FM ENV 017 Travel/ Transport - Environmental Management Procedure
Safety Health & Environment Section
Environmental Management System (EMS)
FM/ENV/017
Travel / Transport
Environmental Management
Procedure
December 2013
Version 2.0
Document review due: December 2015
Please Note – Prior to migration to SharePoint this document was on version 2.0.This is a
controlled document, please ensure you are using the most recent version available on the
UCLan intranet.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Document History
Date
Author
Version
Description of modifications
19.01.09
C. Challen
0.1
Initial draft of document issued for review.
02.03.10
S. Buckland
0.2
Review and additions to initial draft.
16.03.10
C. Challen
0.3
Review alterations, develop content.
18.03.10
S. Buckland
0.4
Review alterations & prepare for peer review.
12.05.10
S.Buckland
0.5
Incorporated P. Morris’s comments.
15.05.10
S. Buckland
1.0
Final draft ready for authorisation.
15.12.11
C. Challen
2.0
Amendments to reflect changes to SD
governance structure. Changes to 3.1, 3.2 and
4.1 measures and controls to reflect current
practice.
Sept 13
S. Buckland
1.0
Migration to SharePoint and updated Hyperlinks
Dec 13
C.Challen
2.0
Updates to reflect collection of carbon emissions
References
#
Title
Version
File Name
[1]
Environmental Aspects Register
1
FM ENV 004
[2]
Environmental Sustainability Policy
1
FM ENV 002
[3]
Register of Legal & Other
Requirements
1
FM ENV 006
[4]
ISO14001
2004
[5]
Travel Plan
20132018
[6]
UCLan Car Parking Strategy
[7]
Car Parking Strategy
Not applicable
Not applicable, see FM Business
Services
2011
N/A
Document Control
Authorised: Michael Ahern
Chief Operating Officer
Date
Approved:
Paul Morris
Director of Facilities Management
Date
Reviewed:
Nicholas Brierley
Cashiers Manager
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Reviewed:
Christine Edwards
Safety, Health and Environment Manager
Date
Reviewed:
Joanne Talbot
Sustainable Travel Coordinator
Date
Author:
Clair Challen
Environment and Sustainability Manager
Date
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Contents
1
2
3
4
5
6
Introduction
1.1 Purpose
1.2 Scope
1.3 Responsibilities
1.4 Travel Plan Executive Summary
1.5 Continual Improvement
Travel Hierarchy
Business Travel
3.1 Carbon Emissions Data Colllection
3.2 Central Business Travel Booking Process and Controls
Commuter Travel
4.1 Operational measures and controls
4.2 Carbon Emissions Data Collection
Visitor Travel
5.1 Operational Controls
Fleet Management
6.1 Operational Controls
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
1
Introduction
1.1
Purpose
This procedure describes the approach UCLan will take to manage and mitigate travel and
transport as a category of significant environmental aspects (FMENV004), within the
University’s Environmental Management System (EMS), to ensure the University’s
operations remain compliant with relevant parts of its:
 Environmental Sustainability Policy;
“ Use natural resources prudently and prevent pollution by identifying improvement
targets, whilst adhering to the following key principles:
Provide training and information to all staff and students to facilitate prudent use of
natural resources;
Continue to develop and support our Travel Plan, working with external parties to
improve the viability of car alternatives and reduce solo commuting journeys;”


UCLan Travel Plan 2013-2018
Register of environmental legal and other requirements, including;
o Planning permission conditions
o Carbon Trust Standard
o Contribution to compliance/ maintenance of University position in relation to
carbon reduction, legal or other requirements.
UCLan’s Environmental Aspects Register (FMENV004) identifies the University’s business
and commuter travel as having the most significant impact on the environment. These
aspects will therefore be the focus of our mitigation and management within the EMS.
However, as a matter of good practice we will also outline issues to be considered with
regard to fleet management as well as visitor travel.
Please note that detailed background, monitoring, partnerships and marketing information in
relation to sustainable and active travel is located in the University’s Travel Plan
1.2
Scope
This document applies to operations conducted from the University’s Preston campuses.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
1.3
Responsibilities
This document applies to staff within the University who are responsible for;
 signing off travel requests;
 booking travel on the behalf of others;
 entering travel related data into Agresso;
 commuting or travelling for the purpose of work;
 arranging for a visitor to attend campus;
 managing Car Parking;
 managing the University Fleet;
 purchasing Service or School vehicles.
These general responsibilities are summarized in the table below.
Further details of specific role responsibilities can be accessed in FMENV003 EMS Manual,
section 4.1.4 responsibility, roles, resources and authority.
Legal or other requirement
Responsibility
Operational control
Planning consent
requirement
Building Surveyors
Sustainable Travel
Coordinator
FM ENV 017
Travel Plan
Carbon Trust Standard
HEFCE Carbon Reduction
Targets
Sustainable Travel
Coordinator
Agresso users
FM ENV 017
Environmental Management
@ UCLan – Staff Training
Contribution to compliance/
maintenance of University
position on carbon reduction
and associated legal or other
requirements.
Sustainable Travel
Coordinator
Travel Office Staff
Travel Budget Holders
FM ENV 017
Environmental Management
@ UCLan – Staff Training
MOT - Vehicle Emissions
Tests
Manager with responsibility
for Fleet vehicles.
Manager responsible for
School or Service vehicles.
FM ENVGN 013 Business
Travel and the Sustainable
Travel Hierarchy.
Vehicle service intervals.
1.3.1
Role Competence
Within SHE Training Needs Analysis databases, the training and development required by
the roles listed in section 1.3 are outlined to ensure adequate experience and competence.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
1.4
Travel Plan Executive Summary
Scope
The Travel Plan addresses the following forms of travel and transport:
 Commuting journeys by staff and students;
 Business travel;
 Fleet vehicles;
 Visitor travel.
Objectives
The objectives of the Travel Plan are:






To reduce the environmental impact of the University's travel demands;
To encourage modal shift and reduce the dependence on solo car use;
To improve transport modes available;
To contribute to the health and well-being of staff and students;
To help reduce pressures on parking;
To be good neighbours.
Travel Plan Management
The implementation of the Travel Plan is managed by the Environment and Sustainability
Manager together with the Sustainable Travel Coordinator who have the following roles:

Delivery of the University Travel Plan;

Reporting progress and monitoring the Travel Plan;

Organiser and Chairperson of the Sustainable and Active Travel Improvement Group
(part of the EMS Governance);

Communicate and work in partnership with local authorities, transport operators and
relevant local organisations;

Central point of contact for Travel Plan matters.
The full Travel Plan is available on the intranet.
1.5
Continual Improvement
The University will monitor the implementation of the operational controls identified within
this procedure using a combination of internal audits and targets.
These targets will be part of a programme of improvement under an overall continual
improvement objective for travel and transport within FM ENV 020 Environmental
Management Plan. Each type of travel identified as a significant aspect will have an
associated target.
The detailed programme of improvement needed to achieve the central objectives for travel
and transport will be detailed and monitored via the Travel Plan. Improvements will be
measured through annual travel surveys.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
2
Travel Hierarchy
The travel hierarchy is a useful framework for use within the University setting out the order
in which options for travel/ transport should be considered based on environmental impact.
It is hoped that the hierarchy will become the cornerstone of University travel management
over time as it becomes embedded.
Most Sustainable
Virtual
Conferencing
Walking or Cycling
Public Transport (Rail, Coach,
Bus)
Car Sharing (Fleet Vehicle/Hire Car)
Car Sharing (Private Car/Taxi)
Solo Occupancy Car
Air
Least Sustainable
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
3
Business Travel
The University’s business travel can have a significant impact on the environment, for
example:

The University is expanding both nationally and internationally with new satellite
campuses, partner colleges and international courses which all require business
travel. UCLan is committed to being an international University.

Globally business travel contributes to climate change, emission of carbon dioxide
(CO2, a climate changing gas) and depletion of natural resources from fuel burnt.

Locally business travel contributes to poor air quality Nitrogen Oxides (Nox) and
Sulphur Oxides (Sox), Noise pollution.
Within FMENV004 Environmental Aspects Register the conditions listed below are identified
in relation to business travel. Because the size of this aspect will increase, even under
normal conditions, it is essential that we adopt working practices that seek to raise
awareness to minimise the environmental impacts described above, whenever possible.
Normal Condition
Continued expansion & recruitment drives in new areas.
Abnormal Condition
Large increase in satellite campuses. IT failure (video/tele-conferencing).
Emergency Condition
Crisis at satellite sites and in international recruitment requiring attention.
Breakdown in public transport network.
3.1
Carbon Emissions Data Collection
Carbon emissions from both International and Domestic Travel which is paid for by UCLan
and undertaken by academic & support staff and students is estimated on an annual basis
using mileage data and mode using Defra GHG conversion factors found at
http://www.ukconversionfactorscarbonsmart.co.uk/ This is in line with HEFCE Scope 3
optional reporting requirements for HESA Estate Management Records.
Data is collected from the following sources, collated and checked for accuracy before being
reported to the Sustainable and Active Travel Improvement Group.
International Travel
It is the responsibility of the Energy and Carbon Management Officer to collate carbon
emissions for air travel as this has been a requirement for submission to the Carbon Trust.
The Travel Office book international travel through a number of different travel agents and
also direct with airlines. These different sources of data are collated by the Energy and
Carbon Management Officer and carbon emissions for long haul, short haul and domestic air
travel are calculated on an annual basis using world airport codes and estimated distances.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Domestic Travel
It is the responsibility of the Sustainable Travel Coordinator to calculate carbon emissions for
domestic travel by grey fleet (private vehicles), rail, bus, taxi and hire car
When travel expenditure is entered onto the Agresso financial system a mandatory
Destination field must be completed to estimate distance travelled as well as the Account
code which details the mode of travel employed. Using Agresso ensures that all travel
undertaken is recorded including travel which is paid for on University credit cards and that
which is retrospectively claimed for via personal expense claims. To avoid double counting
of data where two modes are employed in the same journey e.g. rail and taxi the Sustainable
Travel Coordinator manually checks the information in Agresso and removes duplications. It
is the responsibility of all Finance staff entering information into Agresso to ensure that each
journey is recorded separately to avoid under reporting when multiple trips are claimed for,
and that a Destination is entered for each journey.
3.2
Travel Booking Process and Environmental Controls
Figures 3.1 and 3.2 outline the steps involved in booking both domestic and international
business travel, highlighting related environmental management controls.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
International Business Trip Identified
Figure 3.1
International Business Travel Process and Environmental Management Controls
Key
Travel Hierarchy
Line Manager authorising travel to ensure the
most sustainable travel mode is selected for
their requirements (see section 2)
Guidance Note and Training
need identified see FMENV017
for details
Start of process
End of process
Connector to
separate process
Reference document
Is travel
necessary
?
Y
Environmental Control
Travel booked via the Finance
Travel Office.
toffice@uclan.ac.uk
Travel mode booked using
Travel Office procedures
Travel Office to provide
international travel data by
mode on request (by the
Carbon and Energy
Management Officer).
Carbon emissions from
international travel are
extracted and recorded on an
annual basis
Figures reported to the Sustainable
and Active Improvement Group (see
FMENV008 for details).
N
Use guidance on Virtual Conferencing to
set up a meeting using internal facilities.
Figures to feed into continual
improvement plans
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Domestic Business Trip Identified
Figure 3.2
Domestic Business Travel Process and Environmental Management Controls
Guidance Note and
Training need
identified, see
FMENV017 for details
Travel Hierarchy
Line Manager authorising travel to ensure the most sustainable travel mode is selected for their
requirements (see section 2)
N
Use guidance on Virtual Conferencing to
set up a meeting using internal facilities.
Is travel
necessary?
Key
Start of process
End of process
Y
Is the
journey
by car?
Y
Individual to register journey
on the UCLan Staff Car
Sharing Database to find a
possible match
Connector to
separate process
Reference document
Environmental Control
N
Book/carry out journey
using agreed mode
Agresso staff to enter
destination and
account code
(indicating mode) into
Agresso.
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Sustainable Travel Coordinator to
extract UK business mileage by mode
from Agresso.
Figures reported to the
Sustainable and Active
Improvement Group (see
FMENV008 for details).
Carbon emissions calculated and
recorded every 3 months
Figures to feed into continual improvement
plans.
FM ENV 017 Travel/ Transport - Environmental Management Procedure
4
Commuter Travel
One of the main issues facing the University is the amount of additional traffic it could
generate as it continues to expand its portfolio. The increasingly scale of its operation in
Preston city centre means that, without a Travel Plan, many people will continue to opt to
use their cars to commute to the campus for study or work.
The University is also diversifying; widening participation to students from non-traditional
University backgrounds including adult returnees as well as expanding its local business
support. This diversification together with current issues surrounding the affordability of fees
means that more students than ever are commuting to campus.
With over 2,600 staff and over 20,000 students based at the Preston campus the University
recognises that our travel demands are significant and contribute to the following
environmental impacts:

Globally travel contributes to climate change, emission of carbon dioxide (CO2, a
climate changing gas) and depletion of natural resources from fuel burnt.

Locally travel contributes to poor air quality, Nitrogen Oxides (Nox) and Sulphur
Oxides (Sox), Noise pollution.
Within FMENV004 Environmental Aspects Register the conditions listed below are identified
in relation to commuter travel. Because the size of this aspect will increase, even under
normal conditions and the abnormal and emergency conditions rely upon the integration of a
number of University strategies it is essential that we adopt working practices that seek to
raise awareness to minimise the environmental impacts described above whenever possible.
Normal Condition
Expansion of campus based courses on offer.
Abnormal Condition
Breakdown of public transport network.
Emergency Condition
Severe weather disruption.
4.1
Operational measures and controls
The University Travel Plan 2013-2018 and associated action plans contain measures to
encourage modal shifts from solo car commuting to more sustainable and active travel
modes; car sharing, cycling, walking and public transport.
In the previous Travel Plan (2007-2012) Lancashire County Council set a reduction in solo
car commuting by 18% taking the target for solo car commuting by staff to 50% and student
solo car commuting to 16%. In the new Travel Plan (2013-2018) LCC has further extended
these targets giving a new target of 47% for staff solo car commuting journeys whilst keeping
the student solo car commuting target at 16%. The University addresses these targets
through the implementation of the Travel Plan. It is the responsibility of the Sustainable
Travel Coordinator to analyse, plan, provide and coordinate sustainable alternative methods
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
of commuter and business transport for the University community who travel to work or study
on the University Campus enabling the Travel Plan. The Environment and Sustainability
Manager with responsibility for Travel also provides strategic support.
The Travel Plan is also aligned with the Car Parking Strategy, implemented by the Property
and Performance Manager which contains disincentives to solo car commuting through a
permit system for car parking with discounts and dedicated spaces to encourage car
sharing. Students must fulfil strict permit allocation criteria in order to qualify for a permit;
student permits are restricted to those with mobility disabilities, students with childcare
responsibilities and those whose journey time is more than 60 minutes (one-way) by public
transport. A limited number of permits per day are available for students and these are
issued on a first come first served basis each semester.
4.2
Carbon Emissions Data Collection
In line with HEFCE Scope 3 requirements carbon emissions from staff and student
commuting are estimated from the annual travel survey data using the latest Defra GHG
conversion factors http://www.ukconversionfactorscarbonsmart.co.uk/
It is the responsibility of the Sustainable Travel Coordinator to collate data obtained from
respondents to the annual travel surveys and then scale up to estimate the total emissions
from commuting by staff and students. It is therefore important that the response rate to
survey remains high.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
Figure 4.1
Procedures
Commuter Travel Measures & Controls
Staff and Students Commuting Patterns
Key
Start of process
Travel Plan 2013-2018
End of process
Car Parking Strategy
Connector to
separate process
To reduce staff solo car commuting to 47% by 2018
To retain student solo car commuting at 16% by 2018
Reference document
Environmental Control
Soft measures detailed in the Travel Plan are
Permit system in place
used to encourage modal shift to car sharing,
public transport and cycling and walking.



Full details are available on:
www.uclan.ac.uk/sustainabletravel
Charging
Patrolled Car Parks
Ticketing
Communication & Engagement
Training
Needs
Analysis
FM ENV
018
Annual Travel Survey
Sustainable Travel Coordinator
surveys staff & student commuting
patterns.
Promotions/ Initiatives
Students
Staff
Travel Information
(website and literature)
Campus and City
Guide on
Induction/Admissions
Staff Commuting Memo
Green Week
Feedback performance against key performance indicators (KPis) annually
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Involvement in National
Events
Cycling training and
advice
Campus & City Guide in
induction pack for new
staff
FM ENV 017 Travel/ Transport - Environmental Management Procedure
5
Visitor Travel
The University provides pre-booked visitor car parking spaces for visitors, there are also a
limited number of pay and display spaces on campus available for non-permit holders. The
University also hosts many conferences and events over the course of the year, many of
which require parking for visitors and delegates.
Normal Condition
Visitors requiring car parking space
Campus conferences and events
Abnormal Condition
Breakdown of public transport network/ Car parks not in use
Emergency Condition
Severe weather disruption
5.1
Operational Controls
Car Parking Services operates a visitor eligibility criteria system with allocation in order of
priority.
Car Parking Services and the Sustainable Travel Coordinator also liaise with conference and
event organisers as well as School Senior Administration Officers to encourage visitors to
use sustainable alternatives. Campus and City Guide & Maps highlighting the aims of Travel
Plan and sustainable travel modes are available from the Sustainable Travel Coordinator
and these should be sent to visitors prior to their visit.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
6
Fleet Management
The University’s total fleet is limited to around 35 vehicles, most of which either have
specialised functions (e.g. tractors, fork-lift trucks) or are used almost exclusively on campus
(e.g. security, waste and recycling, catering services). A review of the University fleet which
is currently underway will see a reduction in fleet size. The Vehicle Replacement Strategy
(VRS), managed by the Business Services Manager specifies that vehicles are selected
according to carbon emissions, fuel efficiency as well as value for money.

Globally the emissions from fleet vehicles contribute to climate change, emission of
carbon dioxide (CO2, a climate changing gas) and depletion of natural resources
from fuel burnt.

Locally the emissions from fleet vehicles contribute to poor air quality, Nitrogen Oxide
(Nox) and Sulphur Oxides (Sox), Noise pollution.
Within FMENV004 Environmental Aspects Register the conditions listed below are identified
in relation to fleet management.
Normal Condition
Low emissions vehicle replacement strategy
Abnormal Condition
An increase in numbers of fleet vehicles required
Emergency Condition
Not applicable
6.1
Operational Controls
6.1.1
Vehicle Replacement
The Vehicle Replacement Strategy is the operational control for ensuring that our fleet
vehicles are replaced with sustainability in mind. The replacement of vehicles includes
selection criteria to consider engine emissions, fuel efficiency and electric vehicle
procurement policy.
6.1.2
Vehicle efficiency and emissions
The Business Services Manager is responsible for ensuring vehicles over 3 years old are
MOT tested annually (includes emission tests) as well as maintaining a servicing schedule
for each vehicle based on its handbook. Regular servicing is undertaken to maximise the
efficiency of each vehicle.
The Business Services Manager is responsible for ensuring all Fleet and Facilities
Management Vehicle drivers have read and understood the content of the University’s Driver
Handbook. Within the handbook, drivers are given responsibility for maintaining correct tyre
pressure to maximise vehicle efficiency and tyre life.
The MIDAS (Minibus Driver Assessment Scheme) includes a section on fuel efficient driving
techniques, it is University policy that all members of staff who drive minibuses whilst on
University business must undertake MIDAS training. Further details are available within
FMSHE051 Procedure for The Safe Use of Minibuses.
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FM ENV 017 Travel/ Transport - Environmental Management Procedure
6.1.3
Carbon Emissions Data Collection
Carbon emissions from all fleet vehicles are estimated on an annual basis using mileage
data, fuel type and engine size using the latest Defra GHG conversion factors
http://www.ukconversionfactorscarbonsmart.co.uk/
Mileage data is collected from the following sources and collated by the Sustainable Travel
Coordinator.
 FM fleet vehicles
Source: Mailroom Supervisor
 SU vehicles Manager
Source: Student Involvement and Development
 School/service vehicles
Source: Individual Schools and Services (non FM)
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