Cycle Friendly Employer - How to Guide

Cycle Friendly Employer accreditation

Rewarding companies who make their workplaces awe-inspiring through cycling

CFE-UK How To Guide www.cyclinguk.org/cyclefriendlyemployer

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

Commuting by bike has many proven benefits for both employees and their employers.

Cycling as a form of exercise is excellent for improving fitness and lowering blood pressure, as well as reducing stress and increasing happiness as it’s very enjoyable! Studies have shown that physical activity can reduce staff absenteeism too.

And cycling as a form of transport has positive benefits: businesses that make commuting by bike easier and stress-free for their employees are more likely to attract and retain the best talent.

They can also reduce costs because bicycles don’t take up as much parking space as cars.

Becoming an accredited Cycle Friendly Employer makes sense.

Encouraging cycling means you can help your staff be the best they can be, every day.

How To Guide

What is the Cycle Friendly Employer accreditation (CFE-UK)?

CFE-UK accreditation officially recognises employers who make their workplaces awe-inspiring through cycling.

Partnering with countries across Europe, CFE-UK enables companies to measure up against the only international standard for workplace cycling. It provides a flexible package to help businesses improve and promote cycling to work.

To achieve accreditation, employers need to meet a range of standards across a number of categories. The higher the standards met, the higher tier a company can achieve out of Bronze, Silver or Gold.

How does it work?

It’s a simple three-step process:

1

Register your interest, then complete an online self-evaluation to check if you meet the accreditation minimum standards, which will also indicate if a Bronze, Silver or Gold could be achieved.

2

If approved, an onsite audit is arranged by Cycling UK to verify that you meet the required standards. The cost of the audit depends on the size of the business and the number of sites you’d like accredited.

3

Following the audit, a report is provided to help the company implement developments or improvements to it’s cycle-friendly facilities. Bronze, Silver or Gold accreditation is awarded which is valid for three years.

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

About this guide This guide is all about how to become a cycle-friendly place to work and achieve official recognition for your cycling culture with Cycling UK’s Cycle Friendly Employer accreditation (CFE-UK).

If you don’t currently have cycle-friendly facilities or if you would like to make improvements and introduce new activities to make your company much more in tune with sustainable travel, then this guide will help you understand what each of the CFE-UK categories and measures are based on and what you would need to do in order to meet them.

The more measures you can meet, then the higher the level you will reach out of Bronze, Silver and Gold. That said, CFE-UK recognises that organisations come in many shapes and sizes, therefore you are only scored against the measures you are able to deliver. For example, if you don’t have customers regularly visiting your premises, you won’t be assessed on Category 6 – Customer Traffic; if you don’t have staff car parking at your premises, you won’t be assessed against the related measures under Category 5 – Parking Management.

Depending on which categories and measures you say ‘Yes’ to, you can submit a self-evaluation for your CFE-UK accreditation which will indicate whether you reach a Bronze, Silver or Gold.

A CFE-UK Auditor will then visit your company to verify what has been met so that you can be officially accredited by Cycling UK. Before explaining the categories and measures in detail, the following page highlights two key criteria; in order to be eligible for CFE-UK you need to appoint a Company Cycling Coordinator.

This is compulsory for accredited Cycle Friendly Employers and is part of your commitment to creating a cycle-friendly culture.

Also to note, if you do have the availability or opportunity to provide bike parking at your site, then it is compulsory that it’s located close to the entrance or closer than car parking spaces.

How To Guide

About CFE-UK criteria 1. Appoint a Company Cycling Coordinator There must be a nominated individual who collects and maintains information about your company’s cycle to work activities. As the CFE-UK champion within the company, they are the central point of contact for all other staff and manage key objectives, communication plans and possible funding or budget requirements. Responsibilities may include: • Overseeing the company’s commitment to increase percentage of employees cycling • Providing information for all employees about cycling and sustainable transport on a regular basis

• Investigating potential funding sources that could support the company’s cycling developments • Developing and implementing an Alternative Transport Strategy that will work towards improving the mobility of staff.

This role should be granted the time and resources to deliver the identified responsibilities (relative to company size).

2. Bike parking facilities close to entrance or closer than car park spaces If you have bike parking or the ability to have it at your premises, then this is mandatory for an accredited Cycle Friendly Employer. Good quality bike parking located close to the entrance of your premises, demonstrates a commitment to being cycle-friendly. As well as making it easier for employees to cycle and park at work, it shows any visitors that you are cycle-friendly.

Features may include: • Suitable racks available (ability to lock both the front wheel and frame) • Close to the company entrance • Suitable ratio of bike parking spaces to number of employees • Barrier-free access or easily navigable ramps • Suitable roof providing protection from the weather.

“Taking part in awareness raising activities, such as Bike Week and Cycle to Work Day, are excellent hooks for inspiring people to cycle to work or on business.

Organising your own cycle-related activities will greatly increase staff enthusiasm and participation.”

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

CFE categories and measures Category 1: Information, communication and incentives for employees Measure:

Points awarded:

1.1 Participation in a national or regional campaign – such as Bike Week in June, Cycle to Work Day in August

10

1.2 Additional activities related to a national or regional cycling promotion campaign

5

Taking part in awareness-raising activities, such as Bike Week and Cycle to Work Day, is an excellent hook for inspiring people to cycle to work or on business. Organising your own cycle-related activities will greatly increase staff enthusiasm and participation.

Bike Week – www.bikeweek.org.uk Bike Week takes place annually in early June and encourages ‘everyday cycling for everyone’. It is the perfect opportunity to promote all kinds of cycling activities, including commuting.

Not only is it free to sign up, but if you organise an event like a staff bike ride or set up a stall to promote cycling, you’ll be covered by Cycling UK’s third-party insurance.

You can download promotional materials such as posters or leaflets from the Bike Week website, and make use of digital assets like the Bike Week logo and images.

As well as inspiring employees and/or teams to get cycling by offering rewards for clocking up the most miles, you can also keep the momentum going for the week with a different theme each day, such as:

• Monday – Offer a bike breakfast for staff who cycle to work • Tuesday – Try out electric bikes or provide cycle training • Wednesday – Hold a staff ride for all abilities • Thursday – Provide bike health checks or maintenance sessions • Friday – Get everyone involved in a bike-themed bake-off!

Whatever is suitable for your company, the key is to make it easy, fun and accessible for staff to get involved and feel motivated to commit to cycling to work and/or joining a ride.

This also provides lots of positive stories, which is great content for social media and may even get you some local press coverage.

Cycle to Work Day – www.cycletoworkday.org Cycle to Work Day takes place on 15 August and is the UK’s biggest cycle commuting event, celebrating every day cycling as well.

It’s a great opportunity to set a workplace challenge and there are excellent prizes available for those who register on the website.

Activities like those suggested for Bike Week work just as well for Cycle to Work Day, and provides an opportunity to promote the Cycle to Work scheme, which saves employees 25-39% on the price of a brand new bike.

The scheme is a great way to get people cycling, check out www.cyclescheme.co.uk for more information.

Cycle September – www.lovetoride.net/uk Delivered by Love to Ride UK, Cycle September is their flagship workplace cycle challenge programme. Individuals can take part too, as it encourages organisations globally to compete to see who can get the most staff to cycle throughout September.

The organisations with the highest percentage of staff riding in September in their size category can win prizes, plus there is a range of great prizes on offer for individuals.

How To Guide

Measure:

Points awarded:

1.3 Information and materials on cycling for new employees or those switching from driving to cycling

5

1.4 Regular internal promotions of cycling

7

7

Informing staff about cycle facilities and the benefits of commuting by bike when they first join your organisation is a great way to develop a cycling culture.

As part of induction, why not explain your company’s cycling ethos, why you promote cycle-commuting and the benefits and facilities you offer to staff who choose to ride rather than drive?

For instance: • Provide information about your cycle parking plus any lockers, drying, showering or changing rooms • Direct staff to useful trip planners (such as Cycling UK’s Journey Planner: www.cyclinguk.org/journey-planner) and include copies of local maps with clear directions on the best cycle route(s) to your premises from public transport hubs, such as train stations • Promote any finance arrangements you offer that will help employees hire or buy a bike (such as the Government’s Cycle to Work scheme: www.cyclescheme.co.uk, salary sacrifice benefits or interest-free loans)

Why not involve your communications team and see where photos, videos, design and branding could help make information more exciting and relevant, avoiding anything dry, technical or difficult to understand?

If you’re starting from scratch, here are some suggestions as to how to create some great communications: • Ask staff to write blogs about their cycling journey or a local leisure route • Produce profiles of different employees who cycle • Create a feature on a local bike shop or supplier

• Make it easy to claim ‘cycle mileage’ payments when staff cycle on business trips (for example, instead of driving or using taxis)

• Promote events or activities related to cycling, both internal to the company and in surrounding areas that staff could access

• Promote your company Travel Plan and/or Cycling Policy.

Make sure any staff manuals or handbooks refer to these

• Highlight the benefits and facilities you offer to cyclists

• Supply the contact details of your Cycling Coordinator for help and advice, plus any bicycle user groups or ‘bike buddies’ who are willing to accompany staff on rides.

To encourage all staff to adopt cycling for their commute rather than driving, it’s important to keep everyone regularly updated about cycling options, as well as promoting cycling and offering advice to staff so it becomes a ‘normal’ part of your workplace culture.

• Create a discussion forum, online chat group or Q&A opportunity where staff can connect with each other about cycling and sustainable travel • Provide reviews of bikes, accessories, books, trips and guides to help staff learn more about cycling and what’s available.

There is a wealth of information available online, including Cycling UK’s website, where you can pick up ideas and share stories:

Maintaining interest and engagement in cycling will need effective and ongoing communication. Depending on the nature of your business, why not consider:

• www.cyclinguk.org – Whether you’re new to cycling, ride regularly or want to get back into it, Cycling UK caters for you

• A dedicated area on your website or intranet with information about sustainable ways to travel

• www.sustrans.org.uk – Sustrans is a charity that’s making it easier for people to walk and cycle

• Posters in staff rest areas, like the tea room, canteen or casual seating area

• www.letsride.co.uk/breeze – HSBC Breeze offers fun, free bike rides for women of all abilities across the UK

• Regular email or e-newsletter for staff which they can contribute to with their cycle experiences

• www.nationaltrust.org.uk/cycling – Miles of beautiful coast and countryside to be explored by bike

• Printed maps or guides on cycling routes (most local councils provide these)

• www.nhs.uk/live-well/exercise/cycling-for-beginners – Information and advice on getting into cycling.

• Promotional items for staff, such as a branded water bottle or bike seat covers.

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

Category 1 cont: Information, communication and incentives for employees

Measure:

Points awarded:

1.5 Regular activities to promote cycling

7

1.6 Rewards for cyclists

5

Providing written information and advice to staff about cycling is one approach, however a series of seasonal or routine activities will make even more of an impact; these could also include incentives, competitions or prize draws to create interest.

The best way to build a love of cycling is to feel confident about it, so think about ways you could actively engage staff in bike-related activities. For example: • Organise a staff bike ride that people of all abilities can join in • Ask a local bike mechanic to carry out routine health-checks on employees’ bikes (this could even be done by a member of staff if they are knowledgeable about bike maintenance) • Hold workshops for any staff who wish to learn about cycle safety, maintenance or repair, plus show what’s new and useful with regards to accessories – such as bike lights, bags/panniers or reflective clothing • Host a bike breakfast monthly or quarterly, providing food and drink for cycling staff.

Rewarding staff for their involvement is another great way of sustaining enthusiasm, for example nominate employees as ‘Cyclist of the Week/Month/Year’ and provide a small prize.

This doesn’t need to be a costly or onerous exercise but will demonstrate that sustainable travel is taken seriously, and that staff are actively encouraged to adopt cycling on a regular basis. Gifts could include: • Bike saddle covers: these start from as a little as £1 and can be branded so also provide promotional opportunity for your business • Reflective or high visibility armbands or ankle bands: particularly useful when staff are beginning to cycle in winter • Nutrition or energy bars/snacks: also reflects an interest in active lifestyles and healthier eating • Voucher for retailers: these could be stores that include bikes and accessories like Halfords, or specialist retailers like: www.chainreactioncycles.com or www.wiggle.co.uk • When you start out, it may be worth checking the Government’s advice on which benefits-in-kind may attract tax: www.gov.uk/expenses-and-benefits-a-to-z

Measure:

Points awarded:

1.7 Individual trip planning guidance for cyclists

4

1.8 Mentor system or bike-buddy services

3

Suitable cycle routes for commuting may be obvious to staff who have been riding for some time. Sharing employees’ experiences, as well as helping new cyclists with their journeys, will make commuting by bike much easier.

Good cycling infrastructure – or a lack of – in your area may initially be daunting for employees, particularly if they are used to always travelling by car and experience congested roads.

Local councils often provide local cycle network maps which show recommended routes, cycle lanes, off-road recreational routes and cycle or towpaths, so your Cycling Coordinator can help staff understand what route options are available to them; this may also include using public transport.

Experienced and confident cyclists will be your best ambassadors for cycling to work, so make sure you involve willing staff. For example: • Set up a register of mentors or bike buddies and promote the opportunity to cycle regularly through your company communications • Collate a series of maps for the surrounding area, relative to where people travel in from, including local council, towpath and canal cycling routes, or even draw up your own travel map specific to your company location • Don’t ignore if there is a traffic hot spot or challenging route; identify what other options are available for individuals and offer cycle training to help their confidence on busy roads.

How To Guide

Measure:

Points awarded:

1.9 Company bicycle tour

3

1.10 Training sessions or companywide events regarding cycling delivered for all staff

4

Linking into measure ‘1.5 Regular activities to promote cycling’, additional points are available for organising a company cycling event and holding dedicated training.

Providing a friendly, well-organised and easygoing group ride will ensure a range of staff are able to take part, not just those who are more used to cycling regularly.

To engage as many staff as possible, organisations need to provide training that more broadly talks about the benefits of cycling, which will be particularly important for those staff who don’t cycle or who haven’t considered commuting by bike.

This may be part of a team-building activity or induction and used as a companywide opportunity to bring staff together to enjoy a leisure activity and feel part of a cycling culture.

For example, if an employee knows little about cycling, attending training in bike maintenance may be unlikely to appeal, until they are more confident and experienced cyclists.

• Why not involve employees in the planning process, including where, when and what will be held, so it’s inclusive and fun?

These sessions may work better delivered internally by staff so that they are pitched at the right level, cover a range of abilities and are relevant.

• Agree a route that will enable as many people as possible, if not all, to join in – even those who rarely or never cycle • Factor in a social stop, whether a café, picnic or pub, for employees to chat and relax • Consider how people will be getting back afterwards and the practicalities of a group on bikes.

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Be sure to highlight the advantages of cycling, such as individual health benefits, cost savings, travel time and environmental impacts, as well as the financial options available such as the Cycle to Work scheme enabling staff to benefit from tax-free bike and equipment purchases.

Measure:

Points awarded:

1.11 Training sessions or access to educational events regarding cycling

3

1.12 Create a map of the surrounding area of your company

4

There are lots of different kinds of training you could provide for employees, which can be pitched at varying levels, depending on whether staff are new to cycling, have experience but would like to learn more, or would even like to achieve a qualification.

As mentioned in ‘1.7 Individual trip planning guidance for cyclists’, creating your own map specific to your location, head office or all your company sites, could provide an invaluable travel tool for not only your employees, but also visitors, customers and suppliers, strengthening your credibility as a cycle-friendly company.

Why not: • Support your staff to access practical cycling training to National Standard (often known as ‘Bikeability’), which will provide a recognised qualification. The training prepares people for riding competently and safely in traffic and is delivered by an accredited instructor.

Qualified staff members could then provide training internally to other employees. For more information, visit: www.cyclinguk.org/courses-and-training

• Speak to your local police force about safety and security to provide training on registering bikes, security marking and how to lock your bike securely

• Ask a qualified bike mechanic to deliver bike maintenance training, either at your premises or off-site at a bike shop

• Include in your map of the surrounding area useful locations like the train station, parks or recreational areas and bike stores.

• Ask your local health practitioner, trainer or mental health specialist to provide advice on the benefits of cycling as physical exercise, supporting wellbeing and improving mental health symptoms like stress and depression

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

CFE categories and measures Category 2: Coordination and organisation Measure:

Points awarded:

2.1 Appoint a Company Cycling Coordinator

Compulsory

2.2 Commitment to key objectives to increase the percentage of employees who cycle to work

2

Your Company Cycling Coordinator is mandatory to meeting Cycle Friendly Employer accreditation and more about this role is covered in the introduction of this guide. This role is also the CFE-UK champion within your organisation so, as a central point of contact, make sure everyone knows who they are and how to get in touch with them.

Part of evidencing your commitment to developing a cycling culture is acknowledging where you are starting from – whether that’s no employees cycling, a few cycling occasionally or a positive percentage of frequent cycle commuters that you wish to increase.

Your sustainable travel objectives should be relative to your size and demographics. To get started:

• Carry out a staff survey to provide baseline measures.

Ask questions like: how far staff commute and how many hours each week; what forms of transport they currently use; whether they cycle for work or leisure; what support they would need to take up cycling more frequently • Work out what measures you wish to impact, such as: reduce commuting times (from average X hours to Y hours), increase total number of staff who cycle, increase number of ‘cycle miles’ your employees do (both commuting and leisure), reduce carbon footprint

by X through cycling • Realistic but challenging targets should be set and monitored by the Cycling Coordinator throughout the accreditation period.

The average UK commute (by any form of transport) is around nine miles (one way), and less than 4% of commuting trips are by bike. Look at the statistics for your area to help benchmark your performance: • www.gov.uk/government/collections/walking-and-cycling-statistics – Department for Transport’s cycling statistics (England) • www.gov.wales/statistics-and-research/active-travel/?lang=en – Active Travel walking and cycling (Wales) • www.cycling.scot/cyclopedia – Cycling Scotland’s annual monitoring report • www.infrastructure-ni.gov.uk/articles/travel-survey-northern-ireland – Travel survey Northern Ireland.

How To Guide

Measure:

Points awarded:

2.3 Development and implementation of Alternative Transport Strategy

5

2.4 Funding and financial support for cycling

6

Travel plans, or transport strategies, are a collection of practical measures to reduce a workplace’s reliance on cars for both commuting and travelling for business, demonstrating a commitment to more sustainable forms of travel.

If you don’t currently have a travel plan, it would be sensible to develop this as it will provide a foundation for your Cycling Coordinator to build on and demonstrate a company-wide strategic commitment to cycling.

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Why not include: • Your new or revised key objectives • A cycling policy which covers travelling for business by bike, tax benefits or staff cycling schemes • What your business will be addressing to meet Cycle Friendly Employer accreditation standards • Information or advice from local transport bodies or your local authority about new developments, access or road safety issues that impact your local area.

There are lots of examples and information online, here are a few that may help you create a suitable document for your company: • www.bettertransport.org.uk/sites/default/files/research-files/Getting_there_final_web_0.pdf – report by the Campaign for Better Transport • www.heathrow.com/file_source/Company/Static/PDF/Heathrow_STP_inter.pdf – Heathrow Airport’s Sustainable Transport plan 2014-2019 Allocating budget and dedicated resources to your cycle-friendly development will ensure improvements are made and will allow your Cycling Coordinator to carry out their duties effectively.

To reach some aspects of CFE-UK, you may need items – such as pool bikes, toolkits and cycle training, – so negotiating discounts or offers with suitable suppliers, investing car parking revenue in your cycling facilities and identifying grants are useful ways to meet these costs.

Cycle to Work scheme All organisations are encouraged to support their staff in making cycling affordable through the Cycle to Work scheme.

This UK Government tax exemption initiative promotes healthier journeys to work whilst reducing environmental pollution. It allows employers to loan cycles and cycling equipment to employees as a tax-free benefit.

The process for the scheme is: • The employer buys a bike (or cycling equipment) of an employee’s choice and lends it to them in return for monthly repayments from their salary, with the purpose that the bike is used for commuting • The repayments are deducted before national insurance and income tax, making the taxable income smaller.

As a result, less tax is incurred so savings are made on the cost of the bike or equipment • At the end of the loan period, the employee can choose to buy the bike at a price based on its current valuation (considering age and condition) • Check out: www.gov.uk/government/publications/cycle-to-work-scheme-implementation-guidance for more information.

Cyclescheme is the UK’s most popular cycle to work benefit, creating more cyclists than any other provider. Visit www.cyclescheme.co.uk for more information.

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

Category 2 cont: Coordination and organisation

Measure:

Points awarded:

2.5 Utilise bikes, cargo bikes or bicycle trailers for internal operations

3

2.6 Utilise parcel delivery companies who use bikes for delivery of goods

4

Depending on your premises’ size, and particularly if you span several sites in one area (like university campuses, for example), introducing the use of cargo bikes or bike trailers may provide an excellent opportunity to integrate sustainable transport in wider business operations.

These could support: • Delivery of post or goods to different offices • Site visits for security or maintenance staff • Transporting staff and visitors around multiple sites.

If you are a smaller or single location but inner city based, you may find that some frequent business activities (such as trips to the local train station or taking post to a local post office) could be done by bike.

Your Alternative Transport Strategy should scope out the options, appropriate insurance and procedures to implement this effectively.

Part of adopting a cycling culture and demonstrating your commitment to sustainable transport may include using parcel delivery companies that offer sustainable delivery methods, including the use of bikes for delivery of goods.

This opportunity will obviously be influenced by what sort of deliveries your company has, your location and the availability of parcel delivery companies who use sustainable transport.

Measure:

Points awarded:

2.7 Utilise cycle couriers in your local area

5

2.8 Partnerships with other companies to support cycling facilities

3

A growing number of courier companies use cycles or electric bikes for deliveries, offering more environmentally friendly transport methods. You may also find that partnering up with other local businesses or premises within the same site provides greater opportunity to be cycle friendly.

The use of cycle couriers may apply to local or national deliveries. As part of your measures, you may be able to demonstrate cost savings and better reliability by consciously switching to cycle courier companies.

If you share your premises or site with other businesses, you may find that partnering on certain aspects can facilitate greater cycle-friendly measures for the benefit of your workforce.

“A growing number of courier companies use cycles or electric bikes for deliveries, offering more environmentally friendly transport methods. You may also find that partnering up with other local businesses or premises within the same site provides greater opportunity to be cycle friendly.”

Some of the areas that could benefit include: • Shared cycle parking, bespoke showering or changing facilities • Applying for funding or grant applications • Joint bike rides, maintenance or training days for all employees • Negotiating group discounts with local suppliers or favourable contracts with service providers, such as cycle couriers • Lobbying your local council or highways authority on improving cycle routes, or highlighting road layouts or safety improvements that would benefit all staff who cycle to your location.

If other organisations also have a Cycling Coordinator or Travel Representative, these staff could form a consortium or steering group to lead on agreed projects.

It is worth noting that CFE-UK also award for intended commitment. Working with third parties, it may not be possible to achieve the level of change you were hoping for, so be sure to evidence your plans and proposed targets right from the outset and record what you do to try and meet them.

How To Guide

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CFE categories and measures Category 3: Service Measure:

Points awarded:

3.1 Provision of bike maintenance

7

3.2 Provide a work space for in-house bike repairs or provide access to a third-party contractor

7

Providing appropriate tools in order to carry out small repairs or maintenance, and a suitable space to do this in, will be very valuable to staff.

Make sure it’s clear to all staff where the equipment is – either located at the bike parking or as near as possible and labelled clearly.

Bike toolkits don’t need to be extravagant but having a selection of suitable equipment available will provide reassurance to staff and help them put into practice tips they may have learnt from training sessions organised as part of 1.5 or 1.7.

Also look at making an easily accessible space available so that employees can carry out bike repairs. This may be incorporated within your bike parking, a storage or garage area, or even somewhere just inside your offices that are easily accessed with a bike.

The kit may include:

Another option is to contact your local bike shop or a suitable retailer who can provide repairs and maintenance for your staff at a discount. This could also be incorporated with special offers, such as vouchers, as an added incentive for staff to use that particular shop.

• Puncture repair kit • Track pump • Screwdrivers and spanners • Allen key • Lubricants • Tyre levers • Disposable gloves/wipes/cleaning cloths.

Offering this type of support will help your staff to cycle all year round, in all weathers.

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

Category 3 cont: Service

Measure:

Points awarded:

3.3 Test days for bikes and cycling equipment

4

3.4 Provision of company bikes

8

This first measure could be combined with ‘1.10 Training sessions or company-wide events’ or ‘1.11 Training sessions or access to educational events’, ideally enabling employees to try something new. Before you decide to purchase pool bikes, the test day may help you decide which models are best suited to your needs.

Purchasing company pool bikes will involve an initial outlay, however providing them for business travel will deliver longer term cost-savings, efficiencies and a positive environmental impact. If you add some branding or your company colours they will help with external promotion, too.

Organising a try-out session for your staff gives them the chance not only to test bikes or equipment different to theirs, but also engages their interest and helps them learn more about cycling in general.

• Look at which models are suitable for your type of business travel (such as, can they carry luggage? Are they foldable?

Are they well-equipped with lights and locking devices?)

If you have the space, you may decide to hold this onsite, perhaps in collaboration with other companies in your location, or arrange for this to be held offsite at a local supplier or partner company.

Here are some suggestions for test days: • Arrange a ‘new to cycling’ test day, trying refurbished bikes for those who don’t own a bike and are unsure about purchasing one • An electric bike test day • Cargo bike or bike trailers for transporting goods or more than one person • Latest bicycle security such as locks and security marking.

Some tips to consider:

• The maintenance process, ensuring they are always ‘road worthy’ and safe to use • Health and safety/insurance, ensuring staff know how to use and handle the bikes properly • Booking out process, ensuring you can keep track of the bikes and when they’re being used.

If an employer lends or hires cycles or certain cycling safety equipment to its staff, the benefit is exempt from tax on employment income, as long as the bikes are available to all employees and mainly used for work purposes.

The exemption also covers the provision of a voucher for hiring bikes and equipment. Read more at: www.gov.uk/ expenses-and-benefits-bikes-for-employees For a useful guide to developing a pool bike scheme, see: www.como.org.uk/archive_news/workplace-pool-bikesa-practical-guide-to-developing-a-scheme

Measure:

Points awarded:

3.5 Discounts and offers from local cycle suppliers and retailers

3

3.6 Rental pool of specialised bikes and cycling equipment

5

As staff interest grows in cycling, helping employees to maintain equipment and access new bike products and opportunities will positively support your cycling culture.

There is a range of clothing and accessories available that employees may want to purchase to help them cycle to work safely and comfortably. By negotiating offers and discounts with local suppliers or an online retailer, your staff will be even more incentivised to keep cycling throughout the year.

Docked and dockless bike schemes are much more common across the country, particularly in large cities.

Depending on your location, providing access to hire bikes may be a great way of encouraging more staff to cycle.

• For information on what is available across the UK, read Cycling UK’s guide to hire bikes: www.cyclinguk.org/ article/guide-hire-bikes-and-public-bike-share-schemes

Some areas which you may be able to provide offers and discounts for:

Also, you may like to offer rental of more specialised equipment to meet different needs, which could work in conjunction with ‘3.3 Test days for bikes and cycling equipment’. This could include:

• Purchasing a bike or upgrading to a newer model

• E-bikes

• Getting lights and reflective gear for cycling in autumn/winter

• Cargo bikes

• Panniers and storage for carrying belongings whilst cycling

• Bike trailers • Route planners/journey trackers

• Maintenance or tools to help keep bikes in good working order.

• Health/fitness monitors.

How To Guide

Measure:

Points awarded:

3.7 Anti-theft protection

5

3.8 Periodical or seasonal Dr Bike days

7

Helping your employees to deter bike theft is very valued, and could be provided in conjunction with maintenance and repair sessions.

Security measures include: • Inviting your local police to provide security marking and bike registration for employees’ bike and offering this as standard with any new bikes purchased under the Cycle to Work scheme • Supplying suitable bike locks or discounts for staff to purchase quality locks

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While other members of staff may be able to help colleagues with some maintenance, providing a qualified mechanic to give everyone’s bikes a ‘health-check’ and perform minor repairs demonstrates an ongoing commitment to keeping staff cycling throughout the year.

To increase interest, you could also offer Dr Bike sessions with a seasonal focus – such as ‘get your bike ready for spring’ or ‘cycling safely in winter weather’. A minimum of two sessions a year are recommended.

• Providing bike parking with additional security, such as a coded-entry system, video surveillance and adequate lighting • Facilitating discounts for staff to purchase cycling insurance, such as: www.cyclinguk.org/insurance • Providing advice on how to lock bikes securely.

Measure:

Points awarded:

3.9 Periodical or seasonal key activities

5

3.10 Periodical or annual health checks

3

Holding activities at key points in the calendar will demonstrate that cycling is an activity that employees can do all year round, not just in warm weather or lighter evenings.

Companies are encouraged to support reoccurring activities to complement Category 1: Information, communication and incentives for employees, which looks at participation in a regional or national campaign (normally once a year).

Why not create a calendar of activities, which are held at key points in the year, giving you time to promote them to all staff and engage as much interest as possible? Make sure you document what was provided and how many people benefited from it.

Cycling is proven to support a healthier, more active workforce as well as reducing levels of absenteeism.

There is lots of information online about its wide-ranging benefits: • www.cyclingweekly.com/news/latest-news/benefits-of-cycling-334144 • www.sustrans.org.uk/what-you-can-do/use-your-car-less/health-benefits-walking-and-cycling • www.bikeradar.com/beginners/gear/article/30-reasons-to-take-up-cycling-23965 • www.lcc.org.uk/articles/cycling-and-the-environment You may already provide some form of health check or healthcare facilities for your workforce, so look to also include specific advice and information about the benefits of cycling.

There may even be employees who would be willing to have a health and wellbeing check before they commence regular cycling to work and monitor how their commute by bike impacts this, over a sustained period. This could provide very inspiring evidence for colleagues to switch from driving to cycling.

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

CFE categories and measures Category 4: Facilities Measure:

Points awarded:

4.1 Bike parking facilities close to entrance or closer than car park spaces

Compulsory

4.2 Bike Parking – suitable number of spaces and stands

10

If a company states ‘YES’ to having bike parking available for staff, then this is a compulsory measure. Providing good quality bike parking helps to clearly demonstrate your company’s commitment to being cycle-friendly.

The most basic and affordable type of bike rack is a ‘Sheffield stand’ (which is a metal tube in the shape of an upturned ‘U’ fixed into the ground). However, taking into account weather protection, added security, efficiency of space and even design, companies can make a much more positive impact with their bike parking.

Reputable suppliers will be able to advise you on the best type of bike parking for your premises, however, there are key aspects to note: • CFE-UK criteria states that bike parking must be installed close to your premises entrance. This is to ensure that car parking and therefore driving, is not more convenient • There are many types of bike rack available, however always be sure to use ones that enable cyclists to lock the bike frame and wheel to the stand. Avoid racks that only support the front wheel of the bike, as they are not effective in keeping the bike upright. Plus, if the wheel is the only part of the bike which is locked, it is easy for the frame to be detached and stolen

• To lock up a bike securely, the frame needs to be close to the bike rack’s tubing, so make sure the design will be suitable for this. One way to check is if a mini D-lock (which are good quality, commonly used bike locks) will fit round the bike frame and the rack • The spacing between the racks should be sufficient to enable two bikes to get past each other without getting stuck or the pedals tangled. Cyclists are also likely to be using panniers (also called side bags or saddlebags) to carry their belongings, so space needs to be allowed for these. The minimum spacing between Sheffield stands should be 1000mm • The number of spaces that are available should either be a suitable ratio to the number of staff or, at a minimum, sufficient for the number of staff who commute by bike, with a view to increasing capacity.

It is worth noting that up to eight bike parking spaces can fit in one car parking space, which is a much better use of space • Consider offering space for adapted bikes for people with disabilities or tricycles.

“You can increase your CFE-UK score with improvements to your bike parking.

The addition of a suitable roof over your bike parking will not only improve security but will also protect bikes from all weathers. At a minimum, the roof should be large enough to keep saddles dry.”

How To Guide

Measure:

Points awarded:

4.3 Bike Parking – addition of a constructed roof

6

4.4 Bike Parking – additional lighting

3

4.5 Bike Parking – barrier free, bike friendly access or easy access to premises

8

4.6

2

Bike Parking – bike maintenance close to or directly at bike parking

You can increase your CFE-UK score with improvements to your bike parking.

The addition of a suitable roof over your bike parking will not only improve security but also protect bikes from all weathers. As a minimum, the roof should be large enough to keep saddles dry.

However, do consider a fully enclosed unit, which will provide a much more durable and user-friendly facility, therefore encouraging people to cycle all year round.

Perspex bike sheds or steel bike shelters and cages come in a range of sizes and prices.

Make sure that your bike parking is well lit. It will help with security, as it prevents bike theft and also enables cyclists to handle their bikes in good visibility – particularly if your toolkits are located by the bike parking.

Lighting that is fitted with a motion sensor and timer switch is an efficient way to add better lighting; also consider if solar energy is suitable if located outside.

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Your bike parking should be close to the company entrance; however, you also need to make sure there are no obstacles or barriers to cyclists reaching the parking. For example: • Will cyclists have to push their bikes through a narrow passageway, round bollards or negotiate gates or turnstiles?

• Are there flights of stairs cyclists will have to carry their bikes up and down before reaching bike parking?

• How will disabled cyclists negotiate the grounds before being able to park their bikes?

Ideally, there should be no barriers, with parking at ground level or via ramps for easy access.

If a fault, like a puncture, happens, it will be helpful for staff to have tools close to hand at the bike parking to perform any repairs, rather than having to move their bike to another location.

Measure:

Points awarded:

4.7 Access – improving access to cycle paths and cycle-friendly routes

2

4.8

Access – creating bike-friendly access to secure or closed grounds

7

4.9

Access – enabling bike access into secure or closed grounds

4

Measure 4.7 applies to all organisations applying for accreditation, however 4.8 and 4.9 only apply if your company premises are located on a secured site, or closed grounds that have additional security.

If you’re working in partnership with other local businesses, the combined pressure could make a difference to getting issues addressed, making a positive impact not only for your staff but for the wider community.

Being aware of the quality and accessibility of the roads and paths that your employees will be using in order to commute to work will affect how feasible it is to cycle.

Despite excellent facilities once onsite, staff may not feel confident commuting by bike due to the local infrastructure.

If your company is accessed via gates, barrier or some other form of controlled entry, you may not be able to fully influence how access is set up. However, taking steps to help your staff enter quickly and easily is the ambition.

Whether that is a separate entrance or being given priority over cars, it could result in cycling being the quickest and easiest way to reach your premises and bike parking.

Your local highways/road authority are responsible for the roads, so if improvements are needed you could get in touch to highlight any issues.

Your staff survey, as mentioned in ‘2.2 Commitment to key objectives’, could highlight local hot spots that concern employees, such as overly narrow cycle lanes, potholes, excessive parked cars on local roads and dangerous roundabouts. Your local council may have a dedicated Cycling Officer you could get in touch with to flag up this feedback and suggest improvements.

If the site has high security, employees may not be permitted to cycle all the way to your entrance or even take bikes onto the site. If this is the case, talk to site management or security personnel to see what options may be available. This may include revising site rules when it comes to bike access or setting up a bike compound by the site entrance that doesn’t compromise security.

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

Category 4 cont: Facilities

Measure:

Points awarded:

4.10 Changing – changing facilities

4

4.11 Changing – lockers for clothing and bike equipment

3

4.12 Changing – drying room for clothing

2

4.13 Changing – showers

2

4.14 Changing – washing machine

1

Providing suitable changing and washing facilities for cyclists is hugely beneficial, particularly for those cycling longer distances. You’ll find that these facilities will also be appreciated by all active staff, like those running in to work or exercising at lunchtime.

For convenience, try to keep these facilities in the same area and preferably near to your bike parking.

Some cyclists ride in their everyday clothes, however others will want to change and freshen up once they get to work. A cycle friendly employer will provide sufficient space and privacy for employees to do this (rather than staff having to use a toilet cubicle, for example).

Changing facilities can easily double up as shower rooms.

Providing secure lockers is very desirable, as cyclists are likely to need to store clothing, rainwear, helmets etc, so aim to provide individual lockers. As a minimum, this should be a secure room with suitable shelving or cupboards that work as well as lockers.

Also bear in mind some staff may use folding bikes, which will need to be stored indoors rather than in the bike parking.

Supporting staff to cycle all year round, despite bad weather, is vital to creating a cycling culture. As well as being able to store dry clothes at work in order to change, allocating a space where staff can hang and dry wet clothing and towels will be very beneficial.

Dehumidifying is better than relying on heating or radiators, and specialist companies will be able to advise you as to the best facility for your premises. If you are making changes to your site to install these facilities, you may wish to consider if installing a washing machine will be of value.

If you are unable to install showers or provide adequate changing space, consider where there are facilities in your local area as you may be able to negotiate an arrangement for your staff. For example, if there is a local leisure centre or gym very close to your premises, they may be open to an agreement allowing your staff to use their changing rooms.

How To Guide

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CFE categories and measures Category 5: Parking Management Measure:

Points awarded:

5.1 Restricting car parking

10

5.2 Parking charges for employees

8

5.3

Transforming car park spaces into bike parking or green areas

8

5.4

Utilising funds generated from car park fees for cycling activities

8

Implementing measures to restrict the ease of car parking for employees is a direct way of demonstrating your commitment to sustainable travel. If you are able to charge for car parking, the funds generated could be directly invested in supporting cycling, making it a more favourable option for staff.

If you have car parking spaces available and staff still wish to park onsite, consider introducing car parking charges for these. This could be based on typical parking costs for your area, an annual or monthly permit charge or salary deduction. Any system would need to be effectively managed and monitored.

Parking management is the most effective way of discouraging driving and making other travel options more favourable. By restricting car parking, you might only allow certain employees access to onsite spaces, for example:

These restrictions will be easier to apply if the alternatives such as bike parking and sustainable travel are better.

• Those with disabilities • Those who live over a certain distance away • Those who car share daily with other colleagues • Those who specifically travel for business and use their own car or a company car.

You may find that creating a green space for your employees is a positive way of reducing car parking and gaining buy-in to the changes. Getting staff involved in the project will help with engagement and could result in an additional breakout area that’s very beneficial to the workplace.

Revenue that is generated through restrictions and charges for car parking could help fund a number of cycling activities, for example cycle training, Dr Bike sessions, toolkits and staff prizes or incentives.

“You may find that creating a green space for your employees is a positive way of reducing car parking and gaining buy-in to the changes. Getting staff involved in the project will help with engagement and could result in an additional breakout area that’s very beneficial to the workplace.”

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

Category 5 cont: Facilities

Measure:

Points awarded:

5.5 Reduction in number of company cars

5

5.6 Remove car-related benefits from employment contracts

5

5.7

5

Remove or convert car-related allowances for employees

Your business may not provide individual company cars, however if you are able to demonstrate that your company policies and employment contracts are actively working to reduce car use – you could improve your CFE-UK score.

If you can modernise your policies towards sustainable travel, ensure that they apply across the business, including all tiers of senior management. This will demonstrate the changes are part of a culture change.

If you do offer company or pool cars/vans, consider if you are able to reduce their number and/or usage. Balance this with increasing travel options such as walking, cycling and public transport, and alternatives, such as electric bikes and cargo bikes.

Your Cycling Coordinator could work with relevant departments, including HR, to introduce changes and communicate effectively to staff as to why they have been put in place.

Also consider whether introducing car share schemes, or ensuring more than one person is able to use company vehicles, could also help reduce reliance on using them.

Your company may have long-standing terms within policies and employment contracts that in fact reward car use; for example, staff subsidised parking, a favourable rate for business mileage or free car parking spaces in primary locations.

You could even include questions about this in your staff survey (as mentioned in ‘2.2 Commitment to key objectives’) so the process is understood and acknowledged from the outset.

If your workforce does travel on business, employers are obliged to pay or refund staff for the incurred travel costs.

The current tax-free mileage rates are 45p (for the first 10,000 miles) for cars and vans, and 20p for bikes.

While an employee has to pay tax on anything above these amounts, consider if increasing your cycle mileage rate will make it more attractive to staff.

Also look at other ways staff may be rewarded for actively reducing their car usage. For more information on business travel mileage, visit: www.gov.uk/expensesand-benefits-business-travel-mileage

How To Guide

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CFE categories and measures Category 6: Customer traffic Measure:

Points awarded:

6.1 Provide bike parking for customers

10

6.2 Offer incentives for customers who cycle

10

6.3

Provision of bike maintenance

3

6.4

Information on cycling for customers

5

Not all organisations have visitors or customers regularly at their premises, however if you do, you can extend your cycle-friendly facilities to cater for them alongside your staff.

• Discount voucher for cyclists

If you are able to provide bike parking for visitors, make sure it is well-signposted, secure and close to the entrance customers will be using. If you’re a retailer for example, consider if shoppers will have bags or baskets to carry purchases, therefore make sure there is enough space between stands or racks for them to manoeuvre their bikes as well as shopping bags.

If you are providing your staff with a bike maintenance toolkit, (as per measure 3.1), you could make this available for visitors who may also need help with their bikes. If you have dedicated bike parking solely for visitors, consider if some basic bike tools could be located at the bike parking for customers to use.

Consider if offering small incentives will encourage more customers to visit by bike rather than by car, such as: • A rewards system (registering their visits which results in a free gift after x number) • Free bike check

• Bike baskets/panniers/trailers for rent.

Providing clear information for your visitors about cycling facilities and local routes could also encourage them to cycle more frequently to your premises.

If you’re creating a map for your staff, as suggested in ‘1.12 Create a map of the surrounding area of your company’, why not share this with visitors as well?

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Cycling UK Cycle Friendly Employer accreditation (CFE-UK)

Cycling UK is here to help This guide will provide you with tips and information to help you meet the CFE-UK measures. If you would like to speak with the team about becoming cycle-friendly, please get in touch.

Once you’ve introduced your cycle-friendly measures, your business can be officially recognised as an awe-inspiring place to work by achieving Cycle Friendly Employer accreditation. Simply go online and create an account at uk.cfe-certification.eu/login.php Complete an on-line self-evaluation and once you’ve submitted, Cycling UK will arrange with you an on-site audit visit to verify your facilities and the CFE standard your company meets.

Get in touch today call: 01483 238300 email: accreditation@cyclinguk.org

How To Guide

Our partners With the dedicated support of our partners the Cycle Friendly Employer accreditation helps businesses get more of their staff cycling to work.

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The Cycle Friendly Employer accreditation (CFE-UK) has been developed within the framework of the EU project “Bike2Work” in accordance with the ADFC model (Allgemeine Deutscher Fahrradclub).

The framework in place for the CFE process is applicable for any partner country adopting the EU programme. Cycling UK is the recognised partner for the UK.

Facebook and Twitter Find us on: T: 01483 238300 www.cyclinguk.org Cycling UK, Parklands, Railton Road, Guildford, Surrey GU2 9JX

Cycling UK is a trading name of Cyclists’ Touring Club (CTC) a company limited by guarantee, registered in England no: 25185.

Registered as a charity in England and Wales charity no: 1147607 and in Scotland charity no: sco42541.

Registered office: Parklands, Railton Road, Guildford, Surrey GU2 9JX.