Work-Related Driving

Policy

This policy outlines the responsibilities and processes to identify and manage risks associated with work-related driving.

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 associated with work-related driving.
• The principal and/or their delegate (as the local management representative) must identify, assess and control risks associated with work-related driving.
• 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 on the risk management of work-related driving.
• The Work-Related Driving Procedure (in the Procedure tab) 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 Occupational Health, Safety and Wellbeing Management in Schools for further information.
• Where staff are driving school-owned or hired vehicles (such as buses), this policy should be read in conjunction with the policies on Buses – Owned, Hired or Chartered by a School and Vehicles (Excluding Buses) Owned or Hired by a School.

Details

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

• ensure that the employee, who is required to drive, holds a valid driver’s licence and has completed the Application to drive authorisation form (DOCX) and Section 1 of the Work-related driving checklist – schools (DOCX) on an annual basis or as required for a planned journey.
• identify the hazards associated with work-related driving using the work-related driving checklist – schools
• authorise employees as competent to drive for work purposes, so far as reasonably practicable (for example, sight the conditions of their drivers’ licence)
• review and endorse travel plans with specific regard to fatigue management (Section 2 of the work-related driving checklist – schools) – noting that approvals for similar driving patterns can last for 12 months.

Employees must, when planning work-related driving:

• seek endorsement to drive (on at least an annual basis) using the application to drive authorisation form and Section 1 of the work-related driving checklist – schools – including showing a valid driver’s licence
• consider how to avoid fatigue, including alternatives to driving where possible
• consider if any medication they are using is likely to affect their alertness or driving performance and consult with their medical practitioner if in any doubt.

Employees must, prior to commencing driving for work:

• consider expected weather and road conditions when planning the route
• ensure the vehicle is safe to drive.

Employees must, when driving for work:

• manage fatigue and avoid distractions
• avoid the unsafe use of mobile devices and other technologies
• not use drugs, alcohol and medications that might affect their ability to drive safely
• not engage in risky behaviour such as speeding and other traffic offences
• wear a seatbelt, and ensure passengers are wearing seatbelts
• report any accident or safety-related incident on eduSafe Plus (staff login required).

Driving school owned or hired vehicles (such as buses)

Where staff are driving school-owned or hired vehicles (such as buses), this policy must be read in conjunction with the policies on Buses – Owned, Hired or Chartered by a School and Vehicles (Excluding Buses) – Owned or Hired by a School.

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.

Related policies

• Buses – Owned, Hired or Chartered by a School
• OHS Management System (OHSMS) Overview
• Private Vehicle Use
• Reporting and Managing School Incidents (including emergencies)
• Travel and Personal Expenses – Teaching Service
• Vehicles (Excluding Buses) – Owned or Hired by a School

Relevant legislation

• Occupational Health and Safety Act 2004 (Vic)
• Occupational Health and Safety Regulations 2017 (Vic)
• Road Safety (Drivers) Regulations 2019 (Vic)
• Road Safety (General) Regulations 2019 (Vic)
• Road Safety Road Rules 2017 (Vic)
• Road Safety (Vehicles) Regulations 2009 (Vic)

Work Related Driving Procedure

The Work-Related Driving Procedure must be followed, and sets out the practical step-by-step instructions for implementing the Work-Related Driving Policy.

It contains the following chapters:

1. Identify hazards associated with work-related driving
2. Controlling risks associated with driving
3. Planning the trip
4. Managing risk factors on the road
5. Incident/accident reporting
6. Monitor and review work-related driving safety
7. Legislation, codes of practice, standards and guidance

1. Identify hazards associated with work-related driving

The principal and/or their delegate in consultation with the Health and Safety Representative (HSR) and/or employees, are to ensure that hazards associated with work-related driving are identified using the Work-related driving checklist – schools (DOCX) as guidance. The checklist considers the driver, planning the journey and the vehicle.

2. Controlling risks associated with driving

The principal and/or their delegate, in consultation with the HSR and/or employees, are responsible for identifying the risk factors that must be managed to eliminate or minimise the risk of work-related driving incidents or accidents.

Typical controls include:

• planning to reduce the need for driving for school purposes
• checking that the nominated driver is competent and capable of doing their work safely
• checking that if an employee is going to use their private vehicle for school purposes that approval has been obtained by completing the Approval to use a private vehicle on official duties form (DOCX) ensuring that the vehicle is appropriately registered and has a current comprehensive motor vehicle insurance policy that specifically covers for Third Party Liability of not less than $20 million – refer to 2.3 Use of private vehicle section of this procedure
• planning work schedules to include fatigue management
• providing adequate time to allow employees to travel via public transport
• checking that the department fleet vehicles – including grey fleet, are inspected and maintained to department fleet standards.

2.1 Planning to reduce the need for driving

The principal and/or their delegate in consultation with the HSR and/or employees must consider alternate options to driving. This may include:

• using teleconferencing or video conferencing, where practical
• investigating options for alternative forms of transport, for example, train, bus or aeroplane
• arranging for meetings to be held in suitable locations with access to public transport
• where practicable, arranging for meetings to commence no earlier than 10 am or later than 4 pm.

2.2 Assessing driver competency

The principal and/or their delegate in consultation with the relevant employee must ensure that the employee, who is required to drive, holds a valid driver’s licence and has completed the Application to drive authorisation form (DOCX) and Section 1 of the Work-Related Driving Safety Checklist – Schools (DOCX) on an annual basis.

Employees are to be signed off as competent after the principal or their delegate is satisfied that the employee is deemed competent to drive.

2.3 Use of private vehicle

Prior to an employee using their private vehicle for school purposes, the principal and/or their delegate in consultation with the HSR and/or employees must ensure that:

• approval has been obtained from the principal and/or their delegate using the Approval to use a private vehicle on official duties form
• the vehicle is appropriately registered and has a current comprehensive motor vehicle insurance policy that specifically covers for Third Party Liability of not less than $20 million and has an endorsed indemnity to the department or the Crown
• the use of the vehicle does not exceed 5,000 km of travel for government business in a financial year, except where specific authorisation is provided in writing by the Secretary or statutory authority chief executive officer. If it is anticipated that an employee will be travelling more than 5,000 km using their private vehicle for department business, the employee is to contact the Tax Compliance Unit within Financial Services Division for any income tax advice
• the vehicle is roadworthy and free of defects
• the vehicle is fit for purpose
• the vehicle is maintained in accordance with road laws and government fleet standards
• quarterly inspections of the vehicle are undertaken
• the vehicle has adjustable seating, airbags, central locking, reflective vests and reflective warning devices – such as, triangles.
• generous novated leasing arrangements are communicated to assist employees to purchase new vehicles.

3. Planning the trip

The principal and/or their delegate, in consultation with the relevant employee is responsible for planning the travel details.

3.1 Approving travel plans

In consultation with the principal and/or their delegate the relevant employee must complete the Work-related driving checklist – schools (DOCX).

The work-related driving checklist – schools can be tailored to suit regional/metropolitan driving frequency requirements (that is, if an employee’s driving frequency is the same for each trip then Section 2 – Safe journey of the checklist can be reviewed, as required).

When completing Section 1 and 2 of the work-related driving checklist – schools the following factors should be considered:

• Has the safest route been planned to undertake the journey?
• Has the time period allocated for the journey to and from the destination been taken into account?
• Is the work schedule realistic?
• Do journey times take account of road types and condition, allow for rest breaks?
• Has the length of work day been considered in relation to this trip? Remember that sometimes employees will start a journey from home.
• Have periods when drivers are most likely to feel fatigue been considered when planning work schedules?
• Can drivers make an overnight stay rather than complete a long road journey at the end of the day?
• Has the driver been given adequate opportunity to become acquainted with unfamiliar vehicles before being required to drive without an experienced driver to advise them?

Once the principal and/or their delegate approve the work-related drive for the relevant employee, the completed and approved work-related driving checklist – schools is valid for 12 months.

3.2 Fatigue management

Fatigue management is a shared responsibility between the principal and/or their delegate and relevant employee(s) as it involves factors both inside and outside of work. Outside of work causes of fatigue need to be addressed by individuals whereas work-related causes should be addressed in consultation with the principal or their delegate.

The following principles must be considered by the principal or their delegate when planning and approving work involving work related driving. Employees must:

• drive for no more than 8 hours in a 24-hour period
• drive for no more than 6 hours in a 24-hour period when driving is interspersed with other work activities
• regularly assess the total hours driven against human biological limits associated with adequate sleep and recovery to review work schedules
• minimise or avoid night driving and share driving where possible
• ensure they are well hydrated and rested
• take a break from driving at least every 2 hours
• stop for at least 15 to 30 minutes for each break period, leave the car, and stretch and walk around to avoid sustained static postures for driver and passenger
• monitor symptoms of fatigue such as yawning, heavy eyes, blurred vision and reduced concentration. If these symptoms are being experienced, the driver must pull over when safe to do so and either change drivers or have a short 20-minute sleep.

Where driving tasks are likely to exceed these restrictions, the principal and/or their delegate is to make arrangements for employees to stay in overnight accommodation or consider, where appropriate, alternative arrangements such as teleconferencing.

3.3 Vehicle inspection

Employees are to check that the vehicle, including a private vehicle, is in a safe condition to drive prior to starting a trip by completing Section 3 of the work-related driving checklist – schools.

Any identified vehicle defects are to be reported by the employee to the principal and/or their delegate

3.4 Adverse weather and road conditions

The principal and/or their delegate in consultation with the relevant employee/s must consider relevant information about hazards and adverse conditions – road closures due to bushfires and floods, and so on, that may exist at any particular time, prior to commencing a trip. If necessary, alternate routes should be chosen or travel postponed.

Updated information can be found by accessing the:

• Country Fire Authority Victoria website or Vic Emergency App for mobile phones
• the Victorian Bushfire Information Line (Phone: 1800 226 226)
• VicEmergency website
• ABC Radio.

4. Managing risk factors on the road

The principal and/or their delegate must communicate the following information to employee/s who will be engaging in work-related driving.

4.1 Speed and traffic offences

Employees must drive within the legal speed limit at all times. Drivers should travel at speeds that are safe for the conditions, recognising that in some circumstances such as in rain or fog this may be below the posted speed limit. Consideration should also be given to the potential impact of a collision on road-users who are inherently vulnerable such as pedestrians, motorcyclists and cyclists.

Employees must report any traffic offences, other than parking offences, they commit while driving government or school vehicles within one week of receiving the Traffic Infringement Notice or summons to their principal or their delegate and/or Shared Service Provider – Car Pool Services.

4.2 Drugs, alcohol and medications

Employees must not consume alcohol and/or drugs while engaging in work-related driving and must comply with drug and alcohol laws at all times.

Employees must take into account before driving, the influence of any medications they may be using that are likely to affect their alertness or driving performance. If in doubt, the employee should seek further clarification from their medical practitioner.

4.3 Use of mobile devices and other technologies

Employees must have a mobile phone when driving alone outside metropolitan areas. If using Bluetooth, ensure the device is connected and placed on a phone holder before you start driving.

Mounted devices, including inbuilt navigation and entertainment systems, can be briefly used to initiate, accept or reject audio calls, adjust volume levels, climate controls and use navigation functions.

Unmounted portable devices, including mobile phones, laptops, tablets or any other device, must not be touched while driving. Employees can use an unmounted device to make or receive phone calls while driving, only if it can be operated without touching any parts of the device (for example, using voice command or steering wheel buttons) and it is not resting on the driver’s body.

Wearable devices such as smart watches can be used to initiate, accept or reject audio calls, adjust volume levels and play audio material – but only if using voice controls.

Drivers must always pull over and stop the vehicle when reading or writing text messages, emails or viewing websites.

Please refer to VicRoads for the full set of rules. Rules for P1 and P2 drivers are different to those for fully licenced drivers.

Staff using hands-free phone systems when driving should be aware that hands free systems also create hazards because they reduce concentration.

4.4 Avoiding distractions

Employees should minimise distractions while driving by:

• not eating or drinking while driving
• pre-setting music/radio and climate controls prior to commencing the trip
• ensuring any loose objects are safely stored in the boot of the vehicle
• pulling over to adjust equipment, check maps or attend to personal grooming
• asking passengers to help with tasks, for example, checking maps for the driver.

4.5 Mandatory wearing of seatbelts

According to the Victorian Road Safety Rules all employees must wear seatbelts at all times and ensure that any passengers are also wearing seatbelts.

4.6 Passenger head count

Drivers must conduct a passenger head count prior to departure to ensure the number of passengers do not exceed the maximum number allowed to safety be carried.

Drivers must not depart if the number of passengers exceeds the maximum number of passengers.

5. Incident/accident reporting

All accidents or incidents involving a department or school employee or vehicle must be reported to the principal and/or their delegate and/or Shared Service Provider – Car Pool Services.

All accidents regardless if fleet, school-owned or hired or private vehicle, must be reported on eduSafe Plus (staff login required).

All student injuries are to be reported in CASES 21.

Employees involved in a government vehicle incident/accident will also be required to complete the appropriate Accident Vehicle Claim Form for insurance purposes. Where police or the coroner become involved in serious incidents, the driver is required to assist in any lawful investigations.

The principal and/or their delegate must investigate all vehicle accidents and incidents as per the:

• Managing and Reporting School Incidents (Including Emergencies) policy and
• Section 3.1.1.2 of the Victorian Government Standard Motor Vehicle Policy (DOCX)

6. Monitor and review work-related driving safety

The principal and/or their delegate in consultation with the HSR and relevant employees are responsible for reviewing the following on at least an annual basis:

• incident/accident data
• driving history and competency of employees
• effectiveness of controls
• cost of maintenance and repairs of the vehicles in their possession
• number of hours travelled by employees on a weekly basis for school business.

The principal and/or their delegate is responsible for taking appropriate action to address any problems with an employee’s driving, which may become apparent through monitoring of the individual’s driving, a crash or near miss, traffic offence, or the discovery of a drug or alcohol problem.

7. Legislation, codes of practice, standards and guidance

• Occupational Health and Safety Act 2004 (Vic)
• Occupational Health and Safety Regulations 2017 (Vic)
• Road Safety (Drivers) Regulations 2019 (Vic)

Resources

Templates and forms

• Work-related driving checklist – schools (DOCX)
• Approval to use a private vehicle on official duties (DOCX)
• Application to drive authorisation form (DOCX)

Useful websites

• Emergency Victoria
• Transport Accident Commission (TAC)
• WorkSafe Victoria: Planning for safe work-related driving
• Victorian Government VicFleet
• Victorian Government Standard Motor Vehicle Policy (DOCX)