Vehicle and Safe Driving Policy

Purpose

To promote the safe, efficient, and responsible use of all vehicles utilised for University Business. It sets out the standards and expectations required to protect staff, students, the public, and University assets. The Policy aims to reduce risk, prevent incidents, ensure compliance with relevant safety laws and regulations, and support the effective management, maintenance, and sustainability of vehicles used by the University.

Organisational scope

This policy applies to all Ōtākou Whakaihu Waka – University of Otago staff and students who drive University Vehicles, Rental Vehicles or Private Vehicles for University business.

Private Vehicles transporting University employees between home and work (or for purposes other than University Business) and vehicles used by contractors engaged by the University are excluded from this policy.

Definitions

Designated Driver

A person who has been authorised to drive a vehicle for University Business, and who has completed a Designated Driver Agreement, all required inductions, and checks.

Line Manager

The staff member with direct managerial responsibility for the Designated Driver.

Private Vehicle

A personally owned motor vehicle that is used, with prior approval from the Line Manager, for University Business.

Property+

The Property and Campus Development Division’s system for managing assets.

Rental Vehicle

A vehicle hired from an external provider for the purpose of conducting University Business, including through suppliers contracted by the University.

Telematics

On-board systems and devices installed in vehicles that collect and transmit data for safety, monitoring, location, and fleet management purposes.

University Business

Any activity undertaken by a staff member or student that is directly related to their role, responsibilities, or study at the University.

University Vehicle

A motor vehicle owned or otherwise provided by the University for use in carrying out University Business, including but not limited to cars, trucks, vans, trades services mowers and any other vehicle containing an engine used to move from one location to another.

Vault

The University’s official incident and hazard reporting system used to record incidents, accidents, near misses, and related health and safety information.

Content

1. Principles

   1. The University is responsible for ensuring that drivers have access to appropriate transport to undertake University Business and that such provision is made at rates which are cost-effective for the University.
   2. Drivers travelling on University Business must use the most cost-effective and safe mode of transportation available whilst ensuring business requirements are met; this may include the use of University Vehicles, Rental Vehicles, taxis (including shuttles and ride-sharing apps) or public transport.
   3. Private Vehicles must not be used for University Business, except where:
      • Using a Private Vehicle costs no more than use of a Rental Vehicle, ride-share service or alternative transport such as a taxi or shuttle;
      • Rental Vehicles, ride-share services or alternative transport are not suitable options for the journey; or
      • Using a Private Vehicle is necessary on disability or medical grounds.
   4. Line managers have authority to determine whether circumstances are appropriate for staff to use Private Vehicles for University Business in accordance with clause 1(c) of this policy, and to approve such use. Line managers must consider all associate risks and cost effectiveness before approving the use of Private Vehicles.
   5. Private Vehicles in the control of a staff member, and personal effects in Private Vehicles, are insured while the vehicle is being used for University Business and with the approval of the Line Manager. In the event of a loss of personal effects from a Private Vehicle, staff must first claim against their own personal insurance policy. Where such a claim is declined, the staff member may submit a claim to the University for consideration. Any such claim will be assessed on a case-by-case basis and there is no guarantee that the loss will be covered by the University.
   6. Where Private Vehicles are used for University Business, staff members will be reimbursed using the processes outlined in the Travel and Travel Related Costs Policy and Staff and Non Staff Reimbursement Procedure.
   7. The University reserves the right to withdraw an employee's fleet vehicle access, temporarily or permanently, in the event of repeated policy breaches or where the Chief Property and Development Officer, Chief Operating Officer or Chief People Officer deems it appropriate. This does not preclude further disciplinary action.

2. Vehicles

   1. University Vehicles will be purchased via the All of Government Contract for Supply of New Motor Vehicles. Guidance on the purchasing of University Vehicles is available from the Procurement Office. Exceptions to this requirement will only be considered in exceptional circumstances and must be approved in advance by the Fleet and Parking Manager.
   2. Staff or departments wishing to purchase a University Vehicle must contact the Fleet and Parking Manager, who is responsible for overseeing all University Vehicle Purchases.
   3. The purchase of a University Vehicle must be reported to the Treasury Assets and Insurance Accountant for insurance purposes and maintaining the University’s asset register. The Fleet and Parking Manager is responsible for reporting the purchase of a University Vehicle to the Treasury Assets and Insurance Accountant for insurance purposes, and for loading it into Property+.
   4. All University Vehicles purchased must have a minimum of a four-star Australasian New Car Assessment Program (ANCAP) safety rating. Exceptions to this requirement will only be considered in exceptional circumstances and must be approved in advance by the Fleet and Parking Manager.
   5. University Vehicle purchases are required to be cost effective and meet all safety standards, and consideration should be given to sustainability such as electric or hybrid models.
   6. All University Vehicles are required to have a current Warrant of Fitness/Certificate of Fitness and registration and meet all legal requirements.
   7. All University Vehicles used for University Business must be fit for the job they are doing and comply with all applicable New Zealand safety standards. They must include the following safety features, wherever appropriate for the type of vehicle:
      1. Airbags – driver and passenger
      2. On-board telemetry and GPS
      3. Anti-lock braking system
      4. Cargo barriers
      5. Electronic stability control
      6. Traction control
      7. Tyres specific for New Zealand conditions
   8. All University Vehicles must be fitted with a first aid kit, fire extinguisher, torch and emergency triangle.
   9. In exceptional circumstances, a vehicle that does not meet the requirements set out in 2(g) may be approved for purchase where:
      1. a documented risk assessment has been completed in consultation with Health, Safety and Wellbeing;
      2. the Fleet and Parking Manager has reviewed and endorsed the proposed exception/s; and
      3. final approval is granted by the relevant budget holder.
      For the avoidance of doubt, the budget holder remains accountable for the decision and must be satisfied that risks have been appropriately identified, assessed, and mitigated prior to approval and that asset disposal procedures are followed.
   10. Additional safety features may be fitted to University Vehicles as deemed appropriate and approved by the Fleet and Parking Manager, in consultation with Health, Safety and Wellbeing.
   11. When hiring Rental Vehicles, the safety factors outlined in this policy for purchased University Vehicles must be applied wherever practicable.
   12. All University Vehicles must have approved University signage permanently affixed to the vehicle, which is to be arranged by the Fleet and Parking Manager only.

3. Fuel Cards

   1. All University Vehicles are to be assigned a fuel card which is to be kept in the glovebox and only used with the designated fuel provider.
   2. The card should only be removed from the glovebox when being used to pay for fuel, oil and/or a car wash for the specified University Vehicle. No other purchases are to be put on the fuel card.
   3. The driver must enter all relevant information into the EFTPOS machine when filling the vehicle up including the card pin number and the current odometer reading for the vehicle.
   4. The fuel card should only be used for the vehicle it is registered to and should never be used for a vehicle that is not part of the University-owned fleet.
   5. Repeated failure to record the odometer reading at the time of refuelling, or use of the fuel card for any expense that is not a legitimate University Business expense, may be referred to the Office of Risk, Assurance and Compliance for review and investigation.

4. Global Positioning System (GPS) Units – Telematics

   1. Telematics systems support safe driving, emergency response, and effective fleet management. The following requirements apply to all University Vehicles fitted with telematics technology.
   2. University Vehicles must be fitted with on-board telemetry and GPS. Telematics will be used primarily to assist in the safe location of a vehicle and its driver. In addition, telematics can be used for:
      1. Managing fleet and optimising fleet usage;
      2. Supporting driver safety and wellbeing;
      3. Faster response time during an emergency; and
      4. Informing investigations into incidents, complaints, or potential breaches of this policy.
   3. Information gathered from Telematics will only be used internally for its intended purpose and will not be disclosed to unauthorised persons. Information will be collected in accordance with the Privacy Act 2020, the University’s Privacy Policy, and the relevant Privacy Statement.
   4. Maintenance and servicing of a Telematics device will be undertaken by an authorised service person, as appointed by the Fleet and Parking Manager. Drivers must not interfere with a telematics device in any way.

5. Driver behaviour and requirements

   1. The University does not permit staff or students to drive under conditions that are unsafe and/or are likely to create an unsafe environment or physical distress.
   2. Drivers must be authorised prior to driving any University Vehicle. Drivers must be aware of this policy and the Vehicle and Safe Driving Guidelines, undergo an induction, and sign a Designated Driver Agreement. The Fleet and Parking Manager is responsible for keeping a register of Designated Drivers and overseeing the driver authorisation process.
   3. All Designated Drivers must hold a current New Zealand driver licence or international licence that is valid for driving without restrictions in New Zealand. The licence must also be appropriate for the class of vehicle being used.
   4. Designated Drivers are responsible for:
      1. Complying with all road rules
      2. Complying with local parking requirements and restrictions
      3. Showing courtesy to other road users
      4. Taking appropriate breaks while driving
      5. Not using mobile devices, including hands free sets, while driving
      6. Not smoking or vaping in University Vehicles
      7. Not operating any vehicle under the influence of drugs or alcohol, or if suffering from fatigue or any medical condition which inhibits the ability to drive safely
      8. Ensuring the vehicle is locked when parked and unattended
      9. Ensuring any valuable items are either removed or kept out of sight to avoid theft
   5. Designated Drivers must advise their line manager and the Fleet and Parking Manager if:
      1. Their licence has changed, been updated, had a restriction added or removed, or expired
      2. Their licence has been suspended, or they have been disqualified from driving
      3. They are involved in a crash or other incident while driving on University Business
      4. They require a dispensation to drive a University Vehicle for a traffic conviction
   6. The transportation of hazardous substances by vehicles must meet the requirements of the Hazardous Substances and New Organisms Act 1996, NZS 5433:2020 Transport of Dangerous Goods on Land and the University of Otago HSNO-Exempt Laboratory Manual. Authorised Drivers must ensure they carry the relevant paperwork (where appropriate) when transporting such items.
   7. Any speeding, parking or other infringement fines are the responsibility of the driver. The University will not pay any speeding, parking or infringement fines.
   8. The University will provide training for staff and students required to drive University Vehicles on University Business. Specific training may also be required to operate certain vehicles, such as 4WD vehicles, van handling, or trailers.
   9. Breach of this Policy or failure to comply with the requirements outlined in the Designated Driver Agreement may result in the removal of authorisation to drive vehicles for University Business, the requirement to re-sit training, or disciplinary action being taken.

6. Incidents or accidents

   1. In the case of an incident, accident or a near miss involving any vehicle (University Vehicle, Rental Vehicle or Private Vehicle used for University Business), this must be reported in Vault as soon as possible, as well as the staff member’s Line Manager and the Fleet and Parking Manager.
   2. In the event on any incident or accident involving a vehicle being used for University Business – whether a University Vehicle, Rental Vehicle, or Private Vehicle – staff must follow the appropriate insurance processes outlined below:
      1. University Vehicle: staff must report the event immediately to Custom Fleet, the University’s contracted supplier for management of its vehicle fleet.
      2. Rental Vehicle: as the University’s insurance policies cover vehicles hired for University Business, staff must report the event immediately to Custom Fleet, the University’s contracted supplier for management of its vehicle fleet.
      3. Private Vehicle: staff must first notify their own personal insurance provider. Where such a claim is declined, the staff member may submit a claim to the University for consideration. Any such claim will be assessed on a case-by-case basis and there is no guarantee that the loss will be covered by the University.
   3. Any incident or accident resulting in any injury (to the driver or another individual) must be reported to the Police within 24 hours.
   4. Drivers must not enter into any discussion of liability for an incident or accident.
   5. Where another vehicle is involved, the name and address of the other driver, details of their insurance company and registration, make and colour of the other vehicle should be obtained.

Contact

If you have any queries regarding the content of this policy or need further clarification, contact:

The Fleet and Parking Manager
Email fleet@otago.ac.nz

Related policies, procedures and forms

University policy documents

• Vehicle and Safe Driving Guidelines
• Health, Safety and Wellbeing Policy
• Ethical Procurement Policy
• Fixed Assets Procedure
• Insurance Procedure
• Procurement Procedure
• Staff and Non Staff Reimbursement Procedure
• Travel and Travel Related Costs Policy
• Travel Planning Procedure
• Incident Reporting Policy
• Privacy Policy
• Traffic and Parking Regulations 2019
• University Campuses and Premises Regulations 2014

Legislation

• Health and Safety at Work Act 2015
• Land Transport Act 1998
• Land Transport Management Act 2003
• Privacy Act 2020

Other resources

• Designated Driver Agreement (PDF)
• Approved Suppliers – Supply of Motor Vehicles & Fleet Management
• Health, Safety and Wellbeing – Driving and vehicle safety
• Employee Privacy Statement
• Privacy Statement
• Telematics Privacy Statement (PDF)