Work-Related Driving

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.