MINIBUS POLICY & DRIVING RISK ASSESSMENT Version 2 September 2015 Approved by the Executive/SLT on: 17/09/2015 Staff Consultative Group advised on: 05/11/2015 Board of Governors notified on: 29/09/2015 Review date: September 2017
1. INTRODUCTION 1.1 Driving a minibus requires additional skills in order to be able to handle the vehicle safely. The weight and the size of the vehicle are greater than a car. In addition the driver takes on the responsibility for the safety of passengers. 1.2 The most up to date source of information on the legal requirements for driving are contained in the link. https://www.gov.uk/driving-a-minibus 1.3 This policy is also based on published advice (Driving school minibuses, advice for schools and local authorities, final version November 2014). This is non-statutory advice jointly produced by the Department for Education (DfE), the Department for Transport (DfT) and the Association of Chief Police Officers (ACPO) on driving licence entitlement when driving a school minibus. This policy applies to: any use of minibuses owned by the academy any minibus hired for teaching 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". It is described as a category D1 vehicle by the Driving Vehicle Licencing Authority. There are circumstances in which a member of academy staff with a car driving licence (category B) can drive a minibus. This licence entitlement is set out in this policy. 2. DRIVER AUTHORISATION 2.1 Drivers of academy minibus must be approved by Macmillan Academy. The approval is carried out by the Director of Learning Outside the Classroom (DLOtC) on behalf of the Macmillan Academy. Approval lasts 12 months. 2.2 Drivers will be approved based on their licence entitlement, (CAT B, CAT D1, CAT D1+E), and after submiting the original plastic driving licence to the DLOtC who will scan it and upload it into Evolve. Secondly drivers will have an up to date MIDAS certificate uploaded into Evolve (after successful completion of MIDAS training). Thirdly, drivers will have provided a DVLA "check code" for the academy to access their online driving licence. (A copy of the certificate will be uploaded into Evolve.) Our policy will be to review any licence with more than three speeding points. Following these checks drivers will then be placed on the academy approved driver list. 3. LICENCES 3.1 Drivers who hold a full D1 (or D) PCV entitlement can drive minibuses for hire or reward.
3.2 There are, however, circumstances when a driver can drive a minibus within the UK when they hold a car (category B) licence. These circumstances vary depending on when the driver passed their car driving test. These arrangements only apply when driving the minibus in the UK not if driving abroad. a) If you passed your category B (car) driving test before 1 January 1997, you can drive a minibus that is not being used for hire or reward as these licences automatically include category D1 (101) (not for hire or reward) entitlement. This means academy staff with such a licence can drive a minibus carrying up to 16 passengers with no maximum weight restriction on the vehicle. Drivers with a D1 + E (101) (not for hire or reward) entitlement can tow a trailer over 750kg. b) If you passed your category B driving test on or after 1 January 1997, you may drive a minibus that is not being used for hire and reward if the following conditions are met: you are over 21 and have held a category B licence for at least 2 years; the minibus is used by a non-commercial body for social purposes, you receive no payment other than the recovery of your out of pocket expenses (e.g. fuel and parking costs); you provide the service on a voluntary basis; the gross vehicle weight of the minibus is not more than 3.5 tonnes (or 4.25 tonnes if including any specialist equipment to carry disabled passengers); and you do not tow a trailer 4. MEDICAL CONDITIONS and DISABILITIES 4.1 You must tell the DVLA and the HR Director if you drive the minibus and: you develop a notifiable medical condition or disability a condition or disability has got worse since you got your licence 4.2 The DVLA state that you could be fined up to 1,000 if you don t tell DVLA about a condition that might affect your ability to drive safely. You could also be prosecuted if you have an accident. 4.3 Notifiable conditions are anything that could affect your ability to drive safely. They can include: epilepsy strokes other neurological and mental health conditions physical disabilities visual impairments
Further guidance is available on https://www.gov.uk/driving-medical-conditions Special care must be taken over the use of any medication, prescribed or otherwise, which may affect driving ability. 4.4 Since 1 January 1998, those with medically restricted licences are not automatically entitled to drive minibuses with up to 16 passenger seats and vehicles between 3.5 and 7.5 tonnes and to attach a trailer to these vehicles. 5. ROADWORTHINESS OF THE VEHICLE 5.1 All minibuses owned by the academy will be regularly maintained and kept in roadworthy condition. The driver must check a hired vehicle carefully on delivery. 5.2 All academy vehicles are subject to a termly inspection to MOT standard and serving at required intervals. 5.3 Before taking over responsibility for any vehicle, all drivers must carry out the pre-journey checks as displayed in the vehicle s information pack. The pre-journey checks must be carried out on at least a daily basis whilst the vehicle is in use. 5.4 The academy takes responsibility for weekly checks on the academy vehicles, although it is the responsibility of any driver to carry out pre-journey checks. 6. PROVISION AND USE OF SEAT BELTS 6.1 All minibuses purchased, leased or hired must have seat belts 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. New minibuses must not have any sideways facing seats. 6.2 Seat belts should be worn at all times. Legally, adults are responsible for wearing seatbelts themselves. It is academy policy that all passengers where seatbelts, regardless of age. 7. LOADING OF MINIBUSES 7.1 The number of people and the weight of luggage carried must not exceed the maximum limits specified by the manufacturer of the vehicle. 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.
8. TOWING OF TRAILERS 8.1 Towing trailers requires D1 + E licence in most cases, with the exception of the academy s mountain bike trailer that is below the legal weight limit requiring additional endorsement. 8.2 When towing a trailer, drivers must be very cautious about the vehicle speed. Vehicle/trailer combinations can become unstable at speeds below the legal maximum, particularly when being overtaken by fast moving large vehicles, in windy conditions, or when maneuvering. On long journeys the trailer and vehicle should be checked during each break. 9. SPEED LIMITS 9.1 All speed limits must be complied with. The relevant limits are: For minibuses not towing a trailer For minibuses towing a trailer Motorways 70 mph 60 mph Dual Carriageways 60 mph 60 mph Other roads where a lower limit is not signposted 50 mph 50 mph N.B. The outer (overtaking) lane of a three or four lane motorway must not be used. 9.2 Academy minibuses are all speed limited to 62 mph. 10. JOURNEY AND DRIVING TIMES 10.1 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 on long journeys. 10.2 There are legal requirements relating to driving times. 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 hours. 10.3 The driver should not be tired or unwell at the start of a journey.
10.4 It is good practice for the maximum continuous period of driving not to exceed two and a half hours and for this to be followed by a minimum break of 10 minutes out of the vehicle. Time spent in motorway type hold-ups should count as part of the driving period, as should any period spent driving to pick up passengers. 11. CONSUMPTION OF ALCOHOL BY ANY DRIVER 11.1 It is an absolute rule that a driver does not consume any alcohol or drugs during or in the 8 hour 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. Care should be taken with any prescribed medication. 12. FIRST AID AND EMERGENCY PROCEDURES 12.1 If a vehicle is involved in an accident: make sure all passengers are safe and if necessary summon the emergency services for assistance 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 inform the academy as soon as possible.
13. VEHICLE SPECIFIC INFORMATION 13.1 Macmillan Academy owns a fleet a three minibuses, a box trailer and mountain bike trailer. The driving licence and additional training requirements are set out below. BUS A, BUS B, BUS C, Trailer 1 Trailer 2 Peugeot Boxer 17 Seater (badged Post 16) Ford Transit 16 Seater Ford Transit 17 Seater Box Trailer Mountain Bike Trailer Licence CAT B + MIDAS CAT D1 + MIDAS CAT D1 + MIDAS D1+E D1 + Disability induction 14. DRIVER APPROVAL CHECK 14.1 The following process will be carried out annually for all staff wishing to drive academy vehicles. 1. Driving Licence uploaded into Evolve. a. Age check (over 21). b. Licence held for two years check. 2. MIDAS training completed and certificate uploaded into Evolve. 3. Disability induction for Peugeot Boxer. 4. DVLA check code used to access online licence. 5. Approved or declined by the DLOtC 15. APPROVAL CODES 15.1 Academy approval codes are based on the DVLA licence after the driver approval check has been completed. Student Services hold an up to date list of approved drivers. CAT B (Only drive Bus A, Peugeot Boxer) CAT D1 (Drive any minibus, including towing only the mountain bike trailer) CAT D1+E (Drive any minibus and any trailer)
16. RISK ASSESSMENT 16.1 In all cases staff should comply with the academy Health & Safety Policy. Hazard / Risk Inappropriate speed Vehicle unsafe or unfit for use Inappropriate route for vehicle and / or conditions Railway crossing Inappropriate schedules / driving when tired Action Required / Control Measures Drivers must drive within legal limits for location and vehicle. Speed must be adjusted to the prevailing road and weather conditions. Daily first user walk around checks. Weekly vehicle safety inspection. Termly inspection to MOT standards for minibuses. Regular servicing. Faults reported immediately. Local knowledge and discussion of plans with DLOtC. Plan A routes should be included within Evolve. In-house monitoring of known hazards and communication of known hazards. Follow Network Rail procedures, as posted at the crossing. Discussion of plans with DLOtC Drivers to stop driving if they are overly tired. Weather conditions Discussion of plans with DLOtC and local knowledge. Schedules re-arranged if necessary. All vehicles equipped with de-icer (in winter). Vehicles traveling in winter conditions to have winter tyres. Experience of drivers All staff authorised to drive following in-house approval, including check of driving licence, MIDAS and DVLA check. Regular in-house driver refresher training every three years.
Hazard / Risk Passengers behaving inappropriately Action Required / Control Measures Consideration given to levels of supervision especially in minibuses. Towing trailers Roadworthiness of trailers checked regularly by support staff. Visual check on the day by driver. Driver familiarized with trailer to be used, how to load it, and any applicable weight or speed limits. Load security checked by driver prior to journey; and at intervals as appropriate. Passengers baggage and kit Driver supervises loading of kit into vehicle, ensuring that it is safely and securely stowed. Appropriate additional storage used if necessary e.g. cage, box trailer, roof rack. Trapped in vehicle All doors to be unlocked during journey. No loose articles to be carried that may impede exit. Trailers only to be attached if they do not impede exit through rear doors. Roadside parking, loading and unloading passengers Park vehicles with side door opening onto pavement. Warn passengers of hazards.