• Section 1 - Purpose and Scope
• Section 2 - Definitions 
• Section 3 - General Principles 
• Section 4 - Roles and Responsibilities
• Section 5 - Records of Documentation  
• Section 6 - Revision and approval history 
• Section 7 - References 
• Section 8 - Related Documents 

Section 1 - Purpose and Scope

(1) The purpose of this procedure is to ensure the management of risks associated with journey management at Southern Cross University (SCU) are appropriately managed and controlled. 

(2) The purpose of this procedure is to ensure Southern Cross University’s management, employees, contractors, students, visitors and others are aware of the risks associated with journey management in the workplace, management strategies and to provide advice on appropriate controls. 

(3) All employees, students and others including both independent contractors and contractors under SCU control are to be made aware of and follow this procedure. 

(4) This Procedure applies to all SCU Work Units and sites. The procedure aligns with WHS legislation in the relevant jurisdictions SCU operates in. 

Section 2 - Definitions 

Section 3 - General Principles 

(5) A journey management plan is mandatory for any high-risk vehicle journeys as defined in Section 2. 

Everyday Vehicle Journey  

(6) No plan is needed unless requested by a supervisor. 

Driver Fatigue 

(7) Refer to the Fatigue Risk Management System as outlined in HRP12: Fitness for Work for fatigue information and controls. 

Accommodation 

(8) Appropriate accommodation will be provided where required to ensure compliance with travel times. Any variations must be authorised by the supervisor. 

Travel Times 

(9) Travel between sunset and sunrise presents higher risks. Permitted travel times are from 5 am to 7 pm. Any variations require managerial approval. Supervisors must seek this approval before travelling outside permitted times. 

Driving Breaks & Rest Stops  

(10) Lone drivers must take a 15-minute break every two hours. Multiple drivers must switch every two hours. Fatigue requires immediate rest or a driver change. Unscheduled or extended breaks must be communicated to the contact person. 

Extreme Events & Weather  

(11) Recognise that extreme weather can affect travel conditions. Discuss travel delays or early returns with employees and students to ensure safety. Sometimes staying on-site may be the safest option. 

Accidents, Breakdowns, and Mechanical Problems  

(12) In case of an accident, move to the side of the road and use hazard warning lights. Contact the nominated person immediately and report all incidents as on Riskware and to your supervisor. 

Overdue Action  

(13) If contact is not established within an hour of the estimated arrival time, the nominated person should contact the alternative contact, make reasonable efforts to locate the traveller and escalate the matter if necessary. 

Checklist Before Travel  

(14) Items to check before travel: 

1. Sufficient water,  
2. Snakebite kit if travelling to remote areas,  
3. First aid kit,  
4. Emergency contact numbers,  
5. Satellite phone if travelling to a region with no mobile coverage,  
6. Maps or relevant GPS data, 
7. and breakdown equipment. 
8. General Vehicle Maintenance  

(15) University-owned and leased vehicles must comply with fleet procedures. Private vehicles must be maintained and roadworthy. 

Pre-Driving Checks  

(16) Employees should visually inspect vehicles before journeys and use the Vehicle Pre-start Checklist. Before journeys, employees should check tire pressure, adjust seating and mirrors, secure loose items, and use good quality sunglasses. 

Alcohol and Other Drugs  

(17) Drivers must comply with state driving laws and not operate vehicles while impaired by substances or with a BAC over the legal limit. 

Towing  

(18) Refer to vehicle manuals for towing considerations, including braking systems and load distribution. 

Remote Area Driving  

(19) Driving in remote areas can place employees in high-risk situations. Employees and supervisors will:  

1. Select the appropriate vehicle type for the journey. 
2. Check the predicted weather and the road conditions for the duration of the journey using a weather app. 
3. Ensure scheduled communication procedures are practised and appropriate reliable communication system(s) are used, i.e. satellite phones and personal contact. 
4. If appropriate, inform the appropriate authorities of remote area travel plans, including persons travelling, destination and estimated arrival time. 
5. Where appropriate, the carrying of an EPIRB (Electronic Position Indicating Radio Beacon) to AS/NZS 4280.1, Personal Locator Beacons (PLB’s) to AS/NZS 4280.2, mobile phones, satellite phones, Ultra High Frequency (UHF) radio, Very High Frequency (VHF) Radio or Spot Tracker is mandatory. 
6. Ensure that the vehicle is appropriately equipped to undertake the journey, tasks and specific terrain(s). 
7. Ensure that the vehicle has been properly maintained and fully serviced before departure. 
8. Plan for vehicle maintenance and servicing requirements that may be required during the duration of the journey. 
9. Ensure clear procedures are adopted for emergencies, including personal injury, vehicle accident, vehicle breakdown and vehicle bogging. 
10. Ensure drivers and/or passengers are appropriately trained to operate the vehicle and all equipment carried, including communication and vehicle recovery equipment.  
11. Ensure an appropriate first aid kit and fire extinguisher are carried in the vehicle and that the driver and /or passengers are appropriately trained in their use. 
12. Ensure appropriate provisions are carried for emergencies, including food, water and fuel. Please refer to Appendix 1 - Recommended Equipment for Field Work in Remote Locations. 

Driving Alone  

(20) Ensure drivers have emergency contact information, maintain regular contact, and practice personal security. 

Using Electronic Equipment  

(21) The use of electronic devices while driving is prohibited unless the vehicle is stationary. Hands-free calls should be minimised. 

(22) It is recommended that calls be answered only after the vehicle has pulled over to the side of the road. 

In-Vehicle Distractions  

(23) Reduce distractions by: 

1. avoiding eating 
2. pre-setting controls 
3. securing loose objects 
4. using GPS 
5. requesting assistance from passengers. 

Courteous Driving  

(24) Drivers must be courteous and avoid road rage. Report incidents to the police and manager. 

Secured Loads  

(25) Loads must be secured to prevent airborne objects. Cargo barriers should not be removed, and materials must be carried safely. 

Reporting Accidents  

(26) Report incidents and accidents to your supervisor within 24 hours and complete the Incident Report Form in RiskWare. Attend to emergency needs and follow road traffic rules. 

Smoking in Vehicles  

(27) Smoking is prohibited in university-owned, leased, and hired vehicles. 

Section 4 - Roles and Responsibilities

University Council  

(28) The SCU Council has the following WHS responsibilities: 

1. Demonstrate commitment to WHS and set examples for employees. 
2. Ensure regulatory compliance with standards and procedures. 
3. Maintain WHS management systems meeting policy, legal, and regulatory requirements. 
4. Review WHS risks periodically and consider implications in decisions. 
5. Oversight of the development and alignment WHS strategy with university objectives. 
6. Agree on and monitor WHS objectives, targets, and performance. 
7. Provide adequate WHS training and resources for roles. 
8. Review and learn from WHS incidents and trends and ensure corrective actions. 
9. Ensure  crisis management processes for incidents are implemented. 
10. Cooperate with regulators and WHS Manager on legislative requirements. 
11. Monitor and report WHS performance, maintain relevant records, and track progress against objectives. 

Operational Responsibilities 

(29) The SCU Vice Chancellor has the following WHS responsibilities: 

1. Foster a positive WHS culture with continuous improvement and leading by example. 
2. Appoint competent resources for WHS roles based on risk profile, including an advisor for WHS duties. 
3. Allocate resources for WHS systems and training for direct reports. 
4. Manage key stakeholder and regulatory relationships. 
5. Comply with WHS legislative requirements and collaborate with authorities. 
6. Ensure compliance with WHS policy and legal requirements is monitored through plans and reviews. 
7. Take actions to achieve WHS objectives and address deficiencies. 
8. Implement disciplinary measures for WHS breaches as needed. 

Vice Presidents/Pro/Deputy Vice-Chancellor 

(30) Vice Presidents/Pro/Deputy Vice Chancellors have the following WHS responsibilities: 

1. Be aware of, monitor and control critical hazards and controls applicable to their work unit 
2. Ensure compliance with WHS policies, procedures by persons involved in their work unit’s undertaking. 
3. Incorporate WHS risks in the Enterprise risk register and apply controls. 
4. Provide oversight of Work Unit WHS performance, reporting, and sharing lessons from incidents. 
5. Appoint and allocate appropriate WHS resources for risk management and training. 
6. Foster a positive WHS culture, promote continuous improvement, and lead by example. 
7. Cooperate with Regulators/Authorities and WHS to meet legislative requirements. 
8. Review safety performance, discuss with management, and take corrective actions as needed, including disciplinary measures for WHS breaches. 

Head of Work Unit 

(31) The Head of the Work Unit has the following WHS responsibilities: 

1. Ensure compliance with WHS policies, procedures, and controls. 
2. Ensure WHS compliance, communication, and risk management. 
3. Provide oversight for Work Unit WHS performance. 
4. Promote a positive WHS culture and competency. 
5. Manage WHS incidents and reporting. 
6. Obtain and follow WHS professional advice. 
7. Coordinate with regulators and WHS teams. 
8. Conduct audit and assurance activities and ensure action on findings. 
9. Engage with stakeholders on WHS matters. 
10. Report accidents and incidents promptly. 
11. Enforce disciplinary measures for WHS breaches. 

Managers and Supervisors 

(32) Managers and Supervisors have the following WHS responsibilities: 

1. Ensure compliance with WHS policies, procedures, and controls. 
2. Ensure access to competent WHS advice and training. 
3. Provide resources and approval for safe activities. 
4. Cooperate with regulators, WHS Manager, and Partners. 
5. Monitor and act on regulatory visits and incidents. 
6. Conduct assurance activities. 
7. Engage stakeholders on safety matters as needed. 
8. Report and record all WHS incidents promptly. 
9. Review Work Unit WHS performance regularly. 
10. Enforce disciplinary measures for WHS breaches. 

Employees 

(33) All employees have the following WHS responsibilities: 

1. Complete required WHS training and stay updated. 
2. Prioritise health and safety for oneself and others. 
3. Ensure compliance with WHS policies, procedures, and control  
4. Report WHS concerns promptly to relevant personnel. 
5. Cooperate with SCU on WHS matters. 
6. Understand and adhere to WHS procedures and risk assessments. 
7. Notify relevant management of unsafe conditions or practices. 
8. Work within established safety controls and systems. 
9. Support WHS objectives and targets. 
10. Use equipment only with proper training. 
11. Wear issued PPE correctly. 
12. Request additional WHS training if needed. 
13. Follow instructions from authorities and supervisors. 
14. Report accidents, defects, or hazards promptly. 
15. Participate in audits and reviews as required. 
16. To cease work if there is a reasonable concern of a serious risk or an immediate or imminent hazard poses serious risk to health and safety 
17. To inform supervisor if work is ceased. 

WHS Team 

WHS Manager 

(34) The WHS Manager has the following responsibilities: 

1. Develop and lead the University's health and safety strategy. 
2. Implement and maintain WHS policies, procedures, and controls. 
3. Provide oversight and reporting on WHS performance. 
4. Develop and maintain WHS management systems. 
5. Ensure compliance with legal and regulatory WHS requirements. 
6. Assess and manage WHS risks effectively. 
7. Promote visible leadership in WHS. 
8. Communicate progress against WHS plans and objectives. 
9. Ensure adequate WHS resources and training. 
10. Provide WHS advice to management and maintain relationships with regulators. 
11. Investigate and report accidents/incidents, sharing lessons learned. 
12. Develop and monitor a WHS compliance assurance program. 
13. Support SCU in new research, sites, and acquisitions. 
14. Maintain accurate WHS data and reporting. 
15. Regularly review and address WHS incidents and performance. 

WHS Business Partners  

(35) WHS Business Partners have the following responsibilities: 

1. Assist work units with the application of procedures.  
2. Support understanding and compliance with SCU standards and regulations. 
3. Assist in WHS risk assessments and controls implementation. 
4. Actively promote WHS culture and plans. 
5. Maintain skills and stay updated on legal requirements. 
6. Advise on WHS training needs. 
7. Cooperate with regulators and WHS Manager on legal requirements. 
8. Report incidents and support investigations. 
9. Support WHS inspections, audits, and corrective actions. 
10. Ensure accurate WHS data in RiskWare and meet reporting requirements. 

Section 5 - Records of Documentation  

1. All relevant documentation will be recorded and kept in accordance with WHS Legislation and other legislative obligations including:  
2. Journey Management Plan   

Section 6 - Revision and approval history 

(36) This procedure will be reviewed as per nominated review dates or because of other events, such as: 

1. Internal and external audit outcomes. 
2. Legislative changes. 
3. Outcomes from management reviews. 
4. Incidents. 

Section 7 - References 

Section 8 - Related Documents