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No. 565/2016 23rd September 2016 For the Immediate Attention of All: Postal Branches Divisional Representatives Area Distribution Representatives Terms of Reference between Royal Mail and the Communication Workers Union on the National Extension of the Telephone Accident Reporting Process within the Regional Logistics MGV (7.5t) Fleet Dear Colleagues Branches will be aware that a revised process for the reporting of Road Traffic Accidents by telephone, using the PDA, was trialed and subsequently agreed for deployment to all drivers in Delivery Offices, including Collection Drivers using a PDA. The revised process was communicated via LTB 714/15 issued by Bob Gibson, Assistant Secretary, in November 2015. The procedure was designed to enhance the processes for reporting accidents to improve the quality of the information provided, with the aim of assisting Royal Mail in dealing with 3rd Party claims. To achieve this aim, drivers are encouraged to report accidents directly to Lex Autolease by telephone from the scene of the accident, or as soon after as it is safe and practical to do so, which we stress remains entirely at the discretion of the driver. At the time the deployment of the process was restricted to vehicles where drivers used PDA’s, as the CWU position was that drivers should not be expected to use their own phones to make calls. The business have now requested that the agreed process be extended to drivers of Logistics, MGV 7.5t vehicles, which are fitted with the Microlise Telemetry Units that include a telephone capability. The department has therefore concluded discussions on the extension of the process to the MGV Fleet. The revised process retains all of the safeguards included in the original agreement and participation by our members remains voluntary. In light of the fact that the Microlise equipment and telephone are an integral fixture in the vehicle, the revised document includes the following paragraph, which recognises that any calls would have to be made from the vehicle and ensures that drivers are not put at risk when making a call: We now propose to extend these arrangements further to include all drivers of 7.5t vehicles that have Microlise equipment fitted. This equipment has a telephone facility to enable the drivers to call Lex Autolease in line with the agreed process. Drivers will not be expected to make calls from their own telephone and therefore, as these calls will be made from the cab, it is imperative that they are only undertaken in circumstances where the vehicle remains safe and secure, that access is uninhibited and that the vehicle is parked and is not causing an obstruction. In this regard drivers must fully comply with any advice from Police or emergency services attending the accident. In all other regards the processes remain identical to the existing agreement. The revised agreement to enable this activity is attached as Attachment 1 for the information of Branches and representatives. In addition the following supplementary documentation is also included: Attachment 2 – WTLL RTC Reporting Changes Attachment 3 – Advice and Guidance at the Scene of an Accident 7.5t Attachment 4 – Call LEX from Drive Tab 7.5t Attachment 5 – Process Chart for RTA Telephone Reporting Process 7.5t The process for Logistics MGV 7.5t drivers will come into effect from Monday, 3rd October 2016. Any enquiries in relation to this LTB should be addressed to Davie Robertson, Assistant Secretary, email: [email protected] or [email protected] quoting reference number: 202.11 Yours sincerely Davie Robertson Assistant Secretary