Alternatives to driving

Primary consideration should be given to avoiding the journey. It may be possible to conduct the business by telephone, video or telephone conferencing, e-mail or fax.

Alternative, safer, means of travel, such as rail or air should be considered where this is a reasonably practicable alternative.

Competency to drive safely on Council business in the UK.

Drivers must be in possession of a valid UK Driving licence for the class/type of vehicle being driven.

Drivers booking hire cars or using their own cars for travel on Council business are required to have a current STFC Permit to Drive .

Training to drive safely on Council business.

Drivers must follow the guidance and legal requirements set out in the UK Highway code​, and any other relevant traffic legislation, including that relevant to mobile phone use.

Drivers who drive (or are likely to drive) greater than 3000 miles per year on Council business are required to attend STFC Defensive driver training.

Planning of journeys when driving on Council business.

Plan travel routes in advance of the journey.

The time allowed for journeys must enable them to be completed without exceeding speed limits.

The intended journey should follow the safest available route, which may not necessarily be the shortest or quickest. Usually Motorways are safer than A roads. A roads are safer than B roads.

Driving time is part of the working day. Very long days must be avoided, particularly in winter. Overnight stops may be necessary to avoid very long days.

Where business travel takes place at the end of a working day the total working day including business travel (and breaks) should not exceed 12 hours.

Journey breaks should be taken before the driver begins to feel fatigued - as a minimum, 15-minute break every 2.5 hours is recommended.

Where more than one person is travelling, consideration should be given to sharing the driving.

The weather forecast should be checked before the journey. If on the day of travel there is, or forecast to be, thick fog, icy conditions or heavy snow, the journey should be postponed or cancelled.

Driving abroad

Drivers must familiarise themselves with the road traffic legislation and driving standards for the country they will be visiting.

The risks involved in driving abroad must be assessed before the journey is undertaken. The degree of risk will depend on the country involved.

Outside Western Europe and North America, it may be appropriate to consider the use of a local driver or taxi recommended by your host institution in preference to the employee driving.

Driving when tired represents a significant hazard and should be avoided for example after long haul flights, long train journeys etc.

Mobile phones

Mobile phone use (hands free or otherwise) is prohibited whilst driving on Council business. Staff should use scheduled breaks as a means to pick up and respond to messages.

Condition of vehicle

Hire cars are contracted to be provided in a road-worthy condition.

Where a vehicle is not road worthy alternative transport must be found and the matter reported to the relevant purchasing contact.

Drivers of hire cars should assess, to the best of their ability, the roadworthiness of vehicles prior to undertaking a journey.

Recommended basic checks –

• Condition of tyres (pressure and tread).
• Lights clean and operational - headlights (dipped & full); rear lights; brake lights; indicators.
• Windscreen wipers operational.
• Screen wash operational.

Where an employee drives their own vehicle on Council business, the employee has a responsibility to ensure that it is suitable for the intended task, has current road tax, MOT and is insured for business use.

Driver familiarisation with hire car.

Drivers of hire cars should familiarise themselves with the controls of the hire car prior to commencing their journey: including indicators, lights, horn, wipers.

Familiarisation should include the setting of seat and mirror position to allow safe driving.

Emergency Equipment

Where lone driving is required, consideration should be given to the provision of mobile phones for use in an emergency.

Emergency kits containing a first aid kit, warning triangle and high visibility jacket are available from site security. Hire cars are unlikely to be supplied with this equipment.

Accidents & Emergencies

In the event of involvement in a road traffic accident drivers involved must stop to determine the extent of any injuries to individuals or damage to vehicles and as appropriate call the emergency services for assistance.

Individuals must record, as far as they are able, as much detail as possible regarding the accident using the STFC Brief Accident Report Form, supplied in the Hire Car Information Pack.

At no time should staff admit blame or accept liability.

STFC Hire Car Information - STFC Hire Car FAQs​​

Driving License Categories & Authorisation

Unladen weight means - The weight of the vehicle when it’s not carrying any passengers, goods or other items. It includes the body and all parts normally used with the vehicle or trailer when it’s used on a road.

MAM - Maximum Authorised Mass means - The weight of a vehicle or trailer including the maximum load that can be carried safely. This is also known as gross vehicle weight (GVW) or permissible maximum weight. It will be listed in the owner’s manual and is normally shown on a plate or sticker fitted to the vehicle.