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 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 and Section 1 of the Work-Related Driving Safety Checklist – Schools 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.
Reviewed 09 March 2022