HSP: 112V / Update for: / Volunteer health and safety file/ Branchzone
Title:
Implementation of the transport risk management system / Issued by: / Head of Health and Safety – Jo Duffy
Issue date: / Sept 2013 / Review date: / Sept 2016
Purpose of the document
The purpose of this document is to provide guidance to MS Society Operations staff and branch volunteers on the implementation of this bespoke transport risk management system.
Scope of the document/ Policy
The transport risk management system is for use by branches that own vehicles in Cymru, England, Northern Ireland and Scotland.
Related documents
Risk Assessments
· VTRA: 001 - Generic risk assessment for transport
· VTRA: 001A – Branches who own vehicles
· VTRA: 004A – Hiring vehicles
· VTRA: 005A – Lending branch vehicles
· VTRA: 007A – Driving branch vehicle
· VTRA: 011A – Manoeuvring seats
· VTRA: 012A – Refuelling the vehicle
· VERA: 920A – Coach trip where vehicle and driver are hired
Forms
· HSV: 013 – Log book system
· HSV: 014 – Monthly checklist
· HSV: 015 – Defect form
· HSV: 032 – Induction form
· HSV: 122 – Accident report form
· HSV: 123 – Incident report form
Information documents
· HSV: 103TPFE – RA audit form
· HSV: 011 – Drivers flowchart
· HSV: 012 – Insurance letter
· HSV: 021 – Vehicle emergency procedure card (VEPC)
· HSV: 031 – Driver handbook
· HSV: 033 – MiDAS standards
· HSV: 040 – Legionnaires disease and transport
· HSV: 041 – Wheelchair restraints
· HSV: 910 – Volunteer information card
Document storage
All branches that are new to the process will be provided with a “Transport Health and Safety file” at the beginning of the implementation process.
Further copies of these documents are available in the transport section of the Website.
On completion of the risk assessments and audit sheets, the branch should retain a copy of each document for their own records. It is required that these copies are kept for three years.
The Local Support Development Officer (LSDO) or Area Development Officer (ADO) should where possible scan the risk assessments and audit sheets and store them in the “Branch information” section of their country (Cymru/ England/ NI/ Scotland) on the operations drive. They should inform the Branch Health and Safety Officer (BHSO) once they have completed this process.
Definitions
Disclosure checks are needed for roles that carry out certain activities, which involve volunteering or working closely with vulnerable adults or children.
Legionnella: Legionnaire’s disease is a potentially fatal pneumonia caused by legionnella bacteria. Infection is caused by breathing in small droplets of water contaminated by bacteria. The disease cannot be passed from one person to another.
MiDAS: Minibus Drivers Awareness Scheme is a training scheme developed by the Community Transport Association. The structured course ensures that all minibus drivers completing the scheme are competent to drive the vehicle, use any equipment the vehicle houses and consider the welfare of the passengers.
PAT: Passenger Assistant Training Scheme is a training course developed by the Community Transport Association. The structured approach ensures that all passenger assistants completing the course are competent to use any equipment the vehicle houses and look after the safety and welfare of the passengers on board
Minibus: any vehicle with more than eight seats and less than 16.
Wheelchair carrying vehicle: any people carrier or small van that has been adapted for one or two wheelchairs. In addition any purpose built small vehicle that can carry no more than two wheelchairs.
Van: a vehicle where passengers are only carried in purpose built seats in the cab; no passengers are carried in the rear of the van.
Responsibilities
Area Managers: are responsible for ensuring that each member of their team implements the transport risk management system in line with this policy/ procedure and within the agreed time frames.
Branch Health and Safety Officer (BHSO): is responsible for providing advice and support to the LSDO/ ADO and volunteers in line with the bespoke transport risk management system. Once the system is in place, they will be involved in the branch audit schedule.
Drivers: if a branch is approached by a person wishing to drive who has points for speeding on their license; they should not be discounted immediately. Please contact the HoHS who will advise further.
Head of Health and Safety (HoHS): will provide ongoing to support to all those responsible for implementing the transport risk management system. Once the system is in place, they will be involved in the branch audit schedule.
Local Support Development Officers (LSDO)/ Area Development Officers (ADO): are responsible for implementing the bespoke transport risk management system, ensuring that each branch signs up to the system and completing audits to ascertain that the use of the system is ongoing.
Following the reassessment and updating of the transport system in 2012; LSDO/ ADO must ensure that all branches use the updated version of the risk assessments during the annual risk assessment review in 2013. They must also check that all branch drivers and passenger assistants complete the updated induction in line with the three year refresher training requirement.
Service Development Officers (SDO): must work with the LSDO/ ADO to implement the system in the most efficient and effective way.
Volunteering Development Officers (VDO): must work with volunteers to encourage the use of the system and where appropriate to recruit and retain Volunteer Branch Risk Management Officers.
Volunteers: are responsible for completing the relevant risk assessments, determining the actions needed, agreeing reasonable timescales for completion and deciding who is responsible for implementing the actions.
Once the system is in place the branch must continue to use the mandatory paperwork and review risk assessments in line with requirements laid out.
Following the reassessment and updating of the transport system in 2012; volunteers must use the updated version of the risk assessments during the annual risk assessment review in 2013. They must also ensure that all branch drivers and passenger assistants complete the updated induction in line with the three year refresher training requirement.
Throughout this process, they will receive support from the LSDO and the BHSO.
Instruction/ Procedure
Preparation
· Branches must let their LSDO/ ADO know immediately if they are buying a new or replacement vehicle.
· As branch transport was deemed the most likely reason for accidents or incidents to members, branches with transport should be informed that they will be expected to implement the transport risk management system and complete all actions within 12months.
Implementation
· LSDO/ ADO in conjunction with the BHSO to arrange a visit to each branch with transport. They should guide the branch through the risk assessments that are relevant to their vehicles. Action plans will be agreed, along with reasonable timescales for completion and individual responsibilities.
· LSDO/ ADO complete the first audit at the end of this visit so that the branch are clear on their responsibilities and are signed up to the process.
· LSDO/ ADO will follow up with each branch to provide support including the BHSO where needed.
· LSDO/ ADO complete the second audit six months later to ensure all necessary actions are complete and that the branch is following the agreed systems.
· LSDO/ ADO complete a transport audit annually to ensure that the branch continues to implement the system and abide by the guidelines.
· LSDO/ ADO implement this process from the outset with all branches buying new vehicles.
· Support is available from the BHSO as required.
· Once the events risk management system is in place, an audit schedule will be developed which will include the BHSO and the HoHS.
· Where branches are not compliant with the above, the LSDO/ ADO must inform the BHSO at the earliest opportunity.
Communication and Training
Employee training
Training on the transport risk management system will be available for all new LSDO/ ADO employed by the society. The training will include:
· Overview of the transport risk management project.
· Review of all the systems documentation.
· Practise of carrying out the risk assessments and using the supporting documents.
· The timescales involved for implementation.
· Distribution of completed risk assessments and audit sheets.
Each LSDO/ ADO will receive a transport pack containing all this information. Any requests for training should be made to the BHSO.
Volunteer training
Training on the transport risk management system will be available for all branches; and provided in the main by the BHSO.
The BHSO will then evaluate any further training needs and assess whether they can be reasonably achieved. If not they will work with the LSDO on alternative action.
Each branch will receive a transport pack containing all this information from their LSDO/ ADO. Any requests for training should be made to the BHSO.
MiDAS training
From 2012, all new drivers must be MiDAS trained. The training must include both the driving of the minibus and the securing of wheelchairs.
In the interest of financial implications, if a new driver is not MiDAS trained when they arrive the branch may give them a three month trial under the supervision of a well established driver. At the end of this period both parties must decide whether or not the individual will become a permanent driver for the branch. If so, they must complete a MiDAS training course.
Existing drivers who do not wish to complete MiDAS training must sign induction form HSV: 032 stating: “I can perform my driving duties in line with MiDAS standards as set out in HSV: 033 and the Highway Code”
Audit and Review
This policy/ procedure document and the event risk management system will be reviewed every three years by the HoHS and any changes will be communicated throughout the organisation.
JD Rev: 5 September 2013 Page 2 of 5