EOTC 6

Transport Procedures

Crisis Plan Link

(school vehicles, rental cars and private cars)

Description

Transportation using motorised vehicles.

For wintertime driving, also use an EOTC 4 risk management form or Page 3 on the current EOTC 1 form.

This is potentially the part of any trip that has the most risk. There is enormous potential for harm, and the causal factors are often outside of the driver’s control. Ultimately it is the responsibility of each trip leader/ person in charge to ensure the vehicles and drivers used on any school trip are up to standard.

Driver competencies: Consider the type of journey and road conditions

Qualifications

Current drivers licence: Must be sighted

There is a First Aid qualification held by someone within the convoy.

Skills/Induction

All drivers of MAC vehicles must be employees of MAC or have the above and gone through police vetting. Are also familiar with operation of MAC vehicles (if being used).

• See Andrea Woolley (OP Dept.) for the GoBus & MAC silver van induction)
• See Roger (staff use) for black van induction

Ratios

Vehicles must not be loaded greater than the number of available seats. All passengers in vans / cars must have a seat belt.

• MAC VW (silver) vans may carry 11 passengers
• MAC VW (black) van may carry 10 passengers
• MAC Gobus van (white) may carry 11 passengers

Equipment

Essential for safe operation of each MAC vehicle. You will need to ensure this also when using staff or parent vehicles, or external providers.

• First Aid Kit: there should be one in a MAC vehicle. However, when away from your vehicles please use a first aid kit from the office.
• Communication device (Cellphone) and charger
• Snow Chains (winter).
• Fuel Cards and AA card (School vehicles only)

Preparation Checklist

• Prebook vehicles: 

• MAC VW (silver vans & gobus): email Andrea Woolley
• MAC VW (black vans): Book via the MAC VAN/vehicle Calendar via staff access only (check availability here).

• The person in charge must check that all drivers have current licences and that vehicles have WOF, Reg and are suitable for purpose. (E.g: driving to the snowfarm may require a 4WD or chains to be carried)
• Check fuel amount and ensure that you have enough for your journey. If your journey extends further then check where you can fill up on the way.
• Check trailer couplings (if used)
• Check road conditions (eg NZTA road report, QLDC Road Reports)
• Check for chains, spare wheel etc.
• Keys: GoBus & Silver MAC vans - kept in the OP shed. Black vans - kept at the school office.

Significant Hazards

These have a high consequence, and a reasonable likelihood of occurring without management applied.

1. Driver fatigue
2. Dangerous Driving (including speeding, or driving under the influence of drugs or alcohol)
3. Passengers behaving unsafely (unbelted, leaning out windows, moving inside vehicle)
4. Unfamiliar with roads
5. Unsafe road conditions (eg ice, snow, gravel) also If it's wintertime then a risk management plan needs to be made regarding the specifics of the area you will be driving. All driving in wintertime is deemed as high risk.
6. Other road users cause accident
7. Driver distraction (phones, stereo, eating)
8. Vehicle malfunction
9. Vehicle theft
10. Damage to vehicle
11. Towing trailers over hill roads e.g. Crown Range: loss of braking power while descending the Crown Range on the Wakatipu side.
12. Driving on loose metal roads.

Standard Operating Procedures

These are the ‘rules’ for this activity.

1. In regards to COVID-19 please consult: MOE COVID guidelines.

1. Passengers and drivers must all wear seatbelts when the vehicle is moving.
2. Drivers must obey all road rules and are personally liable for any fines incurred.
3. No students are to drive school vehicles.
4. The number of driving hours required for the journey and the length of the driver’s working day (including non-driving hours) should comply with NZ Transport Agency (NZTA) regulations. www.nzta.govt.nz.
5. Strategies should be in place to avoid driver fatigue (for example, having more than one driver AND/OR planning stopping points on long journeys for toilet breaks and refreshments): see next procedure.
6. There needs to be an observer in the vehicle who is awake at all times and observant of the driver and driver fatigue.
7. If it's wintertime then a risk management plan needs to be made regarding the specifics of the area you will be driving. All driving in wintertime is deemed as high risk.
8. No student is to drive (including solo) or transport other students on school trips, except with the consent of the Principal and ALL parents of the passengers and student driver.
9. If more than one vehicle then create a convoy(s) to the destinations.
10. Ensure that there are two or more students within each vehicle.
11. MAC vehicles are to be locked when not in use. Driver is responsible for the security of the key.
12. When towing trailers: plan your travel route to minimise use of high road passes which may compromise your braking. E.g instead of driving over the crown range to wakatipu, drive via Kawarau and return over the crown. It is the drivers responsibility to check the trailer couplings are attached to the vehicle, this includes the safety chain. Also that the trailers lights are working correctly.
13. Loose metal roads; review road status before going and check for weather issues, especially when gaining altitude or crossing fords. Assess also for road corrugations and drive conservatively.

Leader Guidelines

To assist with good decision making

1. Drive with caution. Remember the speed limit when towing is 90km/h.
2. Fit chains whenever indicated. Preferably, avoid travel on icy roads.
3. Take care with overloading, especially on roof boxes of the silver school vans.
4. Ensure all loads are securely tied down.
5. Schedule regular breaks to combat fatigue, or arrange a rotation of drivers if possible. A 10 minute break every hour could be a lifesaver. Need to have a rest every two hours. Over 5 hours of driving, you should have a minimum of 30 minutes cumulative break time.
6. Due consideration be given that there should be a competent observer in the vehicle who is awake at all times and observant of the driver and driver fatigue.
7. Staff members who are driving should consider their work times including all activities (driving) being no more than 13 hours without a 10 hour rest period in between.

Post-activity

• School vehicles must be left clean and more than ½ full with fuel.
• Rental vehicles must be left clean and returned with a full tank of fuel.
• Fill in the vehicle use sheet with the  mileage, the use, and the dept. to be charged. This will be on a clipboard and assigned with the keys.
• Return keys to the normal required place: Go Bus rented van & Silver vans - OP shed
• Black vans - office (See vehicle coordinators to liaise with any variations)
• Inform the following people if there is any vehicle damage which occurs. 

• Andrea: Go Bus rented vans and Silver MAC vans.
• Roger: Black vans & Blue Subaru
• Fill out an incident form if vehicle damage has occurred from a vehicle accident. Please also refer to the Emergency Procedures below.

Emergency Procedures

In all cases

Driver is to manage the initial response in the field.

They must employ a directive leadership style to respond to emergencies.

Priority is the safety of the remaining students, and themselves.

Do not admit liability in any accident. Note all relevant information (names, plates, times) and take some photographs of the scene if possible.

If emergency services are required

Contact 111 police/ambulance for assistance. As soon as possible make contact with MAC to inform of situation. Mac will initiate Crisis Plan if required.

Notes:

Transport Procedures Review Status

Created by

Dave Cassaidy & Luke Faed

Date

Nov 2012

Moderated by

Date

Checked and updated

Luke Faed

Date

Feb 2017

Luke Faed, Maxine

Sept 2019

Luke Faed

Aug 2020

See versions for updates

Luke Faed

Aug 2021