PAIGNTON COMMUNITY & SPORTS ACADEMY. MINIBUS POLICY & Code of Practice for the Safe Use of Minibuses

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1 PAIGNTON COMMUNITY & SPORTS ACADEMY MINIBUS POLICY & Code of Practice for the Safe Use of Minibuses Revised: September 2013

2 Contents Section Page Number Statement 4 Purpose and Objectives 4 Coverage, Scope and Application 4 Organisation and Responsibilities 4 Code of Practice for the Safe Use of Minibuses 5-11 Vehicle Location and Keys 5 Charges 5 Roadworthiness of the Vehicle /Pre-Journey Checks 5 Documentation 5 Non-Academy Business 5 Administrative Issues 6 Cleanliness 6 Minibus Journey Folder 6 Section 19 Small Bus Permit 6 Fuel Cards 6 Emergency Equipment 7 Provision and Use of Seat Belts/Childseats 7 Mobile Phones 7 Consumption of Alcohol by Any Driver 7 Journey and Driving Times 8 Passenger Care 8-9 Vehicle Fires 10 Loading of Minibuses 10 Luggage 10 Towing of Trailers 10 Arrangements for Disabled Passengers 11 Speed Limits 11 Driving Licences and Minibus Training Driving Licences 12 Minibus Training 13 Contacts for Further Advice and Information 13 Driving Abroad 14 Driving Licences 14 Tachographs and EU Driving Regulations 14 Other EU Requirements 14 2

3 First Aid and Emergency Procedures Breakdown 15 Minor Accidents 15 Emergencies/Major Accidents Emergency Telephone Numbers 16 Appendices Pre-journey checklist Checks to be completed before towing a trailer Mobile Phones (Legal requirements and penalties) Driving Abroad

4 STATEMENT Paignton Community & Sports Academy is committed to taking all reasonable precautions to ensure, so far as is reasonably practicable, that those employees who are required to drive minibuses as part of their job role are protected from any foreseeable risks to their health and safety. The Academy fully complies in every respect, with all legal transport, and health and safety requirements. This responsibility is delegated to the Premises Manger, to ensure its appropriate implementation. PURPOSE AND OBJECTIVES Driving a minibus requires additional skills in order to be able to handle the vehicle safely, as the weight and the size of the vehicle are considerably greater than a family car. In addition, the driver takes on the responsibility for the safety of passengers. Although rare, serious, sometimes fatal, accidents have occurred when educational establishments use minibuses. It is in order to minimise the risk of such accidents occurring that this policy has been produced. This policy will enable staff to appreciate the particular risks associated with driving a minibus and to ensure that they are aware of, and understand, the safety precautions necessary to reduce those risks to an acceptable level. It will also provide details of the emergency procedures required, should something go wrong. COVERAGE, SCOPE AND APPLICATION This Policy applies to: Any use of the minibuses owned by the Academy. Any minibus hired for teaching, research or other Academy activities. The Policy applies only to minibuses, which are defined as vehicles constructed or adapted to carry more than eight, but not more than sixteen passengers, in addition to the driver. The Policy should be read in conjunction with any other Academy policies that relate to the use of vehicles and the Child Protection Policy. ORGANISATION AND RESPONSIBILITIES All staff using Minibuses should understand their responsibilities under the policy and its associated code of practice. It is the responsibility of Managers/Heads of Departments to: Ensure this policy and code of practice is communicated to, and fully understood by, their staff. Check that all the procedures are adhered to. It is the responsibility of drivers to: Comply with the safe working procedures and control measures identified in the minibus code of practice Report any problems immediately to the Premises Manager. Not knowingly place themselves or their passengers in a position of unnecessary risk. 4

5 Code of Practice for the Safe Use of Minibuses VEHICLE LOCATION AND KEYS All Academy minibuses will be located at Borough Road and parked in the hatched spaces in the car park. Buses must be reversed parked to enable ease of use. If any vehicle is to be used at Waterleat Road, it must be reversed parked into the hatched spaces in the car park. For hired vehicles staff will need to collect a key from Reception and hand back after use of the vehicle. Vehicle keys must be returned to Reception after use or, if not returning during school hours (8am-4pm), keys are to be dropped into the secure letterbox. CHARGES Charges to hire vehicles are: 50 full day and 25 half day. ROADWORTHINESS OF THE VEHICLE / PRE-JOURNEY CHECKS All minibuses owned by the Academy must be regularly maintained and kept in roadworthy condition. The driver must check a hired vehicle very carefully on delivery. Any damage to the vehicle on delivery must be noted and the Trips & Activities Department must be informed as soon as possible, preferably before the vehicle leaves the Academy. Before taking over responsibility for any vehicle, all drivers must carry out the pre-journey checks listed in Appendix 1, or satisfy themselves that such checks have already been carried out by the previous driver, caretaker or hire company prior to handing over the vehicle. The pre-journey checks must be carried out at least on a daily basis whilst the vehicle is in use. It is the driver s licence that will suffer if the vehicle is found to be defective. It is also the driver s responsibility to ensure the safety (including the use of seatbelts) and welfare of all passengers. ROSPA 2008 Section Staff must complete the mileage log located in the minibus journey folder, before and after journey. Annual services, MOTs and repairs are arranged by the Premises Manger. Insurance, tax and permits are kept up-to-date by the Finance Department. DOCUMENTATION Drivers should ideally carry their driving licence and a copy of the insurance certificate (located in the journey folder) to assist in exchange of information, as required or by the police. Where vehicles are hired, a copy of the hire agreement should be sent from Reception to the Trips & Activities Department, to be kept on file for 3 months. NON-ACADEMY BUSINESS Use of the Academy s minibuses for non-academy business is not permitted. 5

6 ADMINISTRATIVE ISSUES No minibus will be allowed out of the Academy on an offsite visit without the relevant paperwork (Evolve, risk assessments, etc.), being correctly completed and authorised by the relevant people. PE department must request authorisation for offsite fixtures via PE administrator. Please see the Trips & Activities Department for more details. CLEANLINESS The member of staff using any vehicle is responsible for leaving it in a clean and tidy condition. Staff should request that students do not eat or drink in the vehicles. If the condition of the vehicle is unsatisfactory, in this respect when collected, please give the name of the previous user to the Premises Manger (the last person having used the vehicle should be recorded on the mileage sheet). The Premises Manager will ensure that Caretakers at Borough Road inspect the Academy minibuses on a weekly basis for oil, lights, windscreen, fire extinguisher, first aid kit, water, tyres, horn, spare wheel, battery, wipers, jack and brace, oil or other leaks and seatbelts. The internal and external condition will also be monitored and maintained, and any excessive cleaning required will be charged to the department responsible. Minibus Inspection Forms will be completed each week, located in Borough Road Reception. MINIBUS JOURNEY FOLDER All Academy minibuses have a folder containing important documentation. Each folder has a mileage and minibus condition sheet, information about breakdown, insurance and emergency procedures. Staff should complete the mileage sheet for EVERY journey. Any vehicle problems or damage must be reported to Sites and Buildings as soon as possible. SECTION 19 SMALL BUS PERMIT Minibus Lites owned or hired by the Academy must display a section 19 small bus permit. The Finance Department will process permit application forms. The use of vehicles under a small bus permit is restricted to the UK. Vehicles operating under permit may be subject to spot checks by vehicle inspectorate examiners. All Academy minibuses have section 19 permits, which must be displayed AT ALL TIMES in the windscreen. The paper attachments to these permits are held in the Trips & Activities Office at Borough Road. FUEL CARDS Academy minibuses have a fuel card located in the driver s visor, which can be used at Morrisons or Tescos to refuel the bus (the registration number is printed on the card and must match the vehicle used). Receipts must be kept in the zip wallet with the card. Additional staff have been issued with their own cards and a spare one is kept in the Trips & Activities office. Cards are only to be used for Academy vehicles. Please note that Academy buses are diesel only. Hired vehicles must be returned with a full tank of fuel, otherwise additional charges will incur. If a member of staff requires a fuel card, they must contact the Trips & Activities office. On long journeys, if staff pay for fuel they may request a reimbursement by providing the Finance Office with a VAT receipt. 6

7 EMERGENCY EQUIPMENT The driver and passenger assistant(s) must know where the emergency equipment is kept in the vehicle and how to use it. (For health and safety reasons the window glass breakers have been removed in the Minibus Lites and placed in the front glove compartments - there are signs in the minibuses that detail this information) A fire extinguisher and first aid kit must always be carried. It is recommended that a mobile phone is available for ease of communication from and to the minibus. The Academy has six mobile phones that staff may loan for offsite trips and visits. Please request these from the Trips & Activities Manager. The driver should check all emergency equipment items are present before each trip. Every time an item is used the driver should inform Sites & Buildings, who should ensure the item is replaced or re-filled. PROVISION AND USE OF SEATBELTS/CHILDSEATS All minibuses purchased, leased or hired must have seatbelts fitted to all seats. These should, as far as possible, be lap and diagonal belts, but where this is not feasible lap belts should be fitted. Minibuses must not have any sideways facing seats. All passengers, driver and escort(s) must wear seat belts. Where passengers are under 14 years old the driver is legally responsible for this, and for passengers 14 and over this legal responsibility passes to the passenger themselves. However Academy drivers must remind passengers of this legal requirement. Although not a legal requirement in minibuses, when carrying children aged 4 to 11 who are under 1.35 metres (approx. 4ft 5ins) in height, an appropriate child seat should be used. Children aged 12 years and over (and younger children who are 1.5 metres or taller) must use the seat belts. Children who attend the Torbay Holiday Programme (from age 4 years), must have their height checked during registration for an activity and if necessary use a booster seat provided by the Programme when travelling to an offsite location in a minibus. MOBILE PHONES Before using a mobile phone, drivers must stop at a safe place away from the main carriageway, turn off the engine and apply the hand brake. It is an offence under the road traffic act for a driver to make / take calls or to send a text message whilst driving. Details of the legal restrictions and penalties can be found in Appendix 3. CONSUMPTION OF ALCOHOL BY ANY DRIVER It is an absolute rule that any driver does not consume any alcohol during or in the period before any journey. Since blood alcohol level should be zero during all driving activities, care should be exercised if consuming alcohol even on the previous day. Alcohol must not be consumed in the 8-hour period immediately prior to driving. Breaches in this respect would be dealt with through the Academy s Disciplinary Procedure. 7

8 JOURNEY AND DRIVING TIMES Tiredness of the driver has often been a significant factor in accidents involving minibuses. The presence of a second driver should always be considered both on account of possible incapacity of the first driver and also because of tiredness. There are legal requirements relating to driving times. Academy policy states that driving times must not be exceeded. Maximum driving 4.5 hours, after which a break of 45 minutes or up to three breaks of 15 minutes. The maximum number of hours that a driver may drive in any 24-hour period is 9 hours subject to a weekly maximum of 56 hours. Every driver must take a continuous rest period of at least 11 hours in every 24-hour period. N.B: Time spent crawling in motorway type hold-ups should count as part of the driving period. PASSENGER CARE Operators, drivers and passenger assistants have a duty of care to their passengers. A driver cannot safely drive and supervise up to 16 children at the same time and the behaviour of passengers can increase the likelihood of an accident occurring. Children are likely to distract a driver with questions, moving about and general noise. They may also distract drivers in other vehicles. A passenger assistant is recommended and should preferably be someone the children know. Passengers may have a wide range of needs. It is important that the driver and passenger assistant(s) understand the nature of the needs and are qualified to assist the passengers. Drivers must make certain that all passengers have boarded, are safely seated and are wearing properly adjusted seat belts before moving off. The doors must be properly closed, but not locked, before the driver moves off. Equally, they must make sure that all passengers have left the minibus and are clear of the doors before moving off. They should be aware of the danger of passengers clothes becoming trapped in a door. On buses and coaches (including minibuses) over 2,540 kg unladen weight, drivers must ensure that passengers are notified that they must wear seat belts by one or more of the following means: An announcement by the driver or by a person such as a group leader, made when the passenger joins the bus or within a reasonable time of doing so; A sign prominently displayed at each passenger seat equipped with a seat belt. Drivers who fail to take all reasonable steps to ensure that every passenger is notified that s/he is required to wear a seat belt are guilty of an offence. Passengers should be aware of the behaviour expected of them. Children in particular should be briefed before the journey begins so that they understand why boisterous behaviour is inappropriate. Passengers should be aware of the time when they must return to the minibus after rest stops, or for the return journey. Drivers should also know what to do in the event of passenger illness. This will require the driver to have details and a contact number for the relevant persons and understand how to deal with the safety of other passengers whilst dealing with the unwell passenger. 8

9 Everybody will be happier and enjoy the trip more, if they are comfortable. The minibus should not be too hot, cold or stuffy, and appropriate rest stops should be planned into the journey Places where passengers are picked up and dropped off should be pre-arranged. Consideration should be given to the safety of passengers waiting for the minibus to arrive and boarding and leaving the minibus at these places. This is particularly important for children and other vulnerable passengers. The driver should ensure that passengers do not exit from doors opening into traffic. When collecting or dropping off passengers from/to premises on the offside of a one-way street, the vehicle should stop on the nearside and the passengers escorted across the road when it is safe to do so. Passengers should only exit from the side door, not the rear exit, unless there is an emergency. Drivers and/or passenger assistants should ensure that all passengers have been safely met after a journey. They should not be left alone at a drop off point if their parents or carers have not arrived to collect them. Parents must, of course, know when and where they are expected to collect their children. During a breakdown/emergency, passengers should be moved out of the nearside of the vehicle and as far away from it and other traffic as possible. No one should stand between the vehicle and oncoming traffic. On motorways or other busy roads passengers should be taken onto the embankment or grass margin and as far from the traffic as is practicable. The hard shoulder on a motorway is very dangerous. Passengers should be kept together in one group. Children should be kept calm and under constant supervision. In some circumstances, it is safer to leave the passengers in the vehicle. For example, if it seems too dangerous to unload passengers in wheelchairs or if there is not a safe waiting area. The driver (and passenger assistant if present) will need to assess the situation and decide whether or not to unload passengers. Passenger Care Key Points: The minibus is suitable for the needs of the passengers, including any passengers with disabilities. The minibus is roadworthy. All drivers are properly trained and regularly re-assessed. A second driver/passenger assistant is provided when appropriate. Drivers and passenger assistants know the emergency procedures. Journey details have been submitted on EVOLVE and staff and students names are left with Reception and Attendance. Where two passengers are split between two or more vehicles, a list of names for each bus must be left in case of an accident. All passengers have a seat and a seat belt driver announcement regarding the use of seat belts Behaviour and rest stop briefings. All luggage and equipment is safely stored - Aisles and exits are clear of obstacles. Minibus is well ventilated or heated. The doors are closed, but not locked, before moving off. Pick up and drop off places pre-arranged. Drivers and/or passenger assistants ensure all passengers have been safely met after a journey. 9

10 VEHICLE FIRES In the event of a vehicle fire, the passengers should be evacuated first, and moved as far away from the vehicle as possible before any attempt is made to extinguish the fire. Under bonnet fires should never be tackled, but left for the Fire and Rescue Service. Drivers can assist the Fire and Rescue Service by pulling the bonnet release (but not opening the bonnet any further) as they evacuate the vehicle. Never carry a fuel can, either empty or full, in the minibus. LOADING OF MINIBUSES The number of people and the weight of luggage carried must not exceed the maximum limits specified by the manufacturer of the vehicle. Over-loading is illegal and unsafe. It may make the vehicle more difficult to control and it will increase its braking distances, which could lead to an accident. A minibus may inadvertently be overloaded, for example, if carrying a full complement of heavier passengers and equipment. If a large amount of luggage is to be carried it may be necessary to reduce the number of passengers in order to remain within the maximum loading limits. All luggage that may shift due to the movement of the vehicle must be safely secured. The use of roof racks is permitted as long as luggage is safely secured. Beware of height restrictions for parking the vehicle; generally minibuses cannot be parked in a multistorey car park or where there is a barrier. If unsure, Minibus Lites have vehicle dimensions stated by the steering wheel. LUGGAGE In a crash or emergency stop, unsecured luggage and equipment may be thrown around inside the vehicle, injuring passengers. It is vital that luggage and other equipment are stored safely and securely. It must not obstruct access to any of the doors, the aisles or any occupied seats. If roof racks/boxes are to be used, they must be loaded properly in accordance with the vehicle manufacturer s recommendations. If a tarpaulin cover is used it must be securely tied, and all items carried must be securely held so they cannot come loose and fall off the vehicle. Drivers must be aware of the maximum weight capacity of a roof rack. This is commonly well below what it can be filled with, and if overloaded the stability and safety of the vehicle is adversely affected. The manufacturer s recommended maximum weight for a roof rack should never be exceeded. Drivers need to be aware of how a loaded roof rack affects the vehicle s handling. TOWING OF TRAILERS Academy minibuses are not equipped to tow trailers. If you are considering towing a trailer with a hired minibus you must discuss your requirements with the Premises Manager and agree an acceptable arrangement. Drivers must not drive minibuses with trailers unless they have received familiarisation training and had an assessment on driving the minibus with a trailer attached. Drivers should refer to Appendix 2 for checks required prior to towing a trailer. 10

11 ARRANGEMENTS FOR DISABLED PASSENGERS Disabled passengers will fall into two categories, as far as transportation on minibuses is concerned; a) Those that have to remain in their wheelchairs throughout the journey, and b) Those who are able to use a minibus seat but require their wheelchair before and after the journey. Those in category a) will require the use of the ramps to enter the bus. They and their wheelchairs then require to be properly restrained using the combined wheelchair restraint and seatbelt system to protect them in the event of an accident. Those in category b) may be able to access the minibus via the doors or they may require the use of the ramps to enter the bus before they can move to a minibus seat. Their wheelchairs should then be properly restrained to prevent them causing injury in the event of an accident. Drivers or escorts must be trained in the use of the fitting of wheelchair restraints before they carry wheelchair passengers. Please contact the Trips & Activities Department. Because of these requirements, it will only be possible to carry wheelchair users in minibuses equipped with the floor rail system, as the restraints are based on this system (Minibus Lites only). SPEED LIMITS All speed limits must be complied with. The relevant limits are: For minibuses not towing a trailer For minibuses towing a trailer Motorways 70 m.p.h. 60 m.p.h. Dual Carriageways 60 m.p.h. 60 m.p.h. Other roads where a lower 50 m.p.h. 50 m.p.h. limit is not signposted The outer lane (overtaking) lane of a three or four lane motorway must NOT be used. N.B: The driver is legally responsible for all fines, etc. resulting from the use of the vehicle. N.B: Academy minibuses are speed restricted to below 65mph. 11

12 Driving Licences and Minibus Training DRIVING LICENCES The skill and care exercised by the driver is undoubtedly the most important aspect of minibus safety. Driving a minibus, especially a fully-laden 16 seater over long distances, is much more demanding than driving a private car. All minibus drivers must present their driving licence (card and paper) and their Devon Drivers/MiDAS Certificate before they can drive a minibus for Academy business. A copy will be kept on file. To drive any Academy minibus or hired minibus including those over 3.5 tonnes staff must: Be 21 years old or over (25 years or over for hired minibuses) Have a D1 or PCV category on their licence (if driving test was taken before 1 st January 2007 the D1 category will automatically be held) Have held a full car driving licence for at least 2 years D1 category holders (PCV exempt) must have undertaken minibus driver familiarisation training i.e. MiDAS training (and a refresher course every 4 years) Staff that passed their test after 1st January 1997 are not given the D1 category automatically and are now required to pass PCV minibus theory, medical and practical tests to obtain a D1 licence. However, under guidelines from the Department for Transport there are circumstances when a driver can drive a minibus within the UK when holding a car (category B) licence. In order to drive a minibus up to 3.5 tonnes (Academy Minibus Lites) staff must: Be 21 years old or over Have held a full car driving licence (category B) for at least 2 years. Have undertaken minibus driver familiarisation training i.e. MiDAS training (and a refresher course every 4 years) For those drivers without a D1 category, the maximum unladen weight must not be more than 3.5 tonnes (3500 kg), or 4.5 tonnes (4250kg) if including any specialist equipment for the carriage of disable passengers, and no trailer can be towed. Staff with a B category licence may drive a minibus with up to 16 seats only in the UK provided that they are driving on behalf of a non-commercial body for social purposes, but not for hire or reward unless under a permit. The services they are providing must be on a voluntary basis i.e. they are not paid to/obliged to drive. MEDICALLY RESTRICTED LICENCES Drivers do not need to take action until their licence is next due for renewal after 1 st January As long as licences remain valid, there will be no changes to existing entitlements. Three months prior to the expiry of the licence, the driver will be contacted about their entitlement by the DVLA. 12

13 MINIBUS TRAINING If staff wish to apply to become an approved minibus driver they must discuss with their Line Manager/Head of Faculty before booking training with the Trips & Activities Department. Staff who already hold a D1 and have driven a minibus before, will only be required to undertake a 1 hour minibus refresher course. Those staff that do not hold a D1 category will be required to undertake a one day s course. To maintain their approved status drivers must: Present their driving licence for inspection when requested to do so. Notify Trips & Activities Department of any convictions and any pending prosecutions. Inform Trips & Activities Department of any medical condition that could affect their ability to drive safely. Undertake their own continuous development to ensure driving skills and knowledge remains current. Drivers are advised to have an eye test every two years, or more often if recommended by their optician. All drivers are required to inform Trips & Activities Department and the DVLA in Swansea of any physical or other disability, which might affect their fitness to drive any vehicle. Special care must be taken over the use of any medication, prescribed or otherwise, which might affect driving ability. Note: Drivers must maintain high standards of driving, show courtesy to other road users and remember that they are representing the Academy when out driving the minibuses. Minibuses carry the Academy name and any complaints will be investigated. CONTACTS FOR FURTHER ADVICE AND INFORMATION Trips & Activities Department: / Premises Manger:

14 Driving Abroad DRIVING LICENCES Driving a minibus abroad requires compliance with more complex legislation. All drivers, regardless of what kind of operator s licence normally used in the UK, must have a full, unrestricted D1 entitlement on their driving licence. This can only be obtained by taking a medical and passing the theory, hazard perception and practical driving test in a minibus. Exemptions which allow you to drive a minibus in the UK on your car licence, whether you passed your driving test before or after January 1997, do not allow you to drive a minibus in other EU countries. You must have current D1 or D entitlement on your licence, gained by passing a D1 or D driving test (D is a PCV licence for more than 16 passenger seats). You cannot drive a minibus abroad if you only have an ordinary B car driving licence. TACHOGRAPHS & EU DRIVING REGULATIONS Any minibus that is used abroad must be fitted with a digital tachograph (except in Republic of Ireland where a local agreement has been made exempting use of tachographs in that EU jurisdiction only). Drivers must be trained in the use of the tachograph, as misuse may lead to prosecution or spot fines. Drivers must comply with EU drivers hours regulations and the tachograph must be used throughout the trip, from the moment the trip commences in the UK. This may require more than one driver. OTHER EU REQUIREMENTS The minibus will need a speed limiter, restricting its maximum speed to 100kph (62 mph) all Academy minibuses are fitted with a speed restrictor. An Own Account Certificate or a Waybill must be carried. There are various other requirements depending upon which country you are going to. Regulations about what emergency equipment must be carried on the minibus also vary; for instance, a warning triangle must be carried in some countries. The Operator should consult one of the main national motoring organisations e.g. AA or RAC, or the country s Embassy or consulate in London for further advice. The Operator should also consult the vehicle s insurers regarding insurance cover for the journey and for the countries to be visited. See Appendix 6 for more detailed information regarding driving a minibus abroad. 14

15 First Aid & Emergency Procedures If a vehicle is involved in an accident please follow the procedures below (as stated in the Academy s Emergency Event Card for Offsite Trips, located in the minibus journey folder). BREAKDOWN Academy minibuses are covered by full RAC breakdown. Details are located in the minibus journey folder and in the driver s visor or on the windscreen. Hired vehicles will have details on the windscreen or on the key fob. Inform the Academy as soon as possible, giving details of the breakdown and location. MINOR ACCIDENTS Make sure all passengers are safe and if necessary summon the emergency services for assistance. Inform the Academy as soon as possible, giving details of the accident and location. Obtain the registration number(s) and insurance details of any other vehicle(s) involved. Take the names, addresses and if appropriate vehicle registration number of any witnesses and the number and base station of any Police Officer who attends. Write down as soon as possible after the accident all relevant details in a precise manner. Record all of the details above and submit to the Academy s Premises Manager as soon as possible. EMERGENCIES / MAJOR ACCIDENTS 1. Assess the situation and try to stay calm. Ensure that all staff and young people are safe from further danger. 2. Account for all members of the party. Establish the names of any involved or injured party members and, if possible, the extent of their involvement or injuries. 3. Render first aid, if possible, if necessary. 4. Summon the emergency services (999) if necessary - to arrange search, rescue or medical care. State: - the nature of the emergency. - your name, address/location and telephone number. - the nature of the incident and time it occurred, number of casualties and condition, if known. - the school name and total number in the group. 5. Ensure that, if necessary, the injured are accompanied to hospital (or other medical treatment facility) preferably by an adult that they know. 6. Inform the Academy as soon as possible (see numbers overleaf). In the case of fatality the police should be informed. 7. Do not allow group members (staff & students) to phone home if possible until contact has been made with the Academy or Torbay Emergency Service. Family of those involved will be contacted by the Academy s designated contact. 15

16 8. Call the Torbay Emergency Service if it is not possible to contact the Academy (24 hour number below) - ask them to contact the Academy Principal. 9. Contact your offsite base to communicate with other staff in the party (Hotel/Youth Hostel etc.). 10. If abroad, consider contacting the local British consulate/embassy to seek support. 11. Ensure that the remainder of the party is adequately supervised and that they understand fully the implications of the emergency or incident. 12. Be as compassionate as possible with anyone involved. It is probable that staff and students will be in a state of shock. Remove the remainder of the group to secure accommodation and place under the care of a member of staff able to protect them from press/media attention (request Police assistance if necessary). Comfort the young people and arrange for their evacuation as soon as possible. PLEASE: Do not make any statements to the press/media or allow anyone else to make statements. Refer them to the Academy Principal. DO NOT SIGN ANYTHING OR ADMIT LIABILITY OF ANY SORT. Retain all equipment involved in an unaltered condition. Do not allow anyone to see a party member without an independent witness being present. NB: No one, unless they are in a relevant official capacity, has the right see anyone who does not wish to see them. In the event of any verbal communication, keep a written record of everything that is said, and happens. If someone tries to force a confrontation, do not do anything and call the Police. Keep a written record of all that happens as soon as possible. Obtain names and addresses of any witnesses. Try to obtain photographic evidence if a minor accident occurred and no life threatening injuries have resulted. EMERGENCY TELEPHONE NUMBERS UK FROM ABROAD EMERGENCY SERVICES: 999 or PCSA (8AM-4PM) Borough Road Reception: Waterleat Road Reception: TORBAY EMERGENCY SERVICE: OUT OF HOURS (24 hours)

17 APPENDIX 1 PRE-JOURNEY CHECKS TO BE MADE BY THE DRIVER ON A DAILY BASIS WHILST THE VEHICLE IS IN USE We ask all drivers to perform routine vehicle checks. They all relate to the roadworthiness of the vehicle, for which you are legally responsible. Before you start the vehicle you should check the following; The engine oil level is correct. The brake fluid level is correct The engine coolant level is correct There is adequate supply of water in the windscreen wash reservoir, and that windscreen wash and wipers function correctly. Tyres look to be inflated to the correct pressure and are free of dangerous cuts or cracks, tread depth appears acceptable (at least 1.6mm), and wheel nuts are tight. All lights are clean and operate correctly (headlights, rear lights, brake lights, indicators and hazard lights) Windscreen and other windows are clean enough to ensure that the driver s vision is not obscured. The tail lift operates correctly (if fitted) That the mirrors are clean and correctly adjusted A fully stocked first aid kit is available. (First aid equipment can be obtained from Campus Services.) There is a fire extinguisher in the vehicle Check that the brakes and steering operate correctly at the start of the journey. When returning the vehicle please ensure that you inform the Premises Manager of any problems you have had with the vehicle. 17

18 APPENDIX 2 CHECKS TO BE CARRIED OUT BEFORE TOWING A TRAILER Drivers must not tow a trailer over 750kg capacity, without E entitlement on their licence. Drivers should check that: the vehicle being used is appropriate for this use (seek advice through Premises Manager if in any doubt) the gross weight of the vehicle is within the vehicle gross weight limit. the kerbside weight of the towing vehicle is clearly marked on the front nearside of the vehicle. the downward force from the loaded trailer on the towing ball is within the limits imposed by the towing vehicle manufacturer. the axle loads of the towing vehicle are not exceeded. a breakaway chain is in use, which will activate the handbrake should the coupling break. Advice on this matter should be sought from the trailer manufacturer or approved dealer. the unladen weight of the trailer and trailer tyre pressures are clearly marked on the trailer. the total gross weight (trailer weight plus maximum load to be carried) is clearly marked on the front of the trailer. the trailer handbrake/overrun brake functions properly. the trailer lights and indicators work. the load is securely lashed to the trailer body or frame. the load is evenly distributed and is mainly over the axle(s) there is suitable marking of any rear overhang greater than one metre by using high visibility signage or other approved method ( e.g. warning tape) or an approved light in hours of darkness or bad weather. the trailer is not wider than the towing vehicle. the trailer does not prevent the rear doors of the bus from opening. 18

19 APPENDIX 3 STATEMENT ON PENALTIES FOR THE USE OF A HANDHELD MOBILE PHONE WHILE DRIVING Under existing law a person may be regarded as "driving" a vehicle while the engine is running and the vehicle is stationary. The offence applies to all motor vehicles, including motorcycles. The use of a hand-held phone, or similar hand-held devices, while driving has been prohibited since 1 st December The current roadside fixed penalty notice is 60 and three penalty points added to the driver s licence. If a case goes to court, then in addition to the points, discretionary disqualification is added. There is a maximum fine of 1,000 ( 2,500 in the case of a bus/coach or goods vehicle). Provided that a phone can be operated without holding it, then hands-free equipment is not prohibited although DfT advice will remain that drivers should switch to voic and not use a mobile in the car at any time. A hand-held device is something that "is or must be held at some point during the course of making or receiving a call or performing any other interactive communication function". There are two exemptions: 2- way "press to talk" radios, such as used by the emergency services and taxi drivers Using a hand-held phone for a genuine emergency call to 999 or 112 if it would be unsafe for the driver to stop. A device is "similar" to a mobile phone if it performs an interactive communication function by transmitting and receiving data. Using any mobile phone when driving has been scientifically proven to be distracting. Those who drive poorly as the result of distraction from a conversation on a hands-free phone continue to risk prosecution for not having proper control of a vehicle - this is an offence under Regulation 104 of the Road Vehicles (Construction and Use) Regulations The penalties are exactly the same as for the hand-held phone offence. Employers can also be prosecuted if they require their employees to use any phone to take or make calls while driving. Further information can be found on ROSPA s website: 19

20 APPENDIX 4 REQUIREMENTS FOR DRIVING ABROAD Before any trip abroad please check with a motoring organisation for the most up to date information and driving regulations regarding the country you will be visiting. Unfortunately it is getting more and more difficult to take a minibus on trips abroad and remain within the law. All trips abroad in a minibus come within the scope of rules governing international bus and coach journeys. Round trips from and back to the UK, where the same passengers are carried throughout, are called Occasional Services and are the most straightforward and common type of trip. The driver(s) must take the following documentation with them on the trip: 1. DRIVING LICENCE - To drive a minibus in other EU countries you need to be: Appropriately licensed hold D1 or D entitlement gained by passing a second test 21 years old or older Have at least one year s experience of driving minibuses or good s vehicles over 3.5 tonnes. Drivers of minibuses operated for hire or reward (in other words where the passengers are contributing towards the cost of their trip) must hold current category D1 or D entitlement gained by passing a D1 or D driving test (D1 being 9 to 16 passenger seats, D being the PCV category for vehicles with more than 16 passenger seats). The exemptions which allow you to drive a minibus in the UK on your car driving licence do not allow you to drive a hire or reward ( permit ) minibus in other EU states. This applies to all drivers, whether they passed their car driving test before or after 1 January In all cases a second test must be passed. If you drive on your ordinary car driving licence you are at risk of prosecution and your insurance will be invalid. International driving permits are necessary for some European countries and further information on these is available from one of the national motoring organisations. 2. OWN ACCOUNT CERTIFICATE OR EU JOURNEY FORM (WAYBILL): For a trip abroad by a school or voluntary group the simplest form of paperwork is an Own Account Certificate. This is available for international journeys within the European Union (EU) by organisations which: Are non-profit-making Do not have transport as their main activity Are transporting their own members in a vehicle which they own (or operate full-time or have hired from a community transport group hire scheme of which they are a member). If any of the three conditions listed above is not met then you will need a European Journey Form (Waybill) instead. Further information is available from the International Road Freight Office (IRFO). 3. VEHICLE REGISTRATION DOCUMENT (V5C) OR VEHICLE ON HIRE CERTIFICATE: The vehicle registration document (V5C) must be carried with you while you are abroad. You need the original as photocopies are not acceptable. If your minibus is hired then you should carry the hire form that was signed when your group hired the minibus. The AA or RAC can provide a Vehicle on Hire Certificate if you plan to take a hired or leased vehicle abroad. 4. VEHICLE MOT TEST CERTIFICATE 20

21 5. INSURANCE CERTIFICATE AND GREEN CARD : Vehicle insurance policies issued in the UK automatically provide the minimum legal cover required within the EU and some other European countries but this is generally third party only and will not cover any damage to your minibus. Your organisation is strongly recommended to increase its cover to fully comprehensive when abroad by purchasing a green card from its insurers. It is advisable to have at least two drivers named on the green card in case of illness of the main driver. If you are planning a trip to or through Spain, a Bail Bond is no longer required following the merger of European protocols, and insurance companies no longer issue them. 6. LETTER OF AUTHORITY - PERMISSION TO DRIVE: If the driver s name is not on the vehicle registration document then they will need a letter from the owner authorising them to drive the vehicle abroad. For example, for a school with a minibus registered in the name of a local council, a letter on school headed paper, signed by the head teacher and naming the drivers, should be sufficient. The AA and RAC can provide A Vehicle on Hire Certificate (VE103) if you plan to take a hired or leased vehicle abroad. 7. EUROPEAN ACCIDENT FORM (AVAILABLE FROM YOUR INSURANCE COMPANY OR BROKER) 8. DOCUMENTATION FOR EUROPEAN BREAKDOWN COVER AA OR RAC ETC: Although it is not a legal requirement, you are strongly recommended to take out European cover with one of the national motoring organisations such as the AA or RAC. This will provide peace of mind as well as ensuring that you can speedily obtain assistance in the event of a breakdown. 9. TACHOGRAPH RECORDS TO SHOW DRIVERS HOURS ON EACH DAY: EU Drivers Hours Regulations must be adhered to. Visit and search for leaflet PSV375. This gives details of the drivers hours regulations. You must use the tachograph to record your hours. If you are not familiar with using a tachograph you should practise in the UK in the weeks before the trip takes place. Note that for hours, records and waybill purposes, the journey starts in the UK so the tachograph must be used from the time the vehicle leaves its UK base. When planning a trip, the EU driver s hours regulations need to be taken into account. Breaks will need to be built into the schedule and two drivers may be required if the driving time exceeds the EU limits for one driver. Since 1 May 2006 the older style of tachograph can no longer be fitted to new vehicles. Instead you need to get a digital tachograph fitted. Digital tachographs record driver s hours on a digital smart card instead of the round tachograph discs used by the old analogue designs. The smart card performs a similar function to the memory card used in digital cameras. To download the driver s hours information from the smart card you will need a card reader, a download tool and a software package to analyse the data. You will also need to train the drivers in using the new tachographs and train someone in the office to download and store the data, as digital tachographs can be rather complex. It is still legal to take an older minibus (pre May 2006) abroad and use its older style analogue tachograph. A digital tachograph driver card for each driver is required (or paper discs for non-digital tachograph). 21

22 OTHER REQUIREMENTS FOR EUROPEAN TRAVEL Passport everyone including the driver will need their passport. Check expiry dates some countries require passports to be valid for at least 6 months after the return date. Health Insurance Documents - Within the EU, you will need a European Health Insurance Card (EHIC). This has replaced the E111 and entitles the holder to receive medical treatment free or at a reduced cost. Each person requires their own EHIC. An information leaflet on this (Health Advice For Travellers) is available from the Post Office. You can also find this information and apply for an EHIC on the Department of Health website: Money - Heavy on-the-spot fines for breaches of regulations are common on the continent. There are tolls for motorways and tunnels, and you may have to pay local road taxes when entering some countries. Make sure that you are carrying sufficient local currency to allow for this situation. Spares And Equipment - Check with one of the national motoring organisations on the equipment needed when travelling abroad. This will generally include a nationality plate (GB sticker), headlight deflectors, warning triangle, yellow reflective jacket etc. Motoring Emergency Packs may be hired from one of the national motoring organisations. These contain a tool kit, tow rope, warning triangle, spare bulbs, disposable gloves, booster cables, fire extinguisher, first aid kit etc. Keys - a spare set of keys for the vehicle is recommended. LEGAL REQUIREMENTS ABROAD Staff should ensure they understand the road signs and rules of the road and check with one of the national motoring organisations regarding the different driving rules for each country they will be visiting, as these can vary from one country to another. Apart from the obvious difference of driving on the right and different speed limits there are less obvious requirements which may include: giving priority to the right, compulsory right of way for public transport, compulsory accident and emergency procedures, seat belt use, tyre regulations, lower speed limits in poor weather, etc. Note that many countries do not permit children under 12 to sit in the front seats. Left-dipping headlights are not permitted abroad. There are a variety of adaptors you can use: headlampbeam deflectors may do the job adequately or you may need to change the bulbs of the headlamp units. In Sweden, Finland outside towns, and Norway it is a legal requirement to keep dipped lights on throughout the day. Sidelights at night or during bad daytime visibility are not regarded as sufficient in several countries. 22

23 DRIVING AND REST LIMITS IN EUROPE The following is a summary of the driving and rest limits for driving in Europe: i) Daily driving: maximum 9 hours, 10 hours twice a week; ii) Fortnightly driving: maximum 90 hours in a fortnight; a weekly rest period must be taken after not more than 6 daily driving periods; iii) Maximum period of driving: 4.5 hours; iv) Breaks from driving: minimum 45 minutes, after 4.5 hours driving, unless a rest period is begun; can split the 45 minutes into breaks which must be a minimum of 15 minutes, and taken during the driving period so that they add up to 45 minutes; v) Daily rest: minimum 11 consecutive hours, reducible to 9 hours not more than three times a week - compensation must be given before the end of following week; alternatively, 12 hours if split into 2 or 3 periods (one of which must provide at least 8 hours of continuous rest); vi) Weekly rest: minimum of 45 hours reducible to 36 hours at base or 24 hours elsewhere; reductions must be compensated by an equivalent period of rest taken before the end of the third week following the week concerned and attached to a daily or weekly rest period. PENALTIES FOR NON-COMPLIANCE IN EUROPE There are severe fines for drivers' hours and records offences. This applies both to the driver and to anyone whose orders the driver was following. In the case of hours offences, the law protects from conviction a driver who has broken the rules through unavoidable delay in the completion of a journey arising out of unforeseeable circumstances, provided these are recorded on the tachograph chart at the time. These rules are usually interpreted strictly. 23