Employer Toolkit

You can reduce road safety risk by ensuring your workers are authorised and competent to drive. As a workplace, you should check the following before allowing your workers to drive:

• Does your worker have the relevant drivers licence for the vehicle they will be operating? Is the licence valid (that is, in date and not suspended)? Are there any conditions on their licence which may affect their driving or suitability to drive a vehicle (for example, wearing glasses, manual vehicle only)?
• Are they fit to drive (that is, not have a condition that will impair their ability to drive such as fatigue)?
• Are they well-rested and have not consumed alcohol or drugs?
• Does their driving need to be assessed prior to the journey (for example, have they driven in Australia before, have they driven in a regional area)?
• Do they feel comfortable driving the vehicle available? For example, providing a large dual cabin 4WD vehicle or a people mover to a worker who normally drives a small sedan privately may place them at an increased risk of having a crash. Additionally, the equipment (for example, attaching and detaching a trailer) and technology (for example, Lane Keep Assist or push-button start) in, or on the vehicle may be new to some workers. Appropriate training should be provided if they are required to operate a vehicle or equipment they are new to or not comfortable operating.

As a workplace, it is your obligation to ensure, as far as is reasonably practicable, that your workplace is without risks to the safety of any person. This applies to the vehicles you provide for your workers. The vehicle you choose to provide to your workers can be the difference between them avoiding or being seriously injured or killed in a crash.

When purchasing or leasing vehicles for your workplace, you should:

• Look for vehicles with either a 5-star Australasian New Car Assessment Program (ANCAP) safety rating, or a 5-star Used Car Safety Rating with Safe Pick. Vehicles are given up to five stars depending on their ability to avoid a crash, and the levels of protection they provide their occupants and other road users if they do crash.

• Look for the ANCAP rating year ‘date stamp’ which identifies the year requirements against which a model was tested as this ensures the vehicle’s safety currency. You should look for a 5-star vehicle with a ‘date stamp’ no more than three years old. For example, when purchasing or leasing a vehicle in 2021, look for a model which has either a 2021, 2020 or 2019 ‘date stamp’.

• Make sure the vehicle has the following safety features:

1. Seatbelt reminders and seatbelt pre-tension devices
2. Driver, passenger and side airbags
3. Electronic Stability Control (ESC)
4. Brake Assist Systems
5. Autonomous Emergency Braking (AEB)
6. Lane Support Systems such as Lane Departure Warning (LDW) and Lane Keep Assist (LKA)
7. Reverse collision systems such as a camera, warning device and/or Rear Cross Traffic Alert (RCTA)

• Make sure your workers are provided with instruction and training to ensure that they are familiar with safety assist technologies and features of the vehicle. This can be through a face-to-face or online vehicle induction for each vehicle type in your fleet.

• When considering modifications to vehicles, workplaces should perform a risk assessment which considers their suitability for the vehicle's intended purpose, where the vehicle is being used and the effect that the modifications have on the vehicle’s safety. For example, modifications such as bull bars may negatively affect the crashworthiness of the vehicle, particularly for vulnerable road users such as bicycle riders and pedestrians. Refer to Vehicle Standards Information for further information.

You must also ensure maintenance and safety checks of vehicles in your workplace are routinely carried out and that there is a process in place for your workers to report vehicle issues and defects.

You should also make your workers aware of what to do if their vehicle breaks down or needs maintenance during the trip. Our handy breakdown safety glove box guide can be placed in your workplace vehicles to assist your workers.

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Safe Vehicles

The risk and severity of crashes can be reduced dramatically if drivers travel in safe vehicles on safe roads at safe speeds.

Your workers who need to drive should plan to travel on the safest road possible and always use major roads where available. Examples of safe roads are motorways and major highways which generally have barriers to prevent cars from running off the road and hitting objects such as trees. They also have barriers in the centre of the road or grade separated lanes to prevent head on crashes with other vehicles. These safety features are usually not present on local roads.

You should also implement procedures that require your workers to:

• provide a copy of their planned route and estimated arrival time, especially if travelling in rural and remote areas
• contact you when they arrive at their destination, especially if they are travelling in rural and remote areas
• have a mobile phone in case of emergency or provide them with a satellite phone, SPOT tracker or EPIRB if travelling in remote areas

SAFER ROADS PROGRAM

Speeding is the biggest killer on NSW roads. Speeding is not limited to just travelling above the designated speed limit, but also includes driving too fast for certain conditions. The human body is not designed to withstand the forces of a crash. As speed increases, so does the likelihood of serious injury or death.

You should:

• Schedule work to allow enough time for your worker’s journey, including rest breaks, factoring in weather conditions, traffic conditions and any roadworks. Workers should not feel pressure to speed to meet work commitments.
• Fit vehicles with technology that provides accurate speed information and alerts. Encourage your workers to download the Speed Adviser app that can help them comply with the speed limit.
• Fit vehicle telematics or in-vehicle monitoring systems that can monitor speed and other vehicle conditions. Make sure your workers are aware of the monitoring system.
• Develop disciplinary procedures for workers who receive speeding infringements when driving for work.
• Educate workers on the risks of speeding, such as through the Road Safety: Everybody’s business eLearning course and other resources.

Fatigue is one of the three biggest killers on NSW roads. Fatigue is not just extreme exhaustion but includes everyday mental or physical tiredness that affects a person’s ability to function. It reduces alertness, attentiveness and reaction times. Tiredness can affect your workers driving no matter how long or short the drive.

You should:

• Schedule work to allow time for your worker’s journey, including rest breaks. Workers should not feel the need to drive tired to meet work commitments.
• Avoid scheduling meetings too early or late.
• Develop a fatigue management plan if you employ shift workers or your workers regularly drive long distances. This may include, for example, policies around scheduling, night driving, driving home after a night shift, rest breaks and provisions for accommodation.
• Ensure your workers do not have to drive if they advise they feel too tired.
• Educate your workers on the dangers of driving tired, how to avoid doing so, and the early warning signs of fatigue. 

Links

TEST YOUR TIRED SELF

NSW REST AREA MAP

The effects of alcohol and other drugs are wide ranging. Alcohol and other drugs slow your reflexes, reduce coordination and increase risk taking behaviour, making a crash more likely. Combining alcohol with other drugs can increase the impairing effects, even if taken in small quantities.

In NSW, it is illegal to drive under the influence of illegal or prescription drugs.

You should:

• Consider a no alcohol or drug policy during work hours.
• Include road safety messages in any existing policies about drug and alcohol use.
• Ensure your workers are aware of their blood alcohol content (BAC) limits that are applicable to their class of licence and the type of vehicle being driven. Your workers should also understand the applicable penalties.
• Consider installing alcohol interlocks in your workplace vehicles to ensure your workers do not drink alcohol and drive.
• If alcohol is served at a work event, ensure your workers plan their safe journey back home, and/or provide your workers with alternative modes of transport (for example, private bus drop-off service, taxi vouchers).
• Educate your workers on the risks of driving after drinking alcohol or under the presence of illegal drugs.

Driving is a complex task and distractions that take your workers’ mind or eyes off the road, or their hands off the wheel, can increase their chances of having a crash. When drivers take their eyes off the road for more than two seconds, their risk of crashing is doubled.

There can be many distractions in vehicles, ranging from mobile phones, eating, reaching for objects, passengers and adjusting vehicle functions. In NSW, using a hand-held mobile phone while driving is illegal. This includes when waiting at traffic lights or stopped in heavy traffic. To legally use a hand-held mobile phone your vehicle must be parked.

Mobile phone detection cameras, including fixed and transportable cameras, target drivers and riders illegally using a mobile phone across NSW anywhere, anytime. The penalty for offending drivers in NSW is five demerit points and a substantial fine.

For mobile phone distraction, you should:

• develop strict policies around mobile phone use
• ensure workers are aware of the mobile phone rules for their class of licence
• encourage workers not to use their phone at all when driving
• if in-car phone use is necessary, install mobile phone holders in workplace vehicles or ensure Bluetooth is available, to allow legal use of some mobile phone functions
• not call a person when they are driving or arrange to call back if you realise they are driving
• educate workers on the risks and rules around mobile phone use when driving

For other distractions, you should:

• ensure workers set up the vehicle before starting their drive, including audio (for example, radio, playlists), air conditioning, navigation and vehicle functions
• encourage the use of voice-activated controls for audio, air conditioning and navigation (if available)
• encourage workers to put objects (such as a bag, tablet, laptop or phone) out of reach

Because of their size and mass, crashes involving trucks and buses can cause severe outcomes for other road users. They also have more blind spots than cars and may not be able to see other road users. Each year, around 70 per cent of heavy vehicle crashes where someone is killed or seriously injured involve another vehicle.

You should make sure your workers are aware of how to share the road safely with trucks and buses, and know:

• the various safety issues regarding driving around trucks and buses
• when not to overtake a turning truck or bus
• when it is safe to overtake a truck or bus
• where a truck or buses main blind spots are and how to avoid travelling in their blind spots

For more information on interacting with trucks and buses and how you can engage your workers on these risks download the fact sheet and head to Be Truck Aware and Be Bus Aware.

Driving in country areas of NSW can be a challenging task. Environmental factors such as poorer road condition and design, higher speed limits, increased roadside hazards and few public transport or other options contribute to a greater risk and severity of a crash on country roads. Understanding these unique challenges is essential before your workers set off on a drive.

You should make sure your workers are aware of the road and journey conditions and how to manage these, such as:

• adverse weather conditions (including heavy rain, storms, snow, ice, fog and dust)
• poorer road conditions including narrow and or unsealed roads or roads with no shoulders
• encountering animals on country roads 
• driving at sunrise and sunset
• sharing the road with heavy vehicles
• flooded and bushfire-affected areas

To mitigate your workers’ risks when driving on country roads you should:

• make available the correct vehicle for the task and road environment (for example, 4WD on unsealed roads)
• plan the route using major highways and motorways where possible – these roads have better safety features such as grade separated lanes and safety barriers
• schedule work to allow time for your worker’s journey, including rest breaks, weather, traffic and any road works
• provide/receive a copy of their planned travel route and estimated arrival time
• require your workers to contact you when they arrive at their destination
• encourage your workers to check weather conditions and warnings through the Bureau of Meteorology website prior to driving and to delay their travel if there is bad weather
• provide information on what to do in the event of a breakdown or other emergency situation
• ensure your workers have a mobile phone in case of emergency or provide them with a satellite phone, SPOT tracker or EPIRB if travelling in remote areas
• encourage your workers to download and install the Live Traffic NSW, Fires Near Me and NSW Hazards Near Me apps on their mobile phone or encourage your workers to access the web-based versions

Pedestrians

Everyone is a pedestrian at some time or another. Pedestrians are the most vulnerable road users and care must be taken while travelling on foot and when sharing the road with pedestrians when driving or riding a bicycle or motorcycle. All workers will become pedestrians when driving or riding for work, as an employer you should:

• ensure your workers know the rules and safety issues surrounding walking on and around roads
• remind workers to be vigilant whenever travelling on foot, even if it is a short walk between a car park or public transport stop and work location

You should also ensure workers who are driving or riding are aware of their legal responsibilities when sharing the road with pedestrians and understand how they can help keep pedestrians safe and reduce their risk of a crash. It is important for you not to assume that workers know their legal responsibilities. Ensure workers who drive or ride a vehicle know their legal responsibilities for sharing the road with pedestrians.

Bicycle riders

Bicycle riders are vulnerable on the road – they can be hard to see and don’t have the same protection around them that a car does.

If your workers ride a bicycle for work, you should:

• provide a safe bicycle with at least one brake and a bell
• ensure the bicycle has both front and rear lights and reflectors, or that these are provided to the worker to wear
• ensure your workers are provided with an approved helmet and that they always securely fit and fasten it
• ensure your workers know the rules and safety issues  surrounding bike riding, including when riding on a shared path 
• ensure your workers wear bright or high visibility clothing and footwear that fully encloses the toes and heel
• ensure workers plan their journey to avoid heavily trafficked roads, roads with high posted speed limits and make use of separated cycleways infrastructure where available

Workers can use Cycleway Finder to help plan the safest route using quieter streets, bicycle paths or shared paths. The Trip planner app can also help riders identify quieter roads.

You should ensure workers who are driving know how to share the road with bicycle riders. This include ensuring they are aware of the minimum passing distance road rule (1 metre when the speed is 60km/h or less, 1.5 metres when the speed limit is more than 60km/h), and that they are always vigilant in looking out for bicycle riders when driving, especially when parking or exiting their vehicle and around roundabouts and intersections.

Motorcycle riders

Motorcycle riders are more exposed and risk serious injuries if they are in a crash. Riding a motorcycle can be both physically and mentally demanding.

If your workers ride a motorcycle for work, you should:

• provide a safe and roadworthy motorcycle with Anti-lock Braking Systems (ABS)
• provide appropriate protective gear for workers that cover their entire body, have abrasion resistant material, impact protectors over their joints and back protection for their spine - this includes Motorcycle Clothing Assessment Program (MotoCAP) rated gloves, pants and jackets
• provide an approved helmet and ensure your workers always securely fit and fasten it. Select one with a good Consumer Rating and Assessment of Safety Helmet (CRASH) rating
• ensure your workers have a valid motorcycle rider’s licence and that they are riding an approved motorcycle for that licence type
• ensure your workers know the rules and safety issues surrounding motorcycle riding, including motorcycle specific laws such as lane filtering 

You should also ensure workers who are driving always look out for motorcycle riders, check their blind spots and mirrors, especially at roundabouts and intersections and give them plenty of space on the road.