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Well Life Use of Motor Vehicles Policy

Policy Statement

Well Life Services is committed to ensuring the safe, lawful, and appropriate use of motor vehicles in delivering its services across Disability Support, Allied Health, Support Coordination, and Child Protection Placement Services. Our commitment extends to ensuring compliance with all relevant legislation and safeguarding the well-being of clients, staff, and the broader community when using motor vehicles for work-related purposes.

 

As a Disability Support Provider, Well Life Services provides transportation for some clients, to access essential services, community activities, and therapy appointments.

As part of our Services, we meet the Statement and legislation listed below and uphold the Charter of Rights for a Children and Adults in Care, ensuring children and young people have access to safe and stable transport in line with their right to a secure living environment.

 

All drivers including staff, volunteers and clients must comply with Queensland's road laws and workplace health and safety regulations while using company-owned, private, or client-owned vehicles for work-related purposes. Vehicles used for transporting clients must be roadworthy, appropriately insured, and compliant with disability and child safety requirements.

 

This policy applies to all Well Life Services employees, contractors, and volunteers using a vehicle for work-related purposes, ensuring safety, compliance, and high-quality service delivery.

Relevant Legislation and Standards

  • Child Protection Act 1999 (Qld) – Statement of Standards (Section 122) & Charter of Rights for a Child in Care (Schedule 1)

  • National Disability Insurance Scheme (NDIS) Act 2013 (Cth) – Ensuring safe transport for NDIS participants

  • Work Health and Safety Act 2011 (Qld) – Employer obligations for safe work practices, including vehicle use

  • Transport Operations (Road Use Management) Act 1995 (Qld) – Compliance with Queensland road laws

  • Disability Discrimination Act 1992 (Cth) – Ensuring equitable access to transport for individuals with disabilities

  • Australian Road Rules (Model Legislation) – Regulations on seatbelt use, child restraints, and mobile phone use while driving

Procedures

General Requirements for All Drivers

 

All drivers, whether using a private, company, or client vehicle, must follow these steps to ensure the safety of all occupants and compliance with Well Life Services policies:

 

  1. Valid Driver’s License: Ensure you hold a current, Open or Provisional driver’s Qld Drivers License for the vehicle being driven and number of passengers being transported.
     

  2. Vehicle Insurance: Verify that the vehicle is insured with no less than Full Comprehensive Insurance for and any business use if declared to insurer.
     

  3. Registration: Ensure the vehicle is registered and roadworthy and free from any defect notices.
     

  4. Road Safety Compliance: Adhere to Queensland road and traffic rules, including reporting any offences that could disqualify you from driving.
     

  5. Maintenance and Condition: Maintain the vehicle in a clean, safe, and presentable condition. Regular checks on oil, water, and tyre pressure are mandatory.
     

  6. Avoid Impairment: Do not drive under the influence of alcohol, illegal drugs, or any medication that could impair your driving ability.
     

  7. Traffic or Parking Fines: Drivers are responsible for paying any traffic or parking fines incurred during work-related travel unless just cause is demonstrated.
     

  8. Risk Assessment: If transporting clients, ensure a risk assessment is completed before the trip, particularly if it’s the first time.
     

  9. Safety Concerns:

    - Vehicles with identified safety concerns must not be used until they have been assessed and deemed roadworthy.

    - Driver/WLS Staff are to notify emergency service straightway if the keys have been locked in the vehicle with a client or young person, and take all measures to ensure the vehicle is unable to be driven.
     

  10. Restraints and Seat Belts:
    - When in a vehicle that is moving or stationary (not parked), All occupants must wear a correctly fitted seatbelt or Australian Standard (AS) Child Restraint appropriate to the passengers age, and height markers.
    - Well-life services will ensure staff are capable of correctly installing, adjusting, and fastening any child restraint that is to be used.
    - Drivers are responsible for ensuring that all passengers are safely restrained in cars and should follow the relevant guidance around types of child restraints.
     

  11. Children: Children under 12 years must not be left unattended in vehicles.
     

  12. Smoking (including e-cigarettes and vaping) is not permitted within a vehicle that is transporting children and young people.

Use of Private Vehicles

  1. Clients may be transported in private vehicles provided that any required vehicle restraints have been assessed by a qualified individual as adequate for protection.
     

  2. A Kilometre allowance may be provided to employees using their private vehicles for work. This allowance is paid in accordance to the current NDIS Price Limits and Pricing Arrangements.
     

  3. Vehicles over five years old may only be used if pre-approved by the employer. Vehicles subject to luxury car tax and high powered sports performance vehicles are not permitted for work purposes.
     

  4. Well Life Services does not cover the cost of damages to personal vehicles used for work purposes. Staff are encouraged to seek compensation through governing bodies, such as the Department of Child Safety or the Office of the Public Guardian, for client-caused damages. Other damages should be claimed through the staff member’s comprehensive insurance policy.
     

  5. Compulsory third-party insurance premiums (as part of vehicle registration) will not be affected in the context of this usage. Employees may continue to register their vehicle at the Private Rate (refer to the Insurance Commission of Queensland ‘Motor Vehicle Third Party Personal Injury Premiums’ for further advice).
     

  6. By using a private vehicle, you relinquish the eligibility for a company vehicle and will be eligible for a car allowance instead. This car allowance is provided for the cover of insurance, registration, servicing, maintenance, cleanliness, Bluetooth facilities, the use of a rental vehicle when your private vehicle is not available and any other reasonable vehicle running costs.
     

  7. It is the employee’s responsibility to provide a locally compliant hands-free car kit as well as appropriate satellite navigation system.
     

  8. As your private vehicle will be used in line with business related travel, you are share annual confirmation of your Registration, Insurance and Licence with Well Life Services.

Use of Well Life Vehicles

  1. Employees using company vehicles must comply with all relevant road safety regulations and ensure that vehicles are well-maintained, clean, and free of personal items.  Any faults, damage or maintenance requests must be reported as soon as possible to your manager or via the Vehicle Damage Request form.
     

  2. Learner drivers are not permitted to drive company vehicles on public roads. See 6.1 Learner Drivers.
     

  3. Avoid engaging in high-risk activities, such as four-wheel driving. See 7.1 Excluded Activities.
     

  4. Any breakdowns, mechanical faults, or damages must be escalated to management for appropriate action, including repairs or replacement if required. You must also submit a vehicle damage located on SharePoint on the house/care/assets register.
     

  5. Vehicle Managers or their nominated personnel must ensure the Current Vehicle Register located on SharePoint > Property/Vehicles/Assets is updated regularly with relevant information including but not limited to mechanical services, tires, and safety checks and regularly audited for compliance to ensure standards are met.
     

  6. Vehicle Managers or their nominated personnel must upload the Weekly Vehicle Log to the relevant Vehicle File located on SharePoint > Property/Vehicles/Assets > Vehicle > Vehicle File
     

  7. When vehicles are not in use all employees are required to store company vehicle keys securely in the provided location such as a safe or lockbox.  Keys are not to be on support worker or staff member if the vehicle is not in use.
     

  8. Company vehicles which are not for the exclusive use of a client’s residential location must be booked via the Microsoft Outlook booking system.

Secure Carriage

Vehicle keys that are in use (but not placed in the ignition with the driver in the driver’s seat) must be securely carried on a youth worker or support workers’ person. For example:

  • secured in a pocket (preferably buttoned/zipped)

  • secured in pouch belt/waist bag

  • securely attached to a belt via a key clip
     

Vehicle keys are not to be carried on lanyards or other mechanisms that can easily break or detach.
 

There may be circumstances where a staff member can't carry vehicle keys on their person (e.g. when engaging in activities such as swimming at the beach, public pool, waterhole, etc.). Keys should be given to other mechanisms to ensure vehicle keys are secure, such as a portable vehicle key padlock.

 

Well Life Services will ensure all visiting stakeholders/maintenance/visitors are made aware of and adhere to the requirements for the secure carriage of vehicle keys.

Clients Driving their own Vehicles

  1. Clients who drive while support workers are in the vehicle must adhere to the procedures outlined in sections 2 General Requirements for All Drivers.
     

  2. Staff must seek pre-approval from their direct report and ensure that a risk assessment is conducted before allowing a client to drive.
     

  3. The Operations Manager will evaluate the client's driving ability, medication use, and any factors affecting the safety of the vehicle occupants before granting approval.
     

  4. Avoid engaging in high-risk activities, such as four-wheel driving. See 7.1 Excluded Activities.

Learner Drivers

  1. Learner Drivers are not permitted to operate Company or Staff Vehicles on any roads. We encourage clients to seek learning opportunities through their personal network and approved driving instructors. Additionally, you can explore the PCYC Braking the Cycle program Braking the Cycle - PCYC Queensland - PCYC Queensland for further support in learning to drive. 

Excluded Activities

  1. Extreme activities like four-wheel driving are not permitted due to the significant risks these activities pose to both the business and the staff. Clients who wish to participate in such activities should arrange them outside of their support hours.

Review of the Policy

This policy will be reviewed every two years. However, if at any time the legislative, policy or funding environment is so altered that the policy is no longer appropriate in its current form, the policy will be reviewed immediately and amended accordingly. 

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