SENse Learning - Driving Policy

1. Introduction, scope and status

This policy is to keep students, associates and employees safe when driving, or travelling as a passenger, in connection with SENse Learning's services.

It applies to:

• employees of SENse Learning who drive their own vehicles for work; and

• associates: self-employed tutors, mentors and other professionals who deliver sessions through SENse Learning under a contract for services, and who drive their own vehicles between sessions or to transport students.

In this policy, "drivers" means employees and associates who drive in connection with SENse Learning's services.

For associates, the requirements in this policy arise from road traffic law, SENse Learning's safeguarding duties to the students it supports, and its contracts with commissioners. They form part of the contract for services and do not create an employment or worker relationship. Associates provide, insure and maintain their own vehicles.

2. Responsibilities

All drivers must:

• stop driving immediately if they are disqualified;

• make sure they are physically fit to drive, and tell the HR team about any condition that may affect their ability to drive safely, such as poor eyesight, fatigue or a medical condition;

• not smoke or vape in their vehicle while a student or any other SENse Learning passenger is in it; and

• tell the HR team as soon as they become aware of any proceedings or action against them for a road offence that might lead to a conviction or endorsement affecting their ability to drive in connection with SENse Learning's services.

3. Eligibility to drive, vehicle and documents

To drive in connection with SENse Learning's services, drivers must:

• hold a valid UK driving licence for the appropriate class of vehicle;

• hold motor insurance that includes business use cover for the amount and type of business mileage they undertake (normally Class 1 business insurance), and breakdown cover;

• make sure their vehicle is taxed and has a valid MOT;

• meet the driving record requirements in section 4; and

• keep their vehicle in a roadworthy condition.

Before transporting any student, associates must give the HR team an in-date copy of their driving licence, and of their motor insurance policy including breakdown cover. HR will carry out an online MOT check. Associates must provide updated copies when documents are due to expire.

Independent travel and safeguarding

For safeguarding reasons, including lone-working protocols and protecting students' addresses, associates must travel to student locations independently. The only exception is where the person accompanying them holds a valid DBS check registered with SENse Learning.

4. Penalty points and endorsements

SENse Learning works with vulnerable young people, and many referrals involve travelling between students' homes and taking students on outings. These standards are designed to be consistent, transparent and proportionate to the safeguarding risks.

Disclosure

All applicants must disclose any current penalty points or endorsements when they apply, and provide a DVLA check code so their licence can be verified. Drivers must tell SENse Learning within five working days of any new endorsement, conviction or change to their licence status.

Eligibility

A clean licence is preferred. Where there are endorsements, eligibility is assessed against the offence code, total points and how recent the offence was:

• Minor motoring offences (for example SP, TS or CU codes) with up to 6 points may be acceptable. Points issued more than three years ago, with no further offences, will generally not prevent appointment or engagement. More recent or repeated offences will be reviewed by a manager, who will consider the circumstances and the applicant's overall driving history.

• Serious offences, including drink or drug driving (DR or DG codes), dangerous or careless driving (DD or CD codes), driving without insurance (IN codes), or any disqualification in the last five years, will normally make an applicant ineligible, whatever points are currently showing.

• More than 6 points, or any combination of endorsements suggesting a pattern of risk, will normally make an applicant ineligible.

A manager may depart from these thresholds in either direction where the circumstances justify it, and will record the reasons.

Ongoing review

Licence status is rechecked annually through the DVLA, and at any time SENse Learning becomes aware of a change. Final decisions on eligibility, including borderline cases, rest with a manager.

5. Driving conduct

These standards reflect road traffic law and the safety of the students drivers carry. All drivers must:

• follow the Highway Code and all traffic laws, road signs and regulations;

• drive safely and courteously, keeping passengers, pedestrians and other road users safe;

• stay alert, avoid distractions, and take breaks on long journeys;

• not use a hand-held mobile phone while driving; hands-free devices are allowed, but safe driving must always come first;

• wear a seatbelt and make sure all passengers do too;

• drive according to the weather, road and traffic conditions; and

• never speed, drive aggressively, or drive under the influence of alcohol or drugs.

6. Accidents with a student in the car

If you have an accident while a student is in the car:

1. Give any first aid needed, if you are able to.

2. Call the emergency services if needed.

3. Report the accident to the police, if required.

4. Report the accident to the student's case coordinator. Head Office will contact the student's family.

5. Record the accident in line with the accident reporting procedure in the Health and Safety Policy.

Drivers must cooperate with any insurance investigation and provide the documents and statements needed.

7. Breaches and review

If a driver does not follow this policy:

• employees may face action under the Disciplinary Procedure; and

• associates may face action under their contract for services, which may include no longer being offered referrals that involve driving or transporting students, or ending the contract for services.

This policy is reviewed regularly and updated as needed to keep it in line with the law and good practice.