Document1
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.
13.2.
13.3.
13.4.
13.5.
13.6.
13.7.
On the road
Motorway driving – breakdown
Leaving the car
If you feel threatened
If you witness an incident
When using taxis
When using public transport
6
6
6
6
7
7
7
14. Accident Reporting:
7
15. References / Useful Contacts
8
Appendix 1. Vehicle User Self Declaration Statement for staff using their own
vehicles for business use
10
Appendix 2. Example Generic UK Travel Risk Assessment
11
Page 2 of 14
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;
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
Page 3 of 14
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
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
Page 4 of 14
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: IHelpdesk@uclan.ac.uk
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.
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.
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





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.
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;
Page 6 of 14

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
Safety, Health & Environment Section
Feb 2012
Page 7 of 14
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/
Page 8 of 14
APPENDIX
Page 9 of 14
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: ……………………………………
Name: ………………………………
Date: ……………………………….
……. 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.
Page 10 of 14
Document1
Appendix 2. Example Generic UK Travel Risk Assessment
RISK ASSESSMENT FORM
Risk Assessment For
Service / School:
Assessment Undertaken By
Name:
Assessment Reviewed
Name:
Location of Activity: UK Only
Date:
Date:
Activity: Generic staff travel within the UK by car,
train, coach etc for lower risk activities such as
conferences, exam boards, visiting students on
placement, etc.
Signed by Dean of School / Director of
Service or equivalent:
This section to be used when
the assessment is reviewed in
academic year
This risk assessment must be read in association with
FM SHE 042 Procedural Guidance for the
Management of Health & Safety During UK Travel
REF:
List significant
hazards here:
Private Car
Vehicle accident
Date:
List
groups of
people
who are
at risk:
Staff
List existing controls, or refer to safety procedures etc.
Trip not to commence if staff have concerns about vehicle
safety;
For risks, which are not
adequately controlled,
list the action needed.
Remaining
level of
risk: high,
med or low
Low-Med
Driver must have ‘business use’ coverage on their insurance
policy;
Vehicle Use Self Declaration Statement should be completed;
Motorbike
Route will be planned in advance.
As above, plus:
Vehicle accident
Riders must wear an adequate protective helmet, eye
Low-Med
protection and other protective and gloves.
Suitable head protection to be worn and recommended you
wear high visibility clothing;
Bicycle
Accident
Low-Med
If riding a bike at night or in reduced visibility suitable lights
and reflectors (to the appropriate British Standard) must be
fitted and used;
Hire / University Car
Staff
Vehicle accident –
Unfamiliarity with
vehicle control
Cyclists should also ensure that their bicycle is well
maintained and that they are suitably equipped if used for
carrying loads.
University approved hire car company;
Low-Med
Trip not to commence if staff have concerns about vehicle
safety;
Drivers to familiarise themselves with controls of hire cars
before setting off;
‘Fleet Driving Procedures’;
No Smoking permitted;
Coach / minibus
Staff
Vehicle accident
University insurance.
FM SHE 051 Procedural Guidance for Safe Use of Minibuses
Low-Med
Trip not to commence if staff have concerns about vehicle
safety;
University minibus / MIDAS trained driver;
Vehicle general
Accident,
incident
Tiredness, poor road
conditions, etc
Staff
University approved coach contractor.
Consult weather forecast for the area before setting out in the
winter;
Low-Med
Trip not to commence if staff have concerns about vehicle
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;
Page 12 of 14
On arrival the vehicle will be parked in a well-lit area as close
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;
Train - accident
Staff
University accident reporting procedures.
Follow any safety information given on the train.
Personal medication
needs
Staff
Staff advised to ensure personal needs are met.
Specific risk assessment Low
as required for persons
with pre-existing medical
conditions which may be
worsened by travel.
Staff
Premise / site / activity safety procedures / instructions to be
followed at all times;
Any activities that are Low
undertaken as an addition
to those outlined before
the trip begun, must be
assessed prior to them
starting.
Pre-existing medical
condition or disability
made worse through
travel
General safety
issues at locations
being visited
Any safety equipment provided by staff at premise must be
used as directed
Attendees to familiarise themselves with the location of fire
escape routes particularly in overnight accommodation;
Low
University accident reporting procedures.
Page 13 of 14
Personal safety
(general)
Staff
Physical and/or
verbal assault,
leisure time activities
Manual handling
(luggage)
Staff
Injuries arising from
incorrect
manual
handling techniques
Slips trips and falls
Staff
Environmental
conditions (weather)
Staff
Research area to be visited if unfamiliar including Out of Hours: Security Low
areas/locations you should avoid., identify safest travel form, (24-hour security lodge)
routes, location of stations, car parks, etc.;
holds a cascade list of
senior staff within the
Carry a mobile phone to raise the alarm if necessary;
University:
01772
Carry a personal alarm (available from Harrington Security 892068.
Lodge).
Manual handling assessments, trolley available, information
Manual handling training
Low
provision, training available through SHE Section;
available through SHE
Section
Maintain good posture when lifting or lowering equipment;
Avoid twisting or bending to reduce the chance of back injury.
Wear footwear suitable for the conditions;
Low
Particular care should be used when crossing unfamiliar /
dimly lit areas, car parks, etc.
Consult daily weather forecast for the area before setting out;
Low
Wear clothing suitable for the expected weather conditions, be
prepared for sudden changes
Additional
specific
issues related to
planned travel or
proposed
work
activity
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