SAFE DRIVING POLICY

Policy Statement

The University wishes to promote a safe driving culture by encouraging sensible and safe use of University of Otago vehicles thereby eliminating or reducing the number of motor vehicle crashes and injuries.

Scope

All University of Otago vehicles, privately owned vehicles used for University of Otago business, and any associated road equipment.

Privately owned vehicles transporting University employees between home and work, and vehicles used by contractors engaged by the University, are excluded from of this policy.

Associated Documentation

Definitions:

University Business: Any activity directed and controlled by the University of Otago.

University Vehicle: Motor vehicles used to conduct University business including owned and leased vehicles.

Private Vehicle: Vehicles not owned by the University which are used to conduct University business and for which expenses are reimbursed by the University.

Passenger Vehicles: Vehicles designed to carry more than four passengers and are used for that purpose.

University Responsibilities

•  The University of Otago does not permit staff or students to drive under conditions which are unsafe and/or are likely to create an unsafe environment or physical distress.

•  When deciding on the use of vehicles the following order of preference should be considered, subject to availability and cost effectiveness:

•  Dedicated, fit for purpose University Vehicles;

•  Public transport, contracted transport, rental cars and taxis;

•  Private vehicles.

•  All University vehicles used for University business must meet the following criteria.

•  Passenger vehicles will be no more than six years old.

•  All other vehicles will be no more than ten years old.

•  All passenger vehicles will have a minimum of a four-star occupant protection rating in either the Australian or European NCAP crash test regime.

•  All University vehicles are required to be equipped with dual front airbags as a minimum.

•  All University of Otago vehicles will be fitted with anti-lock brakes, and where available for the class of vehicle, will also be fitted with traction control and electronic stability programming.

•  All University of Otago vehicles will have 12 or fewer seats to negate the requirement for ‘P' endorsed University drivers.

•  All vehicles used for the transportation of cargo shall be fitted with the required cargo barriers (AS/NZS 4034.1:2001).

•  Personalised number plates are not permitted.

•  In very exceptional circumstances, Pro-Vice-Chancellors or the Chief Operating Officer may approve the purchase of vehicles that do not meet these criteria, provided a risk assessment has been undertaken in consultation with Health and Safety that considers factors such as; the proposed use of the vehicle, distance travelled, where they travel, how many passengers carried etc.

•  All University of Otago vehicles shall be fitted with a first aid kit, fire extinguisher, torch and emergency triangle.

•  The University of Otago will provide defensive driving and safe van handling training as appropriate for staff and students required to drive University vehicles on work related business.

Department Responsibilities

•  All University vehicles and associated equipment must be maintained in sound working condition and be serviced as per the manufacturer's recommendations.

•  All University of Otago vehicles are required to have a current WOF/COF and registration and meet all legal requirements.

•  All documentation must be completed and current, including copies of driving licences for all authorised drivers, appropriate for the class of vehicle being used.

•  All drivers must be ‘authorised' to use vehicles on University of Otago business. This means each user holds the necessary licences, relevant insurances and is adequately trained and competent in the use of vehicles and equipment.

•  The transportation of hazardous substances by vehicles must meet the requirements of the Hazardous Substances and New Organisms Act (HSNO), NZS 5433 Transport of Dangerous Goods on Land, the proved HSNO Exempt Laboratory Code of Practice and the University of Otago Exempt HSNO Laboratories Compliance Manual.

•  When hiring vehicles, the safety factors outlined in this policy for purchased vehicles must be applied wherever practicable.

Authorised Driver Responsibilities

•  Drivers must be authorised prior to driving any University vehicle, including signing of the designated driver agreement.

•  All drivers must hold a current drivers license and provide a copy to the Department.

•  Drivers must drive within the law at all times.

•  Anybody requiring a dispensation to drive a University of Otago vehicle for a traffic conviction must advise their manager/Department.

•  Anybody taking any prescribed medication that may influence their driving must advise their manager/Department. Medical clearance for driving may be required.

•  Drivers must not consume alcohol within the 12 hours prior to driving a University vehicle.

•  Drivers must not take any over the counter medications that cause drowsiness within a 12 hour period before driving.

•  Secure footwear must be worn at all times while driving.

•  Any speeding or other infringement fines are the responsibility of the driver. The University will not pay any speeding or infringement fines.

•  Drivers using their personal vehicles for approved University business must have private vehicle insurance.

•  All vehicle related incidents must be reported immediately to the University 24 hour contact number - 479 5000 and an injury/incident report completed as soon as practical.

•  Any accident resulting in injury must be reported to the Police as soon as reasonably possible but within 24 hours.

•  A motor vehicle insurance claim form must be completed for any vehicle damage that occurs to a vehicle used for University of Otago business.

•  Drivers must have ten hours minimum continuous rest between work days involving driving, and a maximum of 11 hours of driving every 24 hours. Drivers must take 10 minute breaks every two hours of driving. Driving logs must be maintained.

•  People must not use cell phones, including hands free sets, while driving.