Staff Travel Abroad Guidance

0b8b5e9c18f6be7c2fa71fa7261a876a.docx

Safety, Health & Environment Section

FM SHE 042 Procedural Guidance for the Management of Health & Safety During UK Travel

Feb 2012 Version 2.0

Document review due: Feb 2014

Please Note :This is a controlled document, please ensure you are using the most recent version available at: FM SHE 042 Procedural Guidance for H&S During UK Travel.docx Contents Page

1. Introduction 3

2. Scope 3

3. Legislative Requirements 3

4. Manager Responsibilities 3

5. User responsibilities 3

6. Risk Assessment 6

7. Travel by Motorcycle

8. Travel by Bicycle

9. Insurance 4

10.Routes & Schedules 5

11.Guidance on Driving Time 5

12.Mobile Phones 6

13.Personal Safety Advice 6

13.1. On the road 6 13.2. Motorway driving – breakdown 6 13.3. Leaving the car 6 13.4. If you feel threatened 6 13.5. If you witness an incident 7 13.6. When using taxis 7 13.7. When using public transport 7

14.Accident Reporting: 7

15.References / Useful Contacts 8

Appendix 1. Vehicle User Self Declaration Statement for staff using their own 10 vehicles for business use

Appendix 2. Example Generic UK Travel Risk Assessment 11

2 Procedural Guidance for the Management of Health & Safety during UK Travel 1. Introduction Many University employees use their own vehicles or hire/pool vehicles as part of their work activity. The Royal Society for the Prevention of Accidents (ROSPA) has stated that nationally driving is the most dangerous work activity that most people do. Research indicates that about 20 people are killed and 250 seriously injured every week in crashes involving someone who was driving, riding or otherwise using the road for work purposes. 2. Scope The following document sets out University procedural guidance for the management of health and safety during UK staff travel. It is intended to assist you in complying with relevant University procedures, the law and offers practical advice to help ensure your health, safety and welfare. It is applicable to all UK travel undertaken by staff on University business, research etc. Note: This document does not apply if you only use your own vehicle to commute to and from your usual place of work, though you may find the safety information useful. 3. Legislative Requirements The University has a statutory duty of care to protect, so far as reasonably practicable, the health, safety and welfare of its employees whilst travelling on University business. Under the requirements of Regulation 3 of The Management of Health & Safety at Work Regulations 1999, managers must ensure that all travel and its associated work activity is covered by a suitable and sufficient risk assessment and that appropriate control measures have been adopted. 4. Manager Responsibilities Managers must ensure that all staff travel and any associated work activities are risk assessed in advance of travel commencing and approved by them (see Section 6.). This should include using the University’s Sustainable Travel Hierarchy and associated procedures to ensure the most suitable environmentally sustainable travel mode is used. Additionally line managers or their appointed nominee must ensure that members of staff who use their own vehicle for work purposes (other than commuting to/from their usual place of work) have completed a Car User Self Declaration Statement and that it is current for the intended travel period (see Appendix 1). Procedural guidance also relevant to UK travel:  Travel/Transport Environmental Management Procedure  Fieldwork /Fieldtrip guidance  Minibus guidance  Lone Worker guidance 5. ‘User’ Responsibilities If you use your own vehicle, a pool/hire vehicle (e.g. cars, vans, motorcycles, scooters, etc.) or public transport for any University work activity e.g. visiting students on placement, driving to/from meetings/conferences, collecting goods/materials, visiting clients/customers/other businesses, etc, then this guidance document applies to you (i.e. you are a ‘user’). All users are responsible for the following (where applicable): i. Ensuring you are fully conversant with the requirements of the following guidance and the University’s Travel Subsistence Procedures; ii. Ensuring your travel is covered by a suitable and sufficient risk assessment and that you follow the control measures outlined within it;

of 16 iii. If using your own vehicle for work purposes completing an annual Vehicle User Self Declaration Statement (Appendix 1) and notifying your line manager if there are any changes in circumstances that would invalidate your current Car User Self Declaration Statement; iv. Informing your line manager of any medical condition or the taking of any prescribed drugs during your employment which might affect your driving ability; v. If using a University fleet vehicle ensuring you are fully conversant with the University Fleet Driver Procedures (available from FM Business Services – Ext: 2028); vi. The safety of passengers and any goods being transported and ensuring all occupants of the vehicle wear seat belts; vii. Ensuring you are up-to-date with the latest requirements of the Highway Code; viii. Reporting of ALL accidents/incidents to the SHE Section, Facilities Management (see Section 14.); ix. You should conduct a pre-trip check of the vehicle (whether your own or hired) including current road tax, MOT (where applicable), tyres, lights brakes, windscreen wash and wipers function correctly – ensure defects are rectified before travelling; x. Not driving under the influence of drugs or alcohol, or eating / drinking whilst in motion, or driving while taking medicines that might impair your judgement; xi. Checking the expected weather conditions prior to travel, particularly important during winter months; xii. Planning your route in advance to reduce the likelihood of getting lost; xiii. Ensuring you do not smoke in a works vehicle or hire car; xiv. Ensuring the conduct of any passengers is not disorderly; xv. If riding a motorcycle or cycle that you are wearing suitable protective equipment, e.g. helmet, boots, gloves, etc.; xvi. When travelling on University business you are an ambassador of the University at all times. Consequently you are asked to drive/ride defensively and courteously, be alert but not aggressive, and always drive within the speed limit, allowing plenty of time for your journey; xvii. Not using a mobile phone even with a hands free kit while driving (see Section 12.) xviii. Registering your journey on the University Staff Car Sharing database to find possible matches for duplicate business journeys.

6. Risk Assessment In many cases a generic travel risk assessment may be appropriate. This should cover all staff travel in the school/service on an annual basis, providing the information contained within it is appropriate to the intended travel, is suitable for the work activities to be undertaken and is disseminated to all those planning work related travel. An example generic travel assessment can be found in Appendix 2. It is recommended that generic risk assessments are reviewed on an annual basis or more regularly in light of any changes in legislative responsibilities and reissued to relevant staff. Specific travel risk assessments may be required, for example, on long journeys with multiple stop offs, overnight stays etc., or where staff indicate that they have a medical condition or are taking prescribed drugs which might affect their driving ability or other aspect of the travel. The University also has a duty in relation to the proposed travel to, ‘so far as reasonably practicable’, make an assessment of a member of staff’s ‘fitness for travel’ and general

4 capabilities prior to travel commencing. Where a member of staff indicates that they have a pre-existing medical condition or other related issue that may affect their ability to travel or work, managers should seek advice from the SHE Section (ext: 2067) and/or the University’s Occupational Health Service (ext: 2336). 7. Travelling By Motorcycle Advice and rules for motorcyclists can be found in the relevant section of the Highway Code at: http://www.direct.gov.uk/en/TravelAndTransport/Highwaycode/Motorcyclists/index.htm Riders must wear an adequate protective helmet, eye protection and other protective such as gloves. Thought should also be given to how visible you are both in daylight and at night and you should consider riding with your dip beam on even in daylight hours. The Think Road Safety Campaign (Department of Transport) offers regular and up-to-date advice for both car drivers and motorcycle riders on their web site at: http://www.thinkroadsafety.gov.uk 8. Travelling by Bicycle Cyclists should be familiar with the section of the Highway Code which refer to cyclists and any cycling undertaken for work purposes should adhere to this: http://www.direct.gov.uk/en/TravelAndTransport/Highwaycode/Cyclists/index.htm When using a cycle on official business it is a procedural requirement that suitable head protection be worn and recommended you wear high visibility clothing. If riding a bike at night or in reduced visibility suitable lights and reflectors (to the appropriate British Standard) must be fitted and used. Cyclists should also ensure that their bicycle is well maintained and that they are suitably equipped if used for carrying loads. As with motorcycles the Department of Transport gives good advice on the Think Road Safety web site at: http://www.thinkroadsafety.gov.uk 9. Insurance Requirement If you use your own vehicle for work purposes then you must ensure your vehicle insurance policy covers you for “business use”. Normally you have to specify this requirement when arranging insurance cover as business use is rarely added automatically by brokers and they may charge an additional premium for such cover (any additional costs arising from having business use included on your insurance are met as part of the University’s standard approved mileage allowance regulated by the Inland Revenue). Failure to have business insurance coverage when using your own vehicle for work purposes is not only in contravention of University policy, but may also invalidate your insurance coverage in the event of an accident when using your vehicle for such purposes. Business insurance is not required if you only use your vehicle to commute to and from your usual place of work. If you have any doubts as to whether you are covered by your present insurance policy you should contact your insurance broker for clarification. Hire vehicles are insured through the University’s standard motor insurance policy. You do not need business insurance coverage if you only use hire vehicles for work purposes. The Purchasing Office has an insurance helpdesk for other University insurance related queries, email: [email protected] 10.Routes & Schedules Travellers, particularly lone travellers, may want to consider filing a schedule of travel, details of any pre-arranged meetings and if applicable, address and telephone number of accommodation with their relevant school/service office. This could then be used in an emergency if you fail to arrive/return. Page 5 of 16 11. Guidance on Driving Time The University has adopted the driving time limitations as laid down in the Highway Code (Rule 91) and the EC permitted Passenger Carrying Vehicles (PCVs) Limits for all vehicles driven for work purposes and therefore the following should be adhered to at all times.  Try to avoid undertaking long journeys between midnight and 6am, when natural alertness is at a minimum;  Plan your journey to take sufficient breaks. A minimum break of at least 15 minutes after every two hours of driving is recommended;  Additionally, a 45-minute break should be taken after any continuous driving period of 4.5 hours (periods of less than 15 minutes do not count towards the 45 minutes break requirement);  Drive for a maximum of 9 hours in any 24-hour period subject to a 56-hour weekly maximum;  The driver should take a continuous rest period of at least 11 hours in any 24-hour period;  Time spent in traffic queues etc. should be counted as driving time. During any break a driver must not drive or undertake other work. If a vehicle has two drivers, one of them may take a break whilst the other drives.

12. Mobile Phones The use of hand-held mobile phones while driving is a criminal offence. Drivers also still risk prosecution (for failure to have proper control) if they use hands-free phones when driving. Additionally employers will be found guilty of an offence if they cause or permit their staff who drive for work to use a hand-held mobile (or similar device) whilst driving.

All University employees using hand-held and hands-free mobiles (or similar devices) whilst driving under the scope of their employment, should only do so when their vehicles are parked in a safe place and the engine is switched off.

It should be considered a disciplinary offence if employees breach the Regulations during their normal working hours or outside of normal working hours when using their mobile phone for work purposes.

Legislative guidance on mobile phones and driving is available from the Department for Transport at: http://www.dft.gov.uk/pgr/roadsafety/drs/mobilephones/

13. Personal Safety Advice 13.1. On the road  Keep bags, mobile phones and other valuables out of sight. These can be easy pickings for snatch thieves in traffic jams or at traffic lights;  Keep doors locked, windows and sunroofs closed especially in stop/go traffic;  Do not pick up hitchhikers; Keep an up to date map / satnav with you so there is no need to stop and ask for directions. 13.2. Motorway driving – breakdown  Drive or coast to an emergency phone if you can;  Park on the hard shoulder and leave the car by the passenger door;  If you decide to wait on the verge, lock all doors except the front passenger door;  If a car stops while you are waiting, either use the emergency phone to tell the police the registration number or get into the passenger seat of your car and lock the door;  When breakdown assistance arrives, wind your window down slightly, ask the driver for identification and check that they know your name.

6 13.3. 11.3 Leaving the car  Always lock your car and place all valuables out of sight in the boot;  After dark, park in a well lit place, as close to your destination as possible;  In a multi-storey car-park, reverse your car in, leave it as close to the exit as you can, near ground level and away from pillars;  Have your key ready when you return to the car and check the back seat for intruders before you get in. 13.4. 11.4 If you feel threatened  If you think you are being followed, drive to a busy place;  If the occupants of another vehicle try to attract your attention, simply ignore them;  If a vehicle travels along side you at the same speed, slow down and let them pass. If the driver persists, drive to a busy place and call the police;  If a car pulls up in front, forcing you to stop, leave the engine on. If the driver gets out and approaches you, reverse and drive away. Activate hazard lights and sound your horn continuously. 13.5. 11.5 If you witness an incident  If you see an incident or someone tries to flag you down think before leaving your car. The incident may not be genuine! It may be safer and more practical to use a mobile phone or the nearest payphone to report what you see. 13.6. 11.6 When using taxis The majority of taxi services are safe and reliable; nevertheless it is advisable to observe certain precautions.  If you cannot hail a licensed taxi cab, carry the phone number of a reputable taxi company, or ask a friend for a recommendation;  Whenever possible, book by phone and ask for the driver’s name, make and colour of car. Do not get into any taxi you have not asked for;  Never give away any personal details to the driver;  Before arriving at your destination, have your cash ready, leave the taxi and then pay the driver. 13.7. 11.7 When using public transport Whilst the vast majority of public transport is completely safe, taking simple precautions can give reassurance and help reduce risk:  Have the right change ready for your fare;  Know where you are going and which stop you need;  When getting off a bus, train or tube at night or in an unfamiliar area, attach yourself to groups of people and walk purposefully to your destination. Alternatively, arrange for someone to meet you;  When waiting for a bus after dark, stand in a well-lit place near groups of people;  On an empty bus, or late at night, sit near the driver or conductor;  On trains, sit with other people, try to avoid travelling in compartments with no access to corridors or other parts of the train;  If you use an underground rail, wait in a well-lit place near groups of people and avoid empty carriages.

14.Accident Reporting All accidents/incidents of ANY kind while you are at work (including travelling as part of your work activity) MUST be reported on the University’s Accident Report Form HS3/4. Forms should be available from your School or Service office or downloadable accident report forms can be found on the SHE Section website at: http://www.uclan.ac.uk/information/services/fm/safety_and_health/she_forms.php Page 7 of 16 Safety, Health & Environment Section Feb 2012

8 15.References/ Useful Contacts

University Safety, Health, & Environment Section: http://www.uclan.ac.uk/information/services/fm/safety_and_health/index.php

University Sustainable Travel website: http://www.uclan.ac.uk/information/services/fm/environment/travel.php

University Travel Office: http://www.uclan.ac.uk/information/services/finance/travel/index.php

University Staff Business Car Sharing Database http://www.uclan.ac.uk/information/services/fm/environment/personal_travel_plan.php

University Virtual Conferencing Platforms http://www.uclan.ac.uk/information/services/fm/environment/virtual_conferencing.php

Health & Safety Executive: Work Related Road Safety website: http://www.hse.gov.uk/roadsafety/

Department for Transport: Legislative guidance on mobile phones and driving - http://www.dft.gov.uk/pgr/roadsafety/drs/mobilephones/

Department for Transport: Drivers' Hours and Tachograph Rules for Goods Vehicles in the UK and Europe: http://www.dft.gov.uk/stellent/groups/dft_freight/documents/page/dft_freight_504543.hcsp

DVLA: http://www.dvla.gov.uk

Highway Code: Online http://www.direct.gov.uk/en/TravelAndTransport/Highwaycode/index.htm

Highways Agency website: http://www.highways.gov.uk/

Institute of Advanced Motorists http://www.iam.org.uk/

The Royal Society for the Prevention of Accidents: http://www.rospa.com/index.htm

THINK Road Safety website: http://www.thinkroadsafety.gov.uk/

of 16 APPENDIX

10 Appendix 1.

Vehicle User Self Declaration Statement for staff using their own vehicles for business use

I hereby declare that I have:

. a current driving license;  Yes  No

. the appropriate business use insurance cover;  Yes  No

. to the best of my knowledge the vehicle I will be using for work purposes is fit for purpose, has current road tax, is properly maintained, in a roadworthy condition and where applicable has a current MOT certificate.  Yes  No

Signed: …………………………………… Date: ……………………………….

Name: ……………………………… ……. School/Service ……………………. .

* Completed forms should be submitted to your relevant Line Manager

Note: This form must be reviewed on an annual basis or in the event of any changes to the above criteria, it is the responsibility of the individual to bring these to the attention of the Line Manager who must then review the declaration.

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Appendix 2. Example Generic UK Travel Risk Assessment

RISK ASSESSMENT FORM

Risk Assessment For Assessment Assessment Reviewed Undertaken By Service / School: Name: Name:

Location of Activity: UK Only Date: Date:

Activity: Generic staff travel within the UK by car, Signed by Dean of This section to be used when train, coach etc for lower risk activities such as School / Director of the assessment is reviewed in conferences, exam boards, visiting students on Service or equivalent: academic year placement, etc. This risk assessment must be read in association with FM SHE 042 Procedural Guidance for the Management of Health & Safety During UK Travel

REF: Date:

List significant List List existing controls, or refer to safety procedures etc. For risks, Remaining level of risk: hazards here: groups of which are high, med or low people not who are adequatel at risk: y controlled, list the action needed. Private Car Staff Trip not to commence if staff have concerns about vehicle Low-Med Vehicle accident safety; Driver must have ‘business use’ coverage on their insurance policy; Vehicle Use Self Declaration Statement should be completed; Route will be planned in advance. Motorbike As above, plus: Low-Med 0b8b5e9c18f6be7c2fa71fa7261a876a.docx

Vehicle accident Riders must wear an adequate protective helmet, eye protection and other protective and gloves. Bicycle Suitable head protection to be worn and recommended you Low-Med Accident wear high visibility clothing; If riding a bike at night or in reduced visibility suitable lights and reflectors (to the appropriate British Standard) must be fitted and used; Cyclists should also ensure that their bicycle is well maintained and that they are suitably equipped if used for carrying loads. Hire / University Car Staff University approved hire car company; Low-Med Vehicle accident – Trip not to commence if staff have concerns about vehicle Unfamiliarity with safety; vehicle control Drivers to familiarise themselves with controls of hire cars before setting off; ‘Fleet Driving Procedures’; No Smoking permitted; University insurance. Coach / minibus Staff FM SHE 051 Procedural Guidance for Safe Use of Minibuses Low-Med Vehicle accident Trip not to commence if staff have concerns about vehicle safety; University minibus / MIDAS trained driver; University approved coach contractor. Vehicle general Staff Consult weather forecast for the area before setting out in the Low-Med Accident, incident winter; Tiredness, poor Trip not to commence if staff have concerns about vehicle road conditions, etc safety; Mobile phones must not be used when driving even with a hands free kit. They may be used when parked in a safe place with the engine switched off; Driver will not pick up hitch-hikers; On arrival the vehicle will be parked in a well-lit area as close 0b8b5e9c18f6be7c2fa71fa7261a876a.docx

to the destination as possible; Driver will keep doors locked in stop/go traffic; Seat belts must be worn; A minimum break of at least 15 minutes after every two hours of driving is recommended and a 45-minute break taken after any continuous driving period of 4.5 hours (periods of less than 15 minutes do not count towards the 45 minutes break requirement); The driver should take a continuous rest period of at least 11 hours in any 24-hour period and only drive for a maximum of 9 hours in any 24-hour period subject to a 56-hour weekly maximum; Care should be exercised to ensure that alcohol consumed on the previous day does not affect driving performance; University accident reporting procedures. Train - accident Staff Follow any safety information given on the train. Low

Personal medication Staff Staff advised to ensure personal needs are met. Specific Low needs risk Pre-existing medical assessmen condition or t as disability made required for worse through travel persons with pre- existing medical conditions which may be worsened by travel. General safety Staff Premise / site / activity safety procedures / instructions to be Any Low issues at locations followed at all times; activities being visited Any safety equipment provided by staff at premise must be that are used as directed undertaken as an 0b8b5e9c18f6be7c2fa71fa7261a876a.docx

Attendees to familiarise themselves with the location of fire addition to escape routes particularly in overnight accommodation; those University accident reporting procedures. outlined before the trip begun, must be assessed prior to them starting.

Personal safety Staff Research area to be visited if unfamiliar including Out of Low (general) areas/locations you should avoid., identify safest travel form, Hours: Physical and/or routes, location of stations, car parks, etc.; Security verbal assault, Carry a mobile phone to raise the alarm if necessary; (24-hour leisure time activities security Carry a personal alarm (available from Harrington Security lodge) Lodge). holds a cascade list of senior staff within the University: 01772 892068. Manual handling Staff Manual handling assessments, trolley available, information Manual Low (luggage) provision, training available through SHE Section; handling Injuries arising from Maintain good posture when lifting or lowering equipment; training available incorrect manual Avoid twisting or bending to reduce the chance of back injury. handling techniques through SHE Section Slips trips and falls Staff Wear footwear suitable for the conditions; Low Particular care should be used when crossing unfamiliar / dimly lit areas, car parks, etc. Environmental Staff Consult daily weather forecast for the area before setting out; Low conditions (weather) Wear clothing suitable for the expected weather conditions, be 0b8b5e9c18f6be7c2fa71fa7261a876a.docx

prepared for sudden changes Additional specific issues related to planned travel or proposed work activity