Driving and Vehicle Safety - OPBD Policy

To provide rules and guidelines, raise awareness and mitigate risk associated with driving and to highlight safe driving practices that Otago Polytechnic Business Division/ Te Pūkenga (OPBD) expects staff members (hereinafter referred to as “kaimahi”), including contractors (hereinafter referred to as “kaimahi”), and learners (ākonga) to follow when driving on OPBD business and ākonga learning activity/ies.

• Health and Safety Act 2015 and subsequent amendments
• Accident Compensation Act 2001and amendments
• Land Transport Acts, Regulations and Rules
• Waka Kotahi NZ Transportprovides guidelines and information.

1. All kaimahi who drive for work (on-road and off-road) or as part of a ākonga learning activity/ies and/or OPBD business must hold a current full or restricted driver’s licence for the class of vehicle driven.

1.a. It is the less preferred option that kaimahi drive on a restricted driver’s licence, therefore kaimahi must have written approval from their Formal Leader to drive OPBD vehicles on a restricted licence.

1.b. Ākonga must have a full licence when driving OPBD vehicles.

1.2.a. To assess a request for a kaimahi to use their own vehicle on OPBD business or ākonga learning activity/ies and enable robust decision-making before approval, the Head of College/Director or equivalent will require the kaimahi to:

i. complete the OPBD Driver Agreement Form

ii. state if this is a one-off occurrence or multiple occurrences and reasons requiring the use of their own vehicle to     

 iii carry out OPBD business or ākonga learning activity/ies, with support from their Formal Leader.

iii. provide evidence from the kaimahi’s insurance company that: 

• their insurance company have approved and kaimahi will be covered when using their own vehicle for OPBD business or ākonga learning activity/ies in the case of an incident.
• the amount of the kaimahi insurance excess in the event of an accident when using their own vehicle for OPBD business or ākonga learning activity/ies.

1.2.b. Approval for kaimahi to use their own vehicle for undertaking OPBD business or ākonga learning activity/ies must be signed off by the Head of College/Director or equivalent and copies retained by the college/department, Health and Safety and People and Culture

1.2.c This must include written confirmation that the OPBD will cover any excess in the event of an incident when kaimahi is using their own vehicle for OPBD business or ākonga learning activity/ies.

1.2.d. Should further advice be required to assess the request to use the kaimahi’s own vehicle for OPBD business contact the Health and Safety Team.

2. All road rules and traffic laws must be always followed. Any breach may result in disciplinary action, as well as incur legal consequences and costs such as impoundment of the vehicle and or fines.

3. OPBD will not be liable for, nor pay for, any fines or legal expenses in circumstances where there has been any traffic infringement, including parking tickets

4. Kaimahi and ākonga are required (before driving any OPBD vehicle or in exceptional circumstances as approved their own vehicle) to complete and have signed by their Formal Leader a Drivers Agreement Form accompanied by a copy of their current driver’s licence, and this should be held in a central location to enable access by the relevant college/department.

5. Kaimahi are required to inform their Formal Leader and OPBD Health and Safety.  if there is a change in the status of their driver’s licence and for ākonga to inform the Formal Leader for their programme of study.

6. Where specialist vehicles are being used by kaimahi (i.e., tractor, forklift, minivan, bus) for OPBD business or ākonga learning activity/ies the appropriate driver's licence is required. The college/department will cover the cost of training and maintaining currency (if applicable). 

1. Safe Driving Practices

7.1.  Safe Driving Practices must be followed at all times:

7.1.1. Fatigue: OPBD business or ākonga learning activity/activities travel time is to be included as part of a kaimahi workday, which for driving safety reasons OPBD business or ākonga learning activity/ies should not extend beyond 11 hours. per day.

1. A minimum ten (10) minute refreshment break every two (2) hours are recommended when driving for prolonged periods. 
2. Driving for OPBD business or ākonga learning activity/ies between the hours of 10.00 pm and 6 am is not recommended.

7.1.2. Alcohol and drugs: 

OPBD has zero tolerance for the consumption of alcohol/drugs requiring driving on or as part of

• OPBD business; or
• ākonga learning activity/ies.

7.1.3.    Cell phones:   OPBD has zero tolerance for texting, telephone calls, and emailing whilst driving.  It is encouraged to turn off all cell phone notifications to avoid distractions when driving.

7.1.4.    Visibility: Kaimahi and ākonga must drive with lights on at all times.

7.1.5.    Weather conditions: It is recommended that before driving, check local traffic reports for risky road conditions such as ice/snow/flooding or other adverse weather conditions and too postpone driving during adverse weather conditions or if they are forecast during the driving period.

7.1.6. Smoking/Vaping: OPBD has a zero tolerance for smoking/vaping when using any OPBD vehicles or vehicles rented as part of OPBD business or ākonga learning activity/ies(refer to Smokefree/Auahi Kore Policy).

7.1.7.a Risk Assessment:  Kaimahi should complete a Take 2 or Take 5 prior to driving, this assessment allows considering the hazards and the controls when driving, including choosing the appropriate vehicle for the planned journey (available via Kaimahi intranet, Tūhono, Health and Safety.

7.1.7.b. Ākonga will be provided with access to Take 2 and Take 5 by the Formal Leader of their Programme of Study and they should complete either Take 2 or Take 5 prior to driving, this assessment allows considering the hazards and the controls when driving, including choosing the appropriate vehicle for the planned journey. 

7.1.7.c. Pre-start checks should be carried out to check the vehicle for safe condition and operability, prior to driving.

7.1.8. Electric Vehicles: All kaimahi and ākonga are required to undertake an induction if driving an OPBD Electric (E) or OPBD Hybrid vehicle. This is currently completed by OPBD Campus Services.

1. Ākonga Driving

8.1. Ākonga are not permitted to drive OPBD vehicles or rental vehicles unless in extenuating circumstances, with the approval of Heads of College, Directors, or Programmes Leaders. Or alternatively, this is part of the course/programme of study requirements, they have a full licence, and have completed a Learner/Ākonga Driver Agreement Form, and this has been signed off by their Formal Leader.

8.1.a Furthermore, ākonga driving OPBD vehicles must be at least 20 years of age and have held at a minimum their full class 1 licence for at least two years.

8.1.b. Ākonga driving minivans must be supervised at all times and this option should only be considered in extenuating circumstances. Completing a defensive driving course is encouraged.

8.2. Ākonga driving to work placement/work experience or to equivalent ākonga learning activity/ies locations should complete the driving course in the Learning Management System (Moodle) which covers hazards associated with driving and recommendations for safe driving to and from work placement/work experience or equivalent.

8.3. Kaimahi cannot require ākonga to drive other ākonga to work placement/work experience or equivalent ākonga learning activity/ies locations.

8.4. Kaimahi may choose to arrange group transport to locations for off-campus ākonga learning activity/ies. In this case, a minivan or a bus should be used (Refer to Clauses 6 and 9).

1. Group/Field Trips/Mini Vans

9.1. The number of passengers must not exceed the manufacturer's specifications.  Each passenger must be seated in a designated seat and have approved safety restraints.

9.1.1. When groups of people are being transported in minivans, a maximum of twelve (12) people, including the driver, can be accommodated in one (1) van. This applies whether the minivan is owned by OPBD or rented.

9.1.2.   Formal Leader approval is required to rent vehicles/minivans/buses prior to using.

9.1.3. All kaimahi driving minivans as part of a ākonga learning activity/ies must have signed the Drivers Agreement Form and have a current full class 1 driver’s licence.

9.2. Costs for transport for ākonga learning activity/ies such as compulsory field trips are part of the course/programme of study costs; there shall be no on-charge to ākonga.

9.3. Driver Safety Training and Education
9.3.1. It is recommended that kaimahi driving OPBD minivans attend a Defensive Driving Course or equivalent. Details are available from the Health and Safety Team. If kaimahi are required to drive minivans as part of OPBD business or ākonga learning activity/ies then the college/department will cover the cost of any training, if required. 

9.3.2. In driving situations deemed to be high risk i.e., off-road, wintery conditions (ski fields) advanced driving training is encouraged for kaimahi and approved.  The college/department will cover the cost of training. 9.3.2. Ākonga are not permitted to drive OPBD vehicles or rented vehicles in situations deemed high risk.

9.3.3. It is recommended that kaimahi should complete a safe driving course/s for off-road ākonga learning activity/ies undertaken using OPBD or rented vehicles.

9.3.4. Formal Leaders can approve kaimahi to undertake a safe driving course/s, with the costs charged to the respective college/department. 

9.3.5. All records must be updated in VAULT, held in the college/department, and forwarded to People and Culture.

9.4. Seatbelts
The law requires that all passengers in vehicles, with seatbelts, must wear them. The driver must refuse to take anyone not wearing a seatbelt.

1. Vehicle Incidents

10.1. All OPBD vehicles must have a fully stocked First Aid Kit, this is the responsibility of Campus Services, however, it is recommended that it is the designated driver’s responsibility to ensure it is stocked before departure. (Refer –intranet First Aid, People and Culture, Tuhono, Health and Safety.).

10.2. In the case of an incident or near missing involving an OPBD vehicle, rented vehicle or kaimahi’s own vehicle (approved by the kaimahi Formal Leader to use on OPBD business or ākonga learning activity/ies) this must be reported on VAULT and to the Formal Leader as soon as possible.

1. Vehicles –refer to Travel on Otago Polytechnic Business Policy

11.1. All OPBD business-related driving must occur in accordance with the appropriate Te Pūkenga policies and OPBD policies and procedures and the Travel on Otago Polytechnic Business – OP Business Division Procedure.
11.2. Kaimahi must use OPBD vehicles as their first choice for driving on OPDB business or ākonga learning activity/ies. Bookings are made via  Tūhono Bookings/Book a Vehicle

11.3.  If it is not possible to use an OPBD vehicle with the approval of the kaimahi’s Formal Leader, the priority of use thereafter is:

11.3.1. Taxis, using the preferred provider and preferably paying with “taxi-chits/voucher”.

11.3.2. Rental vehicles

a) The Rental Company is responsible for ensuring the safety and legal compliance of rental vehicles.

11.3.3.  Kaimahi’s own vehicle (approved for use) to operate under the same safe driving practices outlined for OPBD vehicles and in accordance with the appropriate Te Pūkenga policies and this OPBD procedure.  

11.4.1 Use of OPBD kaimahi’s own vehicle must be approved by their Formal Leader prior to driving or reimbursement will not be paid.

The following reimbursement can be claimed and includes the cost of petrol in the daily amount:

Whichever is the lesser of:

1. 77c per Km (IRD rates)

OR

1. A maximum for one (1) round trip of $180 OPBD.

1. Maintenance of OPBD Vehicles

12.1.  OPBD Vehicles

12.1.1. Maintenance, warrant of fitness and registration of OPBD fleet vehicles is the responsibility of the Campus Services and must comply with all Land Transport Safety Act requirements.

1. Securing Loads, Passenger Safety

13.1. All loads, may include but are not limited to course materials, hazardous substances, display stands, suitcases, heavy goods, and other materials must be secured appropriately, be isolated from passengers by a cargo barrier and be in accordance with Land Transport Safety Act.

1. Use of OPBD Vehicles for Personal Use

14.1. Personal use of an OPBD vehicle must be approved in advance by their Formal Leader.

14.2. When kaimahi use an OPBD vehicle/s for personal use (or for business or ākonga learning activity/ies use), this is only covered by OPBD insurance where the use is authorised by OPBD, and the Driver Agreement Form has been completed.

14.3. When unauthorised personal use occurs, the kaimahi or ākonga will be liable for any costs.

1. Definition of Contractors:

OPBD Campus Services contractors are permitted to use their employer’s vehicle/s when conducting work on behalf of OPBD.

Staff and Learner Driver Agreements - downloadable

• Staff/Kaimahi Driver Agreement
• Learner/Ākonga Driver Agreement

Otago Polytechnic Business Division Policies and Procedure

• Drug and Alcohol Policy
• Smokefree/Auahi Kore Policy
• Travel on Otago Polytechnic Business – OP Business Division Procedure
  

Other Reference Documents

• Student Rights and Responsibilities
• First Aid: (located on staff intranet Tuhono, Health and Safety)
• Hazard Management: (located on staff intranet Tuhono, Health and Safety)
• Occupational Health and Safety – Rights and Responsibilities: (located on staff intranet Tuhono, Health and Safety)
• Worksafe Quick Guide on Fatigue  

Policy Version: V6: Previously Coded: MP417