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Use of Privately Owned Vehicles

Staff who drive their own vehicle for the benefit of the University, either on or off campus, to attend meetings, training and visits must ensure that their vehicle is in a safe and legally roadworthy condition before being used. This must include the vehicle having:

  • a current MOT certificate
  • ensure they have valid vehicle tax
  • appropriate insurance cover for ‘use on the business of your employer”
  • proof that the vehicle has been routinely serviced and maintained

    The University reserves the right to check relevant documents and inspect private vehicles used for business travel at any time and without notice.

    Drivers must not drive under the influence of any drugs or with any medical conditions that may affect their ability to drive, and must inform DVLA where needed in line with the information at .

    It is a legal offence to drive any vehicle on the public highway whilst under the influence of alcohol or drugs. Any driver who drives a University vehicle whilst under the influence of alcohol or drugs of any kind will be subject to disciplinary action.

    Appropriate rest breaks must be taken by drivers in line with the findings of the risk assessment. The recommended break for continuous driving is 10 minutes every 2 hours driving.

    It is a legal offence to smoke in vehicles where passengers are carried in line with the Smokefree Workplace (Exemptions and Vehicles) Regulations 2007.

    When towing trailers drivers must ensure that their license permits this, the trailer is roadworthy and that the trailer is not used for the transportation of passengers. Drivers should check with the University insurers before towing a trailer that they are covered by insurance.

    Drivers qualifying after January 1997 are not eligible to tow transport unless they undertake a separate test.

    Drivers must ensure that passengers are not carried in vehicles not intended for that purpose and must not exceed the passenger numbers of the vehicle used.