Science, Technology and Engineering

School of Life Sciences

Department of Environmental Management & Ecology

Procedure manual

5. Vehicle use policy

The Department owns two vehicles.

Eligibility for use
Drivers of vehicles must have a current Victorian or NSW licence. (Depending on which state they live in.) There is no restriction for drivers holding a provisional licence.

Use of DEME vehicles is restricted to staff, postgraduates and honours students based at the Albury-Wodonga campus of La Trobe University undertaking University Business. The vehicles are not available for personal use. Postgraduate students need to seek approval to book the vehicles from their supervisor prior to booking. Staff from other schools are able to use the vehicles, but priority will be given to field work by members of DEME.

If you carry anyone in the vehicle who is not included in the categories above, you must first seek approval from the Head of School by filling out the form:- "Approval for Travel of Non-University Personnel in University Vehicles". All field trips involving undergraduates require filling out a "Field Trip Safety Form". These forms are available in the Admin Office, located directly under the Printer.

Trip planning and fatigue management

Section 4.2.4 La Trobe University Occupational Health and Safety Manual Issued March 2002

- For trips exceeding 150 km, the driver must complete a Driving Trip Authorisation form and submit it to the Vehicle Manager (or the Bendigo Vehicle Office), together with supporting information .

- Driving an unfamiliar vehicle, or in unfamiliar conditions, may require an initial period of familiarisation. Depending on the vehicle type and expected driving conditions, specific training might be needed. Where there is any doubt, these issues should be discussed with the Vehicle Use Supervisor, who will help to arrange any agreed driver training.

- Give particular consideration to the amount and type of driving expected of drivers aged less than 25 years, or with less than 5 years driving experience. Because such drivers tend, on average, to be at higher risk than older, more experienced drivers, plan the trip to minimise their driving, particularly under relatively high risk conditions (e.g. on rural highways and at night).

- Plan a work schedule that:

- allows drivers to be well rested before departure, and avoids the need to drive with a significant sleep deficit (e.g. someone may have worked for most of the night when their sleep patterns were not adapted to 'night shift'; they should not then be expected to drive)

- avoids driving at times when the driver would normally be asleep

- avoids driving when it is more than 16 hours since the driver awoke from the previous night's sleep, regardless of time spent driving, or working on other tasks (e.g. it may be unwise to drive home from the airport after a long day away)

- takes account of likely weather, road and traffic conditions and other factors likely to influence travel time

- includes 10-15 minute rest breaks at approximately 2-hour intervals

- does not entail more than a total of 10 hours 'on the road' in any 24 hour period

- does not require more than 12 hours in any 24 hour period for any combination of: driving, other work duties and rest breaks

- does not entail driving for most of the working day on more than three consecutive days; every fourth day should be a non-driving day.

Insurance
Use of University vehicles is subject to University Policy on Vehicle Use and University Policy on Insurance of Vehicles. Information on these policies are available from the University Resource Manager (David Buckle), or at the website:- www.latrobe.edu.au/insurance/downloads/h.pdf.

Animals (domestic or wild) are not permitted in the vehicle unless they are expressly for the purpose of research and you have a permit to carry those animals.

Misuse or mistreatment of the vehicles will result in the privilege of use being denied to those involved and possible disciplinary actions.

Use of other vehicles
Use of vehicles from other schools is permitted for use on sealed roads only. Students (postgraduates or honours) are NOT to approach other schools, but are to make arrangements through the Administration Officer. If a vehicle is not available and it is needed for research, talk to your supervisor about alternatives.

Traffic Fines
All fines, including parking, speeding or the improper use of the mobile phones are the responsibility of the driver. This means the individual responsible will be required to pay, not the department.

Booking procedure
Vehicles are reserved by placing a booking in the Vehicles Booking Ledger in the Administration office. Entries must be in PENCIL, and indicate your destination and purpose, expected time of departure and return time to campus (allow time for washing and refuelling).

If you have not picked up the vehicle within half an hour of your booking, you forfeit the vehicle to the next user. If you are delayed contact the Administration Officer (02 6024 9885) or your supervisor with your estimated time of arrival.

Bookings of more than a week at a time are discouraged but may be available. Long bookings should only be made after consultation with your supervisor.

All student bookings require prior approval from their supervisor.

Standard procedures
Ensure that you know how to use a diesel four wheel drive (4WD) vehicle and that you are equipped for the conditions. (e.g: take snow chains and know how to fit them.). You must know how to change wheels.

Ensure that you have completed all paperwork for volunteers and family members, (i.e. Approval for Travel of Non-University Personnel in University Vehicles and/or the Field Trip Safety Form) and that you supervisor is aware of your destination and expected time of return.

If students are travelling in University vehicles and are intending to travel “off-road” to remote locations, it is advisable that another person travel with them for OH & S purposes.

Note that the DEME vehicles run on diesel. You must wait for the coiled light on the dash (representing the glow plugs) to turn off before you turn on the ignition. Refuel vehicles with diesel only.

Turn on the mobile phone during travel so you can be contacted.

Use the Caltex or Shell charge card in the console for diesel purchases only. The vehicle is to be returned with a full tank. When refuelling the vehicle you must inform the console operator of the mileage recorded on the odometer, every time you refuel the vehicle.

When refuelling with the Shell Card you must also supply the pin number (located on the key tag).

Cleaning of vehicles:
Staff and students MUST clean the vehicles after each trip. This at a minimum would include, cleaning the windscreen, vacuuming or sweeping the interior of the vehicle, cleaning the interior and washing the exterior. These can either be carried out by visiting a carwash, the cost of which you will need to pay or to save money you could undertake these tasks at your home or at the field store.
The use of the vehicles is a privilege and should be treated as such.
If you notice at anytime that the vehicles are not clean please let Rachel Bahrij know and she will endeavour to find the culprit.

Complete the mileage log in the console.

Use of 4WD
Use High range 2WD for normal roads and freeways.
You must shift the ranger lever to High range 4WD for off road conditions. In slippery conditions use Low range 4WD.
Ensure the vehicle is returned in high range 2WD mode.

Towing
Tow balls are kept behind the rear seat in the cabin and must be returned there after use to avoid theft.

Users of boat trailers are responsible for ensuring they are serviceable before use, e.g: tyres inflated and lights in working order.

Mobile Phones
Mobile phone use is restricted to University business, emergencies and short welfare calls to next of kin during overnight field trips. It is also to be used to report to your supervisor if you are returning to campus after hours. Ensure you have your supervisor’s home phone number in case you need to make contact after hours.

Mobile phones are to be plugged in and turned on during travel, but removed and returned to the glove box after use of the vehicle to avoid a flat battery.

The driver is not to use the mobile phone while the vehicle is in motion.

Chemicals
Chemicals are not to be carried in the cabin. They must be loaded in the tray and kept separate from other items. They must be secured in a way that will prevent spills or leaks.

Repairs
Do not make any unauthorised adjustments or repairs on the vehicles or the warranty becomes void. If major repairs are required, contact the Administration Officer (02 6024 9885) for authorisation.

Minor repairs (such as replacing windshield wipers) may be attended to on the spot and the department will reimburse the driver on presentation of a receipt.

Report all damage, service needs or vehicle problems to the administrative officer. Failure to report damage may result in the loss of vehicle privileges.
Wheel changing equipment is behind the rear seat. All users are expected to be familiar with wheel changing.

Breakdown of Vehicles
Breakdown Service is through the manufacturer. Contact numbers are available on key tags.

First Aid
The vehicles contain first aid apparatus. Please be aware of its location. Ideally first aid equipment is to be used by qualified first aiders.

Procedures for accidents, emergencies and injuries
Phone 000 and tell the operator your exact location (we get put through to Canberra so your directions must be explicit). If you have had a vehicle accident involving injury or damage to non-university property, you must contact the police for insurance reasons.

Render assistance as appropriate and wait for emergency personnel to arrive and assist them in any way you can.

Call DEME at (02) 6024 9885 when possible to inform administration of your situation. They can help plan emergency arrangements and inform your next of kin. If office is unattended then call Rachel on her mobile. Number is available on the office answering service.

If you had any situations during the field trip involving actual or potential injury, you must fill out an Incident Report on your return. Report any vehicle damage to the administrative officer.

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