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Management and Operation of University Vehicles

Management and Operation of University Vehicles,  

The University operates a large fleet of vehicles that are used by individual departments to undertake a variety of activities and to deliver services for the University. 

Operating and managing vehicles used for business purposes is an important responsibility, which also extends to drivers. There are legal and statutory obligations involved in operating vehicles and the Corporate Manslaughter Act 2008 imposes responsibilities on any organisation or business to ensure that its fleet is fully compliant and safe at all times. 

Principles 

Vehicles must be fit for purpose, serviced according to manufacturer’s recommendations, and maintained such that they meet road safety standards. 

Arrangements 

The University’s arrangements for managing the operation of the University’s fleet of vehicles are set out below. 

A. Responsibilities for University Vehicles 

1. The Estates Office is responsible for the acquisition and disposal of all University vehicles. Enquiries for new, replacement or additional vehicles should be submitted to the Estates Office Transport Manager, by email; graham.hine@warwick.ac.uk or by telephone on 024765 50532 

2. The Estates Office is responsible for maintaining a central file for all University vehicle documents in a fireproof safe. This includes; V5 registration documents, MOT certificates, hire agreements, delivery and collection notes and documents relating to the purchase or disposal of vehicles Departments should ensure that these documents are passed to the Estates Office Transport Manager in a timely manner. 

3. The Estates Office Transport Manager, is responsible for the administration of vehicle tax for all University vehicles. This includes renewing tax and dealing with SORN applications. Tax discs are no longer required to be displayed in vehicles.

4. The Estates Office Transport Manager is responsible for reminding departments when a vehicle is due for an MOT check. Departments are responsible for arranging MOT checks with an approved supplier and obtaining a new MOT certificate which must be passed to the Estates Office Transport Manager for retention. Vehicles that do not have a current MOT certificate for any reason must be removed from operations (Road Traffic Act) and the Estates Office Transport Manager informed. 

5. Departments are responsible for maintaining University vehicles. Vehicles must be subject to a daily visual and a weekly physical check by the driver or nominated person who is suitably trained to carry out vehicle checks. Details of the checks must be logged by the driver and recorded by the department with a robust process to report and attend to any safety issues or items requiring immediate attention. If an item affects the legal compliance or safe operation of the vehicle e.g. worn tyre, the vehicle must be removed from operations immediately (Road traffic Act) and the Estates Office Transport Manager informed. 

6. Departments are responsible for ensuring vehicles are serviced in accordance with the manufacturers recommended intervals. The department should have a robust system to record vehicle mileage and service intervals to inform them when a service is due. The system should also facilitate a record of the service details including costs for each vehicle 

7. Departments are responsible for reporting any changes of vehicles immediately to the Estates Office Transport Manager so that the Motor Insurance Database (MID) can be updated (Road Traffic Act). This includes acquiring new vehicles, disposing of current vehicles, hiring temporary or replacement vehicles, loan or demonstration vehicles and any rental vehicles hired for 14 days or more. 

B. Responsibilities of Departments for their Drivers 

1. Departments must ensure that drivers are fit and have the relevant skills to drive University vehicles. The department is responsible for identifying any training needs for its drivers. Training of drivers including minibus drivers must be arranged via the Estates Office Transport Manager. 

2. Departments must ensure that drivers of University vehicles meet the conditions of the University Motor Fleet Insurance Policy3.2 before driving University vehicles. 

3. Departments are responsible for ensuring and for demonstrating by way of a copy driving licence to the Estates Office Transport Manager that drivers of University vehicles posses a valid driving licence with the correct entitlement to drive the vehicle category (Road Traffic Act). Copies of driving licences must be held in a secure facility for Data Protection purposes.  

4. Departments are responsible for carrying out systematic and periodic checks of driving licences which must include all parts of the original licence. The department should operate a robust system to record details of individual driving licences and a process to report any changes to a driver’s circumstances, such as a medical condition, that affects the ability to drive. Drivers with any endorsements and current penalty points should be referred by the department to the Purchasing & Insurance Office before permitting a driver to drive a University vehicle. 

5. Departments must ensure that anyone that they allow to drive a Minibus is at least 21 years of age, has a minimum of 2 years driving experience, and holds a license to drive a minibus. A leaflet explaining the licensing position of drivers of minibuses can be accessed at http://www.direct.gov.uk/prod_consum_dg/groups/dg_digitalassets/@dg/@en/@motor/documents/digitalasset/dg_4011275.pdf 

C. Notes 

1. Further advice and guidance can be obtained from the Estates Office Transport Manager. 

2. Details of the University Motor Fleet Insurance can be found on the Purchasing and Insurance web pages. 

3. A summary of the Corporate Manslaughter Act 2008 can be found at: http://www.hse.gov.uk/corpmanslaughter/about.htm