MAD Driving and Journey Management

1. Purpose
This procedure specifies requirements for vehicles and drivers. Management of long
journeys including maximum travel times are specified.\

2. Scope
This procedure applies to MAD team members where driving is a task undertaken as
part of work related activities in company provided or private vehicles approved for
use on company related tasks.
Formal journey management requirements including scheduled call-ins apply to non-
metropolitan one driver journeys exceeding 2.5 hours in length.
Scheduled call-ins relating to isolated site work are covered in GCWHSE401 Site Work.

3. Reference and Related Documents

GCWHSE201.1 Legislation Register
GCWHSE401 Site Work
GCWHSE307Incident Reporting and Investigation Procedure
GC Travel Policy

4. Definitions
Nil

5. Responsibilities
Group Provide sufficient resources to ensure implementation of
Managing this procedure and monitor outcomes.
Director
Board of Allocate responsibility within the region for collecting and
Trustee(or managing driver licence and training records.
equivalent) Implement more stringent region specific journey
management guidelines if deemed appropriate as per
section 7.3.
Provide sufficient resources to implement this procedure
and monitor outcomes.

Team / Group / Use options that eliminate or minimise driving where

Project Manager practicable (section 7.1)
Review driving risks as part of project planning
Implement formal journey management as per section 7.3
Monitor adherence to this procedure
Check drivers licences annually
Provide training where required for specific tasks

Team Member Check vehicle and drive as per this procedure

Comply with requirements relating to scheduled calls
where applicable
Immediately report to their manager if their licence is
suspended or a medical or other condition impairs their ability
to drive

Nominated Receive scheduled calls as per section7.3

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 Safety Contact Initiate emergency procedures as per section 7.3 if call not
(scheduled received
calls)

6. Procedure–Vehicles and Competency

6.1 Type of Vehicle
The type of vehicle to be used shall be determined as part of project planning and
factored into job costing. Consideration should be given to whether to use private or
hire vehicles and whether a special vehicle such as a four wheel drive is required.
Vehicles shall be fitted with appropriate safety features such as ABS, air bags, cruise
control and luggage barriers in station wagons. Manual handling considerations shall
be taken into account (e.g. flat tray may be most appropriate for loading
equipment).
When purchasing company vehicles, GCWHSE305.1 Pre-Purchase Checklist shall be
completed.
The following situations shall require a task specific risk assessment:
Four wheel drive vehicles used off bitumen
Use of quad bikes
Towing (e.g. trailer)
Vehicles requiring a licence that is not a standard driver’s licence(e.g.boat, bus or
truck licence)

Additional vehicle equipment (e.g. additional spare tyres, MaxTrax retrieval

equipment) shall be provided for remote travel in Indigenous communities. No
additional retrieval equipment (i.e. snatch straps) is to be used without the operator
demonstrating competency and appropriate equipment being available. Refer also
GCWHSE401 Site Work for more information on isolated site work.

6.2 Smoking
Smoking and the use of other tobacco products is prohibited in MAD rented, owned
or leased vehicles

6.3 Use of Private Vehicles

Team members may use private vehicles for work purposes as approved by their
manager on the basis that the vehicle is:
roadworthy and mechanically sound;
registered; and
covered by current insurance.

Team members using their own vehicle may be requested to produce evidence of
road worthiness, insurances or a vehicle condition appraisal from a qualified assessor.

6.4 Driving Licences

If driving is included in a team member’s work activities, they shall provide a copy of
their driver’s licence annually to their manager. Each region shall determine how
records are kept (e.g. in training records or employee records). It is the team
member’s responsibility to maintain a current and valid driver’s licence in the state or
territory in which they reside. Team members required to drive as part of their work
duties must advise their manager immediately if they are unable to drive eg:
their licence has been revoked or suspended;
they have a temporary or newly diagnosed impairment (eg broken collar bone);
or
they are required to take prescription drugs which affect their ability to drive

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 or any other reason that renders them legally or medically unfit or unable.
The team member is not required to divulge why they cannot drive. Any information
shall be kept strictly confidential. MAD reserves the right to check the status of drivers’
licences on-line.
When on company business team members must drive within the law at all times. If
fines or penalties are imposed while on company business, these are the responsibility
of the team member.

6.5 Driver Competency and Training

Driver competency and training shall be considered in job planning including:
Conditions on team members’ licences (e.g. probationary, automatic vehicle)
4 wheel driving in sand, tracks, river crossings etc
Use of retrieval equipment
Driving in snow
Driving in an unfamiliar city

Learner drivers shall not undertake work related driving. Hire car companies and
certain clients may not allow driving by probationary licence holders.
Being under the influence or in possession of alcohol or drugs whilst driving a motor
vehicle for MAD is prohibited and may be grounds for disciplinary action. Passengers
also are not permitted to possess or use any drugs (controlled substances) or alcohol
while in transit.

6.6 Adherence to this procedure and the law

MAD will accept no liability for any damage to a company owned/leased/hired
vehicle, injury to any person, or damage or injury to any third party, incurred where
the driver of the company owned/leased/hired vehicle is in breach of this procedure
or the law. All liabilities shall rest with the driver concerned.

7. Procedure -Journey Management

7.1 Minimise Driving
Driving shall be avoided or minimised where feasible. The following options shall be
considered during project planning:
Complete activities over the phone or via email where possible
For multi-site projects, reduce the amount of travel by grouping nearby work sites
together
Utilise public transport, particularly for appointments in CBD areas when
equipment is not required and driving and parking is not time effective
Fly instead of driving. Note journeys to and from the airport at each end need to
betaken into account
Have two or more drivers.

7.2 Journey Durations and Breaks

Journeys for a single driver shall be planned so that:
There is a minimum 20minute rest every 2 hours of continuous driving
A maximum of six hours driving per day is allowed
Projects shall be planned on the basis that total working time, including driving,
food and rest breaks, and project/client time will not exceed 12 hours
There must be a minimum 10 hour break between workshifts
Driving shall be avoided during normal sleeping hours and at dawn and dusk
where wildlife is present.

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Team members shall discuss this with their manager whenever there are variations,
such as a task is likely to take longer than planned.
Options to avoid excessive driving include providing overnight accommodation or
allocating another person to assist with the activity.
Team members required to drive for long distances or long periods of time shall
undergo an awareness programme on the hazards of driver fatigue and on the
measures to prevent the adverse effects of fatigue. In addition, such drivers shall
record their driving, working and resting times (‘working’ shall include time spent
loading and unloading, refuelling, inspecting the vehicle, etc).

7.3 Appointment of Journey Manager and Scheduled Safety Calls

As a minimum, every one driver journey in a non-metropolitan area exceeding 2.5
hours shall be subject to a formal journey management process. Each region may
impose stricter requirements to ensure extended drives in less populated areas are
covered.
Journey arrangements including safety call procedures are to be determined by the
project/team manager and driver and distributed to the nominated safety contact
before the driver departs. Note: it is the safety contact’s responsibility to take calls
and respond, however overall planning and management of the journey remains the
responsibility of the project manager and driver. The safety contact may be the
project manager, team manager or an administration person.
The safety contact must be available to take scheduled safety calls, and must
understand they are responsible for implementing the emergency response plan.
The safety call schedule shall be determined on a job by job basis to limit the number
of calls being made, especially in cases where isolated work calls also need to be
made. Calls shall be made at least every 4 hours.
Drivers are required to make scheduled call-ins on time. If no call is received after
one hour (or shorter time if project manager so determines)the emergency response
plan shall be activated and steps taken to locate the person. A missed scheduled
call is considered an incident and is required to be reported even if the driver is safe.
Arrangements may be included in the job risk assessment or on GCWHSE406.1
Journey Management Form.

7.4 Pre Start Vehicle Check

Drivers shall familiarise themselves with a vehicle before starting a journey. This shall
include:
Inspect tyre condition
Inspect exterior condition
Store loose equipment in the boot or behind a cargo barrier
Inspect interior condition
Locate and check indicators
Locate and check headlights
Locate and check windscreen wipers
Adjust seat. Use the driver’s seat lumbar support lever where fitted (to avoid lower
back pain and disc injury)
Set the head-rest at head level, NOT neck level (to avoid whiplash injury)
Adjust mirrors
Familiarise yourself with gearshift
Familiarise yourself with radio
Familiarise yourself with other electronics

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7.5 Driving to Survive
Allow time to get to the destination safely. If road conditions are extending
planned travel time contact the client, don’t speed
At site locations follow traffic management rules
Don’t drive when affected by alcohol, prescription or other drugs or when
fatigued
Stretch whenever you take scheduled stops and more often if you are feeling
uncomfortable
Maintain a minimum 2 second gap between your vehicle and the vehicle in front
When stationary, maintain about a car length in front (as a guide, you should be
able to see the rear tyres of the vehicle)
Drive to match the traffic, road and weather conditions
Headlights should be turned on during the daytime when driving on country roads,
or when visibility is poor and should always be on when driving at dusk, early morning
and during the night
Be aware of wildlife especially during dawn and dusk periods
In rural areas often there is only one lane of bitumen that is shared between both
directions of traffic. When encountering another vehicle on these roads, slow to an
appropriate speed, and manoeuvre to allow the other vehicle to pass
Keys should not be left in vehicles unless a requirement of a client’s site, and all
vehicles should be parked in a safe and secure manner and locked while parked
Consider the area where you are parking and ensure that the surface is stable and
not on a steep incline. If this is not the case, look for alternative points of access that
are safe. If possible, park the vehicle in a stable, flat area as close as possible to the
access point, ensure the handbrake is fully engaged, the gear lever is in park
(automatic), the vehicle is switched off and walk to the access point and back to the
vehicle.

7.6 Mobile Phones and visual display units

Using a mobile phone or a visual display unit as you drive may be distracting and
could create potentially dangerous situations. For this reason using a mobile phone
while driving is prohibited except when:
The driver is making or receiving a phone call on a hands free unit
The phone is secured in an approved commercially designed holder fixed to the
vehicle
The phone can be operated by the driver without touching any part of the phone

All other functions including video calls, texting and emailing are prohibited
Holding the phone whether or not engaged in a phone call is also prohibited. Holding
includes resting the mobile in the drivers lap.
Probationary drivers are not permitted to use a mobile phone at all while driving.

A driver can use a drivers aid such as a GPS but it must be an integrated part of the
vehicle design or secured in an approved commercially designed holder which is
fixed to the vehicle.
If these features do not exist in the vehicle you are driving on company business then
ensure the vehicle is stationery and switched off before you make or receive calls or
use your GPS.
If pulling over to take a call, the vehicle should be well off the road in a safe place
(e.g. side street or rest area). Stopping in motorway emergency lanes to take phone
calls is illegal.

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7.7 Passengers
Under no circumstances should team members give rides to unauthorised passengers
(hitchhikers, friends or relatives) or animals when engaged in business activities for
MAD.

7.8 Vehicle Incident Management

MAD team members involved in motor vehicle incidents whilst engaged in work
related activities which cause damage to any other vehicle, damage to roadside
property, injury to an animal not in the vehicle, or injury to any other person, or a
‘near miss’ incident whilst at work must notify their Direct Line Board of Trustee
Manager immediately.

They should not discuss or admit negligence or liability with any other parties, nor
should they agree to pay for anything or sign any papers. Team members should only
discuss incident details or give statements to police officers. As much information
should be obtained about the incident as possible, including full names and
addresses of other driver(s) and witnesses, registration number and make of other
vehicle(s), other driver(s) insurance company and policy number, extent of damage
to the other vehicle(s) or person(s). Team members must then complete the MAD
Incident / Injury Report and relevant claim forms within 24 hours. It is the driver’s
responsibility to report the incident to a police officer/station and then complete a
police report, explaining all incident details.

In the Event of Serious Bodily Injury

During work hours, contact your manager by mobile if necessary, and if you are able
to. If this is not possible at the time of the incident, contact your manager as soon as
possible following the event, or have a relative contact them. Investigation into the
injury will occur immediately.

Major Injury/Death
In the event of major injury or death of a team member the manager will liaise with
the HR manager to determine the most appropriate person to inform next of kin and
relevant government authorities. The manager will then arrange an immediate
investigation into the incident.

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