4. Vehicle use

4.2 Driving alone

Driving alone is generally not recommended for many safety and support reasons. Driver fatigue is a major killer on NSW roads and a having a secondary driver is always preferable. Long-haul driving trips alone must be discussed with your department health and safety representative before approval will be granted. For such trips Risk and Assurance may advise a journey plan with a predetermined communication plan for call back.

Please refer to the Centre for Road Safety for more information about safe driving and fatigue.

4.3 Use of private vehicles

Whilst recognising that use of private vehicles on University business is occasionally required, regular use is strongly discouraged. The vehicle must be registered, insured and road-worthy and driver must hold the appropriate licenses. A copy of the drivers license of the driver plus current certificate of registration must be uploaded to Field Friendly in the Qualifications section before using a private vehicle for University fieldwork.

Please consult with the Faculty Fieldwork Officer or Risk and Assurance Representative for further recommendations and insurance questions.

4.4 Use of hire vehicles

At times it is necessary to hire vehicles for use in the field. There are several points to be aware of when hiring vehicles:

• The vehicle must be hired through a licensed company.
• Comprehensive insurance (or the local equivalent if hired internationally) MUST be taken out for the hire vehicle. It is the individuals’ responsibility to check that comprehensive insurance is in place.
• The individual must read the rental company’s terms and conditions carefully, especially the conditions of license requirements and where a car can/ cannot be driven (usually available online).
• If after reading the terms and conditions, written permission for vehicle use (e.g. on particular roads) by the hire company are required the individual must organise them themselves.
• All drivers should be listed with the hire car company as AUTHORISED DRIVERS and their licenses checked by the company upon pick up of the vehicle.
• If hiring a 4WD vehicle or a larger, more unfamiliar vehicle, it is recommended the driver see the vehicle manager or relevant fieldwork manager for a safety briefing and potentially a vehicle induction, case and experience dependent.

The hire car checklist reflecting this information can be accessed here.

4.5  General driving advice

• Driver fatigue - Drivers are reminded by the University and a NSW RMS recommendation that driving periods must not exceed two hours before either a change of driver and/or a half an hour rest period occurs incorporating some light activity e.g. walking, tea break. Rest stops must be made on the first onset of fatigue.
• Macquarie University encourages drivers to be aware of the welfare of the fellow passengers. In turn, passengers should express concerns if uncomfortable with the driver’s control. This includes no driving for eight hours after consuming alcohol or fatigue inducing prescription medication. A total of no more than 12 hours per day should be spent travelling by vehicle either as shared driver or passenger. Where there are prior intensive activities to driving, this should be deducted from the driving schedule for the day.
• Poor light driving - Care must be taken when driving at dawn, dusk & night particularly in areas of wildlife activity. If a collision with an animal can’t be avoided, impact must be straight & central to avoid rollover. Encourage use of the front passenger as spotter for any hazards ahead

• Vehicle weight and speed – Drivers need to be aware that greater stopping distances are required particularly when the vehicle is fully laden. Higher road clearance reduces vehicle stability particularly when cornering. Speed reduction & changing down through the gears when approaching curves & corners must be emphasized.

• Blind spots – Drivers need to be aware of blind spots of the vehicle & care with stowage of poles, spades and sharp objects. All drivers are encouraged to take care when parking the vehicles and  use a passenger if present to assist with guiding. When driving in thick vegetation, mirrors need to be pulled in and aerials lowered.

• Water crossings –Depth limitation apply for water crossings, no deeper than the centre of the hub of the wheels. Under no circumstances should flooded roads be crossed except under direction of local emergency authorities.

• Equipment – There are first aid kits, torches, night visibility reflector vests, roadside assistance details, vehicle manufacturer’s instructions, jumper leads as well as jack & tyre change tools are provided in every vehicle.

• Tyres – Drivers need to be aware that the semi off road tyres fitted to the 4WD vehicles have reduced road surface contact due to tread patterns and therefore recommended to reduce highway speeds. Attention should be paid to the speed rating letter displayed on the tyre side wall; e.g. N rating means maximum allowable speed for the tyre is no more than 20km/h. Some vehicles are also fitted with satellite & or GSM vehicle trackers where trip speeds are digitally recorded. Drivers should ensure they are capable of changing a tyre in their field vehicle especially when travelling in remote areas where NRMA support may be difficult. Each vehicle model will store tyre changing equipment in different compartments and drivers should ensure they are familiar with their location.

• Tyre changing – Drivers should ensure they are capable of changing a tyre in their field vehicle especially when travelling in remote areas where NRMA support may be difficult. Each vehicle model will store tyre changing equipment in different compartment and drivers should ensure they are familiar with their location. Drivers need to take extreme care when changing tyres on a vehicle, particularly avoid carrying out this procedure on busy roads, highways & freeways. Any passengers not involved with tyre changing should stay well clear of the vehicle, & rather act as spotters for oncoming traffic & not to roam across the road to take photos. Care must be taken to avoid injury, particularly to backs when lifting equipment, or avoiding hot surfaces beneath the car. Tyre changing procedures should follow the information provided in the manufacturer’s vehicle manual as well as details given during the vehicle induction process. NEVER PUT ANY PART OF YOUR BODY UNDER A VEHICLE SUPPORTED BY ONLY A JACK.

• Under the bonnet –Drivers are to refill the washer reservoirs as required with diluted window washer solution. If driving in dusty locations for long periods, remove the air filter & blow off any dust & foreign material as well as hose through the radiator grill to remove blockages. This should be covered in the vehicle induction process but seek professional mechanical advice on how this is done.

• Run out of fuel – Drivers must be aware that for vehicles fitted with aftermarket long range fuel tanks, the fuel gauge is not calibrated to volume present in the fuel tank. Therefore it is recommended safe practice that drivers should refuel all vehicles when the fuel gauge indicates that a half tank has been reached. If down to a quarter tank, refueling must be carried out as soon as possible. Vehicles are fitted with long range fuel tanks which along with fuel gauges are not calibrated to the increased volume, so extra care needs to be taken with calculating remaining fuel for long distance travel.

• Jump start – Drivers have to always check that all lights are switched off when leaving the vehicle. If the battery is flat, follow the directions of the vehicle manufacturer’s manual, e.g. connect jumper leads positive from the good battery to positive of the flat, negative to the engine hook or nearest metallic object in the engine bay. Never negative to negative as the battery could blow up or damage to power circuits can occur.

• Vehicle recovery/off road activity - If the situation arises that a vehicle needs recovering, additional risks will exist. The potential for such a situation should be disclosed to the relevant fieldwork manager during the trip application process as this may affect the approval if the participants do not have the correct level of training or experience to recover a vehicle safely. If such situations are predicted to occur the fieldwork manager may request demonstration of skill or a 4WD vehicle recover course to supplement. Recovery may only proceed in the field if the fieldwork leader assesses the risks on site and determines that controls are appropriate to safely manage the operation with personnel on hand. Should this not be deemed safe, external assistance should be sought immediately.

(Please refer to Macquarie University Policy Central for more information)