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School of Plant BiologyFaculty of ScienceThe University of Western Australia35 Stirling HighwayPERTH WA 6009

School of Plant BiologyVehicle Policy and

ProceduresIMPORTANT: PLEASE READ THIS POLICY

Document Created:31/05/12 Version: 11 Version Change Date:

18/11/2015

Document Approved By:Pandy du Preez

(Manager, Finance & HR) of 24


Vehicle Policy and Procedures

Contents1 Purpose of Policy...................................................................................................................................... 4

2 Application & Scope.................................................................................................................................. 4

3 Definitions................................................................................................................................................. 5

4 Plant Biology (PB) Authorised Drivers......................................................................................................6

5 Vehicle Booking........................................................................................................................................ 7

5.1. Booking a Vehicle............................................................................................................................. 7

5.2. Booking Priorities.............................................................................................................................. 7

5.3. Cancellation of a Booking.................................................................................................................7

5.4. Schedule of Fees.............................................................................................................................. 7

6 PRE-DEPARTURE CHECKS - VEHICLE SAFETY CHECKLIST.............................................................8

7 During the Use of a Vehicle...................................................................................................................... 9

8 On Completion of Your Trip.................................................................................................................... 10

8.1. Refuelling........................................................................................................................................ 10

8.2. Cleaning vehicles............................................................................................................................ 10

8.3. Key return....................................................................................................................................... 10

9 Accidents................................................................................................................................................ 10

10 Minor Damage.................................................................................................................................... 11

11 Breakdown.......................................................................................................................................... 11

12 Insurance............................................................................................................................................ 12

12.1. Persons Insured By this Policy....................................................................................................12

12.2. Driving Own Vehicle for Work Purposes.....................................................................................12

12.3. Hire Vehicles............................................................................................................................... 12

13 Insurance Excess and Withdrawal of Driver Authorisation..................................................................13

14 Regular Servicing and Department of Transport Registration.............................................................13

15 Replacement and Procurement of Vehicles........................................................................................13

16 Document Control and Change History..............................................................................................14


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Vehicle Fee Schedule (Effective 1ST June 2015)............................................................................................15

Vehicle Safety Checklist & Log....................................................................................................................... 16

Trailer - Towing Safety Checklist.................................................................................................................... 17

Inspect the towing vehicle before the trip:...................................................................................................17

Inspect the Trailer During the Trip..............................................................................................................17

Vehicle Damage Report................................................................................................................................. 18

Vehicle Damage Report Continued................................................................................................................19


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1 Purpose of PolicyThe School of Plant Biology (PB) maintains a fleet of vehicles and several trailers to support the teaching and research activities of the School, particularly in regards to fieldwork. The primary purpose of this policy is to ensure the effective and efficient use of Plant Biology vehicles and to work within the relevant state and territory road rules and regulations.

The policy is also intended to ensure: the integrity, reliability, and good performance of vehicles, that users have access to appropriate training and support, and that the vehicles are appropriately managed.

2 Application & Scope1.

2.

2.1. This policy applies to any person using vehicles owned by the School of Plant Biology and registered with the Western Australian Department of Transport.

2.2. All members of the school should be aware of the policy, their responsibilities and obligations. It is the responsibility of every University authorised driver to understand and comply with this policy.

2.3. Supervisors have the responsibility to ensure that all students and visitor’s within their research group are aware and abide by this policy.

2.4. The use of Plant Biology vehicles is subject to the terms and conditions outlined below.

2.5. The policy is to be used in conjunction with relevant University Policies and agreements, specifically the “Driver safety guidelines” located on the UWA Safety, Health and Wellbeing website at: http://www.safety.uwa.edu.au/topics/physical/drivers and “Driving in remote locations” http://www.safety.uwa.edu.au/topics/off-campus/driving


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http://www.safety.uwa.edu.au/topics/physical/drivers


3 Definitions

Word/Term Definition

Vehicle Folder Each vehicle has a folder which contains at a minimum the following:

Vehicle Safety Checklist Form & Log,

Vehicle policy,

Damage report sheets,

Trailer – Towing Safety Checklist (for vehicles with tow ball), and

Towing Trailers – Things you should know (only in vehicles with a tow ball)

“Chain of Responsibility” Legislation Fact Sheet 4 – Driver Responsibilities

Appropriate Licence A class C licence is required for all vehicles. Where a 4WD vehicle is to be driven then further qualifications are to be undertaken. Please see further information under the heading of “Plant Biology Authorised Drivers”

Authorised Driver An Authorised Driver is a driver who has completed the School of Plant Biology “Vehicle Induction”, had their driver’s licence sighted by a delegated staff member and are listed in the Plant Biology driver register. Additionally if driving a 4WD then the driver must possess the minimum certification of ‘Operate a light vehicle’. If driving off-road then driver must have completed a 2 day 4WD course which covers recovery.

Plant Biology Driver Register

This is a register of current, authorised drivers from within and external to the School of Plant Biology. Alongside a driver’s name and contact details the licence expiry date is recorded. This register is kept in the Administration Office and maintained by the Plant Biology Administration staff.


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4 Plant Biology (PB) Authorised DriversOnly authorised drivers are permitted to drive PB vehicles. In order to become authorised, an individual must:

1.

2.

3.

4.

4.1. Read this Plant Biology vehicle policy and the UWA ‘Dr i ver sa fe ty gu ide l ines ’ Po l i cy found at : http://www.safety.uwa.edu.au/topics/physical/drivers .

4.2. Have a current appropriate licence;

4.2.1.Visiting International students may drive on their overseas license for as long as it remains valid in the country of issue. If your overseas license is not in English, then you must carry an International Driving Permit or an approved English translation of your license. This must be carried with you at all times when driving.

4.2.2. See http://www.transport.wa.gov.au/licensing/licensing.asp

4.3. If you hold a permanent resident visa, you can drive on your overseas licence until you have resided in WA for three (3) months. You should apply for a WA driver’s licence during this time as you will not be able to drive on your overseas driver’s license after the 3 month period.

4.4. Complete a Plant Biology vehicle induction with the Plant Biology Administration Officer.

4.5. Register with the Administration Office located in Agriculture Central Room 1.125 and have your licence sighted. A copy is required to be kept on file. NOTE: Should your licence be revoked, you are NOT permitted to use a School of Plant Biology vehicle.4.6. Undertake the ‘Operate Light Vehicle’ course run by Shawsett or an equivalent Nationally Recognised Course if the driver may on occasion drive a Plant Biology/UWA vehicle on gravel roads. This is mandatory. Please note that experience will not be considered to be a suitable substitute.

If a 4WD vehicle is being used then the minimum standard 1 day 4WD course is to be completed. If a 4WD vehicle is to be used off-road, then the driver must have completed a 4WD course which includes instruction on vehicle recovery and the safe use of the winch (2 day course).

It is the responsibility of individuals to maintain currency of their driver’s licence. Under no circumstances is a driver authorised to drive without a valid driver’s licence.

If at any time the licence of a Plant Biology authorised driver expires or is revoked or the driver is otherwise disqualified from driving, it is the r e s p o n s i b i l i t y of the driver to notify the Administration Office so that their name may be removed from the register.

It is the responsibility of a Plant Biology authorised driver to comply with all traffic rules and parking ordinances. All users are personally responsible for driving law infringements that are committed. This includes speed and red light cameras as well as parking infringements. Fines w i l l n o t be paid by the School of Plant Biology.

Except in cases of genuine emergency, the authorised driver will not permit any other person who is not an authorised driver to drive the vehicle. Any incident which requires an unauthorised person to drive the vehicle must be reported to the Admin Office as soon as possible


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http://www.transport.wa.gov.au/licensing/licensing.asp



5 Vehicle Booking1.2.3.4.5.

5.1.Booking a VehicleVehicles are to be booked through the on-line booking system. Your name, contact number, Business Unit and Project Grant to be charged MUST be completed when making the booking. Bookings should be made as early as possible and must be made for a set period with the start and end time completed.

For external bookings the appropriate Business Unit and Project Grant MUST be provided for the booking to be recognised. Assistance may be provided by the Administration Office personnel.

5.2.Booking PrioritiesNormally, the priorities for all vehicle uses are as follows.

Remote area field research including staff and postgraduate research.

Other Plant Biology business including research and teaching.

Outside users – other departments or approved users.

In exceptional circumstances bookings may need to be changed by the Admin Office, for example if urgent repairs or maintenance are needed.

In some instances the use of a hire car may be the preferable option. This is the case when the booking is to be for an extended period eg. longer than two weeks. This ensures that vehicles are more readily available to other users by not taking them out of service for a lengthy period of time. The UWA preferred suppliers for vehicle hire are Budget-Rent-a-Car and Thrifty.

5.3.Cancellation of a BookingCourtesy to other vehicle users is of highest importance. Cancellation or change of booking should be made 24 hours before the start date and time by updating the on-line booking system.

In the event that a vehicle is not able to be returned within the specified booked period, it is the responsibility of the authorised driver to notify the Administration Office (Phone: 6488 2545 or 6488 2206) as soon as possible giving the reason for the delay and of the expected time of return. In this way others who may have booked the vehicle can be notified.

5.4.Schedule of Fees The schedule of fees for using a Plant Biology vehicle is listed in Appendix A. A Project Grant number MUST be provided when the booking is made. The fees will be reviewed in June every year.

NOTE: Failure to return a vehicle on time or failure to cancel a booking, will incur a full day charge.


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6 PRE-DEPARTURE CHECKS - VEHICLE SAFETY CHECKLISTThe OHS Act (2004) requires employers to ensure the health and safety of people who are undertaking work and with equipment within a workplace. This includes the use of motor vehicles in the workplace. To ensure that vehicles used by Plant Biology authorised drivers are clean, tidy and maintained in good repair, it is important to protect, monitor and report the condition of vehicles.

All Vehicles

All vehicles including trailers taken off the UWA campus site, whether it be for 10 minutes or 2 weeks, are to have the relevant Vehicle Safety Checklist and/or Trailer Safety Checklist form completed prior to doing so. This has been amalgamated with the Log sheet and is located in the vehicle folder.

Prior to a remote region trip, the Supervisor and the authorised driver (if requested) must undertake a joint safety inspection of both the vehicle and its ancillary safety and remote region equipment. This may include the loading of trailers. The Vehicle Safety Checklist & Log (Appendix B) and Trailer Safety Checklist (Appendix C) are to be used for this purpose.

This measure has been put in place to ensure that the previous user has returned the vehicle in good condition and is safe for the next user.

If you think the vehicle is damaged and not fit for use, do n ot use i t and report it to the Administration Office!

Basic checks for an authorised driver are: Walk around and check for vehicle body damage (scratches,

dents, breakages, missing equipment), Check the petrol, oil, including auto transmission fluid if the vehicle

is an automatic, brake fluid, water, tyre condition and electrics eg. that all lights including indicators, brake lights & head lights are in working order.

On the vehicle diagram check list (Appendix D), mark the location of the fault and damage and/or notify the PB Admin Office.

Review the vehicle’s interior and note if vehicle is soiled (spillages, dumped rubbish, unclean)

Check the cleanliness of windows and mirrors.

ALSO NOTE THAT:

Mobile phones MUST NOT be used while driving Plant Biology vehicles unless there is a hands-free kit available. If you must take the call, drivers MUST pull off the road, when safe to talk on a mobile phone if there is no hands-free kit. Texting is NOT PERMITTED under any circumstances whilst driving.

Vehicles which are unattended MUST be locked at all times. Some of the vehicles have a self-locking mechanism. The vehicle will lock if the keys are inside the vehicle and the vehicle is not started within 30-60 seconds. Always remove keys from the vehicle when the vehicle is not being driven or you could find yourself locked out of the vehicle with the keys still in the ignition.

Smoking is NOT permitted in vehicles under any circumstances (http://www.safety.uwa.edu.au/health-wellbeing/health/smoke-free/smoking)

Every vehicle has a folder containing the Vehicle Safety Checklist & Log book. This is to be completed out before and after every trip. If you have noted any faults/damage to the vehicle these MUST be reported to the Administration Office staff.


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Trailers

Before towing a trailer, ensure you have completed the Trailer - Towing Safety Checklist. You must understand how to connect it safely, how the braking system works and the load is properly secured. Care must be taken when towing a trailer as the overall stability of the vehicle is usually reduced. Trailers should not be overloaded. The load limits for individual trailers are clearly marked on each one. Ensure the load is properly restrained using appropriate restraining equipment. Refer to the Load Restraint Guide on the Trailer folder shelf for safe carriage of loads.

All potentially dangerous materials (including fuel, gas cylinders, liquid nitrogen, dry ice, augers, axes and heavy items) should be stowed outside the cabin of the vehicle and/or within the trailer.

7 During the Use of a VehicleIt is the responsibility of the authorised driver/s to undertake regular safety maintenance checks on an extended field trip. A guideline for a simple maintenance check follows:

Remove dipstick and check engine oil.

Check tyre pressure and adjust for road conditions when possible.

Visually check other fluid levels e.g. coolant, brake fluid, power steering fluid, window washer water

Visually check for leaks around engine bay, around the vehicle and on the ground. (note that water is produced by car air conditioners and may pool under the vehicle but this should not be coloured)

If the vehicle is Diesel, turn ignition to “on” position, when the GLOW LIGHT turns off start the engine and check for warning lights and check the fuel level. (Read the vehicle operations manual if you are not familiar with diesel starting procedures)

Avoid fatigue:

o There is to be no driving under conditions which could lead to fatigue such as overnight or whilst unwell.

o Driving for more than 10 hours in a 24-hour period is not allowed. Travel time to and from home should be included in this calculation.

o Regular breaks must be taken at least every two hours to walk and stretch (note driving can be shared between multiple authorised drivers).

If at any time, you become aware of any problem that makes the vehicle unsafe, you should stop the vehicle as soon as it is safe to do so and report the problem to either the School Office on 6488 2545 / 6488 2206 or the School’s Safety Officer on 6488 1789 as soon as practical. You should contact RAC Roadside Assist and request assistance.


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8 On Completion of Your TripWhen your trip is completed, users should review the vehicle’s interior and remove personal belongings. Complete a vehicle walk-around to confirm the state of the vehicle. Report any vehicle faults to the PB Administration Office.

6.7.8.

8.1.RefuellingThere are fuel cards provided in each vehicle for Caltex and Shell outlets. Drivers are responsible to refuel the vehicles upon their return so that the next user starts out with a full tank.

8.2.Cleaning vehiclesConsideration and respect for the next user should be displayed by ensuring the vehicle is returned by the nominated time.

The School will undertake regular general cleaning of the vehicles, however, f or routine local trips, all users (including undergraduate students) must remove rubbish and shake off floor mats upon return. Everybody using these vehicles must take responsibility for them. If you have been driving through muddy terrain or up and down boat ramps where salt could affect the vehicle then hosing down the vehicle should be undertaken as soon as possible. A wash down bay is available on campus behind the building where the vehicles are kept.

If a vehicle has been on a field trip where it has been returned in a dirty state then the vehicle is to be cleaned both inside and out by the people who booked the vehicle out.

8.3.Key returnReturn the vehicle key to Room G02 in Building 427 of the Plant Growth Facilities as soon as possible after the return of the vehicle to the UWA Campus. Note: The user is responsible for the full cost of replacement for lost keys and tags.

9 AccidentsAll accidents involving a Plant Biology vehicle must be reported by the driver to the PB Administration Office as soon as possible. Where police or legal action may be instituted against the driver in respect of an accident, the matter must be reported to the School’s Safety Officer as soon as possible. Under no circumstances should a driver admit fault for any accident at the scene of the accident. If under pressure to admit fault, drivers should state that they are not permitted to make a statement until after reporting it to their supervisor.

In the event of any accident involving another vehicle, person(s) or property, the driver must supply her/his name and address, the address and particulars of the vehicle to any person involved in the accident or, where damage is caused to a third party‟s unattended vehicle, a notice in writing showing the particulars must be affixed to that vehicle. Refer to the Accident guidance details (Appendix E) which will be found in the vehicle logbook.

As soon as practical, the authorised driver of the Plant Biology vehicle is required to complete an Incident/Injury report for OHS and insurance purposes, http://www.safety.uwa.edu.au/incidents-injuries-emergency/notification . Reference should also be made to the UWA “Driver safety guidelines” at: http://www.safety.uwa.edu.au/topics/physical/drivers.

To minimise the impact on resources you will need to take the vehicle to the panel shop. Please arrange


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http://www.safety.uwa.edu.au/incidents-injuries-emergency/notification

http://www.safety.uwa.edu.au/incidents-injuries-emergency/notification


this through to the PB Administration Office.


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10 Minor DamageAll incidents involving vehicles should be brought to the attention of the PB Administration Office and where appropriate an incident report should be completed (http://www.safety.uwa.edu.au/incidents-injuries-emergency/notification). Vehicle damage reports (Appendix D) are located in the logbooks of all Plant Biology vehicles and minor damage during use should also be reported using these sheets. Examples of reportable damage include but are not restricted to; cracked windscreen, breakage to winch rope, window mechanism, head or tail-lights. Please note that minor damage may be charged to your Project Grant depending on the extent of damage if not deemed extensive enough to claim through insurance.

If you suspect the vehicle is un-roadworthy, do not continue to drive the vehicle but seek repair and assistance as soon as possible.

11 BreakdownIf travelling to remote areas, you must have a reliable form of communication, it is advisable to carry a Satellite phone &/or SPOT device in case of breakdown. Should a break down occur, use the satellite phone/SPOT (communication equipment) to seek help and stay with the vehicle until help comes.

All modern vehicles are fitted with vehicle warning systems. Usually these are warning lights on the dashboard. DO NOT IGNORE A DASHBOARD WARNING LIGHT or assume you know what it means without stopping and checking first. The procedure when a light is observed follows:

11.1.Stop the vehicle in a safe place and use the hazard lights.

11.2. Consult the vehicle handbook and find out exactly what the light means.

11.3. If phone service is available, phone the Vehicle Customer Care (in the handbook) or RAC for help. The school is a corporate member of RAC. For breakdown assistance call 1300-558-456 and quote the UWA Plant Biology customer number 08-558-5630.

11.4. As soon as is possible alert the Vehicle customer care or RAC and the school (for warranty and insurance purposes).


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12 InsuranceUniversity vehicles are covered by comprehensive motor vehicle insurance and Compulsory Third Party insurance. Please note however, that under the motor vehicle insurance policy you and any other person in charge of or driving the vehicle are not covered, if at the time of an accident you or that person:

was under the influence of any alcohol or drug or both

had in their breath or blood an amount of alcohol or drug equalling/exceeding that limit prescribed by law;

refused to take a legal test for alcohol or drugs;

did not, in the case of personal injury, without a reasonable cause remain at the scene of the accident until the police arrived or when required by law to do so;

did not have the appropriate driver’s licence as and when required by the relevant authorities in Australia to have one and was not complying with its conditions.

In the event of an accident, when the driver is at fault, the insurance excess will be charged to the user’sProject Grant.

To minimise motor vehicle break-ins, valuable or potentially valuable items (mobile phones, notebooks, packages, cases etc), should not be visible from outside the vehicle if the vehicles is left unattended. Care should be taken to ensure that no confidential or sensitive documents are left in vehicles while unattended.

9.10.11.12.

12.1. Persons Insured By this Policy The University provides insurance for authorised members of University staff or students using

University vehicles for official business. All drivers must hold a current and appropriate license for the class of vehicle being driven.

"L" Plate drivers are not permitted to drive vehicles insured by this policy The policy provides cover for all licensed motor vehicles including cars, trucks, buses, motor cycles

and trailers owned by, or in which the University has an insurable interest. Failure to follow the following procedures will result in vehicles NOT being insured.

Vehicles must only be used on University business as outlined in the University Finance Manual.

The driver must have an appropriate and current drivers licence.

The vehicle must not be driven by a person under the influence of drugs or alcohol.

If the vehicle is to be used in an off-road situation, the driver must have attended both gravel road training and a relevant Four Wheel Drive Training Course.

12.2. Driving Own Vehicle for Work Purposes

Your own car is NOT insured for work purposes unless you have arranged the cover through your OWN insurers.

12.3. Hire VehiclesHired vehicles are NOT insured by the University Motor Fleet Policy. When you hire a car for University business, standard insurance is normally included as part of the hire charge. If insurance is not included as part of the hire charge, the Department shall purchase insurance for the vehicle from the hire company. No cover is available under the UWA policy.


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NB: Most Hire vehicle policies excluded the vehicle from being driven on un-gazetted roads


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13 Insurance Excess and Withdrawal of Driver Authorisation

Depending on circumstances the School may no longer cover the insurance excess if there has been an indication of negligence or repeated incidents by a single driver. In the event of an accident, when the driver is at fault, the $2000 excess is payable by the individual’s Project Grant or the department sustaining the loss or damage.

Should a third party be responsible for the accident the excess MAY be recoverable.Negligence or abuse may also lead to withdrawal of the Plant Biology driver authorisation, at the discretion of the School.

14 Regular Servicing and Department of Transport RegistrationThe PB Administration office staff will arrange for repairs and service as required and organise the renewal of the annual registration of vehicles.

15 Replacement and Procurement of VehiclesThe School of Plant Biology will endeavour to provide and maintain a variety of vehicles primarily for the undertaking of field trips in relation to research and teaching activities. Towards the end of the warranty period vehicles will be assessed for replacement.


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16 Document Control and Change History

Date approved: 31/05/12 Date Policywill take effect:

31/05/12 Date of NextReview:

4/11/16

Approved by: Alan Luks – School Manager

Custodian title & e- mail address:

Manager, Finance & HR [email protected]

Author: Anna O’Connell [email protected]

Updated by: Pauline Yeung [email protected]

Responsible School: School of Plant Biology

Supporting documents, procedures & forms of this policy:

UWA - Use of University Vehicles Policy http://www.safety.uwa.edu.au/policies/use_of_university_vehicles

International Drivers Reference:http://www.transport.wa.gov.au/licensing/20668.asp

Safe Towing http://www.transport.wa.gov.au/mediaFiles/LBU_VS_IB_107.pdf

Towing Trailers http://www.rta.nsw.gov.au/registration/downloads/2005_10_towingtrailers.pdf

Plant Biology Vehicle Damage Report (Appendix A)

Plant Biology Vehicle Safety Checklist (Appendix B)

Plant Biology Trailer Safety Checklist (Appendix C)

Plant Biology Vehicle Damage Report (Appendix D)

“Chain of Responsibility” Legislation Fact Sheet 4 – Driver Responsibilities

Audience: School of Plant Biology Vehicle Users

Expiry Date of Policy: N/A

Version Control Date Effective Approved By Reason for Amendment

1 31/05/2012 Alan Luks Updates





9 19/02/2014 Alan Luks Vehicle checklist/log related

10 21/05/2015 Alan Luks Load restrained and price updated

11 18/11/2015 Pandy du PreezChange of vehicle key location and Safety Officer


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http://www.rta.nsw.gov.au/registration/downloads/2005_10_towingtrailers.pdf

http://www.transport.wa.gov.au/mediaFiles/LBU_VS_IB_107.pdf

http://www.transport.wa.gov.au/licensing/20668.asp

mailto:[email protected]

mailto:[email protected]


Appendix A

Vehicle Fee Schedule (Effective 1ST June 2015)

PLANT BIOLOGY USE

Vehicle TypeFlagfall Per

Booking Per Km Half Day Full Day

2WD $10.00 $0.50 $49.00 $78.00

4WD $10.00 $0.70 $51.00 $86.00

Trailer $5.00 $12.00 $17.00

OTHER UWA USE2WD $10.00 $0.60 $66.00 $93.00

4WD $10.00 $0.90 $71.00 $104.00

Trailer $5.00 $17.00 $22.00

EXTERNAL USE (Excl. of GST)2WD $10.00 $0.90 $89.00 $126.00

4WD $10.00 $1.20 $93.00 $142.00

NOTE:

Flagfall is a fixed fee per vehicle booking

Half day = Any usage period in excess of 3 hours prior to 12pm (morning); or any period in excess of 3 hours after 12pm (Afternoon)

Full day = any usage period in excess of 5 hours in one day

Hire charge applied will be the greater of the kilometres travelled or daily rate plus flagfall.

Cancelled bookings without at least 24 hours notice or bookings not cancelled will incur a flagfall plus the relevant day rate charge.

Late return will incur a flagfall plus the relevant day rate charge.

Fee will be reviewed in June every year


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Appendix BVehicle Safety Checklist & Log

CAR # 1 – To Be Parked Opposite Glasshouses in Car Bay # 1The Checklist is to be completed before the vehicle leaves the UWA campus.

Vehicle Condition: Check for dents and scratches to body and exterior/interior cleanliness.Seat belts: Check that seatbelts are in good condition & click into place properly.Rear-view Mirrors: Check that they are not damaged and that one can see them clearly.Horn: Check if it is working and is loud enough to be heard.

Lights and Indicators: Do all lights work properly? Check head lights (both high and low beam), brake lights, left indicators, right indicators, park lights & finally others.

Windscreen: Check and clean if necessary for purpose of better visibility.Windscreen Wipers and Fluid: Check cleanliness and fluid in wiper reservoir. Check the wipers are working

properly in order to avoid muddy and unclear windshields.

Steering Wheel: Check, if the alignment of wheels is smooth and that there are no obstacles to steering.

Hand Brake: Check the hand brake to ensure that it is working properly.

Wheels/Tyres: Check that tyres are not damaged, are inflated to the correct pressure, the wheel nuts are not loose and that the spare wheel is secure and inflated.

Wheel Jack: Check that wheel brace and jack are in the vehicle.

Oils & Fluids: Check the engine oil level. Failure to do so can cause serious engine damage. Check the automatic transmission fluid level if appropriate and brake fluid level.

Cooling System: Check coolant level. Failure to do so can cause serious engine damage.Fire Extinguisher: Check (if fitted) and ensure that it is secured properly.First Aid Kit: If taking a First Aid kit check that it is adequate to your requirements. Proper Documents and Licenses: Check that you have all documentation you are required to carry with you eg.

Driver’s License, permits etc. Sat Phone / SPOT: Check that you have a Sat Phone or SPOT if going to remote locations?

Recovery Equipment: Check that recovery equipment is present when travelling to remote locations e.g. Ratchet straps, snatch strap, gloves, rags, etc.

Vehicle Folder: Check that the vehicle folder with fuel cards, keys, vehicle policy, checklists and damage report forms are with the vehicle.

Fuel Ensure that you have sufficient fuel for your journey and when returning the vehicle that it has no less than ¾ of a tank.

If Loading: Check the load distribution and weight. Check covers and tie downs, and ensure load is restrained and secured.

I have completed the above checks as required dated ___ / ___ / ___._______________________ _____________________ ________________________ PRINT DRIVER’S NAME SIGNATURE INTENDED DESTINATION

VEHICLE LOGDate Out Date In Start kms End kms Total kms BU PG

Are there any faults to report? ___________________________________________________________________________________________________Appendix C


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Trailer - Towing Safety ChecklistThis form is to be completed before the trailer leaves the UWA campus.

Inspect the towing vehicle before the trip:Roadworthiness: Is the vehicle generally roadworthy?Suitability: Is it suitable to tow the particular load?

Tyre Inflation: Check the vehicle handbook or the tyre placard for recommended tyre pressures when towing. If these figures are not available, the tyres should be inflated to about 15 kPaabove normal. All Plant Biology vehicles have a 4way wheel brace for tyre changing.

Towbar Is the towbar rating and coupling type correct for the trailer?

Check the Trailer Before the Trip:Wheel Bearings: Firmly grasp each tyre in turn and rock the trailer. Is there excessive movement

that requires further investigation? If so, DO NOT use the trailer and report directly.

Load Mass: Does the trailer suspension look right, is the load properly distributed and balanced,and is it below the allowed weight limit? Refer placard and ‘Towing Trailers’ handout.

Load Dimensions:

• Is the distance from the wheel hub (single axle) or centre of the trailer’s axle group to the end of the load less than 3.7m?

• Is the rear overhang equal or less than the front overhang?• Loads that project more than 1.2m behind a trailer M U S T have a red flag

attached to the end of the load. This flag must be at least 300mm square and clearly visible.

• A load must not project more than 150mm beyond the trailer’s width or be more than 2.5m overall in width, whichever is less.

Load restraint: Is the load properly secured and restrained?

Brakes: Do the brakes function correctly? Make one or two test stops from low speed to checkthe trailer brakes operate correctly.

Lights: Do all lights work properly? Check brake lights, left indicators, right indicators, parklights & finally others. Check all lamps with tail lamps on.

Tyres: Are tyres correctly inflated and do the tyre sizes match? Light truck tyres should beinflated to 40-45psi. If tyres bulge when loaded increase pressure accordingly. Maximum pressure for light truck tyres (215/60 R16) is 60psi.

Trailer Coupling: Are the trailer coupling and safety chains securely fastened?

Chains: If two safety chains are fitted, are they crossed to help prevent the drawbar fromcontacting the road if the trailer becomes disconnected?

Inspect the Trailer During the TripOverheating Check that brakes and wheel bearings are not excessively hot.Coupling Are the coupling and safety chains still secured?Tyres Are the tyres still correctly inflated?Lights Are all the lights still functional?Load Secured Is the trailer load still restrained correctly?Accessories Are accessories e.g. spare wheel, containers etc still secure?

I have completed the above checks as required dated / / .

PRINT DRIVER’S NAME SIGNATURE INTENDED DESTINATION

TRAILER LOGDate Out Date In BU PG

Are there any faults to report?


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Appendix D

A visual walk around check of the vehicle is always recommended prior to taking the vehicle out to ensure that there is no previous damage to the vehicle for which you may be held responsible.

Vehicle Damage ReportDriver name: _____________________________ Incident date: ________________

Registration: _____________________________ Incident time: ________________ am / pm

Please show the damaged areas to the vehicle on the following diagram:

If the vehicle was involved in an accident:Please draw a plan of the accident. Show the nearest cross streets, names, centre of roadway, direction and location of vehicles. Important – detail all road signs, road markings and width of road:

Indicate your vehicle as A Indicate other vehicles as B


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Details of vehicle damage: _______________________________________

_______________________________________

_______________________________________

_______________________________________

_______________________________________

_______________________________________

_______________________________________

_______________________________________

_______________________________________

_______________________________________

N .

S .


Vehicle Damage Report Continued

Other Driver Details:Record the following details at the scene of any vehicle accident:

Vehicle or Property # 1 Vehicle or Property # 2

Name of other driver

Address

Age

Phone number

Mobile

E mail

Licence #

Vehicle make and model

Registration #

Name of registered owner

Address of registered owner

Phone of registered owner

Others Insurance company

Policy #

Description of damage:


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