SENse Learning - Driving for Work Policy

Introduction & Purpose

The purpose of this policy is to ensure the safety and well-being of associates, employees and our students whilst driving for work-related purposes or as a passenger.

This policy applies to all employees and associates and outlines the responsibilities of those who drive their own vehicles for work-related tasks, including transporting students.

Responsibilities

It is the responsibility of all SENse employees and associates to:

• Refrain from driving immediately if they are disqualified.

• Ensure they are physically fit to drive. Any condition that may impair their ability to drive safely (such as poor eyesight, fatigue, or medical conditions) must be reported to their case coordinator or pathway lead.

• Not smoke in their vehicle whilst a student is in the car or whilst carrying any SENse passengers (this includes Vaping).

• Report to HR as soon as they become aware of any proceedings or action against them following a road offence that might result in a conviction or endorsement, that could affect their ability to drive as part of their work with SENse Learning

Eligibility to Drive

Associates and employees must meet the following criteria to drive for work purposes:

• Hold a valid UK driver’s license for the appropriate class of vehicle.

• Associates must ensure they have a motor insurance policy which includes business use cover for the amount and type of business mileage they undertake (normally this would be Class I Business Insurance). Insurance also needs to include Breakdown cover.

• Ensure their vehicle is taxed and has a valid MOT.

• Maintain a clean driving record (see below regarding any points).

• Ensure that the vehicle is maintained in a roadworthy condition.

• Associates must provide all below required documentation to the HR Team prior to taking students out in their own vehicle

  • in date copy of their driving licence

  • in date copy of motor insurance policy including breakdown cover

  • HR will carryout online MOT checks

Associates are expected to provide further copies when documents are due to expire.

Points on Driving License

SENse Learning works with vulnerable young people, and associates are often required to travel between students' homes and transport students on outings. The standards below are designed to be consistent, transparent, and proportionate to the safeguarding risks involved.

Licence requirements

All candidates must disclose any current penalty points or endorsements at application stage and provide a DVLA check code so the licence record can be verified. Associates must notify SENse Learning within five working days of any new endorsement, conviction, or change to their licence status during their engagement.

Eligibility based on endorsements

A clean licence is preferred. Where endorsements are present, eligibility is assessed against the offence code, total points, and how recently the offence occurred:

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

Serious offences - including but not limited to drink or drug driving (DR or DG codes), dangerous or careless driving (DD or CD codes), driving without insurance (IN codes), or any disqualification within the last five years - will normally make a candidate ineligible regardless of points currently showing.

Any licence carrying more than 6 points, or any combination of endorsements suggesting a pattern of risk, will normally make a candidate ineligible.

A manager retains discretion to depart from these thresholds in either direction where the specific circumstances justify it, and the reasoning will be recorded.

Independent travel and safeguarding

For safeguarding reasons - including lone-working protocols and the protection of student address information - associates must be able to travel to student locations independently. The only exception is where an accompanying individual holds a valid DBS registered to SENse Learning.

Ongoing review

Licence status will be re-checked annually via DVLA, and at any point if SENse Learning becomes aware of a change. Final decisions on eligibility, including borderline cases, rest with a manager.

Driving Conduct

Employees must:

• Familiarise themselves and comply with the Highway Code requirements and driving safely for work. Follow all traffic laws, road signs, and regulations at all times.

• Drive in a safe and courteous manner, ensuring the safety of all passengers, pedestrians, and other road users.

• Stay alert, avoid distractions where necessary and take breaks when required if driving a long distance

• Avoid using mobile phones or other distractions while driving. Hands-free devices are permitted, but associates/employees should prioritise safe driving at all times.

• Wear a seatbelt and ensure the use of seat belts by all passengers.

• Drive in accordance with the weather, road, and traffic conditions.

• Not engage in any behaviour that could jeopardise their safety or the safety of others, including speeding, aggressive driving, or driving under the influence of alcohol or drugs.

Accidents and Reporting (with a student in the car)

In the event of an accident whilst you have a student in the car:

• As a first aider, administer any required first aid, if in a position to

• Contact emergency services, if required

• Report the accident to the police (if required)

• Report the accident to their case coordinator.

• The family of the student should be contacted by the Head Office team

• Associates/employees must cooperate with insurance investigations and provide all necessary documentation and statements.

• Follow the Accident reporting procedure detailed in the associate handbook

Action

Failure to adhere to this policy may result in action, including withdrawal of student contracts, formal warnings, or termination of your contract with SENse Learning.

Policy Review

This policy will be reviewed regularly and updated as necessary to ensure it remains compliant with legal requirements and best practices.