Safe use of vehicles

This guideline applies to all UWA personnel, students, and clients across all operational sites, regardless of whether the vehicle used is UWA-owned, leased, hired, or privately owned.

Manager Responsibilities

Managers must ensure no one drives unless they are trained, competent, and licensed in line with legislation and UWA requirements.

Driver Requirements

All drivers must:

  • Hold a valid licence appropriate to the vehicle type
  • Carry their licence while driving
  • Inform their manager of any licence restrictions or changes
  • Follow road laws (e.g. speed limits, seatbelts, child restraints, no mobile use)
  • Comply with relevant UWA policies
  • Submit trip details via a journey management plan, Concur travel system, or fieldwork plan

Conduct Risk Assessments 

Senior Leaders must ensure driving-related hazards are identified and assessed, either as part of fieldwork or journey management planning. Refer to:

Vehicle Requirements 

UWA Management is responsible for ensuring all vehicles are licensed and insured for their intended use.

Driver responsibilities

  • Perform a visual safety check before driving, including tyres, safety equipment, warning lights, and overall roadworthiness.
  • Keep windscreens, windows, and headlights clean for clear visibility.
  • Report any damage or concerns immediately.
  • Tag out any vehicle with faults that pose a safety risk until resolved.

Managing Fatigue

Driving tired slows down your reaction time and decreases your alertness. Fatigue doe not only affect long-distance driving. Do not drive if you are tired or feel sleepy. Drivers must make provisions for managing fatigue and this includes:

  • Ensure you have adequate rest the night before you're required to drive.
  • Plan for breaks every 2 hours (or less) and, if possible, switch drivers throughout the trip. However, tiredness can occur less than 2 hours. If you are feeling tired (yawning frequently, eyes becoming a little heavy, the road becomes monotonous or you are feeling a bit bored), stop and take a break.
  • If feeling drowsy or sleepy, stop at a safe spot or designated rest areas and take power naps (at least 20 minutes). You may need to rest longer if you are still feeling tired after the nap. Walk around to increase alertness before driving again.
  • If driving with passengers, place the onus on the passenger to keep driver engaged and awake.
  • Stay hydrated and avoid heavy meals during the journey. 

UWA fleet vehicles  

UWA fleet vehicles should be the first choice for work-related travel—they're regularly maintained and fully insured. Bookings can be made via the University’s vehicle booking system.

Fleet vehicles are equipped with telematics that track location, driver behaviour (e.g. speeding, fatigue), engine diagnostics, and usage.

Towing Guidelines

Staff may be required to tow trailers, which affects vehicle performance and fuel use. All UWA trailers must be registered, roadworthy, and comply with local laws—drivers in WA must not exceed 100 km/h, even if higher speeds are posted.

Before towing:

  • Inspect the trailer during the prestart check.
  • Secure it with a locking mechanism and at least one chain with a D-shackle.
  • Ensure the load is properly tied down with rated, undamaged straps.
  • Check the load regularly to maintain stability during travel.

All staff/students undertaking towing activity need to first complete a verification of competency or a towing training course.

Reporting Accidents 

Drivers involved in any accident-causing injury or damage must report the incident to relevant authorities (e.g., police) within the required timeframes. They must also notify their manager and report the incident to UWA (Uni ID login required). For serious or notifiable accidents, the UWA Health, Safety and Wellbeing team must be informed as soon as reasonably practicable.

What else do I need to know

  1. UWA Alcohol and Other Drugs Policy [DOC, 208 KB]
  2. Motor vehicle insurance
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