A sample safe driving policy

The policy below can be used in part or in full. Even small initiatives can still be of benefit. Your safe driving policy can be as simple or as sophisticated as you need and can afford, and still give your company a return.

Aim of the policy

To reduce at-fault crash costs by (determine an achievable figure) over three years by promoting a safe driving culture within the organisation.

Objectives of the policy

• To maintain all company vehicles in a safe, clean and roadworthy condition to ensure the maximum safety of the driver, occupants, and other road users at all times.
• To ensure that staff who drive vehicles in the course of their work demonstrate safe, efficient driving and other good road safety habits at all times.

Code of conduct

The company's code of conduct states that, 'while driving company vehicles, staff must comply with traffic legislation, be conscious of road safety and demonstrate safe driving and other good road safety habits when driving on company business'. The following actions in company vehicles will be viewed as serious breaches of conduct and dismissal may be a consequence:

• Drinking or under the influence of drugs while driving.
• Driving while disqualified, or not correctly licensed.
• Reckless or dangerous driving causing death or injury.
• Failing to stop after a crash.
• Demerit points suspension.
• Any actions which warrant suspension of a licence.

Responsibilities as an employee

Drivers of company vehicles will:

• ensure they hold a current driver licence for the class of vehicle they are driving
• immediately notify their supervisors or managers if their driver licence has been suspended or cancelled, or has had limitations placed upon it
• be responsible and accountable for their actions when operating company vehicles
• display the highest level of professional conduct when driving company vehicles
• assess hazards while driving and anticipate 'what if' scenarios
• drive within the legal speed limits, including driving for the conditions
• wear a safety belt at all times
• report vehicle defects to a supervisor or manager before the next vehicle use
• comply with traffic legislation when driving a company vehicle
• regularly check the oil, radiator and battery levels, and tyre pressure of company vehicles they regularly use
• report any near hits, crashes and scrapes to their manager, including those which do not result in injury
• follow the crash procedures outlined in this policy.

In addition it is required that all drivers:

• take regular and adequate rest breaks, at least every two hours
• stop when tired
• plan the journey, taking into consideration pre-journey work duties, the length of the trip and post-journey commitments
• stay overnight if driving time and non-driving duties exceed 10 hours in one day
• use daytime running lights on the open road.

Responsibilities as an employer

The employer will not require staff to drive under conditions which are unsafe and/or likely to create an unsafe environment, physical distress, fatigue, etc. The employer will do this by undertaking the following tasks

Give priority to safety features when selecting new vehicles, including:	Name of manager responsible
only buying and/or hiring vehicles that rate four or more stars on the ANCAP tests
only buying and/or hiring vehicles that are light coloured
choosing vehicles with ESC, ABS brakes and side head-protecting air bags
fitting all vehicles with a first aid kit, fire extinguisher, torch and emergency triangle.

 

Ensure all vehicles are well maintained and that the equipment promotes driver, operator and passenger safety by:	Name of manager responsible
servicing the vehicle according to manufacturers' recommendations
setting up procedures where the employees check the vehicle's oil, water, tyre pressure and general cleanliness on a monthly basis, and this is recorded
keeping a maintenance schedule in the glove box of all vehicles that is completed each time the vehicle is serviced in any way
following the maintenance schedule in the vehicle's manual
setting up a procedure to identify and rectify faults as soon as practicable.

 

Collect and collate statistics on incidents, crashes and their causes, including:	Name of manager responsible
the number of crashes
who was thought to be at fault
probable causes of the crash, and other contributors such as unrealistic work schedules
financial cost of all crashes
number of prosecutions
number of near hit events
other costs, eg down time, ACC, temporary workers, lost productivity

 

Monitor and manage work schedules to ensure they do not encourage unsafe driving practices by:	Name of manager responsible:
requiring staff to have ten hours minimum continuous rest and 11 hours maximum driving every 24 hours
requiring non-commercial drivers to take 10-minute breaks every two hours of driving.

 

Take into account individual drivers' needs:	Name of manager responsible:
requiring staff to keep a driving log that is regularly checked by a supervisor or manager.

 

Identify driver training needs and arrange appropriate training or retraining, including:	Name of manager responsible:
a thorough induction to the company's road safety policies and procedures
driver training opportunities to all staff
driver assessment and required training as part of all staff inductions
advanced driver training or specific practical training as required and identified
regular staff seminars or refresher meetings on safety features, fatigue, driver responsibility, drink-driving and fuel-efficient driving
driver training log updates on staff's personnel files

 

Encourage safe driving behaviour by:	Name of manager responsible:
not paying staff speeding or other infringement fines
discouraging the use of cellphones in vehicles
providing taxis and designated drivers to and from work social events
providing food and non-alcoholic drinks at work functions
encouraging the use of taxis and buses whenever necessary
ensuring the employer is informed if existing staff become unlicensed.

 

Encourage better fuel efficiency by:	Name of manager responsible
setting up and promoting a car pool scheme for work car use
setting up and promoting a workplace travel plan
providing training and circulating information about travel planning and efficient driving habits
encouraging the use of other transport and/or remote conferencing whenever practical.

 

Instructions for cellphone use

Cellphone use (including hands-free) is strongly discouraged while driving. Staff should do the following:

• Turn off your cellphone or divert to voicemail when driving (and check messages when it is safe to pull over).
• Do not make calls, pick up voicemail, or text message while driving.
• Pull over to the side of the road when it is safe, before making or answering a call.

What to do if there is a crash in a company vehicle

Immediately stop your vehicle at the scene or as close to it as possible, making sure you are not obstructing traffic.

Ensure your own safety first.

Help any injured people and call for assistance if needed.

Try to get the following information:

• Details of the other vehicle(s) and registration number(s).
• Name and address of the other vehicle owner(s) and driver(s).
• Name and address of any witness(es).
• Name of insurer(s).

Give the following information:

• Your name and address and company details.
• If you damage another vehicle that is unattended, leave a note on the vehicle with your contact details.

Contact the police:

• if there are injuries
• if there is a disagreement over the cause of the crash
• if you damage property other than your own
• (at the police station nearest the crash) as soon as possible if damage to the vehicle looks to be more than $2,500.

Follow-up

If there is an injury, or major damage, report the crash to your manager as soon as you can. Otherwise report the crash within 48 hours.

How the success of the policy will be measured

Success will be measured by the increase or decrease in:

• the number of crashes in which a company vehicle is involved
• the number of at-fault crashes involving company vehicles
• the cost of repairs and maintenance
• the other financial costs associated with vehicle use
• the average cost of vehicle-related workers compensation claims.

Incentives

$2,000 will be placed in the staff fund each year. $100 will be added each month there are no at-fault crashes. The total amount in the fund at the end of the year will be put towards the company's Christmas function.

In addition, a raffle will be held at each Christmas function for those staff who drive company vehicles and have no at-fault crashes that year.

Policy review

This policy will be reviewed after its first year, and every three years thereafter.

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Last updated: 28 August 2007