Staff Travel Policy Including Minibus Usage Policy

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1 Staff Travel Policy Including Minibus Usage Policy Signed Date: 30 Sept 2016 on behalf of the Management Committee Signed Date: 30 Sept 2016 on behalf of The Woodlands To be reviewed: 01 Sept 2017

2 Guiding Principles It is expected that staff will use school vehicles when ever possible. The only exception to this principle being personal commuting between school sites. Mileage will not be paid if the minibus is available. The use of private cars is discouraged. Under no circumstances must staff transport pupils on their own. Another member of staff must always be present. The use of mobile phones or any other handheld device is strictly prohibited, in line with current UK legislation, while driving on school business. Smoking in vehicles whilst on school business is strictly prohibited. Minibus Usage Durham County Council lays down strict guidelines about minibus use and these are based on advice from the DfE. This Policy does not supercede this advice but attempts to contextualise of within the operational framework of the school. In most circumstances, minibus drivers must hold a D1 PCV (Passenger Carrying Vehicle) licence. However, school staff that hold a car (Class B) licence can legally drive a school minibus without a D1 PCV licence as long as certain conditions are met. The most significant requirement is that staffs are not specifically remunerated for driving through their contract of employment or otherwise. The other conditions are set out and explained later in this Statement. It would, nonetheless, be bad practice for school staff to drive the minibus solely on the basis that they have held a Class B licence for 2 years. Consequently, all minibus drivers are expected to hold a valid MIDAS certificate of competency. Rationale 1. Car driver licences issued before 1997 carried an entitlement to drive a minibus not for hire or reward. Car driver licences issued since then (B category) do not. 2. A category B licence-holder driving a minibus must now also hold a D1 Passenger Carrying Vehicle licence (D1 PCV), unless they meet conditions for exemption which are: The driver is 21 or over and has held a car driver (B) licence for not less than 2 years; The vehicle is being used by a non-commercial body for social purposes but not for hire or reward. The minibus driver receives no consideration for driving other than out of pocket expenses.

3 3. It follows that car drivers are exempt from the D1 PCV licensing requirement when they drive a minibus in the course of their employment and are not paid for doing so. This means that most teachers and other school staff may legally drive the school minibus on their category B car driver licence because their contract of employment does not expressly require them to drive a PCV. However, advanced driver training mitigates the risks to staff and pupils when school staff drive in the course of their work. Acquiring the D1 PCV licence is a good practice option for exempted staff, but there are other options, for example MiDAS (Minibus Driver Awareness Scheme) certificates, awarded on a 4-yearly cycle of training and assessment. 4. Education employers must ensure, so far as is reasonably practicable, the health and safety of staff and anyone else who may be affected by their activities, including pupils participating in off-site visits. Special Cases The headteacher will ensure that a D1 PCV licence is held in the following special cases. Where a driver s employment contract expressly states that driving a PCV vehicle is part of the job (i.e. Support staff hired as drivers). Part-time teachers working extra hours and being paid additionally for driving. Where the minibus exceeds 3.5 tonnes or where a trailer is attached. Driving in other European Member States. Driving in the UK during out-of-hours-situations (for example, during school holidays) where pupils or parents have to pay for carriage (unless the bus has a section 19 permit allowing not for profit charging). When a teacher is being remunerated under the Teachers Pay and Conditions Document for driving the minibus on an out-of-school-hours learning activity. Minibus Driver Responsibilities Seat Belts As a minibus driver you should: 1. Ensure that passengers know they are legally required to wear seat belts. Generally this means making an announcement at the beginning of the journey or, where people are boarding at different points, telling each passenger as they board the minibus or soon after. 2. Enforce the policy No belt, no trip. 3. Ensure that all age seat belts are correctly adjusted for children.

4 4. Always wear your own seat belt. 5. Report any problems or concerns to a member of SLT, such as: A passenger refuses to wear a seat belt or a passenger keeps removing their belt 6. Someone says they have a Medical Exemption Certificate which means they don t have to wear a belt 7. The belt isn t long enough (very large passengers) 8. The belt does not fit correctly (for example it cuts across the neck of children or very short adults). This list includes the driver s duties under the seat belt regulations, good practice and the driver s duty under health and safety regulations to report anything that may be a danger to people s health or safety. Note with regard to the transportation of pupils of smaller stature. The main reason behind the introduction of the new regulations for car travel is that children start using adult seat belts before they are tall enough. This means that the belt does not fit them correctly: The shoulder strap cuts across their neck instead of lying across their shoulder The lap strap tends to lie too high across their stomach instead of lower, close to their pelvis. If it is too high, in an accident this gives a high risk of damage to internal organs and a danger of submarining sliding out under the seat belt. In both cases, if the belt does not fit correctly it will lead to serious or fatal injuries in an accident. A minibus is fitted with all age seat belts, which are adjustable for children and shorter adults; this may reduce the need for booster cushions. However, as all age belts do not alter the position of the lap belt, there is still some danger of submarining. A child seat or booster seat will overcome both problems, by raising the child up so that the belt fits correctly. Generally, it is reasonably straightforward to use a booster cushion in a minibus, provided the seat is wide enough and there is a lap and diagonal seat belt Walk-round Check All drivers have a legal responsibility for the roadworthiness of the vehicle they are driving, regardless of whether they own it or not. Carrying out a walk-round check on your vehicle will take about ten minutes and could save hours of inconvenience if the vehicle breaks down, or possible fines and licence endorsements if the vehicle is found to be defective during a roadside inspection.

5 The checks are not difficult and this guide provides a logical sequence in which to carry them out. 1. As you approach the minibus, look to see if it is leaning if it is there may be a suspension fault or possibly a flat tyre. Also, look under the vehicle to see if there are any signs of fluid leaks such as patches of oil or if anything is hanging down such as a loose exhaust pipe. 2. Walk around the minibus. Start at the front and check the tax disc and permit disc. If the tax disc is out of date you will not be able to drive the vehicle and will not have wasted time checking it. 3. Check the windows are clean and look for damage to bodywork and lights. Note any damage found on the vehicle check sheet even if the damage looks old. 4. Check the door mirrors are secure and that the glass is not cracked. 5. Walk around the minibus and check for visible tyre damage, tread depth and underinflated tyres. Remember that some minibuses have twin wheels at the rear, so look for anything that may be trapped between the wheels. 6. Unlock the doors; including the emergency exit (remember this is a legal requirement when carrying passengers). 7. Open the bonnet and check all the fluid levels oil, water, brake fluid, power steering fluid and windscreen washer bottle. In modern vehicles all the fluids you need to check are in clear containers (apart from the oil) and have colour coded caps (usually yellow). 8. Sit in driver s seat and check the parking brake is on. 9. Switch on the ignition and check the dashboard display of warning lights. Switch on all the vehicle lights interior and exterior side lights, headlights, fog lights and indicators and have another walk round the vehicle to see that they are working. A colleague could help check the brake lights, alternatively look for reflections in nearby vehicles. As a last resort you may need to reverse up to a reflective surface, such as a window or another vehicle. 10. Walk through the minibus to make sure all the seatbelts are working and that none are twisted. 11. Check seats for damage and cleanliness. 12. Check the first aid kit, fire extinguisher(s) and belt cutters (if fitted). 13. Start the engine. 14. Check that the windscreen washers, wipers and horn are working. 15. Check that all the dashboard-warning lights have gone out (oil, charging, airbag etc). 16. Listen for excessive noise, particularly from the engine and the exhaust.

6 17. Look for excessive smoke/fumes from the exhaust. 18. Check for excessive movement of the steering wheel ( free play ) and check the footbrake pedal for resistance. 19. Check the bite point of the clutch and the effectiveness of the parking brake. 20. Accelerate gently to about miles an hour and check the brakes. 21. If driving an accessible vehicle, make sure that the seats are secure in the tracking and check the operation of the passenger lift.

7 Additional Safety Guidance Have a seating plan for the mini bus, making it easier to identify persons responsible for damage. No pupils to sit in back seats unaccompanied by a member of staff. No pupil to sit directly adjacent to the rear sliding door. Supervising staff should be positioned adjacent to exits. The minibus driver should not be responsible for ensuring general discipline on the minibus as this detracts from their safe driving. The minibus driver should not be the activity leader on the trip as this could result in undue fatigue to the driver. Staff should not drive when taking medication or undergoing treatment that might effect their ability or judgement. Avoid driving for long periods of time and ensure that all rests are taken when needed. Take into consideration the effects of teaching and the working day. If the driver, in their opinion, believes that behaviour on the bus is detrimental to the safe driving of the bus then they should pull across to the side of the road at the next possible safe opportunity and wait for order to be restored before continuing. If discipline on the bus is consistently detracting from safe driving then the trip should be curtailed. If a pupil absconds from the bus then inform the Main Office back at school asap and if necessary inform the necessary authorities. Ensure that contact details for all pupils are available on the minibus. Fuel and Keys When minibuses are left unattended on site, keys to buses need to be left in relevant Key Stage main office. Each key has a fob, with a unique number; these can be used for refueling in any council yard.

8 Use of Personal Transport Note: It is expected that staff will use school vehicles when ever possible, except when commuting between school sites. Before allowing an employee to drive his/her own car on work related business, the Headteacher or another member of the SMT should check as appropriate that the employee has: A satisfactory driving licence. Fully comprehensive insurance (which covers use for the purposes of the employer s business). Necessary procedures in place in case of an emergency. Teachers and others who drive pupils in their own car must ensure their passengers safety, that the vehicle is roadworthy and that they have appropriate licence and insurance cover for carrying the pupils. The driver is responsible for making sure that pupils have a seat belt, and suitable car seat, and use it at all times. Vehicles without seatbelts should not be used. Under no circumstances must staff transport pupils on their own. Another member of staff must always be present. Staff traveling to supervise young people, should travel in the rear passenger seat with the young person. Staff leaving the premises must sign in/out in accordance with the school policy. Expenses Mileage completed in staff s cars can be reimbursed in line with Durham Country Council s Mileage and Expenses Guidance, on mileage claims form, attaching relevant valid VAT receipts. Employees who use their car for work purposes must ensure their vehicle has Valid MOT Valid insurance Valid road tax Employees are reminded of their legal responsibility to ensure they hold a current driving licence appropriate to the class of vehicle they are driving, and that the vehicle is in a roadworthy condition. Employees necessarily incurring additional expense in the course of their work including meals and overnight accommodation can be reimbursed, however all such expenses must first be agreed with Headteacher and be in line with current DCC policy. The Woodlands uses the County Council s system to reimburse business mileage to employees salary payments. Employees must ensure that the appropriate paperwork is completed to ensure payment is made. Claim forms are available from the Admin Office.

9 Mileage forms should be submitted monthly, authorised by the Headteacher or Headteacher s representative. The deadline for receipt is the 4 th of the month to ensure payment at the end of the month. Claims received after this deadline will be processed on the following month s payroll. Claimants and line managers must ensure that the claimant has the appropriate business motor insurance in place and that every claimant states his or her payroll reference number on the form. Failure to do so may result in a delay in payment.

10 Policy Review The policy will be reviewed bi-annually. There are procedures in place for monitoring and evaluating its effectiveness in improving health and safety and financial accountability. Monitoring Leadership Team members responsible for finance will monitor the policy. The Leadership Team members will maintain records and data to help illustrate the impact that the policy has had in reducing expenditure. Evaluation This will be done by regular reports by SLT to the Management Committee.

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