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Approval and authorisation
Authorised by
Steve Mann
Safety Advisor
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Prepared by
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Paul Taylor
Safety & Sustainability Director
The Document Control Manager is responsible for the distribution of this document.
Additional copies may be obtained from:
Colas Rail Limited
Document Control
Fairbairn Close
Off Beaumont Road
Purley
Surrey CR8 2EJ
This document is the property of the Chief Executive Officer, Colas Rail Limited. It shall not
be reproduced in whole or in part, nor disclosed to a third party, without the written permission
of the Chief Executive Officer, Colas Rail Limited.
© Colas Rail Limited 2015
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Issue record
This document will be updated when necessary by distribution of a complete
replacement.
Amended or additional parts of revised pages will be marked by a vertical black line in
the margin. The briefing notes will detail any text removal from the document.
Comments / Remarks
To supplement Business Procedure B2-019 Road Vehicles by
concentrating on safety management of fleet vehicles and drivers
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Date
June-15
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CONTENTS
Section
Description
Page
Procedure
Driver Licences
Fitness to Drive
Driver Assessment / Training
Daily Checks of Vehicles
Risk Assessments
Safe Loading of Vehicles
Carrying Hazardous Materials
Mobile Phones and Handheld Communication Devices
Private Use of Vehicles
Use of Private Vehicles
Fuel Usage
Tyres
Congestion Charge and Tolls
In event of a breakdown
Accident Reporting and Investigation
MOT and Servicing
Excess Speed / Motoring Offences
Vulnerable Road Users and FORS
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2
2.1
2.2
2.3
2.4
2.5
Responsibilities
Human Resources
Road Vehicle Fleet Team
Safety & Sustainability Team
Line Managers
Drivers
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13
Review
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1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
1.12
1.13
1.14
1.15
1.16
1.17
1.18
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PURPOSE
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Work related road activity is identified as one of the more significant risks we manage. This
document identifies the controls we have in place to manage this risk, details who is
accountable for the controls, the measures we have in place to measure the application of the
controls and how this ensures legal compliance.
SCOPE
CLOCS
Commuting
CRRV
CRRV
(Company
Car)
Construction Logistics & Cyclist Safety (CLOCS) scheme.
The journey to and from a single, regular place of employment.
Colas Rail Road Vehicle.
A sub-set of CRRVs. Personal issue cars provided by the
company as part of an employee’s contract of employment.
Is the provider whom from time to time Colas Rail Limited may
lease vehicles.
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Lease
Provider
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DEFINITIONS
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Applicable to Colas Rail staff and their contractors using road vehicles that are owned, leased,
hired or under the control of Colas Rail for business purposes. This includes any staff using
personal vehicles for business purposes.
Royal Society for Prevention of Accidents
Work Journey
Travelling from a permanent place of work to a temporary one
e.g. a meeting or a site.
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RoSPA
FORS
Travelling from home to a temporary place of work e.g. a site,
meeting or training course.
Freight Operator Recognition Scheme
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1. PROCEDURE
1.1. Driver Licences
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Driver Licence information will be held locally, by HR or by a third party company
who specialises in Driver Licence records and checks. Licences will be checked at
the following risk based frequency:
 0-4 points = annual
 5-8 points = 6 monthly
 9+points = 3 monthly
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New starters who have 6 or more points on their Driving Licence will only be allowed
to drive a Colas Rail road vehicle after a risk assessment has been undertaken,
taking into account such items as type of vehicle being driven, mileage to be driven
and type of work being undertaken.
1.2. Fitness to Drive
1.2.1. Eyesight Testing
During driver Induction, drivers are required to have their eyesight checked by
reading a registration plate at a distance of 20 metres. This check must be
carried out at least every 2 years, either by the Line Manager or local SHEQ
Advisor, and recorded on site.
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1.2.2. Drugs and Alcohol
Driving under the influence of alcohol or illegal drugs is strictly prohibited.
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This will be controlled in accordance with Colas Rail Drugs and Alcohol
Manual C3-007 and the company Life Saving Rules.
1.2.3. Fatigue Management
Colas Rail Safety Procedure C3-027 – Control of Excess Hours and
Management of Fatigue requires that a risk assessment is undertaken if the
total duration of shift time and travelling time exceeds 14 hours.
Control measures to be considered are:
1. Travel by public transport
2. Use of minibus (where several employees are affected)
3. Provision of hotel
4. Designated driver (who is given time to take sufficient rest before
driving)
Colas Rail will, as appropriate, audit site access registers and compare
travelling times stated by an employee against information supplied by
sources such as AA Routefinder to identify any areas of concern.
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Drivers will take regular rest stops in line with HSE guidance (minimum 15
minutes break every 2 hours).
1.2.4. Medication
1.3. Driver Assessment/Training
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Colas Rail Safety Procedure C3-007 – Drugs and Alcohol requires that
individuals must inform their immediate line manager of any medication
(prescribed or otherwise) they may be taking, or propose to take, which may
affect their ability to work efficiently and safely. This requirement also applies
to driving.
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Assessment of drivers will take place:
 at Induction,
 after an accident
 after any endorsements on their licence.
The assessment and resulting risk profile will identify the need for any training or
alternative actions required to ensure any risk is minimised.
Colas Rail will provide any specific training (including legal requirements, safety and
competency) that is required for the vehicles or the sites in which it operates.
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New starters will be briefed on management of road vehicles and driver’s
responsibilities as part of the company induction.
1.4. Daily Checks of Vehicles
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Daily checks must be carried out on CRRV’s and personal vehicles where they are
used for a work related journey.
These checks will be logged in the Colas Rail Vehicle Logbook where supplied.
Line Managers will audit the logbooks to ensure staff are completing this process.
Logbooks will be retained by the Line Manager one year after completion.
1.5. Risk Assessments
Risk Assessments will be undertaken by Colas Rail Safety and Sustainability
department or other competent personnel for all tasks that may provide a risk to
employees. These may include:
 Driving Company Vehicles
 Unloading/Loading of Vehicles
 Manoeuvring of Vehicles
 Use of Specialised equipment – (HIAB/Tail Lift for example)
Note: Some of the above may be included as part of a Site Traffic Management Plan.
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Risk assessments will be reviewed every 36 months unless there is a change in the
work process or in the event of an accident, a review of the associated risk
assessment(s) will be carried out as part of the investigation process.
1.6. Safe Loading of Vehicles
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Colas Rail Drivers will be given guidance/instruction on the safe loading of vehicles
including weight distribution, methods of securing loads and public weighbridges.
1.7. Carrying Hazardous Materials
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Colas Rail will ensure that the correct means (restraint straps/rope/sheeting and
netting) of securing loads are available.
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The following procedures/Codes of Practice are in place for carriage of the following
 Detonators/Fog Signals – C3-024
 Highly Flammable Liquid (HFL) – C4-015
 Liquid Petroleum Gas (LPG) – C4-016
Any other material felt to be a hazard will be risk assessed, using information such as
Material Safety Data Sheets and COSHH Assessments.
1.8. Mobile Phones and Handheld Communication Devices
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Colas Rail procedure C3-152 Use of Mobile Phones and Colas Rail Lifesaving Rules
is clear in prohibiting the use of both handheld and hands free communication
devices.
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1.9. Private Use of Vehicles
No Colas Rail Road Vehicle (except Company cars) will be available for any private
use, except agreed commuting.
No non Colas Rail employee (unless involved on business associated with Colas Rail
work) is to be carried in Colas Rail Road Vehicles (except Company cars).
1.10. Use of Private Vehicles
If there are exceptional circumstances where employees intend to use a private
vehicle for business purposes, this must be agreed with their Line Manager. The
Line Manager must consider alternative means of transport such as public transport
or hire vehicle.
If a private vehicle is to be used, the driver must:
 be listed on the register of approved drivers and;
 have given permission for the 3rd party licence checks
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

have provided a copy of a valid insurance certificate (including insurance
for business use)
have provided a copy of a valid MOT certificate (where applicable)
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Any expenses claims for mileage from the use of a personal vehicle will not be paid
unless the driver has given permission for the 3rd party licence check and the
company is in receipt of copies of valid MOT and insurance certificates for the
vehicle.
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1.11. Fuel Usage
Where drivers of Colas Rail Road Vehicles have been issued with fuel cards. These
are to be used at all times and drivers are encouraged to refuel at the cheapest
garage available. Staff issued with cards will sign a receipt to acknowledge issue.
1.12. Tyres
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The Colas Rail Vehicle Fleet Team will monitor fuel usage and prepare reports to
send out to Line Managers. Any vehicle found to be drawing excessive fuel will be
investigated.
All drivers are responsible for ensuring the tyres on their vehicle are in good condition
and have sufficient tread depth.
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The Lease Company will hold information on their database of illegal tyres found on
vehicles and the Fleet Manager will have access to this database. All such incidents
will be reported as a close call and investigated appropriately.
1.13. Congestion Charge and Tolls
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When undertaking journeys on behalf of Colas Rail, drivers will be responsible for
payment of the London congestion charges & or any regular tolls. Amounts paid will
be reimbursed via the Colas Rail expenses procedure.
Use of toll roads such as the M6 Toll will have to be agreed with the relevant Line
Manager.
All drivers not ensuring the congestion charge/tolls have been paid for (and vehicles
outside of the standard company fleet) will be liable to pay any fines and associated
administration costs.
1.14. In event of a breakdown
The vehicle (NOT the employee) will be covered by the relevant Hire or Lease
Companies breakdown assistance scheme. In the event of a breakdown, contact
details/are recorded in the vehicle.
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For windscreen or tyre damage, drivers should use the breakdown assistance
scheme, having parked in a safe location. Bring the vehicle to a slow stop under
control and avoid hard braking unless unavoidable.
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1.15. Accident Reporting and Investigation
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Where windscreen damage is less severe and it is still legal to drive (e.g. a chip or
minor crack) an appointment should be made for repair or replacement at the earliest
opportunity.
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All accident/damage including theft and vandalism will be reported at the earliest
opportunity
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All accident/damage will be investigated by the relevant Line Manager (see Line
Managers responsibilities).
Information on road traffic accidents will be collated by the Colas Rail Safety and
Sustainability department and will be distributed via the monthly Safety Report.
1.16. MOT and Servicing
Prior to the due date of an MOT, the Lease Company will forward a reminder directly
to the Colas Rail Vehicle Fleet Team who will pass on to the relevant Line Manager.
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The employee shall ensure that the MOT inspection is carried out prior to, or on, the
due date.
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If the MOT is not carried out by the due date, the vehicle must be removed from the
highway. Vehicles not covered by a valid MOT certificate will no longer be insured.
Disciplinary action will be considered against any employee found to be driving a
vehicle on Colas Rail business that is not covered by a valid MOT certificate.
1.17. Excess Speed/Motoring Offences
Driving offences will be held in a database by the Colas Rail Vehicle Fleet Team and
when an offence is reported, they will inform the relevant Line Manager.
Employees committing traffic offences will be interviewed by their Driving Champion
to determine using the Just and Fair Culture Model (see appendices) whether the
offence was caused by error, carelessness, direct contravention or reckless
contravention. The Consequences toolkit will direct the actions to be taken.
Employees found to be driving at speed on a constant basis or at excessive speed
endangering themselves and other road users will be subject to disciplinary action.
1.18. Vulnerable Road Users and FORS
The use of motorcycles or cycles for company business is strictly prohibited.
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All drivers working on TFL contracts will meet with Freight Operator Recognition
Scheme (FORS) requirements and have their licences reviewed at least every six
months.
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Drivers working under FORS are required to have their eyesight checked by reading
a registration plate at a distance of 20 metres. This check must be carried out at
least every six months either by the Line Manager or local Safety & Sustainability
Advisor and recorded on site.
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All CRRVs working on TFL contracts as good practice, will display prominent signage
at the rear to warn cyclists of the dangers of passing the vehicle on the inside. It shall
be maintained in good condition and fixed securely to the vehicle, preferably towards
the left hand side.
 Any Colas Rail vehicles over 3.5 tonnes will be fitted with
 Side under run guards
 Close proximity warning systems
 Reversing alarm
 Blind Spot Mirrors
 Left turn warning system
 Prominent warning signage on rear of vehicle and side guards
Colas Rail will ensure that drivers of vehicles with any of the above equipment are
trained in their use and limitability.
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Briefings/training will be carried out to raise awareness to drivers of vulnerable road
users.
The requirements of FORS and FORS accreditation and compliance with this
procedure will also ensure compliance with the requirements of the CLOCS scheme.
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Colas Rail Procurement will keep a database of FORS and CLOCS accredited
companies to enable them to use these companies as a preferred supplier.
2. RESPONSIBILITIES
2.1. Human Resources
Where a new employee may be required to drive as part of their duties:
 Request copies of driving licence pre-employment.
 Provide copies of Driving Policies, Mobile Phone Policy and any other
applicable documentation related to road risk, to driver’s pre
commencement of employment pack.
 Request permission for electronic driving licence checks as part of precommencement of employment.
2.2. Road Vehicle Fleet Team
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2.2.1. Provision of Vehicles
In conjunction with the Lease Provider, ensure that all vehicles are maintained
and serviced at appropriate intervals and that vehicles comply with all relevant
road traffic legislation in respect to their safety, insurance and licensing.
Issue fuel cards as appropriate and maintain a register of issue.
2.2.2. Reporting
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Advise line managers on service schedules.
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Advise line managers / supervisors on dates for M.O.Ts.
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Provide any driver information if requested by the Police in the event of a road
traffic offence and to maintain a database of offences reported.
2.2.3. Monitoring
Conduct audits of line managers to ensure compliance with these
requirements.
Monitor fuel usage and prepare reports, particularly where usage is
considered to be abnormally high or where incorrect use of a fuel card is
suspected.
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Maintain a database of all CRRVs being operated by Colas Rail.
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Maintain a database of all accidents involving Colas Rail employees driving
on company business and monitor trends and provide advice on corrective
action or changes to policy in collaboration with the Safety & Sustainability
Team.
2.3. Safety & Sustainability Team
2.3.1. Risk Assessment
Provide process for validating driving licences for all staff that drive on
company business.
Provide process for driver assessment at induction and after any accident.
2.3.2. Monitoring and Review
Monitor the effectiveness of these controls in managing work related road risk.
Conduct audits of line managers to ensure compliance with these
requirements.
2.4. Line Managers
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2.4.1. Selection and Planning
Ensure new recruits receive a driving induction where they are required to
drive for work purposes. Induction will be recorded as complete in Cascade.
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Ensure drivers are issued with copies of Colas Rail Driving Policy, Drivers
Handbook and are briefed on any changes to this procedure.
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Ensure drivers provide driver licence information when requested (whether it
be Colas Rail or a third party carrying out checks on their behalf) and that they
have the correct licence for the intended vehicle classification.
Ensure drivers are familiar/competent to operate specific vehicles.
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Ensure that all drivers have been trained on how to carry out daily safety
checks on vehicles.
When preparing work schedules or rosters consider driving time as part of
those arrangements to ensure that drivers are not put in a position where they
are expected to drive when fatigued. In line with RoSPA good practice, where
long driving distances are involved rosters must allow for a 15 minute break
from driving after 2 hours.
Ensure that appropriate equipment (straps, ropes etc) is in place for drivers to
secure loads on vehicles and to ensure vehicles (within limits) are suitable for
loads to be carried.
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2.4.2. Accidents, Incidents and Vehicle Damage
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Inform the Authorities who was driving a CRRV if requested due to possible
prosecution for an offence. Note: If the log book has not been completed then
the local manager / supervisor will be held responsible to explain the failure to
the relevant authority.
Arrange to interview any driver involved in an incident or accident regardless
of fault or where a driver is convicted of a traffic offence, including speeding,
dangerous driving etc.
If the line manager considers that wilful negligence on the part of the driver is
the cause, it will become a disciplinary matter and the standard disciplinary
process will be initiated.
Ensure all vehicle defects reported are rectified in a timely manner and that
effective risk management action is taken (such as withdrawing a vehicle from
service).
2.4.3. Records and Monitoring
Ensure that each vehicle log book is inspected and signed as being done so
on a monthly basis.
Keep vehicle log books for one year after the last entry.
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Keep fuel receipts for one year so they are available for audit and will check
that each receipt is valid and that the vehicle mileage has been included.
Monitor the condition of CRRVs and take local action to correct any
deficiencies e.g. unreported damage, condition, cleanliness etc.
2.5. Drivers
2.5.1. Risk Assessment
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Arrange audits of the Supply Chain to ensure they have
processes/procedures in place to manage drivers and vehicles.
2.5.2. Planning
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All staff who are required to drive for business purposes must provide
permission for 3rd party checks on their driving licence so that the company
can verify suitability to drive.
Must carry out a daily visual check of their vehicle as per the guidance given
in the Colas Rail Vehicle Logbook and their training.
Responsible for ensuring that their vehicles are not overloaded and that any
loads are kept secure.
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Responsible for maintaining any CRRVs allocated to them in a clean and tidy
state including ensuring that when booked, their vehicle is available for MOT
and servicing as required.
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Must provide the company with valid MOT and insurance certificates
(including cover for business use) prior to using a personal car for business
use.
2.5.3. Safe Behaviour
Responsible for their fatigue levels and must not drive if they consider
themselves tired or fatigued. If overnight accommodation is provided/booked,
this must be used. Any driver found not to use accommodation provided will
be investigated and may be subject to disciplinary action.
Not permitted to use any hand held or hands free phone or programme any
other mobile device while driving.
Must observe speed limits and take into account that speed limits for light
commercial vehicles may be lower than the road signed speed limit.
Must always wear a seatbelt and ensure that all passengers are also wearing
seatbelts.
Prohibited from smoking in Colas Rail Road Vehicles.
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Must never drive under the influence of Alcohol or Drugs
2.5.4. Accidents, Incidents and Damage
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CRRV (excluding Company car) drivers will advise their local manager of any
faults or damage found when taking out a Colas Rail Road Vehicle and record
this in the vehicle logbook. Company car drivers will contact the vehicle
provider to arrange repair.
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Promptly advise the company’s accident management provider of any
accident, theft, vandalism or glass damage. This includes completing any
internal accident forms and processes for their business division.
Responsible for any payment of motoring fines incurred while driving any
CRRV, including any admin charges where applicable.
2.5.5. Records
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Must attend interviews or inquiries following their involvement in any accident,
vehicle damage or moving traffic offence as required by the company.
Drivers of CRRVs (excluding Company cars) must record all journey details in
the vehicle log book to enable Colas Rail to be able to advise the authorities
who was driving the vehicle at any particular time.
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Drivers in receipt of a Company fuel card must ensure that the vehicle
mileage and registration number is recorded on the receipt by the garage
when obtaining fuel.
3. REVIEW
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This process will be reviewed on an annual basis taking into account current
accident/incident trends across the business and changes to legislation. Any changes to
this procedure or associated documentation will be briefed out by the Colas Rail monthly
Document Brief process.
Risk assessments and other related documentation related to vehicles working on TFL
contracts will be reviewed on an annual basis and any changes will be briefed out within
the contracts.
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Appendices
Appendix A
Example format of Driver Licence Check Record
Appendix B
Fair Culture Model
References
Associated procedures and work instructions
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FORS
FORS Standards
CLOCS
Construction Logistics & Cyclist Safety (CLOCS) scheme.
RoSPA
Driving for Work: Safer Journey Planner
Health Safety Executive Guidance – INDG 382
No Smoking Policy
C2-056
Road Travel Safety Policy
C3-007
Drugs and Alcohol Manual
C3-019
Risk Assessment
C3-024
Detonators (Railway Fog Signals): Handling, Use, Storage, Carriage and Disposal
C3-027
Control of Excess Hours and Management of Fatigue
C3-152
Use of Mobile Phones
C4-014
Highly Flammable Liquid (HFL)
C4-015
Liquid Petroleum Gas (LPG)
B2-019
Road Vehicles
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C2-006
Associated forms, posters or cards
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Colas Rail Drivers Manual
Van Drivers Walkaround Checklist
Colas Rail Wall Poster – The Lifesaving Rules
Driving investigation template, guidance and consequences toolkit
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Organisation Chart
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Appendix A: - Example format of Driving License records
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Appendix B – Fair Culture Model