Traffic Management

Policy

The purpose of this policy is to ensure all risks associated with traffic on school sites are identified and managed.

Summary

• The Occupational Health and Safety (OHS) Act 2004 (Vic) requires the department to identify and, so far as is reasonably practicable, to eliminate or minimise risks – including those associated with traffic within schools.
• The principal and/or their delegate must identify and control risks associated with traffic on school sites.
• The interaction between traffic and pedestrians creates a significant risk of incident and injury and the principal or their delegate must complete a Traffic Management Plan (DOCX) or equivalent template for the school.
• Under the OHS Act 2004, employees while at work must take reasonable care for their own health and safety and the safety of others who may be affected by their actions or omissions.
• Central and regional offices provide a range of supports and services to assist principals and employees to be safe and well, including access to the OHS Advisory Service and local regional officers who can provide free advice about how to manage traffic related risks.
• The Traffic Management Procedure must be followed, and sets out the practical step-by-step instructions for implementing this policy.
• This Policy forms part of the department’s OHS Management System, refer to OHS Management System (OHSMS) Overview for further information.

Details

The principal and/or their delegate in consultation with their Health and Safety Representative (HSR) and employees must:

• record the identified traffic related hazards on their local OHS risk register (XLSX)or equivalent and Traffic Management Plan (DOCX)
• identify all areas where mobile plant and equipment are present within the school (e.g. a fork-lift)
• assess the risk and document controls for traffic related hazards using the risk matrix outlined in the OHS Risk Register
• ensure that all control measures are included on the OHS risk register and documented in the Traffic Management Plan
• review and amend the External Grounds and Sporting Field Inspection Checklist (DOCX), as required with reference to the completed Traffic Management Plan to assist in initially identifying traffic hazards
• ensure that the workplace inspections are scheduled on the OHS Activities Calendar (XLSX) at regular intervals as required in the Workplace Inspection policy
• ensure that the OHS risk register and Traffic Management Plan are kept up to date and reviewed when traffic related hazards are identified, assessed, controlled and reviewed
• ensure that incidents and vehicle accidents are reported on eduSafe Plus (staff login required).

Definitions

Accident
An unintended incident which resulted, or could have resulted in, the injury or exposure to a substance or contagious disease, of one or more persons.

eduSafe Plus
The department’s online hazard and incident reporting and management application, accessible on the intranet. Employees log on using their employee number and password.

Incident
An event that has led to or could have led to an injury. Incidents include near misses, accidents, and injuries.

Mobile plant and equipment
A wheeled or tracked vehicle which is engine or motor powered. Examples:

• ride on lawn mowers
• tractors
• forklifts
• scissor lifts.

Near miss
A near miss is defined as any occurrence that might have led to an injury or illness to people, danger to health and / or damage to property or the environment.

Traffic Management Plan
A concise overview of the arrangements put in place to manage the risks associated with the interaction of pedestrians and vehicles within schools.

Related policies

• Occupational Health, Safety and Wellbeing Management in Schools
• OHS Consultation and Communication
• OHS Induction and Training
• OHS Risk Planning and Management
• Reporting and Managing School Incidents (including emergencies)
• Workplace Inspections
• Work-Related Driving

Relevant legislation

Occupational Health and Safety Act 2004 (Vic)

Traffic Management Procedure

The Traffic Management Procedure must be followed, and sets out the practical step-by-step instructions for implementing this policy.

It contains the following chapters:

1. Traffic Management Plan
2. Identify hazards associated with traffic
3. Risk assessment process
4. Controlling risks posed by traffic
5. Incident/accident reporting
6. Reviewing controls
7. Reviewing OHS Risk Register and Traffic Management Plan
8. Legislation, codes of practice, standards and practice

1. Traffic Management Plan

The principal and/or their delegate must ensure a traffic management plan is developed and implemented using the Traffic Management Plan (DOCX) or equivalent template for the school. The Plan should consider traffic flow on the whole school site including:

• pick up and drop off of students (including camps and excursions)
• couriers/deliveries
• four-wheel drives and other large vehicles on school grounds (such as contractor vehicles or moving libraries)
• staff and visitors (if applicable) car park
• special events such as fetes and sports carnivals
• mobile equipment, such as forklifts tractors, and ride on lawn mowers.

2. Identify hazards associated with traffic

The principal and/or their delegate, in consultation with the Health and Safety Representatives (HSR) and employees, must:

• identify all areas where mobile equipment and vehicles are present within the school
• review and amend the External Grounds and Sporting Field Inspection Checklist (DOCX), as required with reference to the completed Traffic Management Plan (DOCX), to assist in initially identifying traffic hazards
• schedule the workplace inspections on the OHS Activities Calendar (XLSX) at regular intervals as required in the Workplace Inspections policy
• record the identified traffic related hazards on the OHS risk register (XLSX).

3. Risk assessment process

When assessing the level of risk for traffic related hazards the principal and/or their delegate must utilise the risk matrix outlined in the OHS Risk Management Procedure.

The risk assessment is to be conducted in consultation with the HSR, employees and contractors, where applicable.

The assigned level of risk should be recorded on the OHS risk register (XLSX).

4. Controlling risks posed by traffic

When determining controls to reduce risks associated with traffic at the school, the principal and/or their delegate must follow the hierarchy of control outlined in OHS Risk Management Procedure.

Examples of controls (from most to least effective) could include:

• eliminating the need for mobile plant or vehicles to enter school grounds
• substituting the use of ride on lawn mowers for push lawn mowers
• improving workplace design and layout with clearly marked pedestrian walkways and physical barriers next to driveways/roads
• ensuring there are clearly marked designated zones, for delivery vehicles, that are well distanced from pedestrian areas
• training employees, contractors and visitors about traffic related hazards – refer to the OHS Induction and Training policy
• providing personal protective equipment (PPE) such as high visibility vests.

The principal and/or their delegate must ensure that all control measures are recorded on the OHS risk register (XLSX) and documented in the Traffic Management Plan (DOCX).

5. Incident/accident reporting

The principal and/or their delegate are responsible for ensuring that incidents and vehicle accidents associated with traffic management are reported on eduSafe Plus (staff login required).

The principal and/or their delegate must investigate all traffic related incidents and vehicle accidents as per the Managing and Reporting School Incidents (Including Emergencies) policy and review existing controls.

6. Reviewing controls

In consultation with the HSR and employees, the principal and/or their delegate are responsible for reviewing the effectiveness of implemented controls.

The review must be documented on the OHS risk register (XLSX)and any changes to controls must be incorporated into the Traffic Management Plan (DOCX).

7. Reviewing OHS risk register and Traffic Management Plan

The principal and/or their delegate must ensure that the OHS risk register (XLSX)and Traffic Management Plan (DOCX) is kept up to date and is reviewed when traffic related hazards are identified, assessed, controlled and reviewed.

8. Legislation, Codes of Practice, Standards and Guidance

• Occupational Health and Safety Act 2004 (Vic)
• WorkSafe Victoria Guidance on Safety in workplace car parks, 22 December 2020

Resources

Templates relevant to this policy and procedure

• External Grounds and Sporting Field Inspection Checklist (DOCX) – to help initially identify traffic hazards
• OHS Activities Calendar (XLSX) – for ensuring that workplace inspections are scheduled at regular intervals as required in the Workplace Inspection policy
• OHS risk register (XLSX) – recording and identify traffic related hazards
• Traffic Management Plan (DOCX) – a template plan for schools to develop and implement their Traffic Management Plan