ROAD TRAFFIC INCIDENT MANAGEMENT POLICY

Purpose

The purpose of this policy statement is to ensure the consistent reporting and management of road traffic collisions, incidents and near misses to enable actions that reduce both ‘driver at fault’ and ‘driver not at fault’ road collisions.

Scope

Managing risks associated with driving is the joint responsibility of senior management, operations, fleet management and driving staff. This policy applies to all staff responsible for any aspect of the post-collision, incident or near miss process including training staff and all driving staff.

Policy Statement

Road traffic collisions have the potential to cause death or serious injury and can affect the operating costs and reputation of our organisation significantly. It is therefore the responsibility of this organisation to understand the direct and underlying causes of collisions and implement measures to prevent their reoccurrence.

We expect all our drivers to maintain high driving standards on the road. This means operating within the law, driving with consideration for others and ensuring our vehicles are safe and roadworthy at all times.

Our policy is to ensure that all road traffic collisions, incidents and near misses are reported, documented, investigated and managed in a consistent way. This enables us to better understand the risks our drivers face in order that we can reduce the number and severity of all vehicle collisions.

When a driver is involved in a road traffic collision, incident or near miss it is essential that the investigation process is followed to ensure: ▪ Collisions are managed safely, legally and reported to the relevant authorities promptly ▪ Incident facts are collated accurately and recorded correctly (including people involved and property damaged)
▪ Drivers involved are assessed for wellbeing and competency to ensure they are fit and able to return to driving duties

▪ Vehicles involved in collisions are repaired to a safe and legal state prior to being returned to the road
▪ Incidents are fully investigated to determine both primary and contributory factors
▪ Incident facts are analysed to determine and implement any remedial actions that may prevent similar incidents occurring in the future

Management responsibilities for incident management have been documented. We have appointed a Road Risk Champion as the person responsible for the maintenance of this policy, its communication and implementation.

Roles and responsibilities

Road Risk Champion

Glen Parnell is our Road Risk Champion is responsible for ensuring that:
▪ The road traffic incident policies, procedures and responsibilities are developed and communicated effectively across the organisation ▪ Ensure the policy is reviewed at least every 12 months and more frequently if necessary
▪ All staff are conversant with all procedures and documentation outlined in this policy and that the policy is fully implemented
▪ Operational, management and driving staff are resourced, trained and empowered to conduct the duties
▪ Any related policies, driver performance management and disciplinary procedures are consistent with this policy
▪ All incidents, investigation findings and lessons learned are recorded accurately
▪ Evidence of the investigation is filed securely for future reference
▪ Investigation findings are monitored to identify trends and used to develop, communicate and evaluate in-company road safety campaigns, driver training and other safety interventions
▪ Relevant professionals are consulted over the implementation of remedial action (e.g. disciplinary proceedings, driver assessment and training)
▪ Periodic incident reports are prepared to inform senior management and clients requiring contractual collision reporting

Incident Investigator

Incident Investigators must ensure that they:
▪ Conduct a post-incident investigation, immediately after the event and complete the Post Investigation Report
▪ Gather all relevant information and conduct interviews with the driver and any witnesses
▪ Determine the direct and underlying causes of the collision, incident or near miss through causal analysis
▪ Make recommendations based on the findings of the investigation, to help prevent re-occurrence of this type of incident
▪ Check that a driver that has been involved in a road traffic collision is fully fit and competent for duty prior to any subsequent task ▪ Verify that a vehicle that has been involved in a road traffic collision is legal and roadworthy prior to any subsequent task

Drivers

Driving staff must ensure that, in the event of a collision:
▪ That the emergency services are called if required by the circumstances
▪ They notify the Transport Office immediately and complete the ‘Driver Post Incident Report Form’ as soon as possible after the event ▪ They will complete documentation and participate in the collision investigation to determine the direct and underlying causes of the collision