Microsoft Word - HS Manual Ireland 2018
Health and Safety Statement ‐ Ireland
October 2018
1 Sept 2013 uncontrolled Document when printed
Issue 1:
Introduction This is the Health and Safety Policy and Procedures document for Lockton International Brokers (Ireland) Limited (LIBI) and sets out the policy for LIBI Limited for all the Republic of Ireland, including all subservient and derivative organisations and businesses over which LIBI Limited exercises a majority control. If there is any doubt as to whether the policy should apply then the requirements and processes of the policy should be followed until such time as written clarification is received. Where the term LIBI Limited is used the term may be substituted with the name of the relevant subservient company. Where the document records or recommends actions in the masculine then the feminine shall also be taken to apply and vice versa. A series of secondary documents, Health and Safety Procedures (HSP) form part of the Health and Safety structure and should be read in conjunction with this policy. They are included in this Health and Safety Manual
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Introduction ................................................................................... 2 Policy ............................................................................................. 9 Mission Statement ............................................................................9 The Company.....................................................................................9 The Board ........................................................................................10 Organisation ....................................................................................11 Communication and Consultation...................................................11 Co‐operation from employees ........................................................12 HSE: Associate Health and Safety Leaflet ................................... 13 HSP1 DSE & Computers ................................................................ 15 What is Display Screen Equipment?................................................15 Our Policy ........................................................................................15 When does this policy apply?..........................................................16 How is this policy applied? ..............................................................16 On‐Line Learning .............................................................................16 Information for Associates ..............................................................16 Eye Tests ..........................................................................................17 Self‐assessment Follow Up..............................................................17 Associate Actions ..........................................................................17 Centralised Actions .......................................................................18 Compliance......................................................................................18 Questions.........................................................................................18 HSP2 Manual Handling ................................................................. 20 What is Manual Handling? ..............................................................20 The Policy ........................................................................................20 Who does this policy apply to? .......................................................21 Why does the policy exist?..............................................................21 Guidance to Associates ...................................................................22
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Risk Assessment for Manual Handling ............................................22 Modification to these limits:.........................................................23 Twisting.........................................................................................23 Frequent lifting and lowering .......................................................23 Specific Task Risk Assessment .........................................................24 Associate Groups who are identified as needing specific training..24 Training............................................................................................24 Deliveries of Externally Supplied Goods..........................................25 Prohibition on moving items without trainings and or appropriate moving equipment and PPE ............................................................25 Risk Assessment: .............................................................................26 HSP3 Fire Marshals / Wardens ..................................................... 28 INTRODUCTION ...............................................................................28 Identification of a Fire Marshal/Warden.........................................28 Associates must follow the instruction of a Fire Marshal/Warden.28 The Role of the Fire Marshal/Warden.............................................29 Who is a Fire Marshal/Warden .......................................................29 Fire Marshal/Warden Training ........................................................29 How many Fire Marshals/Wardens are required? ..........................30 Location Specific Information..........................................................30 HSP4 Driving on Company Business .............................................. 32 INTRODUCTION ...............................................................................32 What is Driving on Company Business ............................................32 Prerequisites of Driving on Business ...............................................33 All associates driving whilst on business must: ...............................33 Lockton Commitment......................................................................34 Driver Fatigue ..................................................................................34 Insurance .........................................................................................35
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Condition of the Vehicle..................................................................35 Use of the Mobile Phone.................................................................35 Associates Phone Etiquette.............................................................36 Highway Code and Compliance with the Law .................................36 Poor Road Conditions ......................................................................36 Eyesight ...........................................................................................37 Motoring offences, speeding, parking fines, congestion charges, fixed penalty notices .......................................................................37 Hiring a Vehicle for use on Company Business ...............................37 Insurance of a Hired Vehicle.........................................................38 Smoking whilst Driving ....................................................................39 HSP5 Noise in the Workplace ....................................................... 40 Introduction.....................................................................................40 Definitions .......................................................................................40 Legal Requirements .........................................................................40 Policy Statement..............................................................................41 Noise Assessments ..........................................................................41 Noise Exposure Level Controls ........................................................42 Maintenance of Equipment.............................................................43 Hearing Monitoring .........................................................................43 Keeping Records ..............................................................................44 Employee Responsibilities ...............................................................44 Noise Assessment Form ..................................................................45 HSP6 Working at Heights.............................................................. 47 Introduction.....................................................................................47 Definitions .......................................................................................47 Policy Statement..............................................................................47 Lockton Responsibilities ..................................................................48
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For Associates..................................................................................48 Use of Step Ladders and Stools .......................................................48 Step ladders ..................................................................................48 Stools ............................................................................................49 Outside of the Office Environment .................................................49 Working in Client or Supplier Locations ..........................................49 Responsibilities For Contractors......................................................49 Contractor RAMS (Risk Assessment & Method Statement ..........51 Contractors Records .....................................................................51 HSP7 Associate Well Being ........................................................... 53 HSP8 First Aid............................................................................... 55 Summary .........................................................................................55 Provision of First Aiders...................................................................56 First Aid Assessment........................................................................57 First Aider Requirement ..................................................................58 Risk Level ......................................................................................58 Employee Numbers ......................................................................58 A Suitable Person is: .....................................................................58 An EFAW Trained First Aider is: ....................................................58 A FAW Trained First Aider is: ........................................................58 Training............................................................................................58 Identification of a First Aider...........................................................59 Associates must follow the instructions of a First Aider .................59 HSP 09 Guide Corporate Entertainment........................................ 60 Attending as a guest ........................................................................60 If you have an accident or incident ..............................................60 Hosting an Event..............................................................................61 Use of a third party organised service..........................................61
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Organising and hosting an event directly .....................................61 Corporate Event Safety Plan............................................................62 Corporate Event Risk Profile Record ...............................................64 HSP 10 Expectant and New Mothers ‐ Guide ................................ 68 Assistance for Managers in aiding associates .................................68 Assistance for associates .................................................................69 First Actions once an Associate has advised they are expecting, undertaken by the associates line manager. ................................69 The layout of workstations ...........................................................70 Manual handling ...........................................................................70 Working at height .........................................................................70 Stress and fatigue .........................................................................71 Other Factors ................................................................................71 Pregnant worker ...........................................................................73 Risk Assessment............................................................................73 HSP 11 Contractor Control ........................................................ 78 HSP 12 Office Facilities ............................................................. 79 Asbestos ..........................................................................................79 Legionnaires Disease .......................................................................80 Electricity .........................................................................................81 HSP 13 Third Party Sites and Foreign Travel .............................. 83 HSP 14 Young Persons .............................................................. 85 HSP 15 Lone Working ............................................................... 87 Appendix 1: Manual Handling Risk Assessment ............................ 89 Appendix 2: Noise Assessment Pro‐forma ...................................104 Appendix 3: Lockton Workplace First Aider Requirement ............108 Appendix 4: First Aid Risk Assessment.........................................110 Summary .......................................................................................110
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First Aid risk assessment: ..............................................................110
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Policy Mission Statement
“It is the belief of the Board of LIBI Limited that the continued health and safety of the employees of all companies within the group is of vital importance to the success of LIBI Limited as it is recognised that a good health and safety record will contribute to the overall business performance through fostering a better relationship with its employees and reducing overall liabilities.” “Therefore the Board regards the health and safety of its staff as of equal importance as other aspects of the business of the LIBI Limited and it is our intention to rank the achievement of a safe and healthy working environment and practices at the same level as other company objectives, e.g. optimum financial return, good service to clients, etc. As a result, this policy has equal weight with those for other LIBI Limited activities or intentions.” The Company It is recognised that accidents and ill health often result from failings in health and safety management. The company recognises that current legislation is the minimum standard to which all objectives should be set and will strive to ensure that relevant Legislation, and Health and Safety Authority Guidance are met. In order to meet these requirements the company will:‐ provide and maintain safe and healthy working conditions, safe systems of work, practices and procedures for all employees, permanent or otherwise, and will ensure that all working environments under its control are, so far as is reasonably practicable, safe, adequate and free from risk to health.
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provide and maintain all plant and equipment that is, so far as is reasonably practicable, safe and adequate for the task and free from defect likely to cause injury. provide the information, instruction, training and supervision necessary to ensure, so far as is reasonably practicable, the health and safety at work of all its employees. provide substances that are safe and without risks to health wherever practicable and to provide adequate controls where this is not practical. provide adequate first aid and welfare facilities as required by legislation. We will also ensure, so far as is reasonably practicable, the health and safety of others whilst on our premises. This will be achieved by ensuring safe working practices and by ensuring that only competent contractors are allowed to work in our offices. The Board All members of the board of LIBI Limited are committed, as expressed in this policy, to ensure the health and safety of the employees and others who may be affected by its activities. The whole Board has overall responsibility to lead the Group in delivery of health and safety risk control. The Chairman of the Board has been nominated to champion health and safety risk management issues and pursue the intentions of this policy. The policy is for all accidents to be reported and investigated as necessary with a view to preventing a recurrence and to encourage a positive health and safety culture.
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Organisation There is an organisation for health and safety throughout LIBI Limited that is responsible for ensuring that the requirements of this policy are put into effect. This includes a LIBI Limited health and safety management committee. Health and safety information will be communicated from the Board to staff via this committee or other mechanisms as appropriate. Communication and Consultation A health and safety facilitator will exist for each location and the employees of that location throughout Lockton in the Republic of Ireland. Through this facilitator/representative or their normal line management staff can raise health and safety issues to the LIBI Limited health and safety management committee, who will take matters of policy, where appropriate, to the Board. The health and safety management meeting will draft an annual health and safety plan that will establish health and safety performance targets to be met for the forthcoming year. This will be reviewed and approved by the Board. The health and safety management meeting will provide a report on the plan annually and the Board will issue a statement on health and safety as part of the LIBI Limited report in the Republic of Ireland. LIBI Limited are committed to continuous development and to this end the Board will ask the health and safety management meeting to advise them on health and safety performance within LIBI Limited and to provide specialist advice on any alterations required to the policy or current practices due to changes in law or best practice. This policy will be reviewed when circumstances show that a revision is necessary and in any case annually.
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Co‐operation from employees LIBI Limited expects all employees, permanent or otherwise, to co‐ operate with them to enable this policy to be applied and their own duties and obligations under health and safety to be fulfilled. Employees are required to attend relevant health and safety training courses. Every employee has a role to play by contributing ideas and suggestions so that health and safety, systems, procedures and compliance can be continuously improved. This policy will be brought to the attention of all employees and contractors working for LIBI Limited.
Signed:
Neil Nimmo
Chief Executive Oficer ……………………………………… Date ………………………………………
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HSE: Associate Health and Safety Information Employee guidance provided by the Health and Safety Authority is available by following the link below:
Eire Link
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HSP1 DSE & Computers What is Display Screen Equipment? In its simplest terms it is the computer screen and associated keyboard, mouse and the desk and chair of the work station at which the computer is used. Lockton is committed to meeting all the requirements of the various regulations and recommendations regarding the provision of an acceptable working environment for its staff. This particular document is concerned with Chapter 5 (Part 2) of the Safety, Health and Welfare at Work (General Application) Regulations 2007, and should issues arise which are outside this document then these issues should be raised via the individuals line manager. To avoid doubt this policy applies to all full and part time associates including home workers. Agency employees working for Lockton or contractors will probably have requirements placed on them by their employing agency and must satisfy those. Temporary and Contract Staff must follow all Lockton Health & Safety policies. Our Policy We will maintain procedures to meet with the requirements of the Safety, Health and Welfare at Work, (General Application) Regulations 2007, Chapter 5 of Part 2 Lockton will have in place a procedure which will allow all employees to review information via the Intranet which will give associates the required information to: understand the requirements of the relevant regulations
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complete a short test of that knowledge complete a self‐ assessment of their own individual workstation, which will give each associate their personal action plan. This will be supported have access to reminder information and a route ask questions and seek support should their individual circumstances change. When does this policy apply? If any associate is expected to use the computer/equipment for over two hours a day then the regulations and guidance for the design and adaptability of the DSE and workstation apply. How is this policy applied? The use of the Lockton intranet is essential in the delivery of this policy and its implementation. An on‐line learning program is provided and all associates are written to, via recorded e‐mail, requesting that they complete the on‐line learning and follow up on items that they may have raised. The on‐line system recorded will be used to audit the compliance of associates with this procedure In conjunction with our Health and Safety advisors the intranet package will be reviewed to ensure continued compliance with the DSE regulations and the various guidance notes. On‐Line Learning The on‐line learning and examination and recording and audit program used for the purposes of compliance with this policy is sent to you individually. If you lose or forget the link please contact facilities who will arrange for the link to be sent again.
Information for Associates
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The following links provide information for associates regarding DSE. http://www.hsa.ie/eng/Publications_and_Forms/Publications/Gener al_Application_Regulations/Display_Screen.pdf Please read this HSA sheet for more information. DSE assessment training and reminder resources are available on your on line training pages. If you forget or lose the link please contact facilities. Eye Tests Associates should note within the training that it is recommended that eye tests be taken by those who work with DSE to ensure that any vision related issues are correctly addressed. Associates will be aware from the staff handbook that eye tests costs will be reimbursed, please see the staff handbook for the particular details on this and how to claim the funds. Should glasses be required specifically to enable the DSE based work to be undertaken then Lockton will reimburse up to E50 towards the cost of the glasses, detail again are in the associate handbook. Lockton Handbook Link to Eye Test and Glasses information
Self‐assessment Follow Up Associate Actions
Associates are expected to action their own assessment as, when the self‐assessment element of the DSE on‐line learning is completed, it may reveal that there are issues that require further action. The associate undertaking the training and assessment will be advised of this by the program results at the time of completion of
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the assessment and should advise the issues to Facilities, Technology or HR as appropriate. A competent health and safety adviser will be available to assist with completion of the DSE assessment. Once the issue has been resolved then the assessment must update with the new or revised information by the associate. Centralised Actions The self‐assessment process will provide a status and record information to ensure that all employees have completed their own assessment and allow Lockton to review progress, either individually 1. Advising them to undertake the training and assessment, 2. Chasing them to do so when they fail to do so within 1 month of (1) 3. Chasing them again within one month of the reminder (2) Should associates who have been written to fail to respond to the three emails then this will be taken by Lockton as confirmation that they have no issues with their DSE equipment, use and workstation and that the current position is satisfactory. Questions If you have any doubts or questions regarding any issues outlined in this document please do not hesitate to contact Facilities. or as a group. Compliance Each associate will be written to via email three times,
Email Link Call 020 7933 2079
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HSP2 Manual Handling What is Manual Handling?
Under the terms of this policy document it is any lifting, carrying, moving, shifting or depositing of any item required to be moved as part of an individuals’ services to Lockton in the course of their employment. Whilst this might be felt to be a broad definition it is deliberately written to be this wide as carrying a small heavy item either a long or short way can pose as many issues as a large and bulky item a short distance. The primary rule is straight forward: Associates should not move furniture to rearrange rooms or offices. Any other items which are large, bulky, heavy or involve items being moved in awkward conditions or areas of limited access should be subject to a specific individual risk assessment. Certain roles are identified as requiring full training – to enable associates in those roles to understand how to appropriately deal with particular items, including seeking the use of additional associates or third party specialist moving companies to assist, or use of specific equipment to assist in moving and handling the item. The Policy It is Lockton policy to have in place actions and procedures to meet the requirements of the Safety, Health and Welfare at Work (General Application) Regulations 2007 Chapter 4 of Part 2 Regulations The potential for harm to associates as a result of undertaking manual handling operations shall be prevented, or where that is not reasonably practicable, be adequately controlled. The requirements of this Policy are based on the principle that staff shall not undertake manual handling tasks having the potential to cause harm, unless they have, in the first instance, been risk assessed.
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Where the risk assessment identifies it to be necessary, prior to an activity being undertaken, appropriate training shall be provided, together with any essential manual handling and personal protective equipment being available. This document does not provide a comprehensive guide to the Regulations. It does, however, provide an outline of their requirements and the action to be taken. Supplemented with the training that will be available to those designated to undertake the manual handling risk assessment process, it will enable comprehensive management action to be taken to control potential hazards and risks at the departmental level. Who does this policy apply to? All Lockton associates are required to be familiar with this policy and it will be included in the staff induction information at the commencement of their employment and be continuously available through the health and safety information on the premises intranet page and also as part of the self‐assessment and risk assessment package on the intranet. Why does the policy exist? Injuries to people caused by the incorrect moving of objects is one of the leading reasons for staff to be absent from work, particularly in the obvious manifestation of this via back injuries of various types and seriousness. This policy is to provide staff with the correct information about how to assess the risks identified with moving objects and to also identify staff who may be expected to move objects regularly as part of the work and that should therefore be subject to further specific training, beyond that of the intranet self‐ assessment package.
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Guidance to Associates Associates who are identified as being in groups of people who are likely to be at risk of a manual handling related injury have been identified as requiring training. (See page 4 of this HSP) If any member of staff has not had manual handling training and are required to move any object as a one off or regular part of their job If the weight of the object to be moved is unknown then an assessment is required, with the first step being to establish the weight. Overleaf is a generic diagram for a quick assessment of the movement of various object weights at differing heights to the individual associate. Movement of objects within the guide diagram is permitted provided the associate notes the limits imposed by twisting etc. For movement of objects that fall outside the limits in the diagram overleaf a specific individual risk assessment is required. See Appendix One for the pro‐forma. Associates should use this diagram to make a quick and easy assessment. Each box contains a guideline weight for lifting and lowering in that zone. (As you can see, the guideline weights are reduced if handling is done with arms extended, or at high or low levels, as that is where injuries are most likely to happen.) Observe the work activity you are assessing and compare it to the diagram. First, decide which box or boxes the lifter’s hands pass through when moving the load. Then, assess the maximum weight being handled. If it is less than the figure given in the box, the operation is within the guidelines. then they should refer to the information below. Risk Assessment for Manual Handling
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If the lifter’s hands enter more than one box during the operation, use the smallest weight. Use an in‐between weight if the hands are close to a boundary between boxes. The guideline weights assume that the load is readily grasped with both hands and that the operation takes place in reasonable working conditions, with the lifter in a stable body position.
Source HSE “Getting to Grips with Manual Handling” Modification to these limits: Twisting
Reduce the guideline weights if the handler twists to the side during the operation. As a rough guide, reduce them by 10% if the handler twists beyond 45°, and by 20% if the handler twists beyond 90°. Frequent lifting and lowering The guideline weights are for infrequent operations – up to about 30 operations per hour – where the pace of work is not forced, adequate pauses to rest or use different muscles are possible, and the load is not supported by the handler for any length of time. Reduce the weights if the operation is repeated more often. As a
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rough guide, reduce the weights by 30% if the operation is repeated once or twice a minute, by 50% if it is repeated 5–8 times a minute, and by 80% where it is repeated more than 12 times a minute. Specific Task Risk Assessment If the movement required falls outside the above guidelines or the associate has a reduced capacity due to other causes, e.g. ill health or pregnancy then a specific risk assessment is required, use appendix one proforma to get the required information and sent to Facilities in London for assessment and assistance. Please allow up to five working days for the process to be completed and use the help link here to request it. Facilities@uk.lockton.com Associate Groups who are identified as needing specific training. The following groups are acknowledged by their roles as undertaking works which could lead to manual handling issues. Therefore training for them will be provided under this policy. 1. Post Room Associates – all post room associates based in London. 2. Associates who regularly handle Archive storage boxes – this is all registered users of the archive database. 3. Technology Staff who deliver, install or replace Technology equipment, including PCs, faxes, scanners, servers and printers 4. Marketing Staff who are regularly involved in setting up, dismantling and moving displays, back drops etc. Training This will be provided using a health and safety company externally hosted training and combined self‐assessment web site, to provide all the appropriate information the associates who need it and to enable them to have access to refresher training.
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The link to the external training will be sent you if you fall into the category of needing the training. If you lose the link or forget the site please contact facilities who will arrange for it to be sent to you again. Deliveries of Externally Supplied Goods As far as possible all suppliers should be requested to deliver goods to the point of use, this is particularly relevant with paper, stationery, water bottles, technology deliveries (probably to the storage shelf) Where external delivery cannot be to the point of use the order must be placed clearly stating the delivery should be broken down in to component parts and a risk assessment carried out. If someone is involved in placing water bottles regularly on coolers then a storage level, equal to the height of the dispenser should be set up. Prohibition on moving items without trainings and or appropriate moving equipment and PPE Any item requiring moving that falls outside this assessment must be referred to facilities for advice. To restate the earlier information, associates should not attempt to move, lift or shift any heavy (as per diagram limits), bulky (any weight) or awkward (any weight) or furniture items, excluding chairs without completion of an appropriate Manual Handling Risk Assessment.
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Risk Assessment: Attached as Appendix 1 to this manual is “Lockton Office Risk Assessment for Manual Handling.” If in any doubt complete this and send it to facilities before attempting to move the object/s.
There is also a risk assessment within the on‐line training.
Either maybe completed and sent to facilities.
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HSP3 Fire Marshals / Wardens INTRODUCTION
This document sets out the role of the fire marshal or fire warden in the Lockton workplace. The terms marshal and warden shall be deemed to means the same and are interchangeable throughout the document. In summary there will be a Fire Marshal or series of Fire Marshals in any Lockton workplace. In the event of a fire or other evacuation emergency situation occurs all permanent and temporary staff, visitors and contractors are required to follow the instructions of the Fire Marshal. Identification of a Fire Marshal/Warden All persons undertaking the role of a Fire Marshal shall, for the duration of the time they are fulfilling the role, identify themselves by wearing a distinctive arm band or tabard with the words Fire Marshal/warden clearly printed on them. If an emergency situation arises the Fire Marshal must wear the provided arm band or tabard.
or
Associates must follow the instruction of a Fire Marshal/Warden If anyone does not follow the directions of the Fire Marshal, in the event they are members of staff of Lockton, they may be subject to formal disciplinary procedures.
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The Role of the Fire Marshal/Warden Within Lockton the role of the fire marshal is limited to ensuring that, so far as is reasonably practicable, that in the event of an emergency situation occurring all staff in the area under the control of the Fire Warden are evacuated from the building safely and that the Fire Warden does not put themselves in a position of greater risk in undertaking the role. Once staff, visitors and contractors are at the assembly point the Fire Warden shall serve as the communication link between the staff and Fire Brigade and the building Facilities manager. Once the Fire Brigade, or other suitably qualified and identified persons have confirmed that it is safe the Fire Marshal shall control the re‐entry process into the building. In the event that the situation continues and staff have to be moved to a further temporary location the supervision of this shall be undertaken by the Fire Warden. Who is a Fire Marshal/Warden A Fire Marshal is a volunteer from with the Lockton staff who has successfully undertaken a training program nominated by Lockton for Fire Wardens. The person is required to act in accordance with the training when meeting the Fire Warden Role. The training shall be recorded in a central record and retraining shall be undertaken at times to be identified by Lockton. Fire Marshal/Warden Training This will consist of an internally provided on‐line training course. All Fire Marshals will be sent a link to the program and are required to complete the online training and the test at the end of it. The system is run by an administrator who will review the training and request retraining every 48 months for the marshals.
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How many Fire Marshals/Wardens are required? The following matrix shall be used to calculate the number of fire wardens required in a building, each warden shall have a nominated deputy. Both shall undergo Fire Warden training.
No of Lockton Associates in the building
Lockton associates occupy a Single Storey in a building
Lockton associates
Lockton associates occupy 2 uppers floors in a building
Lockton associates occupy more than 2 storeys in a building.
occupy Ground and 1st Floor in a building
1‐20 20‐40 60‐80
1 1 2
1 1
1 1
1 2
2 (1 per floor)
2 (1 per floor)
1 per 40 persons on each floor 1 per 40 persons on each floor 1 per 40 persons on each floor 1 per 40 persons on each floor 1 per 40 persons on each floor Seek confirmation from H&S advisor
80‐100
2
2 (1 per floor)
2 (1 per floor)
101 – 150
2
4 (2 per floor)
4 (2 per floor)
151 – 200
3
4 (2 per floor)
4 (2 per floor)
200 – 250
4
6 (3 per floor)
6 (3 per floor)
Over 250
Seek confirmation from H&S advisor
Seek confirmation from H&S advisor
Seek confirmation from H&S advisor
Location Specific Information Each Location shall have specific Fire Evacuation Procedures for that building and associates should familiarize themselves with the information on fire notices and as contained in the fire risk assessment for that location.
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HSP4 Driving on Company Business INTRODUCTION
This document set down the policy and controls that Lockton applies to any associates driving on company business, including hire cars. It is recognised that associates will drive to business meetings and inspections of a variety of locations throughout the UK and IRELAND. Associates and managers should read and understand the contents and follow the guidelines and recommendations. The document covers time on the road, condition of the vehicle, insurance, use of mobile phones and general compliance with the law. All associates should be familiar with the contents of this policy and by undertaking a journey whilst at work they are acknowledging that they have read and understood this document and can and will continue to meet the requirements set down in it. If hiring cars particular attention is drawn to the section at the end on this subject. All drivers are required to undertake the online training and risk assessment and follow up on the action plans personal to them, as described at the end of this procedure. The link below is to the Rules of the Road which are referred to within HSP04 – Republic of Ireland Rules of the Road What is Driving on Company Business This is any journey undertaken by an individual where they are in control of the road going vehicle, whether a car, van or motor bike and where the journey can be attributed to the persons employment. It does not cover driving to and from work on the regular commute between the office and home. It does apply where
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someone, even as a favour, may be delivering papers or a package on behalf of Lockton on the way to or from home.
Prerequisites of Driving on Business If in any doubt the associate should not drive and should seek alternative transport arrangements to complete the journey.
All associates driving whilst on business must: Hold a valid license that entitles then to drive on Irish roads. The license must not be suspended or invalidated or expired during any period of the journey being undertaken. Check the vehicle they are driving and be satisfied that the vehicle is in good condition and roadworthy and capable of completion of the journey and complies with the various laws which apply to the condition and use of that vehicle. Drive in accordance with the Rules of the Road and comply with all applicable laws. Not consume alcohol during any period of the journey or commence the journey in a condition where the residual alcohol from previous drinks may exceed the limits set in law or if the individual feels that their driving may be impaired in any way by previous alcoholic drinks. Not take any drugs, prescription or otherwise, which may impair the ability to drive during any period of the journey or commence the journey in a condition where the effects of previously taken drugs may impair the ability to drive. In the case of prescription drugs the doctor prescribing the medicine should be asked to confirm whether the drug would have any impact on the ability to drive. The guidance contained with medicine should also be followed.
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So far as is reasonably practicable Lockton recommends not to use the mobile phone at all when driving on company business. If a phone must be used whilst driving then it can only be used with the appropriate hands free kit in accordance with the manufacturers and installers instructions and still remaining used in compliance with the Rules of the Road. Any calls made or received on mobile phones not using a hands free kit must be completed with the vehicle stationary and properly parked. Lockton Commitment We are committed to following the guidelines and recommendations of the Royal Society for the Prevention of Accidents (RoSPA) with respect to our policy on business driving. This covers the various aspects of driving on business. It is also recognised that each person has different tolerances and endurances and these may vary from day to day for each individual. Driver Fatigue No specific guidance is possible to give on the distance that may be covered. What is required is that in the event that the individual starts a journey they should plan a realistic journey time to reach the destination/s driving within the speed limits and allowing for adequate breaks in the journey, including overnight stops where required. As a guide, any journey, or section of a journey, which may reasonably be expected to take over two hours to complete should allow for a break. This is not a general rule for everyone, as some people may start to feel tired sooner in a journey and they should plan more breaks. Journeys should not be planned as to commence at the end of the working day or immediately after a large meal.
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What is required is that the driver should be aware and alert during the journey and in the event that they start to feel fatigued then, in accordance with the RoSPA guideline they must take a break. If the estimated time for the journey would require more than eight hours of driving in any one day then an overnight stop is strongly recommended, it is however left to the drivers discretion to make Whilst using their car on company business it is required that all associates have their own car insurance and maintain it for the whole of the period of the journey. Whilst the choice between fully comprehensive and various types of “third party only” policies remains with the driver it is required that the policy is endorsed with cover for business use by the associate. The commencement of the journey and/or the subsequent submission of a claim for expenses shall constitute, by its submission, acknowledgement of this requirement and compliance with this condition. Condition of the Vehicle It is the responsibility of the driver to check the condition of the vehicle they are about to drive, each time they drive it. Lockton both reminds associates of this requirement of the highway code and strongly recommends that vehicles should be serviced in accordance with manufacturers recommendations. Furthermore, if the age of the vehicle requires a NCT test then the vehicle should be subject to this test and be issued with a pass certificate for the whole of the journey period. Use of the Mobile Phone If a call is to be made or received Lockton recommend stopping the vehicle safely to make the call. If a phone must be used then, other this decision. Insurance
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than using an appropriate hands free kit correctly installed, the vehicle should be correctly parked and the call completed. It is also recommended that the phone should be capable of receiving messages and have a voice mail facility. In the event that the person who has the phone is driving then the phone should be switched to these services only and the driver not be expected to make or receive calls during the period they are driving. If no message service or hands free kit is available the phone should be switched off. Lockton requires that all drivers comply with the Highway code on all matters and particular attention is drawn to the section on use of phones. As this document states earlier that rest breaks should be taken when driving the phone can be checked for messages at these break times. Associates Phone Etiquette All Lockton associates are requested to avoid encouraging any incoming calls when driving. All Lockton associates should not call other associates if they are known to be driving. Rules of the Road and Compliance with the Law Lockton requires that all associates remain familiar with the appropriate Rules of the Road as it is updated, and follow the rules and guidance contained within it at all times. A link to this document is at the start of this section. Poor Road Conditions Furthermore in the event of temporary deterioration in road conditions, possibly due to road works and narrower coned lanes, poor weather conditions or at night, all drivers are reminded to take
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particular care when driving and use slower speeds and plan for longer journey times, with appropriate breaks. Eyesight The highway code requires that all drivers have vision that meets certain requirements, Lockton requires that yours do meet the requirement. In the event that you currently do not use glasses or contact lens to correct your vision, either generally or when driving, and you suspect that your vision does not meet with the requirement of the highway code then Lockton requires you do not drive and that you request an vision test which Lockton will either arrange through HR or reimburse the cost of the standard eye test to the individual. If this reveals that glasses or contact lens are required to correct your vision then you should not drive until these are available to use, Lockton regrets it cannot fund the purchase of these. Motoring offences, speeding, parking fines, eFlow, fixed penalty notices The driver of the vehicle is liable for these charges and costs at all times. The only cost that Lockton will reimburse is the eFlow – where the charge has arisen solely due to a business meeting need and not through a journey associated with the regular commute to work. Hiring a Vehicle for use on Company Business In exceptional circumstances you may hire a car for business use provided that: You have the prior approval of your MD. (Exchange of e‐mails prior to inception of the hire will suffice) The booking is made in the name of the company, not in the name of an individual. The vehicle is hired solely for use on company business. Personal use of hire cars is not allowed.
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