BRYANSTON VEHICLE POLICY

Transcription

1 BRYANSTON VEHICLE POLICY PART 1 DRIVING AT BRYANSTON 1 Driving Vehicles within the School Grounds 2 Driver Licence and Vehicle Checks carried out by Bryanston 3 Fitness to Drive/Duty to Disclose 4 Delivery Procedures PART 2 DRIVING A SCHOOL VEHICLE 5 Insurance Requirements 6 Requirements for Driving a Minibus 7 Requirements for Driving a Multi-Purpose Vehicle (MPV) 8 Requirements for Driving a Van 9 Requirements for Towing 10 Driving a minibus/ van abroad (including towing abroad) 11 Use of Roof Racks 12 Maintenance 13 Procedures 14 Journey Planning/Driving Times 15 Speed Limits 16 Accidents 17 Breakdown Cover 18 Private Use of School Vehicles PART 3 USING YOUR OWN VEHICLE ON SCHOOL BUSINESS 19 Private Vehicle Use on School Business APPENDICES Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Appendix H Appendix I Appendix J Appendix K Appendix L Appendix M Response to the Notification of a Medical Condition. Minibus Driver Pre-Drive Safety Check Sheet Van Pre-Drive Safety Check Sheet Trailer Check Sheet Transport Booking Form Travel by Self Driven Minibus Risk Assessment Educational Visit Off Site with Students Form Satnav and Tracking Protocol Risk Assessment for Travel by Private Car Declaration for Employees using their own Vehicle for School Business Risk Assessment for the Movement of Vehicles and Pedestrians around the Grounds. Delivery Protocol Estates Vehicle Checklist Page 1 of 42

2 PART I DRIVING AT BRYANSTON 1 Driving Vehicles within the School Grounds The rules for driving on site are the same as for driving on public roads: All staff must adhere to local speed limits. Seat belts must be worn at all times. Keys must be removed from vehicles and the vehicle locked when unattended. Staff should reverse into parking spaces whenever possible. Mobile phones may only be used when the vehicle is parked and the engine turned off. Further information is included in Appendix K, Risk Assessment for the Movement of Vehicles and Pedestrians around the Grounds. 2 Driver Licence and Vehicle Checks carried out by Bryanston All staff driving a school vehicle (including for private use) or using a private vehicle on school business are required to provide certain information as detailed below. Driving a School Vehicle: The check code for the school to check their licence on the DVLA website. This will be requested annually, and can be obtained by entering their Driving Licence number and NI number into the section of the DVLA website entitled view or share your driving license information ; Details of any motoring convictions or any future prosecutions pending for any motoring offence (other than fixed penalty parking fines) as these occur; Details of any medical condition/s that might affect their ability to drive safely as these occur. Driving a Private Vehicle: As for driving a school vehicle (see above). In addition, staff are required to sign an annual declaration (Appendix J) to confirm they: have current car tax have a valid MOT certificate (if applicable) have adequate insurance and if appropriate add business use to their own private policy 3 Fitness to Drive/Duty to Disclose Staff must be fit to drive, and wear glasses if required. They must NOT drive under the influence of alcohol, or any substance that may cause drowsiness or affect judgement. The School s insurers apply the same rules as the DVLA to the School s motor insurance policy. In order to ensure the School s motor insurance policy remains valid, drivers have a legal duty to disclose: Details of any motoring convictions or any future prosecutions pending for any motoring offence (other than fixed penalty parking fines). Details of any medical condition, whether diagnosed or suspected however minor, that might affect the ability to drive safely. Medical conditions that the DVLA must, by law, be told about can be found on the following website: Failure to disclose all material facts may result in the policy being rendered void. This could lead to claims not being paid by the insurers, claims for which individuals may then become personally liable. In addition, you may be subject to disciplinary action. Any disclosure should be made in writing and sent to the Bursar. Matters relating to medical conditions may be shared with the Head of HR and details placed on the personnel file. Information obtained as a result of disclosure in relation to the School s motor insurance will not be used for any purpose other than directly in relation to driving school vehicles. See Appendix A: Response to the Notification of a Medical Condition. 4 Delivery Procedures Access for deliveries is provided by the Gatehouse. Appendix L Delivery Protocol, details the procedures for deliveries to the main school building delivery area. Page 2 of 42

3 PART 2 DRIVING A SCHOOL VEHICLE All staff must apply to the Gatehouse to drive a school vehicle, with the exception of the Estates staff who must apply to the Estates Office to drive a school vehicle. A satisfactory driving licence check must be obtained ahead of any driver being permitted to drive a school vehicle, this is carried out by the Gatehouse/Estates Department and repeated at least annually. Drivers are required upon request to obtain an Access Code from the DVLA in order that these may be undertaken. 5 Insurance Requirements To drive a school vehicle, drivers must: Have held a full driving licence for a minimum of 12 months, and hold the relevant entitlement/s Be 25 years or over to drive a Minibus or an MPV Be 21 years or over to drive a Van Be 18 years or over to drive an agricultural vehicle Drivers with a foreign driving licence must be referred to and approved by our insurers before they can drive any Bryanston vehicle. In addition to these insurance requirements, the School requirements contained in this policy apply. 6 Requirements for Driving a Minibus Drivers must be over 25, have held a full driving licence for a minimum of 12 months, and hold the relevant entitlement/s. Those who passed their test prior to 1 January 1997 will have categories D1 on their licence, which entitles them to drive a minibus with a maximum of 17 seats including the driver and provided it is not being used for hire and reward (there may be other restrictions on individual licences). Those who passed their test after 1 Jan 1997 do not have this entitlement and must obtain a Passenger Carrying Vehicle Licence (PCV) in order to drive a minibus. All drivers that meet these criteria are required to undertake a Minibus Coaching Assessment to a satisfactory standard. This lasts for 2 hours, must be repeated at least every 3 years, and is arranged by the Gatehouse. Prior to each journey vehicle checks must be completed using the Minibus Driver Pre-Drive Safety Check Sheet (see Appendix B), and any defects must be reported to the Gatehouse before the vehicle is driven. 7 Requirements for Driving a Multi-Purpose Vehicle (MPV) Drivers must be over 25, have held a full driving licence for a minimum of 12 months, and have a B category on their licence to drive an MPV (vehicles with no more than 8 passenger seats). All drivers that meet these criteria are required to undertake an MPV Coaching Assessment to a satisfactory standard. This lasts for 90 minutes, must be repeated at least every 3 years, and is arranged by the Gatehouse. Prior to each journey vehicle checks must be completed using the Minibus Driver Pre-Drive Safety Check Sheet (see Appendix B), and any defects must be reported to the Gatehouse before the vehicle is driven. 8 Requirements for Driving a Van Drivers must be over 21, have held a full driving licence for a minimum of 12 months, and have a B category on their licence to drive a Van. Prior to each journey vehicle checks must be completed using the Van Pre-Drive Safety Check Sheet (see Appendix C), and any defects must be reported to the Gatehouse before the vehicle is driven. Estates staff use the Estates Vehicle Checklist, see Appendix M. In addition, there are separate checklists for tractors and the telehandler. 9 Requirements for Towing Drivers must be over 21, have held a full driving licence for a minimum of 12 months, and have the relevant entitlement as detailed below on their licence in order to tow. All drivers that meet these criteria are required are required to undertake a Towing Coaching Assessment to a satisfactory standard BEFORE TOWING behind minibuses, vans and trucks. This lasts for 3 hours, must be repeated at least every 3 years, and is arranged by the Gatehouse. Page 3 of 42

4 Prior to each journey trailer checks must be completed using the Trailer Check Sheet (see Appendix D), and any defects must be reported to the Gatehouse. The trailer is not to be used if there are any defects. Entitlements required for towing behind a Minibus Drivers who passed their test prior to 1 January 1997 will have a category D1E licence and may drive a minibus with a maximum length not exceeding 8 meters with a trailer of up to 750kg OR with a trailer over 750kg provided that the MAM (Maximum Authorised Mass) of the combination formed does not exceed 12000kg. Drivers who passed their test after 1 Jan 1997 must obtain a Passenger Carrying Vehicle Licence (PCV) in order to drive a minibus and pass an additional E test to tow a trailer. Entitlements required for towing behind Car/Van/Truck Drivers with a category B licence may drive a vehicle up to 3500kg MAM towing a trailer up to 750kg MAM. Drivers with a BE licence who: Passed their car test before 19 January 2013 can tow a trailer of any weight. Passed their car test from 19 January 2013 can tow a trailer over 750kg MAM as long as the combined weight of the trailer and towing vehicle is no more than 3500kg. Safe towing Drivers must ensure the following when towing: The laden trailer does not exceed the gross weight of the vehicle towing. The vehicle does not exceed its MAM. All luggage is properly positioned and secured. Roof racks are not to be used when towing vehicles. Trailers must not be detached from/ attached to a vehicle parked on a slope. Consideration must be given to the safe loading and unloading of trailers; the trailer should be parked away from moving vehicles or the area cordoned off and lifting must be co-ordinated. Wherever possible students are not to be passengers in a vehicle that is towing. If students are passengers when towing, this must be risk assessed. Further guidance on towing requirements is available from the Gatehouse staff. 10 Driving a minibus/ van abroad (including towing abroad) A full D1 licence is required to drive a minibus abroad. The use of a tacograph is compulsory for the entire journey, from departing from Bryanston until returning to Bryanston. Staff will need to apply for and obtain in advance a digicard. 11 Use of Roof Racks The use of a roof rack must be pre-authorised by the Head of Security. All luggage must be properly secured. Staff are not permitted to climb onto or stand on roof racks, ladders must be used to gain access. Consideration must be given to the MAM of the vehicle when determining whether or not it is safe to use a roof rack, and this must not be exceeded. Further information is available from the Gatehouse staff. 12 Maintenance All School vehicles will be properly maintained, serviced, taxed and insured by Bryanston School. The following Safety Equipment is provided in each minibus/mpv: fire extinguisher, first aid kit, high visibility jacket, and a warning triangle. Servicing and MOTs are carried out according to legal requirements. For School owned vehicles these are carried out/arranged by the Vehicle Workshops. For Lease vehicles thee are arranged by the Head of Security. Weekly checks of all Minibuses and MPVs are undertaken by the Vehicle Workshop, these include: Checking oil, brake fluid, power steering oil, washer bottles Tyre tread and general condition Condition of bodywork Page 4 of 42

5 Horns, lights and mirrors First aid kit, high visibility vest, warning triangle and a fire extinguisher, in situ, in date, and undamaged Checking all documentation is within the vehicle, to include as appropriate permit 19, tax, fuel card, breakdown cover, vehicle folder A visual inspection is a legal obligation and is to be carried out by the vehicle driver prior to each journey (see section 13) 13 Procedures All journeys must be authorised by the Gatehouse beforehand, requests must be made on the Transport Booking Form (see Appendix E), and the Travel by Self Driven Minibus Risk Assessment (see Appendix F) completed. This excludes the regular scheduled use of vehicles by catering, domestic and estates staff. Vehicle keys are to be collected from and returned to the Gatehouse at the requested times. A vehicle check sheet will be issued for the driver to complete before departure and hand into the Gatehouse before leaving site. A school mobile phone is issued for all journeys leaving the school grounds. This may only be used when the vehicle is parked, and the engine turned off. The driver must re-charge this phone as necessary. Vehicles are to be collected from and returned to the parking bays. Dogs are only permitted in school vehicles when transported in a suitable secured cage, that does not obstruct exit routes. Prior to the journey it is the responsibility of the driver to: Complete the appropriate Pre-Drive Safety Check Sheet, issued with the keys, and return this to the gatehouse upon departure Ensure that there is sufficient fuel in the vehicle; and that a first aid kit, high visibility vest, warning triangle and a fire extinguisher are carried Hand in the completed Educational Visit Off Site with Students Form (or equivalent), see Appendix G There is an information folder within each vehicle containing a mileage log, fuel card, vehicle check sheet, risk assessments, emergency information for school trips, insurance certificate, break down details. All journey details must be recorded on the mileage log. Before departing and en-route: All vehicle occupants must be seated and wearing seatbelts All doors must be properly closed Gangways and doors should be free of obstructions Always check passengers have safely boarded or disembarked Adhere to all speed limits Before returning the vehicle, the driver must ensure: There is at least half a tank of fuel in the vehicle. Fuel cards are in the vehicle folder; receipts must be kept with the fuel card in this folder All rubbish and possessions are removed from the vehicle Any faults/ defects are reported to the Gatehouse Should there be a significant delay on a journey or a breakdown or an accident, then please inform the Gatehouse. Any problems with passenger conduct must be reported to the Gatehouse immediately. Smoking is not permitted. School rules apply when carrying pupils, as follows: A breach of common sense or courtesy is a breach of school rules A breach of the law of the land is a serious breach of school rules 14 Journey Planning/Driving Times All drivers should make sure they plan and prepare thoroughly for journeys. Consideration must be given to prior activities undertaken that day in determining their fitness to drive. Sufficient time must be allowed to collect the keys and carry out the necessary checks. Page 5 of 42

6 All staff taking students off site should acknowledge that they have received the relevant policy documents and risk assessments and are acting in compliance with these. As required, details are to be left at the Gatehouse upon departure. For a self-driven vehicle (one driver) it is advised that there is a geographic envelope within which this is acceptable. This corresponds to a maximum of 2 hours driving time and in normal conditions would extend as far as Exeter, Bath, Oxford, Chichester, Slough. Beyond this a second driver, or break from driving of at least 20 minutes, would be required. Bryanston expects drivers to take a break of at least 20 minutes after driving for each 2 hour period, subject to traffic conditions. Please note this is more stringent than the European Driving Time Regulations for a variety of reasons. When self-driven and a route is unfamiliar, complex, or subject to problems of congestion, advice should be sought in advance. Consideration should be given to having a second driver or navigator. If the activity at the destination requires significant supervision by Bryanston staff this should not be the sole responsibility of a single self-driver. Another member of staff should accompany the visit for this purpose. Satellite navigation and tracking systems are installed in all Minibuses, MPV s and the Iveco Truck to assist with journey planning, en route guidance, provide traffic and location information (see Appendix H, Satnav and Tracking Protocol). Hired driven vehicles are only to be booked through the Gatehouse using the transport Booking Form. 15 Maximum Speed Limits Minibuses, Transit Vans, and all vehicles when towing: Motorway 60mph (where no lower limit applies) Dual Carriageway 60mph (where no lower limit applies) Single Carriage Roads 50mph (where no lower limit applies) Minibuses, and all vehicles when towing must not use the outer (overtaking) lane of a 3 or 4 lane motorway. Please note that the Minibuses are fitted with speed limiters by law limiting the speed to 62mph. MPVs and car derived vans: National Speed Limits Apply 16 Accidents In the event of an accident: INFORM THE GATEHOUSE Swap insurance details with the third party. No liability should be admitted Where it is reasonably safe to do so, passengers should be removed from the vehicle and taken to a safe area away from the accident site where they should be supervised A visual check of the vehicle should be made before the journey can be resumed If there is any doubt about the roadworthiness of the vehicle, then contact the Gatehouse or the breakdown service 17 Breakdown Cover All vehicles are covered by a breakdown service. Details of this are in each school vehicle. STAFF MUST NOT CONTINUE WITH A JOURNEY IF THERE IS A FAULT WITH A VEHICLE. In the event of a breakdown/ vehicle fault the driver should: INFORM THE GATEHOUSE Contact the breakdown service Where it is reasonably safe to do so, passengers should be removed from the vehicle and taken to a safe area away from the breakdown site where they should be supervised. STAFF MUST NOT ATTEMPT TO CHANGE A WHEEL THEMSELVES (except where competence has been assessed by Bryanston and specific permission given to do so). Page 6 of 42

7 18 Private Use of School Vehicles Staff may be able to borrow a School Van for their personal use with the prior permission of the Head of Security or the Bursar, subject to availability. Staff must drive the vehicle themselves and must comply with all aspects of this Vehicle Policy. A daily charge will be made, currently 9. No reduction is possible for part days. Details of the journey must be logged in the vehicle log, including recording mileage. Fuel will be charged at a pence/ mile rate in accordance with HMRC guidelines. For long journeys where it is necessary to re-fuel, receipts must be kept and the value will be offset against the mileage charge. In the case of an accident that results in a claim on our motor insurance policy, the staff member will be liable for the payment of any excess. Page 7 of 42

8 PART 3 USING YOUR OWN VEHICLE ON SCHOOL BUSINESS All staff must apply to the Bursary to use their own vehicle on School business. A satisfactory driving licence check and declaration must be obtained ahead of any driver being permitted to use their own vehicle on School business, this is carried out by the Bursary and repeated at least annually. Drivers are required upon request to obtain an Access Code from the DVLA in order that these may be undertaken. Sections 14, 15 and 16 of the above apply as appropriate. 19 Private Vehicle Use on School Business Employees (and non-employees e.g. governors, parents, etc.) are advised to have personal business cover on their own private car insurance policy before using their own vehicle for school business. Employees who use their own vehicles on School business must fulfil the requirements of Sections 1, 2 and 3. Mileage is reimbursed at the appropriate rates and is claimed by completing a Form 1. This reimbursement compensates the driver for their motoring expenses (fuel, repairs, insurance, tax etc.). See Appendix I Risk Assessment for Travel by Private Car. Page 8 of 42

9 APPENDIX A: RESPONSE TO THE NOTIFICATION OF A MEDICAL CONDITION Name: (printed) Date: You have told us that you have (medical condition) which is a condition listed as one that the DVLA is to be notified about. As a result, for you to remain covered under our motor insurance, we need confirmation that the DVLA has been informed and that you have been allowed to continue driving. Please could you provide us with a copy of the letter you received from the DVLA following notification for our records? If you have not yet reported your condition to the DVLA then you may find the web site helpful. By clicking on health conditions that could affect driving and then clicking again on your medical condition, you will be able to download the relevant medical questionnaire. Meanwhile, as you will not be covered under our insurance, we shall not be able to allow you to drive a School vehicle. Page 9 of 42

10 APPENDIX B: MINIBUS DRIVER PRE-DRIVE SAFETY CHECK SHEET Bryanston School Minibus Pre-Drive Safety Check List Each driver is required to complete the below pre-drive safety check list themselves on each day that s/he drives a minibus in order to satisfy themselves that the vehicle is roadworthy. If driving is being shared then each driver should complete this checklist or they may complete it together. Please complete all sections and record defects on the rear of this form. Exterior Checks OK NOT OK Oil level (check once at start of the day) Coolant level (check once at start of the day) Windscreen washer fluid level (check once at start of the day) Brake/clutch & steering box fluid level (check once at start of the day) Windscreen and window are clean and undamaged Wiper blades are clean and undamaged Exterior mirrors are correctly adjusted, clean and unobstructed Lights on vehicle and trailer (if applicable), including brake lights and indicators, are clean and working Gatehouse staff can assist with these, ask as you depart Tyres appear sufficiently inflated, including inner tyres and trailer tyres. Tyre tread, including the inner tyres and tyres on the trailer, if applicable. At least 3.0mm across the centre ¾ is recommended Tyres walls in good condition free from cuts and bulges Doors open and close properly Roof rack/ trailer (if applicable) is properly fitted & all luggage is secured Bodywork is free from damage, no sharp edges Visible fluid leaks, look under vehicle Interior Checks Mirrors are correctly adjusted, clean and unobstructed Position and function/purpose of all the dashboard controls Position of driving seat so that all controls can be operated comfortably Pressure on brake pedal Wipers and washers are working properly Fuel level (and type of fuel: diesel or petrol) Heating and ventilation systems working All seats are fixed and secure and all seat belts are undamaged and working properly Location of wheel brace and jack Location and contents of sealed first aid kit and fire extinguisher(s) Relevant paperwork (S19 permit disc, insurance, emergency numbers) Luggage is securely stowed and aisles and exits are clear Interior is free from damage or sharp edges Emergency equipment (e.g. high visibility jacket, warning triangle, hammer (if applicable)) All doors are unlocked Horn is in working order Interior lights are working No warning lights on the dashboard Mobile phone has been collected (hand back upon return) Visual check to ensure all occupants are wearing seat belts correctly Drivers Name: Vehicle Reg. : Start Mileage: Signature: Date: I have received and read a copy of the current Bryanston School Vehicle Policy and the Self-Driven Minibus Risk Assessment indicated a daily check has been completed by Gatehouse Staff. You may also choose to check these again. These will need to be completed by the driver if on an overnight visit. To be completed by all drivers and handed in to the Gatehouse prior to departure Page 10 of 42

11 BRYANSTON SCHOOL VEHICLE DEFECT REPORT Driver name: Date: / / Department: Vehicle Reg: Vehicle make: Mileage: Details of any defects to be written in full after completion of checklist overleaf. Driver Signature: Details below to be filled in by the transport manager Action taken: Signed: Print: Date / / Page 11 of 42

12 APPENDIX C: VAN DRIVER PRE-DRIVE SAFETY CHECK SHEET Bryanston School Pre-drive Safety check Vans Every day a van is used, the driver MUST conduct a pre-drive safety check. This should be repeated whenever another driver takes over the vehicle. Walk around the vehicle including the trailer if applicable, to check for visible defects, and the listed below: This sheet must be handed to the Gatehouse prior to departure Registration no. Odometer reading Exterior: Check for damage Oil level (Once only at the start of the day) Coolant Level (Once only at the start of the day) Windscreen washer fluid level. (Note it is against the law to drive a vehicle with no fluid in the washer bottle) Wiper blades are clean and undamaged Windscreen and windows are clean and undamaged Brake/power steering fluid levels (Once only at the start of the day) Lights including brake lights and indicators are clean and working (including trailer if applicable) Visual check of all tyres Tyre pressures and treads depth (a minimum of 2mm across the centre three quarters of the tyre. Any cuts & bruises to the tyre Doors open and close correctly Horn working. Mirrors are correctly adjusted, clean, un damaged and unobstructed Check for pressure on the brake pedal Fuel level Seatbelts where fitted are undamaged and working correctly Please mark accordingly OK NOT / OK X Damage or sharp edges I have received and read a copy of the current Bryanston School Vehicle Policy Name of Driver Date If towing a trailer, a separate trailer check sheet must be completed and handed into the Gatehouse prior to departure. Page 12 of 42

13 BRYANSTON SCHOOL VEHICLE DEFECT REPORT Driver name: Date: / / Department: Vehicle Reg: Vehicle make: Mileage: Details of any defects to be written in full after completion of checklist overleaf. Driver Signature: Details below to be filled in by the transport manager Action taken: Signed: Print: Date / / Page 13 of 42

14 APPENDIX D: TRAILER CHECK SHEET BRYANSTON SCHOOL TRAILER SAFETY CHECK SHEET All defects are to be recorded on the reverse of this form. Check Point Guidance OK- Yes/No Handbrake Check hand brake is applied prior to coupling Yes NO Tow hitch coupling Test security by raising the jockey wheel until It lifts the vehicle Jockey wheel security Is this fully raised and secured against vibration loosening? Breakaway cable Is this secured to a suitable point on the vehicle and positioned to avoid dragging on the ground? Number plate Is the correct number plate fitted? 7 core cable & plug Is the plug cable undamaged and the cable secured to avoid dragging on the road but allowing for cornering? Lights Markers Load Load Load security Tyres Wheel Hubs Mudguards Handbrake Check all lights are clean, undamaged and working, including fog lights Check rear marker boards are secure, clean and visible If loaded, is the load correctly distributed and within the trailers official payload? Is the actual gross weight being towed within the towing vehicles manufacturer s recommended maximum towing weight? Is the load adequately secured? Visual check on all tyres, tyre pressures and tread depths. 1.6 mm across the centre three quarters of the width) Check wheel hubs for oil leaks/damage Are mudguards fitted and in good condition? Is the handbrake serviceable and in the off position prior to moving off? Which trailer? Date Name of driver Towing vehicle To be completed by all drivers of Bryanston School vehicles when towing trailers and handed in to the gatehouse prior to departure Page 14 of 42

15 BRYANSTON SCHOOL TRAILER DEFECT RECORD Driver name: Date: / / Trailer Details of any defects to be written in full after completion of checklist overleaf. Driver Signature: Details below to be filled in by the transport manager Action taken: Signed: Print: Date / / Page 15 of 42

16 APPENDIX E: TRANSPORT BOOKING FORM D.C. BOURNE EDUCATIONAL VISITS COORDINATOR BRYANSTON SCHOOL BLANDFORD FORUM DT11 OPX DORSET Transport Booking Form Please return a hard copy of this form to The Gatehouse at least one week in advance. Additional copies are available in the Risk Assessment pigeon hole. Alternatively, please send an electronic copy to Mike Hayes or Karen Churchill at The Gatehouse. it to transport@bryanston.co.uk and expect an acknowledgement. Date transport required Requested by Department/Activity Time of departure from Bryanston Destination Destination departure time Total number of passengers Number of students Number of staff Charge to? Is a trailer required? If self-driven minibus, who is the qualified staff driver? Remember to leave off-site visit details at the Gatehouse upon departure. For Office Use Only If School vehicle Self-driven? Staff driver details checked? Outside driver Registration Number Who? Minibus phone issued? If hired vehicle Firm/vehicle Registration Number Acknowledgement sent? OSV phone issued? Details received upon departure? Please note that last minute cancellations are likely to involve a cost to the department/activity, especially where an outside firm or driver has been engaged. Training in minibus driving and trailer driving is available for staff and required before undertaking these. You must read the Bryanston Vehicle Policy and have signed the relevant transport Risk Assessment. There is also an Educational Visits Policy. These are available on the Intranet and in the Risk Assessment pigeon hole in the Common Room. If in doubt consult DCB who is Educational Visits Coordinator. DCB September 2018 Page 16 of 42

17 APPENDIX F: TRAVEL BY SELF DRIVEN MINIBUS RISK ASSESSEMENT BRYANSTON SCHOOL GENERIC RISK ASSESSMENT & MANAGEMENT TRAVEL BY SCHOOL OR HIRED SELF-DRIVEN MINIBUS OR OTHER VEHICLE 2018/9 Generic Risk Assessments highlight commonly identified hazards associated with general locations, events or activities, and the control measures needed to Manage these risks. Adapt this form to your own circumstances by identifying and adding further hazards and resultant control measures relevant and applicable to your own visit. Share and agree all risk assessments in advance with all other leaders. Educational Visit(s) to: Date of visit(s): Name of Visit leader Signed.. Date..... Review Date. This Generic Risk Assessment & Management form is being used as the basis for all relevant off site visits during the academic year Sept 2018 to August This information has been accepted by the Educational Visit Coordinator and the visit(s) may proceed. The final Risk Rating row should be completed by the Visit Leader, and discussed with other relevant leaders/drivers, before giving signed approval. The Risk Assessment should only be approved once identifiable and significant hazards have been recorded and the control measures that will be implemented to reduce them are agreed. Overall risk ratings must be considered acceptable. In most circumstances, if the Overall Residual Risk is considered Medium or High, the activity/event should be cancelled, or further control measures put in place to reduce the risk to Low. Page 17 of 42

18 A copy of this Risk Assessment must be conveyed to the staff involved prior to the Visit. The control measures identified must be implemented. GENERAL LOCATION, EVENT, ACTIVITY SIGNIFICANT HAZARDS (i.e. how might people foreseeably be harmed?) CONTROL MEASURES (i.e. what steps are commonly taken to reduce the risk of the hazard?) Tick those control measures that are applicable and will be implemented. Put a cross beside those control measures that are not applicable or cannot be implemented. ADDITIONAL CONTROL MEASURES (i.e. add any further control measures that may be identified as applicable) Self driven minibus students Self driven minibus students Self driven minibus students Self driven minibus students Unaware of Bryanston School Policy I have received and read a copy of the Guide to Bryanston. I will comply with off site visits procedure and safeguarding procedures. Staffing ratios are in line with School guidelines. Unaware of Bryanston School I have received and read a copy of the Bryanston School Vehicle Policy and will comply with this in full. Vehicle Policy I am aware of the speed limits for the vehicle (including a towing vehicle). I have received and read a copy of the Minibus Operations Risk Assessment Defective vehicle Only School minibuses will be used OR A minibus or other suitable vehicle for staff to drive will be obtained by The School from a reputable hire company. The driver will carry out the checks as detailed on the checklist provided by the Gatehouse before commencing a journey. If towing, an additional checklist is required. Hazardous Driving The driver will ensure that: Conditions the journey is planned carefully beforehand and is compliant with Bryanston School Vehicle Policy on maximum sole driving times, distances, and down times or rest breaks. the route will be planned to avoid high risk situations Page 18 of 42

19 Self driven minibus students Driver error Potential traffic accident the journey will be postponed or cancelled if weather or traffic conditions are considered too hazardous The driver agrees that s/he is compliant with the Bryanston School Vehicle Policy. Key points are reiterated below: aged 25 years or over an experienced driver who has held a full driving licence for at least a full year and is entitled to drive a minibus is on the current list of Bryanston minibus drivers if towing a trailer has been trained to do so has not had past convictions (in the last 5 years) and is not facing impending prosecution for any significant driving offences is fit to drive not to drive if feeling too tired or unwell to drive safely not to drive under the influence of alcohol, drugs, or medication that includes advice not to do so not to use a mobile phone in the vehicle unless the minibus is stationary and the engine turned off adhere to national speed limits and the highway code drive in a responsible and sensible manner choose safe locations, away from busy traffic, for passengers to get in/out of the vehicle (e.g. car park, onto wide pavement) check and ensure that seat belts are fastened before departure During the journey Poor navigation The vehicle is fitted with a SatNav & Tracking system Drivers receive instruction in the use of SatNav. During the journey Misbehaviour in vehicle Driver distraction Potential to cause accident The driver will ensure that: Students adhere to the normal Bryanston School Rules on behaviour They are informed beforehand about any student who might present challenging or difficult behaviour and that arrangements are made for any such student to be appropriately supervised by staff who are aware of and capable of handling their behaviour Page 19 of 42

20 Students are briefed beforehand regarding required conduct, behaviour and safety whilst the vehicle is in motion. During the journey In event of accident or breakdown Self driven minibus students Self driven minibus students Illness in vehicle The driver will ensure that: They are informed of any significant medical conditions (including propensity for travel sickness) and relevant medication carried Any travel sickness equipment is provided Accident, collision The driver will ensure that: and risk of further if an accident occurs, all passengers are evacuated away from the collision passenger side of the vehicle to a safe resting place (beyond any side barrier if possible and well away from passing vehicles) if this is not possible, to instruct passengers to sit on the side of vehicle furthest from moving traffic and remain wearing seat belts The School is informed (The Gatehouse or SMT depending upon the severity, nature and timing of the incident) Exchange insurance details with the other parties. Do not admit liability Conduct a visual check of the vehicle before resuming a journey. Contact a breakdown service if there is reason to suspect the vehicle is not roadworthy and inform the School of the situation. Child abuse Students are not to be left alone with an adult in a minibus if the adult has not been DBS checked. An exception may be made in cases of medical emergency. Various, including confusion about a student s whereabouts I understand that prior to a member of staff giving permission for a student under their care to be transported by a parent who is not the parent of that child, permission must be obtained from the child s own parent or their hsm. (This is particularly relevant to away match fixtures but can occur in other situations. The member of staff should log that permission has been obtained. It will be necessary to advise the Gatehouse that the student will not be returning on School Page 20 of 42

21 Self driven minibus students Self driven minibus students Self driven minibus students. Self driven minibus students. Additional Risks and Controls Identified Self driven minibus students Additional Risks and Controls Identified arranged transport unless this has been done in advance if it occurs off site.) General This Risk Assessment is to be read in conjunction with the other relevant Risk Assessments listed in the box to the right. Change in events Risk Assessments are dynamic. Upon departure, during the Off Site Visit, and during the return journey a visual, or other, review of risk will be undertaken. Serious Major Incident Follow instructions as appropriate from The Emergency Services The Bryanston Emergency Information for School Trips card Brief students that if they become separated from the main group and cannot contact the visit leader to phone Security at The Bryanston Gatehouse ( ) for advice. Ask students to enter this number in their mobile phones. Page 21 of 42

22 Self driven minibus students Overall Consideration I have consulted with the relevant parties and this overall residual risk is my considered professional opinion. Overall Residual Risk Rating Your initials If the Overall Residual Risk rating is HIGH the activity MUST NOT go ahead If the Overall Residual Risk rating is MEDIUM the Visit Leader MUST have obtained detailed prior permission to proceed with the visit. HIGH MEDIUM LOW Page 22 of 42

23 APPENDIX G: EDUACTIONAL VISIT OFF SITE WITH STUDENTS FORM BRYANSTON SCHOOL EDUCATIONAL VISIT OFF SITE WITH STUDENTS Date(s) of Visit Activity Destination Approximate timings From To TRANSPORT: EG PRIVATE CAR, SCHOOL MINIBUS, HIRED COACH (Company name) Vehicle type Registration Name Contact phone number NAME OF STAFF MEMBER LEADING VISIT PASSENGER LIST TO INCLUDE ALL PERSONNEL TRAVELLING IN THE VEHICLE MEMBER OF STAFF Contact no. Remarks Student name (Including surname) Indicate with an X any student not returning on this transport Remarks Additional details Page 23 of 42

24 Notes: School minibuses have a mobile phone issued with the keys. All outside transport is booked through the Gatehouse. Use the booking form that is available. You will be offered the use of an OSV mobile phone in most cases. If you are off site and there is an impromptu arrangement for a student to not return as planned you must first have obtained the agreement of the parent or Hsm and then contact the Gatehouse so that their list of returning persons is accurate. Please be aware of your responsibilities in accompanying an injured student to hospital. In the event of a serious incident follow the procedures outlined in the leaflet Emergency Information for School Trips. Before taking students off site a risk assessment must have been completed and submitted to David Bourne (Educational Visits Coordinator). If you are involved in a repeat activity that is covered by a generic risk assessment you must have been shown a copy of this and have read it before departing. DCB September 2018 Page 24 of 42

25 APPENDIX H: SATNAV AND TRACKING PROTOCOL Protocol on Satnav & Tracking for Off Site Self-Driven Visits A Satnav & Tracking package is being trialled for the Bryanston fleet of vehicles. It is an attempt to further enhance the safety and security of students and staff during Off Site Visits (OSVs). Drivers will receive instruction on how to use this system from the Gatehouse. A) Satnav Amongst the advantages of a Satnav system are the following: Drivers will be able to plan journeys, obtaining information on the best routes to take and approximate journey times. Routes can be customized, and detours requested as necessary. Drivers will receive clear en route directions. Drivers will be able to immediately familiarise themselves with a new location and obtain such information as to the nearest hospital for A&E, or the closest fuel station. Drivers will be able to receive information sent from the Gatehouse, for example informing them of a match cancellation. B) Tracking Amongst the advantages of a tracking system are the following: In the event of the vehicle being stolen, the location of the vehicle can be immediately identified In the event of a local (non-serious) breakdown the location of the vehicle can be identified and support sent. In the event of a more distant (non-serious) breakdown the location of the vehicle can be provided to other agencies and assistance provided. In the event of a serious personal or vehicle incident that results in the member of staff driving becoming incapacitated assistance can be directed more rapidly. If a vehicle is returning to Bryanston but significantly delayed some practical aspects such as requesting late suppers, notifying Hsms, notifying waiting parents, or keeping the front gate open, may be possible without the driver having to stop to make requests for these. To access the Tracking requires a code. Mike Hayes (Head of Security) is the Gatekeeper of this and it will only be used on occasions that warrant it. No member of staff who is compliant with the Highway Code need have any worries about the Tracking side of Satnav & Tracking. It is not a Spy in the Cab. Rather it is a safety net that can be brought into play during unexpected circumstances and times of need. DCB & JMF September 2018 Page 25 of 42

26 APPENDIX I: TRAVEL BY PRIVATE CAR RISK ASSESSMENT BRYANSTON SCHOOL GENERIC RISK ASSESSMENT & MANAGEMENT TRAVEL BY PRIVATELY OWNED VEHICLE 2018/9 Generic Risk Assessments highlight commonly identified hazards associated with general locations, events or activities, and the control measures needed to Manage these risks. Adapt this form to your own circumstances by identifying and adding further hazards and resultant control measures relevant and applicable to your own visit. Share and agree all risk assessments in advance with all other leaders. Educational Visit(s) to: Date of visit(s): Name of Visit leader Signed.. Date..... Review Date. This Generic Risk Assessment & Management form is being used as the basis for all relevant off site visits during the academic year Sept 2018 to August This information has been accepted by the Educational Visit Coordinator and the visit(s) may proceed. The final Risk Rating row should be completed by the Visit Leader, and discussed with other relevant leaders/drivers, before giving signed approval. The Risk Assessment should only be approved once identifiable and significant hazards have been recorded and the control measures that will be implemented to reduce them are agreed. Overall risk ratings must be considered acceptable. In most circumstances, if the Overall Residual Risk is considered Medium or High, the activity/event should be cancelled, or further control measures put in place to reduce the risk to Low. A copy of this Risk Assessment must be conveyed to the staff involved prior to the Visit. The control measures identified must be implemented. Page 26 of 42

27 GENERAL LOCATION, EVENT, ACTIVITY SIGNIFICANT HAZARDS (i.e. how might people foreseeably be harmed?) RECOMMENDED CONTROL MEASURES (i.e. what steps are commonly taken to reduce the risk of the hazard?) Tick those control measures that are applicable and will be implemented. ADDITIONAL CONTROL MEASURES (i.e. add any further control measures that may be identified as applicable) Put a cross beside those control measures that are not applicable or cannot be implemented. Private car students Private car students Private car students Unaware of Bryanston School Policy Unaware of restrictions Insurance & Driving Conditions I have received and read a copy of the Guide to Bryanston and the Bryanston School Vehicle Policy. I will comply with off site visits procedure and policies and safeguarding procedures. Staffing ratios are in line with School guidelines. I am aware of the speed limits for this vehicle I will not use the vehicle for towing The driver will complete in advance the Annual Declaration for employees using their own vehicle for School business The driver will check and obtain prior assurance from the school and/or their own insurance company that: their car is appropriately insured (including business use) their insurance company has been informed of and agreed to the intended use they have suitable vehicle breakdown/roadside assistance cover The driver will ensure that: the journey is planned carefully beforehand and is compliant with Bryanston School Vehicle Policy on maximum sole driving times, distances, and down times or rest breaks. the route will be planned to avoid high risk situations the journey will be postponed or cancelled if weather or traffic conditions are considered too hazardous The driver will ensure that a parent or the hsm is informed and has given prior consent to transport of a student by private car. In cases of medical emergency such consent may be received in retrospect. Page 27 of 42

28 Private car students Private car students During the journey Driver error Potential traffic accident Defective Car Potential to contribute to accident Misbehaviour in car Driver distraction Potential to cause accident The driver agrees that s/he is compliant with the Bryanston School Vehicle Policy. Key points are reiterated below: aged between 17 and 70 years or over holds a full driving licence has not had past convictions (in the last 5 years) and is not facing impending prosecution for any significant driving offences is fit to drive not to drive if feeling too tired or unwell to drive safely not to drive under the influence of alcohol, drugs, or medication that includes advice not to do so not to use a mobile phone in the car unless the car is stationary and the engine turned off adhere to national speed limits and the highway code drive in a responsible and sensible manner choose safe locations, away from busy traffic, for passengers to get in/out of vehicle (e.g. car park, onto wide pavement) check and ensure that seat belts are fastened before departure The driver will confirm that: the vehicle has a current MOT, if applicable, and is in a roadworthy condition the vehicle has sufficient capacity for each passenger to have their own seat and own fully operational seatbelt the vehicle has sufficient fuel for the journey The driver will ensure that: Students adhere to the normal Bryanston School Rules on behaviour They are informed beforehand about any student who might present challenging or difficult behaviour and that arrangements are made for any such student to be appropriately supervised by staff who are aware of and capable of handling their behaviour Students are briefed beforehand regarding required conduct, behaviour and safety whilst the vehicle is in motion. Page 28 of 42

29 During the journey In event of accident or breakdown Private car students Private car travel - parents Illness in car Accident, collision and risk of further collision Child abuse Various, including confusion about a student s whereabouts The driver will ensure that: They are informed of any significant medical conditions (including propensity for travel sickness) and relevant medication carried Any travel sickness equipment is provided The driver will ensure that: if an accident occurs, all passengers are evacuated away from the passenger side of the vehicle to a safe resting place (beyond any side barrier if possible and well away from passing vehicles) if this is not possible, to instruct passengers to sit on the side of vehicle furthest from moving traffic and remain wearing seat belts The School is informed (The Gatehouse or SMT depending upon the severity, nature and timing of the incident) Exchange insurance details with the other parties. Do not admit liability Conduct a visual check of the vehicle before resuming a journey. Contact a breakdown service if there is reason to suspect the vehicle is not roadworthy and inform the School of the situation Prior to a driver taking a student in their vehicle, the trip leader will make all reasonable and appropriate checks to ensure that young people are not at risk of harm from the driver, including: Not permitting unknown volunteers to transport a student on an impromptu basis Checking that the School has a DBS check on any volunteer who will have regular unsupervised contact with young people Ensuring that young people do not need to be transported alone when this can be avoided. If it cannot be avoided senior staff should be made aware in advance of the occasion, the timings and the venues. I understand that prior to a member of staff giving permission for a student under their care to be transported by a parent who is not the parent of that child, permission must be obtained from the child s own parent or hsm. (This is particularly relevant to away match Page 29 of 42

30 Private car students Private car students Private car students General Change in events Serious Major Incident fixtures but can occur in other situations. The member of staff should log that permission has been obtained. It will be necessary to advise the Gatehouse that the student will not be returning on School arranged transport unless this has been done in advance if it occurs off site.) This Risk Assessment is to be read in conjunction with the other relevant Risk Assessments listed in the box to the right. Risk Assessments are dynamic. Upon departure, during the Off Site Visit, and during the return journey, a visual, or other, review of risk will be undertaken. Follow instructions as appropriate from The Emergency Services The Bryanston Emergency Information for School Trips card Additional Risks and Controls identified Private car transport of students q q Brief students that if they become separated from the main group and cannot contact the visit leader to phone Security at The Bryanston Gatehouse ( ) for advice. Ask students to enter this number in their mobile phones. Additional Risks and Controls Identified Private car transport of students Overall Consideration I have consulted with the relevant parties and this overall residual risk is my considered professional opinion. Overall Residual Risk Rating Your initials HIGH MEDIUM Page 30 of 42

31 LOW If the Overall Residual Risk rating is HIGH the activity MUST NOT go ahead If the Overall Residual Risk rating is MEDIUM the Visit Leader MUST have obtained detailed prior permission to proceed with the visit. Page 31 of 42

32 APPENDIX J: DECLARATION FOR EMPLOYEES USING THEIR OWN VEHICLE FOR SCHOOL BUSINESS Name: (printed) Date: Vehicle 1: Make and model Registration Vehicle 2: Make and model Registration NATIONAL INSURANCE NO: DRIVING LICENCE NUMBER: DVLA CHECK CODE: I confirm the above vehicle/ s has current car tax has a valid MOT certificate (if applicable) has adequate insurance and if appropriate add business use to their own private policy Signature: FOR OFFICE USE ONLY Driving Licence Check Carried out by: Date: Copy of Driving Licence Check attached: Referral required*: YES/ NO YES/ NO * If previous drink drive conviction/if over 6 points/medical restriction/other cause for concern Page 32 of 42

33 APPENDIX K: MOVEMENT OF VEHICLES AND PEDESTRAINS AROUND THE GROUNDS To be read in conjunction with the following Policies: Bryanston School Health and Safety Policy School Vehicle Policy Delivery Procedure Main School Building Delivery Protocol Departmental Risk Assessments LOCATION: BRYANSTON SCHOOL ACTIVITY: MOVEMENT OF VEHICLES AND PEDESTRIANS AROUND THE GROUNDS BRYANSTON SCHOOL RISK ASSESSMENT DATE: September 2018 COMPLETED BY: JMF REVIEW DATE: September 2019 Hazards People at Risk Existing Controls Risks not adequately controlled and action needed Driving on site Staff, pupils, visitors Pedestrians Runners Cyclists Horse riders Drivers of vehicles. All drivers on site must adhere at all times to the highway code. The roads on site are classed as public highways, local speed limits must be adhered to, and seat belts worn. Keys must be removed from vehicles and the vehicle locked when unattended. Staff should reverse into parking spaces whenever possible. Mobile phones may only be used when the vehicle is parked and the engine turned off. Departmental Heads are to brief drivers of school vehicles annually and issue the latest version of the Vehicle Policy to drivers. All staff are briefed as part of their induction on driving on site, this is reinforced by updates from their departmental manager/at the Common Vehicles travelling too fast Staff, pupils, visitors Pedestrians Runners Cyclists Horse riders Drivers of vehicles. Room Meeting. Speed restrictions on site. Clearly displayed speed limit signs. Speed limit around the site is 20mph. There is a further restriction for areas beyond the gatehouse of 5mph. Additional signage has been put in place to reinforce this. The road also narrows at this point, and drivers are required to stop to gain access from the Security team. Speed humps are positioned around the site to reduce the speed of vehicles. These are clearly visible and identified with warning posts and road markings. Security make regular patrols of the grounds. Security report persons they believe to be speeding/ driving unsafely to the Bursar/Second Master. Page 33 of 42 Speeding occurs between speed humps in the following areas: Gatehouse to boathouse Gatehouse around to the Medical Centre. Road running along the edge of the playing fields. Consideration to be given to this at the Roads & Paths Sub Committee.

34 Hazards People at Risk Existing Controls Risks not adequately controlled and action needed Unauthorized vehicles entering the area beyond the gatehouse The gatehouse is manned from daily. The security team requires all vehicles to stop before passing this point. Outside of these hours all buildings are locked and all pupils are in their boarding houses. Unnecessary vehicle movements beyond the Gatehouse Deliveries being made to mainly pedestrian areas and/ or areas at times when there are large numbers of pupil movements. These have been greatly reduced by increasing the number of pedestrianised areas and limiting access beyond the Gatehouse. The majority of car parking is away from the areas where there are a lot of pedestrians, before the Gatehouse control. The Security team delivers letters and parcels around the site using an electric buggy. This has reduced the number of vehicle movements significantly. School Minibuses providing staff transport, drop off and pick up from the Gatehouse car park and Coade Hall car park. School minibuses transporting pupils pick up and drop off from the Front of School. All taxis drop off and pick up from the front of School. Medical Centre for medical appointments may collect directly from the Medical Centre San Hill gate is permanently locked closed, to control access to the inner area of the School and eliminate through traffic. Regular delivery drivers are briefed as to when deliveries may be made. Wherever possible deliveries are made to the Gatehouse. Deliveries to areas beyond the Gatehouse are not permitted during identified higher risk periods (these are 5 mins either side of each lesson, and during morning break, other times as necessary). Delivery drivers are briefed by Security before passing the gatehouse. All delivery vehicles are met at the front of school by a member of staff from the department receiving the goods. There are bollards in place that need to be removed by this member of staff before the vehicle can enter the catering delivery area. This member of staff (wearing reflective vest) acts as a banksman should the vehicle reverse. More information is contained in the document Main School Delivery Area Protocol Bollards in other areas of the site need to be removed before a vehicle can enter a predominately pedestrianized area. These must be replaced immediately and the vehicle must be escorted at all times when moving within this area. Page 34 of 42

35 Hazards People at Risk Existing Controls Risks not adequately controlled and action needed Deliveries to temporary building sites A separate risk assessment is carried out for all temporary building sites run by contactors. As part of this deliveries to and from site are considered, and restrictions are put in place to ensure safe routes are taken and at specified times. Movement of school vehicles on roads around the site, minibuses, vans, farm vehicles, buggy s etc. Movement of coaches High numbers of parent vehicle movements at start/ end of term, half terms and exeats. Increased number of vehicles and pedestrians on site for events. Visitors unsure of where to go All school minibuses and transit vans are fitted with reversing sensors. All drivers of school vehicles are required to read and adhere to the Vehicle Policy. Movements should be avoided when pupils are moving between lessons. When there are 2 members of staff in a vehicle, the passenger should act as a banks person should reversing be necessary. Drivers should reverse into parking spaces to avoid reversing out of them. Coaches for school trips drop off and pick up at the front of school. Termly coach transport provided by Bryanston departs at a time when there are lots of parent vehicles on site and pedestrian movements. The departure point is considered by Security and the Bursar on each occasion so as to minimize risk. Consideration is given to this in the Bursary Meeting prior to each such occasion. The Security team, assisted by additional staff, is strategically positioned around the site to direct traffic and maintain the flow. Particular attention is paid to the front of school. Vehicles and pedestrian movements are considered for all events. Additional areas are designated and clearly signed for those attending events as necessary. Security/ Estates staff assist with directing traffic. This includes weekends when large numbers of spectators are expected for sporting fixtures. Consideration is given to the movement of people from their cars to the event, and in some circumstances minibus transport is provided. Temporary signed one-way systems and road closures may also be implemented. Good directional signage across the site, this has recently been upgraded. The Gatehouse give clear directions to visitors. Page 35 of 42

36 Hazards People at Risk Existing Controls Risks not adequately controlled and action needed There is a gate by the stables entrance which is locked at night when the main gate is locked to prevent persons driving back from Blandford once the main gates are closed. Persons using the main drive when the main gates are closed from daily and during some holiday periods. Vehicles driving on paths/ pedestrianized areas Inadequate segregation of vehicles and pedestrians Pupils not using pavements, walking in the middle of roads. Pupils running on roads Staff should avoid driving vehicles on paths and other pedestrianized areas whenever possible. See attached plan. Vehicles should only use paths when absolutely necessary, e.g. when transporting loads that cannot be reasonably carried by hand. Each head of departmental should risk assess the need to use paths for their departments activities and include the necessary controls in their departmental risk assessments e.g. use of banksmen when reversing, cordoning off areas, specifying specific circumstances. Staff should take extreme care and drive very slowly, at walking pace. Paths should not be used in between lessons and at other times when it is likely that pupils will be using them. Vehicles must stop immediately if they see a pedestrian and wait for them to pass. Drivers of the electric buggy must be aware that pedestrians may not hear the buggy approaching. Pavements and pedestrian only areas are provided in areas around the school. The Roads and Parking subcommittee, reporting to the Estates and Infrastructure Committee, meets at least termly to consider vehicle and pedestrian movements on site. Staff should avoid driving the electric buggies on pavements and pedestrianized areas wherever possible. When electric buggies do need to use these areas, be aware pedestrians may not hear the buggy and alert them to their presence. Parking on site is permitted in clearly identified and designated areas only. These areas are away from the main pedestrian areas. A designated area is provided for minibus parking. Security monitor parking. Students are encouraged to use paths. In areas where there are no pavements there is always a verge for students to step aside off the road when vehicles are passing. Reminders are given via HSMs when there are incidents/ concerns raised. Security monitor the crossing area by Gatehouse and inform pupils of the need to use the crossing point. Risk assessments are in place for cross country running. Page 36 of 42 Consideration to be given to the route from the gatehouse to the playing fields where the pupils walk in the road, and to the crossing the road linking Durweston with Bryanston Village which has a high proportion of non-school traffic.

37 Hazards People at Risk Existing Controls Risks not adequately controlled and action needed Pupils horse riding on roads Risk assessments are in place for hacking out. Falling trees and power cables A system is in place for dealing with road and path blockages. Security will remove any obstructions if possible. If not, they put into place traffic control, and contact Estates. Trees close to roads and paths are independently inspected every 2 years. In addition, they are regularly inspected by the Estates team. Injury from maintenance work being carried out eg. falling down a hole, hit by falling object Slips, trips and falls by pedestrians on paths and roads Road traffic accidents as a result of a poor road surface, inclement weather Any area where maintenance work is being carried out is clearly signed and cordoned off as is necessary. Consideration is given as to when work is to be carried out, e.g. time of day when least pupils moving around the site, carrying out work in the holidays. Separate Risk Assessments and Method Statements are prepared for maintenance activities. All tarmac and gravel roads and paths are maintained in a good state of repair by the Estates team. Resurfacing is carried out where necessary. Regular inspections of roads and paths are made by the Estates team. There is a system for reporting maintenance issues to Estates. Repairs are made as required. There is an acceptance that some of the paths around the Estates through the woods will by their very nature be uneven. There is a procedure within the Estates Department in the event of snow & ice. There is a system in place for staff to commence work early in order to clear and grit areas. Assistance is available from other departments. Salt provided in areas around the school to allow staff to use for isolated hazards. Bryanston has a snow-plough attachment for its tractor and there are systems in place to remove snow subject to extent of coverage. The School owns a road sweeper, and roads are swept at least termly. Leaves are cleared from paths regularly by Estates staff. Security notify the Estates of any hazards they identify and have access to salt to take emergency action. Security can assist with closing off any areas as necessary. The verges are well maintained and hedges etc. are regularly trimmed to ensure maximum visibility. Page 37 of 42

38 Hazards People at Risk Existing Controls Risks not adequately controlled and action needed Inadequate lighting Paths around the School are well lit. Consideration to be given to improved lighting in the following area: Crossing of main drive from Bramall to Purbeck Path. Roads are lit in the areas beyond the gatehouse. Additional lighting is provided for events, using portable flood lights. Unauthorized vehicles entering the School grounds Unknown vehicles onsite CCTV cameras (with number plate recorders) are positioned at the 3 entrances to the School: Main Gate, Middle Lodge, and on the road leading from Bryanston Village past the outdoor riding school. These cameras alert Security by text message should a known problem vehicle enter the grounds. There are monitors in the gatehouse. All authorized vehicles are registered and display car passes so that they can be identified whilst moving around/parked on site. All staff are required to register their car details with Security and display their pass whilst on site. Visitors & delivery drivers are issued with temporary passes. The road from Durweston past the playing fields is used as an access route between Blandford/ Bryanston and Durweston. The main drive is used as an access route to Durweston and Bryanston. Non school traffic forms the majority of movements on these stretches of road. Consideration to be given to parent vehicles which at present are not issued with passes and are not therefore identifiable. Page 38 of 42

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40 APPENDIX L: DELIVERY PROTOCOL BRYANSTON DELIVERY PROCEDURE MAIN SCHOOL BUILDING DELIVERY AREA This procedure aims to ensure that vehicles are not moving around the pedestrianized area between the front of the main school and the delivery area (the area between the compactor and the Technology building) at times when students are likely to be walking around. In order to achieve the above it is necessary to restrict access of delivery vehicles to the delivery area at certain times (see page 2). Procedure All vehicles delivering to this area must pass the Gatehouse in order to gain access. The Security Team is required to: Stop the vehicle; Inform them they are entering a pedestrianized zone; Issue a vehicle pass; and Contact the department receiving the delivery; and Once they have confirmation that a banks person is available to meet the vehicle by the bollard allow the vehicles to proceed; only If movement times allow, otherwise the vehicle is to park in a safe area until the right time. The department receiving the delivery must then send a member of staff (wearing a Hi-Viz vest) to meet the vehicle and act as a banks person. The banks person must inform the driver of the following: The need to drive very slowly in this area; It is a pedestrianized zone they are manoeuvring in; Restrictions on when they can move the vehicle (if the vehicle is likely to be in the area at a time when vehicle movements are prohibited); and For drivers who have not delivered to the site before they must walk the route beyond the bollard with the driver showing the turning procedure and pointing out the wall. The banks person should then remove the bollard, escort the vehicle to the delivery area, and replace and lock the bollard. When the delivery has been made the banks person must: Ensure that vehicle movements are permitted at that time. If not, they must ensure the vehicle does NOT move; Remove the bollard; Escort the vehicle to beyond the bollard; and Replace and lock the bollard. The driver returns the vehicle pass to the Gatehouse upon leaving the site. Page 40 of 42

41 VEHICLES MUST NOT MANOUVER IN THE AREA BEYOND THE BOLLARD AT ANY TIME UNLESS A BANKS PERSON IS PRESENT. VEHICLE MOVEMENTS ARE NOT PERMITTED AT THE FOLLOWING TIMES: SUMMER TIMETABLE Start of Lessons Between periods 1 & Between periods 2 & Morning Break Between periods 3 & Between periods 4 & Start of lunch Start of period 7 (Mon, Wed, Fri ONLY) Between periods 7 & 8 (Mon, Wed, Fri ONLY) Between periods 8 & 9 (Mon, Wed, Fri ONLY) End of lessons (Mon, Wed, Fri ONLY) WINTER TIMETABLE Start of Lessons Between periods 1 & Between periods 2 & Morning Break Between periods 3 & Between periods 4 & Start of lunch Start of period 7 (Mon, Wed, Fri ONLY) Between periods 7 & 8 (Mon, Wed, Fri ONLY) Between periods 8 & 9 (Mon, Wed, Fri ONLY) End of lessons (Mon, Wed, Fri ONLY) During these times the Security Team do not let delivery vehicles past the Gatehouse. Drivers are required to wait. Should a vehicle be in the delivery area during these times, the member of staff supervising the deliver must instruct the driver and NOT to start the engine not to move the vehicle during this period. Page 41 of 42

42 APPENDIX M: BRYANSTON SCHOOL ESTATES VEHICLE CHECKLIST MONTH: REGISTRATION: Page 42 of 42