MINIBUS SAFETY POLICY STANDARD & PROCEDURES

MINIBUS SAFETY POLICY STANDARD & PROCEDURES This Policy Standard details the requirements placed on Colleges and Departments to ensure owned, leased and hired minibuses that are driven by staff, students and volunteers on University related business are operated and maintained safely. Information is also provided on the general duties and responsibilities placed on those driving minibuses and / or travelling in minibuses on University related activities. Further, specific guidance which incorporates good practice as described by the Vehicle & Operator Services Agency, Royal Society for the Prevention of Accidents, the Health and Safety Executive and the Highway Code can be found in the associated Bangor University Minibus Information Handbook. The document applies to: The University and all its Colleges and Departments. Each member of staff and student. Non-University volunteer drivers. This document does not apply to: Minibuses driven abroad (includes Ireland). Multi-Purpose Vehicles (MPV). The use of Students Union minibuses for Students Union related activities. Approved by Health and Safety Committee: 13 th November 2013 Date of Implementation: 13 th November 2013 Reference: HS/Policy/Minibus/2015 Gwasanaethau Iechyd a Diogelwch / Health and Safety Services Penbre, Lon y Coleg. Bangor. LL57 2DG Ebost: Iechydadiogelwch@bangor.ac.uk - healthandsafety@bangor.ac.uk Tel: 01248 383847 www.bangor.ac.uk/hss

1. POLICY STATEMENT It is the policy of Bangor University, so far as is reasonably practicable, but in accordance with the relevant legislation, statutory requirements and good practice, to ensure the health and safety of staff, students and visitors to the University. 2. INTRODUCTION In addition to those general duties in law, the University and its constituent Colleges and Departments have specific responsibilities and obligations under the Road Traffic Act and the Provision and Use of Work Equipment Regulations (PUWER) to ensure the safety of owned, leased or hired minibuses and the competency of staff and students driving such vehicles on University related activities. For the purposes of this Policy Standard the following definitions apply: Minibus: Motor vehicles that have been constructed or adapted to carry more than eight but not more than 16, passengers in addition to the driver. Small Bus Permit: As an educational establishment the University may operate minibuses under a Section 19 Permit known as the Small Bus Permit which exempts drivers operating minibuses on University related activities from some requirements of the Transport Act (as amended). Maximum Authorised Mass (MAM): Is the maximum weight of vehicle that a driver can operate and which includes the vehicle weight, the driver, all passengers and the load. The MAM differs dependent on the driving licence categories a driver holds. o Category B Drivers: Can only drive vehicles up to 3,500kg MAM (4,250kg if specialized equipment is provided for disabled passengers). o Category D1 Drivers: Can drive minibuses of any weight up to 16 passenger seats (vehicle length must not exceed 8 metres) and tow a trailer up to 750kg. 3. BACKGROUND AND INFORMATION Minibuses provide a vital mode of transport for Colleges and Departments wishing to undertake activities which involve transporting groups of staff and / or students. Although the Royal Society for the Prevention of Accidents (RoSPA) states that for every mile travelled, people in minibuses are less likely to be involved in an accident than people in cars, a number of serious accidents have occurred. The most recent notable incident occurring in April 2013 when a minibus carrying a hen party collided with a lorry on the M62 resulting in one fatality and 20 others injured. Under road traffic law it is also an offence, to cause, or permit, a minibus to be driven on the road when its condition, or the way in which it is used, could cause danger to anyone in the minibus or other road users. As such, operators must implement systems to ensure compliance with all relevant legal requirements, the advice in the Highway Code, and take all other reasonable measures to protect the driver, the passengers and other road users from collision and injury risks. 4. DUTIES OF THE UNIVERSITY In accordance with the University s Health and Safety Policy the duty to implement this Policy Standard is delegated to each College and Department as applicable. Bangor University Minibus Safety Policy Standard and Procedures Page 2 of 6

5. DUTIES OF COLLEGES AND DEPARTMENTS This Policy Standard requires each College/Department to appoint a member of staff to act as the Minibus Coordinator (see Appendix 1 for summary of duties). In addition, Colleges / Departments must establish the following arrangements if operating minibuses on non-commercial University related activities: i) THE VEHICLE - MINIBUS: a) Purchase / hire / lease suitable, roadworthy minibuses with seat belts fitted where possible. b) Provide ancillary equipment in each minibus (see Minibus Information Handbook). c) Ensure minibuses are taxed and MOT d from new (12 seats or less at a MOT Testing Station, 13 16 seats (Class V) at a LGV / PCV Testing Station). d) Maintain minibuses at intervals recommended by the manufacturer and servicing garage. e) Arrange for weekly roadworthiness checks of owned / leased minibuses. f) Ensure drivers carry out documented vehicle inspections before each trip. g) Remove defective minibuses from service until remedial work is undertaken. h) Arrange suitable breakdown cover. NOTE: MPVs are sometimes driven as an alternative to minibuses. Drivers may only drive MPVs (up to 8 passenger seats). The driving of MPVs (10 seats and above) requires additional driver competence and licence categories. ii) INSURANCE: Notify the University Insurance Officer of the following to ensure suitable insurance is in place: o o o College / Department owned / leased minibuses. Minibus drivers and again if driver notifies endorsements, stipulations or medical restrictions. Hired minibuses through the completion of the On-Line Insurance Form. iii) OPERATION - SMALL BUS PERMITS: Purchase a sufficient number of Small Bus Permits from HSS. Monitor Permits which are time restricted, replacing as required. Ensure minibuses are operated under the Small Bus Permit scheme with a Permit, which is transferrable between vehicles displayed in the vehicle s front window. iv) DRIVERS INCLUDING NON-UNIVERSITY STAFF / STUDENTS (VOLUNTEERS): Competence - ensure all minibus drivers: staff, students AND volunteer drivers: Are a minimum of 25 years of age. This includes students who although may be authorized to drive a minibus on Students Union related activities may not drive a vehicle on College / Department related activities until the age of 25 unless permission has been sought and given by the University Insurance Officer. As a minimum have held a full driving licence (Category B) for at least two years. Have passed MIDAS (available through the Students Union) or similar approved test. Attend MIDAS Refresher Training every four years. Bangor University Minibus Safety Policy Standard and Procedures Page 3 of 6

Only drive a minibus with a Maximum Authorised Mass and passenger seat numbers as stipulated by the categories displayed on their Driving Licence: Licence Categories Maximum Authorised Mass (MAM) Minibus: 8-14 Passenger Seats Minibus: 16 Passenger Seats Tow Trailers B 3,500kg (4,250kg if specialist kit provided to aid disabled passengers) (MAM must not exceed 3,500kg or 4,250kg if specialist kit provided to aid disabled passengers NO 1 NO D1 2 Minibus of any weight (vehicle must not exceed 8m in length) (16 passenger seats maximum) (up to 750kg) Competence additional requirements apply if towing a trailer: Drivers must have D1 category if towing trailers up to 750kg and D1E if towing trailers over 750kg. Drivers without this must take the D1 or D1E driving test as appropriate. Drivers must also attend a training course on how to tow a trailer with a minibus. NOTE: Driving Licence Categories changed in 2013. Check by visiting New & Old Licences Authorisation - following a check of the above, authorize drivers, including non-university staff and students (volunteers) to drive a minibus in writing. General ensure all minibus drivers: Only drive minibuses with a Maximum Authorised Mass (MAM) and total passenger seats as stipulated by the categories shown on their driving licence (see table above). Are advised to not drive continuously for more than 2 hours, without at least a 15 minute break or drive for more than 6 7 hours in a day. Operate under the Small Bus Permit scheme on University led activities within the UK only. Provide their service for no hire or reward except out of pocket expenses. Present their driving licence annually and immediately if endorsements, stipulations or medical restrictions are applied. Are issued with the Minibus Information Handbook and understand their specific responsibilities when driving on University related business. 1 Category B Drivers may only drive a 16 passenger seat minibus if the MAM (vehicle, driver, all passengers, and any additional load) is 3,500kg or less. 2 Drivers who passed their test before 1 st January 1997 will usually have category D1 displayed on their licence. Technically they can drive minibuses up to 16 passenger seats and tow a trailer up to 750kg. Colleges / Departments approving such drivers must confirm the driver has the ability and confidence to drive these larger vehicles and tow. Additional training must also be provided on request eg minibus plus trailer driving course. Bangor University Minibus Safety Policy Standard and Procedures Page 4 of 6

v) RECORDS: Maintain a register of owned / leased minibuses. Log details of minibus use ie date, driver, time out and in, Small Bus Permit issued, fault reporting. Hold copies of Trip Registration Forms (completed for all trips). Maintain relevant vehicle documents eg MOT, tax, insurance, maintenance, inspections. Maintain records of minibus drivers (stored in accordance with data protection) eg authorization to drive, copies of driving licences. 6. DUTIES OF MINIBUS DRIVERS Every member of staff, student or volunteer driving a minibus on University related business must: Comply with the requirements outlined in Drivers above. Meet their responsibilities as per the requirements of the Highway Code and Minibus Information Handbook. Report endorsements, stipulations or medical restrictions to the Minibus Coordinator and Insurance Officer immediately. Carry out a documented, minibus inspection before a trip. Never smoke in a minibus or drive if under the influence of alcohol, drugs or any prescribed / over the counter medication that could affect their ability to drive. Ensure a Trip Registration Form is completed for every trip, with a copy held in a central location. 7. PASSENGER DUTIES Whilst a passenger in a minibus being used on University related activities, all staff and students must: Never distract the driver, following the driver s instruction at all times. Wear seat belts, if available, at all times whilst the vehicle is moving. Behave in a manner that will not endanger others. Never smoke, drink alcohol or take drugs other than prescribed / over the counter drugs in the minibus. 8. FURTHER GUIDANCE Bangor University Minibus Information Handbook. 9. REVIEW AND AUDIT PROCEDURES Health and Safety Services will carry out general and periodic audits to ensure compliance against this Policy Standard, and the University s Health and Safety Committee may from time to time review the effectiveness of this document. In addition, Colleges / Departments must periodically review their own procedures to ensure the requirements of this Policy Standard are implemented, suitable and effective. End Bangor University Minibus Safety Policy Standard and Procedures Page 5 of 6

Appendix 1 Minibus Coordinator To ensure minibuses are driven safely and used in a road worthy condition the Minibus Coordinator will: MINIBUSES owned / leased DRIVER checks (includes non-university staff / student volunteer drivers) Maintain a register of minibuses Check drivers meet the relevant competence requirements (see Driver above) Calculate Small Bus Permit needs and purchase from HSS. Monitor & replace as required Arrange MIDAS tests for drivers if necessary Arrange breakdown cover for minibuses ensuring details are held in the vehicle Notify Insurance Officer of minibus drivers. Ensure On-Line Insurance Form is completed prior to use of a hired minibus Notify owned / leased vehicles to the University Insurance Officer Authorise the driver (in writing) to drive a minibus Ensure vehicles are MOT d (annually from 1st anniversary of its registration date), taxed, insured and maintained at intervals recommended by the manufacturer and servicing garage Issue a copy of Minibus Information Handbook to each driver ensuring they understand their roles and responsibilities Set up systems to book out and book in minibuses. Include details of trip, Small Bus Permit issue, driver, fault reporting and need to complete a Driver Vehicle Inspection Checklist Maintain a Register of Authorised Drivers and associated records securely (consider data protection) eg copy of driving licence, MIDAS test details, points on licence Ensure Trip Registration Form completed for trip with a copy held in an accessible location Re-inspect Authorised Drivers licences annually, holding a copy on file Maintain general records for vehicles tax, MOT, insurance, service records, Driver Vehicle Inspection Checklists NOTE: Act as the point of contact for hired minibuses. Check the supplier is reputable eg on the Finance Purchasing List, recognized supplier and confirm the minibus is MOT d, taxed and maintained. Complete Finance Departments On-Line Insurance Form Arrange MIDAS Refresher Training every 4 years Contact the Insurance Officer immediately if drivers notify endorsements, stipulations or medical restrictions NOTE: Overseas Driving Licences may have different categories. Seek advice from Insurance Officer if necessary Bangor University Minibus Safety Policy Standard and Procedures Page 6 of 6