An increasing number of vehicles, especially fleet
vehicles, are being fitted with various devices designed to help the driver
drive safely, or help the driver do other things, such as schedule deliveries
and pick-ups more efficiently. While these different technologies can, if used
properly, reduce the risk of drivers crashing, they can also increase the risk
(e.g. by distracting the driver) if not used properly.
Therefore, it is essential that managers and drivers
understand what such technology can and cannot do, how to use it safely and the
potential of mis-using it.
Other technologies are available which can help monitor
vehicle and driver performance. Managers and drivers also need to understand the
contribution these can make to safer driving.
This fact sheet gives simple advice on how employers and
line managers can develop and introduce policies to ensure that whenever staff
are given vehicles with new technology, the benefits and risks of providing the
technology are first assessed, that staff are educated and trained in its safe
use and that the effects of its introduction are monitored. It can be used to
inform the part of the organisation’s risk assessment that addresses these
issues, and also ensure that suitable equipment is used.
A sample "Policy" is included, which can be adopted as
written or adapted to suit your organisation’s needs. It can be used as a
stand-alone policy or incorporated into a wider "Safer Driving for Work" policy.
Types of In-Vehicle Technology
In-vehicle technology is developing at a rapid rate,
with new technology constantly being introduced, either when vehicles are
manufactured or retro-fitted later. Similar devices are given different names by
different manufacturers. Current in-vehicle technology tends to fall within the
following broad categories (although, it is likely that other types will appear
in the future).
1. Driver Assistance and Safety Systems
Driver assistance Systems monitor the road and traffic
around the vehicle and warn or inform the driver accordingly. Some are designed
to improve driver comfort and it should not be assumed that they will increase
safety. Examples are:
Adaptive Cruise Control (ACC) use sensors to monitor the
distance to the vehicle in front. They can then reduce the vehicle’s speed if
the vehicle’s speed if the vehicle ahead slows. Future generations of the system
will be able to bring the vehicle to a complete halt in an emergency. They are
designed for use on high speed roads rather than town and city driving.
Lane Departure Warning Systems (LDWS) monitor road
markings by the side of the car. If the vehicle drifts iut of the lane, it
alerts the driver.
Blind Spot Information Systems (BLIS) monitor the area
behind the car that the mirrors do not cover. If it detects movement, it warns
the driver.
Driver Fatigue Monitoring System use cameras to monitor
a driver’s eye movement or other physical signs. If it detects signs of driver
fatigue (e.g.a change in eye blinking rate) it alerts the driver.
Reversing and Parking Aids alert the driver to the
proximity of objects or people behind the car.
Adaptive Front Lighting Systems direct the headlight
beams to the direction of travel, according to the steering wheel angle.
Tyre Pressure Monitoring Systems monitor the pressure in
the tyres and alert the driver if they need adjusting.
Generally these systems warn drivers by visual and
audible alerts, although ones that use vibrations in the seat are being
developed. Many only work above or below specific speeds. Other systems, such as
pedestrian detection and collision warning technology, are rapidly beginning to
be introduced.
The purpose of all these systems is to provide better
information to the driver about the road and traffic environment and to provide
early warning of hazards. They can reduce the risk of accidents. However, it’s
essential that managers and drivers know how to use them safely and do not
regard them as a substitute for alertness, good observation and anticipation,
and freedom from sleepiness and fatigue.
2. In-Vehicle Information Systems
This includes a wide range of systems designed to give
information to the driver. Examples are:
Satellite Navigation (SatNav) allows drivers to let a
computer plan a route for them and to give directions during the journey. Some
also provide warnings about traffic jams, and can choose alternative routes to
avoid delays. SatNavs usually give visual directions on a screen and voice
commands to instruct the driver what to do at approaching junctions.
Many SatNavs require annual (or more frequent) updates,
without which the information they contain becomes out-of-date which could
result in a driver making a mistake based on false information. The on-going
cost of keeping SatNavs updated and maintained needs to be taken into account
when considering their purchase.
The purpose of SatNavs is to provide advance information
about route or traffic conditions, enabling the driver to make earlier and
better decisions. However, it is essential that drivers still pay attention to
their route and the roads they are using in case the system recommends an
suitable route or manoeuvre. For example, many systems may not have information
such as weight and height limits on roads and bridges. (Car SatNavs are not
designed for use in heavy vehicles). Drivers must obey road signs and markings,
irrespective of what the SatNav tells them to do.
In vehicle Telematics Systems tend to have specialists
functions, such as helping taxi drivers to organise pick ups, or delivery
drivers to record what drops have been made. As they interface with the driver,
they can have a direct influence on the nature of the driving. Therefore, it is
important that the equipment and the way it will be used is properly assessed.
For example, the driver should only use the devices when their vehicle is
stationary.
3. Speed Management Devices
Various types of Speed Management Devices are available,
some of which are combined with other devices, such as SatNavs. Examples are:
Speed Warning Devices may have one or more functions.
They may warn the driver if he/she exceeds certain pre-set speeds, inform the
driver of the speed limit of the road they are using, or warn about accident
black spots ot other areas, such as school zones or safety camera sites. They
could be useful in alerting drivers if they exceed speed limits or when they are
approaching a stretch of road with a known crash problem.
However, they may be used by drivers to 'get away' with
speeding by warning them when they are approaching safety cameras. Managers need
to ensure that they are used to improve safety, not to enable speeding. Devices
that use radar to detect cameras are set to become illegal, but ones that use
GPS systems will continue to be legal.
Speed Limiters can prevent a driver from going above a
fixed speed.
4. Electronic Braking and Stability Systems
These are designed to improve the vehicle’s braking
performance and/or control, particularly in emergency situations. Examples are:
Anti Lock Braking Systems (ABS) are standard on all new
cars and help to prevent the wheels locking during braking so drivers can
manoeuvre around obstacles.
Brake Assist (BA) ensures that the maximum pressure is
applied by the brakes to stop a vehicle in an emergency to bring the vehicle to
a quicker halt.
Electronic Stability Control (ESC) detects whether a
vehicle is about to skid and prevents this by reducing engine power, and if
necessary, braking individual wheels.
5. Monitoring Devices (Black Boxes)
These are increasingly used in fleet vehicles as a way
of helping managers record how drivers are using their vehicles so that
efficiency and safety improvements can be identified. Examples are:
Vehicle Monitoring Devices
These measure many aspects of a vehicle’s operation,
such as its peak and average speeds, seatbelt use, distance and time driven, and
harsh braking and acceleration. The data can be collected and analysed to
provide managers with feedback about how their staff are driving and to identify
drivers who need further training or other help (such as a change in
scheduling).
Event Data Recorders (EDR)
If a crash occurs, they record data (such as the
vehicle’s speed, steering wheel movement, braking) about what the vehicle was
doing immediately before the crash. Employers do not have legal access to this
information, but it is used to help police accident investigators determine the
causes of accidents.
What Employers Should Do
1. Consult staff
Ensure that staff and/or their safety representatives
are fully consulted about the organisation’s policy on safe driving, including
the use of in-vehicle technologies that are provided in company vehicles or in
staff’s own vehicles that are used for work. The policy should be reviewed
periodically in joint health and safety committee meetings. Where monitoring
technologies are used. Commitments may need to be given to staff about the way
the data gathered is used and confidentiality of information relating to
identifiable individuals.
2. Expect Safe Driving
Ensure all staff including managers, understand that the
organisation expects everyone to drive within the law, safely and responsibly on
work journeys, that in-vehicle technology must only be used as designed, and
that the organisation will provide appropriate help and training in the safe use
of such technology.
All managers should be trained to manage work related road safety as part of
their health and safety responsibilities. They should lead by personal example
and follow the organisation’s policy.
3. Raise Awareness
As part of recruitment, training and staff appraisal,
ensure that drivers, and their managers, are reminded about the:
Laws and rules about safe driving (the Highway Code)
Types of devices that are and are not permitted in vehicles used for work
Purpose of such devices
Safe use of such devices
Potential risks and consequences of mis-use
Organisation’s policy on in-vehicle technology
Help (such as training) available for staff
Staff also need to be aware of the:
Legal, financial and bad PR consequences of crashing
due to poor driving
Organisation’s policy on work related road safety
Need to co-operate in carrying out the policy, to report any problems and to
participate in investigations.
4. Assess the Costs, Benefits and Risks
Employers should assess the costs, benefits and risks of
providing, or permitting, in-vehicle technology as original equipment or fitted
afterwards. Equipment must be safe to use and be designed to help drivers to
drive safely and reduce the risk of crashing. The risks of drivers mis-using the
technology, or relying on it too much (for example, by driving when tired in the
mistaken belief that a fatigue warning device will prevent them falling asleep
at the wheel). The risks of several different devices in a vehicle (such as
distraction, too much, or conflicting, information being provided to the driver)
should also be assessed.
The on-going cost of maintaining the equipment and
annual (or more frequent) updates should be included in the assessment.
If staff use their own vehicles for work, any personal
equipment should also be assessed, if used for work purposes. Employers have a
legal duty for all equipment used by an employee at work, whether or not
supplied by the employer.
5. Set Criteria
Set criteria so that the only devices permitted are
those that give information:
about the state of the vehicle or it’s equipment
about the location of the vehicle or road that it is on
to assist the driver to see the road and road users around the vehicle.
to assist the drivers to reach his or her destination
to assist the driver to drive safely (e.g. by staying within the speed limit).
Set clear rules that devices that do not conform (e.g. dvd
players) will not be used in vehicles used for work.
Discuss the criteria with potential fleet providers when
considering fleet choice.
6. Keep Records
Keep records of the type of equipment provided,
including any problems staff experience (such as SatNav directing them onto an
unsuitable road) and what remedial action has been taken. Staff should also be
required to declare any personal equipment that they use in their own vehicles
if they are used for work purposes.
7. Locate the Equipment Safely
The position of devices provided as original equipment
will already be set. However, equipment that is retro-fitted (nomadic devices)
may be positioned in way that makes its use more difficult, or even increases
the risk of an accident or injury. Employers should ensure that nomadic
equipments is safely located in the vehicle, using the Attachments and
instructions provided by the manufacturer. Ensure that:
No part of the equipment restricts the driver’s view
of the road. It must not create blind spots.
The equipment is not positioned in such a way that it interferes with the
sight or use of any of the vehicle’s controls.
The equipment is easily reachable by the driver, and is close to the driver’s
field of vision.
The equipment does not interfere with the operation of any safety system and
is not within the development zone of any airbag as this could increase the risk
of injury in a crash. Most modern vehicles have several side, and frontal
airbags. If in doubt, check the vehicle’s manual or contact the manufacturers
for further advice.
8. Provide Training
Driver training should include the safe use of any
technology provided with the vehicle.
When a member of staff needs to drive a vehicle for the first time (e.g. a
colleague’s car, a pool car or a hire car, or when the company changes its
fleet) vehicle familiarisation briefings should be provided and include the safe
use of any technology in the vehicle, especially if the drivers previous vehicle
did not include such devices.
When new equipment is retro-fitted in a vehicle, the
driver should be trained in its use, and ideally demonstrate using it safely to
a trainer.
In particular, drivers should understand that they
should not adjust or operate devices while they are actually driving. For
example, routes in the SatNav should be set before the journey starts.
If it is necessary to make adjustments or to input new
information, the driver should only do so when stopped in a safe place. Devices
mounted in a cradle should not be taken out whilst driving.
Training should also include the risk of relying too
much on any in-vehicle technology, and ensure that drivers understand they are
responsible for remaining alerts and making safe decisions.
Ensure that drivers have read the instruction manual,
and that they understand how the system works. Employers can incorporate advice
from instructions manuals into their In-Vehicle technology policy.
9. Assess the Effects of New Equipment
Drivers may adapt their behaviour to in-vehicle
technology in many ways, some of which may not be immediately obvious. Employers
should assess how their drivers use such equipment when it is introduced and at
regular intervals thereafter.
10. Maintain The Equipment
Employers should ensure that any equipment is maintained
according to the manufacturers’ instructions and that it remains securely
attached in position in the vehicle. Devices that require periodic software
updates should be updated accordingly to the manufacturer’s recommendations.
11. Record and Investigate Accidents
Require staff who are involved in a work-related crash,
including damage-only incidents and significant near-misses. To report it to
their line manager.
This enables, where practicable, those investigating the causes of the crash to
consider whether the use or mis-use of any piece of in-vehicle technology
contributed to it and what (if any) action is necessary to prevent repeat
occurrences. Keep the organisation’s insurers informed.
12. Require Drivers to Notify Driving Offences
Require drivers who have been cautioned, summoned or
convicted for driving offences to inform their line manager so that a discussion
can take place to determine whether, among other factors, the use or mis-use of
any piece of in-vehicle technology, contributed to the offence, and what (if
any) action is necessary to prevent repeat occurrences.
13. Monitor and Review
Managers should discuss at-work driving, including the
use of in-vehicle equipment, with their drivers, during periodic staff
appraisals and team meetings. Any feedback from drivers about equipment should
be noted, and used to help employers make future decisions about the use of such
equipment.
Company In-Vehicle Technology Policy
As part of our overall health and safety policy,
(______Company Name______)
Is committed to reducing the risks which our staff face and create when driving
or riding for work. We ask all our staff to play their part.
Staff using in-vehicle technology for work must ensure
that they always use it safely. Persistent failure to comply with the policy
will be regarded as a serious disciplinary matter.
Senior manager must:
Lead by example, both by ensuring that their own vehicle
is always in a safe condition and by not tolerating poor driving practice among
colleagues.
Line managers must ensure
they also lead by personal example
that any technology provided is suitable for the needs of staff
staff understand their responsibilities about in-vehicle technology
staff receive appropriate training and advice periodically to ensure they can
use in-vehicle technology safely
regular visual inspections are conducted of monadic technology to ensure that
they are safely located and can be safely used by the driver
work related road safely is included in team meetings and staff appraisals and
periodic checks are conducted to ensure our vehicle policy is being followed
they follow the monitoring, reporting and investigating procedures to help
learn lessons which could help improve our future road safety performance
they challenge unsafe attitudes and behaviours and encourage staff to take
care of their vehicles
Staff who use in-vehicle technology must:
ensure they do not use in-vehicle technology inappropriately.
(e.g. entering data while the vehicle is moving)
read the instruction manual to understand how the system works
report any problems about using the equipment to their line manager
report road safety problems, including crashes, incidents, fixed penalty
notices, summons and convictions for any offence, including vehicle defects, to
their line manager
present their driving licence regularly and on request
co-operate with monitoring, reporting and investigation procedure.
All of the documents can be obtained from us in a word format, so that they can be personalised and edited to suit your company or business. This service is free of charge, on request or phone 01908 262662.
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