Driving Minibuses

Statement of Intent

The aim of Lancaster University's Health and Safety policy is to encourage and promote the safe management of departmental work activities so as to reduce risks to employees, students and members of the public.

This document details the arrangements by which University staff and students can drive a minibus in connection with University business or activities associated with the Student Union.

Relevant Legislation and Guidance

 Lancaster University will comply with the Local Transport Act 2008

Responsibilities

Health & Safety Committee (H&SC)

The Health and Safety Committee is responsible to the Vice Chancellor for the planning, consultation and dissemination of the arrangements made within this document and monitoring the adequacy of its implementation.

Heads of Department

Heads of Department are responsible for ensuring the arrangements described in this document are implemented locally as described in Organisation for Health and Safety section of the Statement of Safety Policy.

Heads of Department or their deputies are responsible for authorising members of their staff to drive minibuses.

Lancaster University Students Union (LUSU) Chief Executive Officer (CEO)

The CEO of LUSU is responsible for ensuring that LUSU staff and Lancaster University students driving minibuses for clubs and societies affiliated to LUSU, or in connection with events run by LUSU adhere to the contents of these arrangements.

The CEO of LUSU is responsible for authorising students and LUSU staff to use minibuses for LUSU affiliated societies or LUSU events.

Staff driving a minibus

Members of staff who drive a minibus carrying students or University staff must first obtain authorisation to drive a minibus from their Head of Department.

Students driving a minibus

Students driving a minibus for a club, society, trip or event must first obtain authorisation to drive a minibus from their Head of Department or LUSU CEO.

University Safety Office

The University Safety Office will;

Take action to suspend any work which in the opinion of the Head of Health and Safety poses an imminent risk of serious personal injury.

Review this policy annually.

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Requirements for Driving a Minibus

Driving a minibus requires additional skills in order to be able to handle the vehicle safely.

It is not simply like driving a large car. The weight and the size of the vehicle are greater. In addition the driver takes on the responsibility for the safety of passengers.

Although rare, serious, sometimes fatal, accidents have occurred when minibuses are used by educational establishments.

If you are going to drive a minibus you must address three issues;
  • the level of training you require
  • the type of driving licence you must hold
  • whether your minibus must be issued with a 'standard permit' under section 19 of the Transport Act.
Guidance on each of these issues follows with examples.

Driver Assessment

 Drivers must have successfully completed the University's minibus drivers' assessment.
  • If you are a student you should contact LUSU who will organise this for you.
  • If you are a member of staff, your department should contact the Vice Chancellor's Administrative co-ordinator on 92004 to determine the availability of the VC's driver (who conducts the test). Your department must also make arrangements for a minibus (maximum capacity 16 passengers, maximum weight 3.5 tonnes, with appropriate insurance) to be available for the day of the test.

Driving licence requirements

 Staff or students who hold a category B (car) driving licence entitlement can drive a minibus provided all of the following criteria are met;
  • You are driving the minibus on a purely voluntary basis and receive no payment other than out of pocket expenses.
  • You drive on behalf of a non-commercial body for social purposes
  • You are over 21 years of age
  • You have held a car licence (category B) for at least 2 years
  • The minibus has no more than 16 passenger seats
  • The maximum weight of the minibus (excluding special equipment for carrying disabled passengers) is not more than 3.5 tonnes.
  • You do not tow a trailer
Staff who hold a category D1 (minibus) driving licence entitlement may drive a minibus provided;
  • The minibus has no more than 16 passenger seats

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Standard Permit

 The Driver and Vehicle Licensing Agency (DVLA) is the official body responsible for the collection of Vehicle Excise Duty on behalf of the Government. If passengers have made a payment to ride on a minibus, a 'Standard Permit' must be obtained and displayed throughout the trip.

The definition of 'payment to ride', technically referred to as 'hire or reward' is broad. It is any payment, in cash or kind, which gives a person the right to be carried on the vehicles, regardless of whether or not that right is exercised.

Hire or reward takes place if the journey is organised in a way that goes beyond the bounds of mere social kindness.

The payment may be made by the passenger or on the passenger's behalf.

It may be a direct payment e.g. a fare or an indirect payment such as a membership subscription.

Where indirect payments are made in respect of other services (rather than specifically for the transport), for example fees for a degree which includes field trips, they are still likely to be viewed by the courts as hire or reward because anyone who had not made the payment would have no right to be carried.

The definition of payment in this context is clearly very broad and would include;
  • A payment of fees to attend the University with an expectation that they will for example attend field trips as part of their course.
  • A payment of fees to a club or society with an expectation that this will include trips to events or fixtures.

Standard Permits should be applied for by the Department organising the minibus use or by LUSU for student activities. An application form can be obtained from the Department of Transport website by searching for 'PSV 372' or 'Standard Permit'.

The following link was active in October 2012; VOSA Bus Registration Form

Authorisation to Drive

All drivers are to complete sections 1 - 3 of the Drivers Authorisation Formand forward to their Head of Department (or nominee) in the case of Departmental trips or the CEO of LUSU (or nominee) in the case of Student societies or events.

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Driving for a Field Trip

I am a member of staff driving a minibus for a field trip

Driver Assessment

You need to successfully complete the University minibus driver' assessment;

Your department should contact the Vice Chancellor's Administrative co-ordinator on 92004 to determine the availability of the VC's driver (who conducts the test). Your department must also make arrangements for a minibus (maximum capacity 16 passengers, maximum weight 3.5 tonnes, with appropriate insurance) to be available for the day of the test.

Driving Licence

The University does not consider the driving of students on field trips to be part of a member of staff's job unless specifically listed in an individual's job description. Driving in these circumstances is considered to be entirely voluntary.

A voluntary driver can drive a minibus provided the following conditions are met;
  • You are over 21 years of age
  • You have held a car licence (category B) for at least 2 years
  • The minibus has no more than 16 passenger seats
  • The maximum weight of the minibus (excluding special equipment for carrying disabled passengers) is not more than 3.5 tonnes.
  • You do not tow a trailer

If driving the minibus is part of your normal duties then you must have a 'D1' category licence. This allows you to drive a minibus 'for hire or reward'.

Standard Permit

A Standard Permit will be required. Your Department should apply to the Department for Transport as described in the section relating to standard permits.

Authorisation to Drive

All drivers are to complete sections 1 - 3 of the Drivers Authorisation Form and forward to your Head of Department or their nominee

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Driving for a Club/Society or Student Activity

I am a student who will be driving a minibus for a society or event

Driver Assessment

You need to successfully complete the University minibus drivers' assessment;

  • Contact LUSU who will arrange an assessment.

Driving licence

You can drive a minibus for a club, society or event provided;

  • You are driving the minibus on a purely voluntary basis and receive no payment other than out of pocket expenses.
  • You are over 21 years of age
  • You have held a car licence (category B) for at least 2 years
  • The minibus has no more than 16 passenger seats
  • The maximum weight of the minibus (excluding special equipment for carrying disabled passengers) is not more than 3.5 tonnes.
  • You do not tow a trailer

Standard Permit

If your passengers have paid to ride in the minibus you must have a 'Standard Permit'. This must be displayed in the minibus at all times and can be obtained from LUSU.

Please note that the definition of passenger payment is extremely broad and will include for example membership payments made to clubs and societies if that membership could reasonably be expected to include trips, attendance at events, tournaments etc.

In this context, the majority of trips taken by students in minibuses will require a permit.

Authorisation to drive

All drivers are to complete sections 1 - 3 of the Drivers Authorisation Form and forward to the CEO of LUSU or their nominee.

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Driving for a University Open Day or Similar Event

I am driving a minibus around campus on an open day

Driver Assessment

You need to successfully complete the University minibus drivers' assessment.

  • If you are a student you should contact LUSU who will organise this for you.
  • If you are a member of staff contact the Vice Chancellor's Administrative co-ordinator on 92004 to determine the availability of the VCs driver (who conducts the test).
  • The department organising the event must make arrangements for a minibus (maximum capacity 16 passengers, maximum weight 3.5 tonnes, with appropriate insurance) to be available for the day of the test.

Driving licence

You can drive a minibus on a category B (car) licence provided you can say yes to all of the following;

  • You are driving the minibus on a purely voluntary basis and receive no payment
  • You are over 21 years of age
  • You have held a car licence (category B) for at least 2 years
  • The minibus has no more than 16 passenger seats
  • The maximum weight of the minibus (excluding special equipment for carrying disabled passengers) is not more than 3.5 tonnes.
  • You do not tow a trailer

 

NB. If you are receiving any payment for driving the minibus, for example if you have been specifically employed to drive the minibus, you must hold a D1 category driving licence.

Standard Permit

No permit is needed for driving a minibus around campus on an open day provided passengers pay no fee to ride.

Authorisation to drive

All drivers are to complete sections 1 - 3 of the Drivers Authorisation Form and forward to your Head of Department or their nominee.

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Roadworthyness of Vehicles

 All minibuses owned by the University must be regularly maintained and kept in a roadworthy condition.

The driver must check a hired vehicle very carefully on delivery.

Before taking over responsibility for any vehicle, all drivers must carry out the pre-journey check list that follows, or satisfy themselves that such checks have already been carried out by the operator prior to handing over the vehicle.

The pre-journey checks must be carried out at least on a daily basis whilst the vehicle is in use.

  • Brakes and steering operate correctly
  • there is an adequate supply of water in the windscreen wash reservoir, and that windscreen wash and wipers function correctly
  • There are correct fluid levels in hydraulic systems, particularly the braking system, and the engine oil level is correct
  • There is an adequately stocked first aid kit; any items used from the kit should be replaced without delay. First aid equipment can be obtained from the University Safety Office
  • there is a vehicle fire extinguisher mounted in an easily accessible position
  • all windows are clean in order to ensure good all round visibility
  • tyres are inflated to the correct pressure and are free of dangerous cuts or cracks, tread depth is at least 1.6 mm, and wheel nuts are tight
  • a spare wheel is carried and is also in good condition and correctly inflated.
This Checklist is available in a printable format.

Provision and Use of Seat Belts

 All minibuses purchased, leased or hired must have seat belts fitted to all seats. These should, as far as possible, be lap and diagonal belts, but where this is not feasible lap belts should be fitted.

New minibuses must not have any sideways facing seats. The driver has the responsibility of ensuring seat belts are worn at all times.

Loading of Minibuses

 The number of people and the weight of luggage carried must not exceed the maximum limits specified by the manufacturer of the vehicle.

If a large amount of luggage is to be carried it may be necessary to reduce the number of passengers in order to remain within the maximum loading limits.

All luggage that may shift due to the movement of the vehicle must be safely secured.

The use of roof racks must comply with the guidance given by the manufacturer of the vehicle.

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Towing of Trailers
  • You must hold an appropriate category on your driving licence to tow a trailer behind a minibus. If you passed your driving test on or after the 1st of January 1997 you must pass and additional driving test.
  • If you are a member of staff or a student with a requirement to tow a trailer on a minibus on behalf of university business please contact the University Safety Office.
  • If you are a student with a requirement to tow a trailer on a minibus or other vehicle on activities associated with LUSU (including Student Society business), you must contact LUSU for advice.

General guidance on towing

If a trailer is being towed no passengers may be carried behind the front row of seats unless there is a side door which is easily accessible to passengers.

Before towing a trailer, the following checks must be carried out to ensure;
  • that the vehicle being used is appropriate for this use (seek professional advice through the Safety Office if in any doubt)
  • that the gross weight of the vehicle plus the trailer is within the vehicle gross weight limit
  • that the kerbside weight of the towing vehicle is clearly marked on the front nearside of the vehicle
  • that the downward force from the loaded trailer on the towing ball is within the limits imposed by the towing vehicle manufacturer
  • that the axle loads of the towing vehicle are not exceeded
  • that a breakaway chain is in use, which will activate the handbrake should the coupling break. Advice on this matter should be sought from the trailer manufacturer or approved dealer
  • that the unladen weight of the trailer and trailer tyre pressures are clearly marked on the trailer
  • that the total gross weight (trailer weight plus maximum load to be carried) is clearly marked on the front of the trailer
  • that the trailer handbrake/overrun brake functions properly
  • that the trailer lights and indicators work
  • that the load is securely lashed to the trailer body or frame
  • that there is suitable marking of any rear overhang greater than one metre by using a "Long Vehicle" sign or other approved method (e.g. warning tape) or an approved light in hours of darkness or bad weather

When towing a trailer drivers must be very cautious about the vehicle speed. Vehicle/trailer combinations can become unstable at speeds below the legal maximum, particularly when being passed by fast moving large vehicles, in windy conditions, or when manoeuvring.

On long journeys the trailer and vehicle should be checked at least once every two hours of travel.

Users of boat trailers are strongly advised to refer to the British Rowing website for details relating to this.

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Journey and Driving Times

 Tiredness of the driver has often been a significant factor in accidents involving minibuses. The presence of a second driver should always be considered both on account of possible incapacity of the first driver and also because of tiredness.

The maximum number of hours that a driver may drive in any 24 hour period is 9 hours subject to a weekly maximum of 56 hours.

Every driver must take a continuous rest period of at least 11 hours in every 24 hour period. A bed, bunk or couchette must be available for use during the rest period.

The driver must not be tired at the start of a journey.

The maximum continuous period of driving should not exceed 2.5 hours and should be followed by a minimum break of 10 minutes out of the vehicle.

Time spent at low speeds in heavy traffic must count as part of the driving period.

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Consumption of Alcohol and use of Drugs by a Driver

 Consumption of alcohol

It is an absolute rule that a driver does not consume any alcohol during or in the period before any journey. Since the blood alcohol level should be zero during all driving activities, care should be exercised if consuming alcohol even on the previous day. Alcohol must not be consumed in the 8 hour period immediately prior to driving.

Use of drugs

Driving under the influence of a drug (including any side effect) is illegal - it's an offence under the Road Traffic Act 1988. The law does not treat illegal drugs and medicines differently. This is because a driver who is impaired through any drug is at risk of having an accident. Drug driving is considered to be as serious as drink driving, and the penalties are the same.

Use of medication or prescription drugs

Medication can cause drowsiness and impair driving ability.

Drivers must refer to and follow the advice given in literature and on any packaging supplied with medication in relation to this.

Medicines that can affect your ability to drive include:
  • prescribed medicines, such as antihistamines or tranquillisers
  • over-the-counter medicines, such as co-codamol
Medicines that can make you feel sleepy will carry a message saying: "Warning. May cause drowsiness. If affected, do not drive or operate machinery." Always ask your GP or pharmacist if your medication may affect your ability to drive. Also check:
  • the medicine's packaging
  • the patient information leaflet that comes with your medicine

Use of recreational drugs

Taking recreational drugs can affect your ability to drive and is an offence for which serious legal penalties can be imposed.

It is an absolute rule that a driver does not use any recreational drugs.

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First Aid and Emergency Procedures

 If a vehicle is involved in an accident:
  • Make sure all passengers are safe and if necessary summon the emergency services for assistance.
  • Obtain the registration number(s) and insurance details of any other vehicle(s) involved
  • Take the names, addresses and if appropriate vehicle registration number of any witnesses and the number and base station of any Police Officer who attends
  • Write down as soon as possible after the accident all relevant details
  • Report all the above details to the Finance Office as soon as possible
  • If you need any immediate or emergency assistance from the University, call the University Security Office on (01524) 65201 (24 hour service)

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Documentation

 Drivers should carry their driving licences but, wherever possible, any hire agreement or insurance certificate should be kept by the Department. Details of insurance should be carried by the driver.

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Overseas Driving

There are likely to be special insurance requirements for overseas travel. Check with the Finance Department and the operator of any hired vehicle.

Vehicles seating more than 9 and travelling outside the British Isles will encounter different driving and transport regulations in Continental EC countries, and different standards again outside the EC.

These regulations should be checked with the Department of Transport International Office. The 'standard permit' arrangements only apply within the UK.

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Lancaster University
Bailrigg
LancasterLA1 4YW United Kingdom
+44 (0) 1524 65201