyre pressures and fluid levels) are carried out by students. They must make and inform students of procedures to follow in the event of an accident, breakdown or other emergency situation. They should ensure that accidents are reported to Safety Services and Finance Manager (Assets and Insurance).

The Sports Union Mini-bus Convener audits these arrangements. Further information Safety Services and Finance Manager (Assets and Insurance) can be contacted for further advice and information.

A Risk Assessment for Driving at Work within the UK can be found on the Safety Services Sharepoint website.

Document information