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Fleet and Driver Vehicle Safety ProgramPolicy [COMPANY NAME] is committed to instituting and maintaining a Fleet Safety Program. The goal of the Fleet Safety Program is to take the proper steps to prevent loss of life, injury, or property damage to all employees and members of the general public. [COMPANY NAME] recognizes that the responsibilities for safety and loss prevention must be shared by everyone. Responsibilities 1. Management
2. Supervisors
3. Employees Employees who drive [COMPANY NAME] vehicles are responsible for following all of the guidelines set forth in the Fleet Safety Program. These responsibilities include:
4. Safety / Loss Control Officer The Safety/Loss Control Officer will be in charge of implementing the policies the Fleet Safety Program. Responsibilities will include:
5. Vehicle Operator Responsibilities The driver is responsible for checking the safety and general condition of the vehicle , including gas, oil, and other fluid levels, lights, and brakes. With the assistance of the Safety/loss Control Officer, supervisors will furnish vehicles with inspection checklists. If there is something wrong with the vehicle, which may affect safety, repairs will be made before use.
Driver Selection [COMPANY NAME] believes knowing the ability, experience and attitude of drivers is a key factor in the selection process. An important area in this process is to establish qualification standards for new employees and existing employees that have driving duties. To enforce these standards, [COMPANY NAME] has implemented the following driver qualification procedures.
Whenever driving [COMPANY NAME] vehicles or operating their personal vehicle for comapny business, employees must have in their possession a valid driver's license. Employees will notify their supervisor if their license is suspended, revoked, or expired. Employees who drive vehicles, which require a Commercial Drivers License (CDL), will comply with the _______________State Department of Motor Vehicles' requirements for medical examinations and license renewal. Supervisors will maintain a system that insures all employees operating vehicles have the proper class of license and check licenses for current status at frequent intervals. 4. MVR Check and Evaluation [COMPANY NAME] will request an MVR for driver applicants being considered for employment in which driving entity vehicles or operating their own vehicle for entity business will be required. An MVR will be requested from every state the applicant has lived in during the past (enter number of years) years. The Safety/Loss Control Officer will review all MVR information to determine if driver applicant meets the qualification standards regarding driving records. A formal review of the drivers MVR will be conducted on a/an annual basis (or more frequently where warranted) to ensure that existing drivers are meeting the established qualification standards. MVRs are personal and confidential and should only be discussed with the driver or other persons authorized to know. The Safety/Loss Control Officer will receive results of the MVR check and any needed corrective action will be applied in a timely manner. 5. Driver Qualification Standards To ensure that potential new and existing drivers meet [COMPANY NAME]s qualification standards for motor vehicle records set forth in the Commercial Vehicle Safety Program, the following policies have been instituted regarding: 1. Actions taken based on the number of points and violations shown from the MVR checks and evaluations, and 2. Standards and penalties for drivers involved in preventable accidents. [COMPANY NAME] has established a point structure system to evaluate potential new and current driver motor vehicle records. If a driver meets or exceeds (enter number here) points total within the previous (enter number of years) or exceeds (enter number here) points within the previous (enter time interval here), he/she will not be eligible to drive (a/an) [COMPANY NAME] vehicle. If the MVR reveals (enter violation or number of points here) then the following corrective action will be taken: (Enter answer here) No potential new or existing driver will not be allowed to drive (a/an) [COMPANY NAME] vehicle or other vehicle on [COMPANY NAME] business if there MVR reveals: (Enter violations here) Each employee involved in a preventable, at fault vehicular accident, whether it involves the public or not, will be required to: (Enter answer here) An employee who receives any moving violation must notify his/her supervisor of the incident within (enter number here) days. Any corrective action will be evaluated based on the type and severity of the incident. 6. Investigation of Previous Employment [COMPANY NAME] will contact all former and current employers of the driver applicant for the previous (enter number of years) years to verify as much of the following information as possible: Dates of employment
7. Driver Performance (Enter Entity name) requires all driver applicants who will require a CDL license for their driving position to successfully complete a road test examination conducted by (enter your answer) prior to an offer of employment. Note: the road test may be waived if the employee will only be driving automobiles and mini vans and has a clean driving record. The road test examination shall be performed in the type of vehicle the driver will operate. Performance will be monitored during the selection process as well as at periodic intervals throughout the drivers career using information obtained form motor vehicle records and file data. 8. Driver Qualification File The driver selection process includes developing a driver qualification file. Elements of this file will include such items as:
Driver Training and Reviews [COMPANY NAME]'s goal is to have a process in place to hire only qualified and safe drivers. Once on board, [COMPANY NAME] is committed to retaining these drivers. In order to keep drivers and supervisors well trained and informed, [COMPANY NAME] has instituted a number of policies regarding driver training. These policies include driver orientation, periodic driver meetings, and driver performance evaluation and reviews. 1. Driver Orientation [COMPANY NAME] has an orientation program which all new drivers are required to complete. The orientation program consists of comprehensive classroom training that will cover a variety of subjects. Among the topics are established driving policies and procedures, regulatory compliance, vehicle maintenance and inspections, accident reporting procedures, and defensive driving procedures After successfully completing the classroom portion of the orientation, all new drivers will be assigned to a driver trainer. The purpose is to evaluate the new employee's overall driving skills and techniques, and to apply what has been learned in classroom to an actual job situation. This time should also be used to familiarize the new driver with paperwork procedures relating to vehicle maintenance and inspections and to answer any questions or concerns that were not addressed in the classroom training. 2. Driver Meetings Every (enter time interval), a drivers meeting will be conducted by driver supervisors. These meetings between supervisors and drivers are held to share news and information, and to give our drivers a forum to discuss issues, questions, or concerns. All drivers are expected to participate in these meetings, and all driver input is welcomed and appreciated. 3. Driver Evaluation and Performance Reviews Driver supervisors are responsible for conducting a periodic, structured performance review with each of their drivers a minimum of every (enter your answer) months. It is important for [COMPANY NAME] drivers to understand that their performance will be evaluated on an on-going basis, and they may request, or their supervisor may recommend, a review at any time. However, all drivers will receive periodic structured reviews of their individual performance. 4. On Road Performance Evaluation The on road evaluation is conducted by the supervisor to monitor the performance of current drivers by riding with them or following them. The supervisor should document the results and counsel drivers concerning problems or deficiencies that were observed. This is the best way for the supervisor to ensure that the driver is following the proper vehicle inspection and defensive driving procedures. 5. Performance Review Driver performance reviews should be held in private and away from the operation area. The review is considered the driver's time and interruptions should not be allowed. The actual driver performance review should cover, but is not limited to, five basic areas. These are:
Once the driver and his/her supervisor have concluded their discussion of past performance; addressed any development, training, or corrective action needs; and have established new goals and standards for the future, they are expected to reach mutual agreement and wrap up the review. The wrap-up should include the following:
6. Recordkeeping A copy of the written performance review and MVR check shall be given to the driver, the supervisor's immediate manager, and the original placed in the driver's personnel file.
Accident Investigation [COMPANY NAME] 's policy is to fully investigate any accident involving [COMPANY NAME] personnel and vehicles. All accidents involving [COMPANY NAME] vehicle regardless of the severity must be reported immediately. The investigation of minor accidents involving [COMPANY NAME] property only is the responsibility of the driver and supervisor only. The Safety/Loss Control Officer will be in charge of the investigation of accidents in which serious property damage or death to (a/an) [COMPANY NAME] employee has occurred. The Safety/Loss Control Officer will also be in charge of accident investigations in which a third party is involved. Management may initiate any other investigations deemed appropriate. 1. Accident Investigators At the scene, the accident investigator(s) will carefully survey the scene, noting the position of any debris from the accident. The investigator(s) should take photos of the scene, with careful notes of what the photos depict. A map of the site should be drawn to scale, with any landmarks near the scene noted as to position. Photos of all vehicle and property damages incurred from accident should be taken from all sides, with careful notes made. The more accurate the information provided is, the easier it is when it comes to canvassing the accident scene. It is important that the accident investigator(s) be as objective as possible in gathering and evaluating data from the accident scene. 2. Driver Responsibility in Accident Investigation Certain driver responsibilities must be carried out at the scene of an accident. Two main concerns at the scene of an accident are to deal with immediate problems and to gather and report pertinent accident information promptly. These two items can be broken down into a 6-step accident procedure for drivers to follow.
Vehicle Accident Review The Safety/Loss Control Committee will review all vehicle accidents to determine the true cause and whether it was preventable or non-preventable. A preventable collision is one in which the driver failed to do all that could be reasonably expected of them to avoid the collision. The functions of the Committee in reviewing vehicle collisions are as follows:
Vehicle Selection It is important to ensure that vehicles selected for a specific function are adequate in design and capability for the intended purpose. It is the responsibility of each driver to select the appropriate vehicle to be used in performing tasks.
Vehicle Maintenance It is the policy of [COMPANY NAME] to keep all vehicles well maintained and in safe and efficient operating condition at all times. The specifics of that approach will be detailed in the procedures to follow. A good preventive maintenance program lowers repair frequency and lowers overall maintenance cost. The service portion of Preventive Maintenance is actually scheduled maintenance. [COMPANY NAME] vehicles will be given Preventive Maintenance according to the current fleet maintenance schedule.
Vehicle Inspections [COMPANY NAME] is committed to following a strong daily inspection program. All vehicles are to be inspected every day they are operated. 1. Driver Pre-trip Inspection Each driver must be satisfied that his/her assigned vehicle is in proper working condition prior to operating. Each driver must also be satisfied that any cargo is properly distributed and secured. The driver will also review the last completed Driver's Vehicle Inspection Report to verify that any needed repairs were made to the vehicle. If the defects noted were not acknowledged by an authorized signature, the driver shall not drive the vehicle until the defects are handled appropriately. When a driver reports safety related problems or vehicle damage, the vehicle inspection report should be submitted to his/her Supervisor. The Supervisor will sign the report indicating that repairs have been made (or are not required to be made). The original inspection report and certification of repairs will be retained in the Vehicle Maintenance File. The original inspection reports on which no defects were noted and on which defects were noted, and the certification of repairs, will be retained in the Vehicle Maintenance File. Driver On-The-Road Inspections Once on the road, the driver must examine any cargo and its load securing devices and make any necessary adjustments. If a problem is found, the driver will notify his/her supervisor and either have the necessary repairs or adjustments made prior to operating the vehicle, or safely travel to the nearest repair facility.
Vehicle Maintenance File A complete record on each vehicle in the fleet will be kept. It will include basic vehicle information and information indicating the nature and due date of any inspection and maintenance operations to be performed on the vehicle, and a record of any inspections, repairs and maintenance performed on the vehicle in question, including dates performed and specifics on the nature of the operations.
Vehicle Breakdown Driver's responsibilities when a breakdown happens include: Safely stopping and securing the vehicle and load,
MVR Check and Point Structure System MVR Check If a potential employee will be required to operate an entity vehicle as part of his/her job requirements, an MVR check must be completed either by The Safety/Loss Control officer or the supervisor for that employee before an employee may be offered employment. A point system structure has been established to evaluate new hire and current employee motor vehicle records. If a potential new employee meets or exceeds seven (7) points total within the previous three (3) years or exceeds four (4) points within the previous 12 months, they are not eligible for a position that requires driving an entity vehicle. The same point policy applies to existing employees as in the hiring process in terms of points assigned to traffic violations or motor vehicle offenses. Driver must not meet or exceed seven (7) points accumulated in a three (3) year period. Motor Vehicle Records will be obtained on all entity vehicle drivers every twelve months. Each MVR received will be reviewed in a timely manner and evaluated for compliance. A copy of all records will be maintained in the employees file along with any corrective action documentation. Point Structure Automatic Disqualification to operate an entity vehicle No potential new or current employee will allowed to drive a company vehicle (including personal vehicle) for entity business if his/her MVR reveals:
Defensive Driving Policy [COMPANY NAME] is strongly committed to a sound and thorough defensive driving policy. While operating entity vehicles, drivers should always drive in the safest manner possible. Specifically, our drivers must operate entity vehicles in accordance with all provisions of The Commercial Vehicle Safety Program. Full-time and designated part-time employees driving [COMPANY NAME] vehicles shall be required to attend the Defensive Driving Course.
The core concepts of defensive driving are:
Defensive Driving Procedures Intersections. Getting into and out of intersections without an accident is a mark of a good defensive driver. Besides your own skill level, intersections also demand anticipation of the actions of other drivers and taking appropriate evasive action as required. Backing is an extremely hazardous maneuver. If you are backing with the assistance of a guide, the ultimate responsibility for the safety of the backing maneuver remains with you as the driver. Front-End Collisions. The primary way to avoid front-end collisions is by maintaining a safe and adequate following distance. You should be prepared for possible obstructions on the roadway, either in plain sight or hidden by curves or the crests of hills. A special situation occurs at night, when speed should be kept to a level that will allow you to stop within the distance illuminated by the headlights of your vehicle. Rear-End Collisions. As a driver, you risk being struck from behind if you do not maintain an adequate margin of safety in your own following distance. If enough space is not allowed in front of your vehicle, chances go way up that somebody can (and will) impact you from the rear. Passing Failure to pass safely indicates faulty judgment on your part as a defensive driver, and failure to consider one or more of the factors that need to be checked:
Being Passed. As a driver, you must be aware of the actions of other drivers, and give way if another driver begins to sideswipe you or to cut you off. A good defensive driver will avoid problems with this kind of accident situation. Encroaching on Other Traffic Lanes. Observant defensive drivers will not usually get trapped when other drivers change lanes abruptly. In the same manner, entrapment in merging traffic can be successfully avoided by a good defensive driver with a little preplanning and willingness to yield. Blind spots are not valid excuses for this kind of accident - allowances must be made in areas of limited sight distance. Railroad Grade Crossings. Driving across railroad crossings, or in areas where there are rail vehicles of some sort, demands special care. Careful observance of the traffic situation is your best defense. Oncoming Traffic. A defensive driver will avoid a collision with an oncoming vehicle at all costs. Even if the vehicle enters your lane of traffic, an accident can be avoided with some evasive maneuvers. Turning. Turning, like passing, is a dangerous maneuver, and demands special care and an observant eye from you as a defensive driver. You should be aware of other vehicles in your path, and of the complete configuration of the turn you are about to undertake. Pedestrians. As a sensible defensive driver, always assume that if there is a pedestrian (or small vehicle of some sort) involved in a situation, slowing down is your best defense. Be certain to give people and small vehicles the benefit of the doubt. Extreme Weather and Road Conditions. Bad weather and other road hazards place special stress upon any defensive driver. The best rule in any kind of bad weather or extreme road condition is get off the road safely and as soon as possible. If you absolutely must continue, slowing way down and increasing following distance are your best defenses, along with increased awareness. Fog reduces available visibility and impairs distance perception, making it perhaps the most dangerous type of extreme weather condition. Because of this, it is company policy that, whenever possible, drivers are to avoid driving in foggy conditions. Pull off the road and park safely until such time as the fog dissipates or is burned off, if at all possible. If you cannot safely pull off the road, follow these procedures:
Rain causes roadways to become slippery, especially when it first begins. Roadways become covered with a thin layer of oil and other residues. When rain mixes with this layer, it results in an extremely slippery and dangerous road surface. This condition remains until additional rain can break down and wash away the oily mixture from the pavement. This process can take anywhere from a few minutes to several hours, depending on the severity of the rain. Water on the road surface can also create a potential hazard of hydroplaning. Hydroplaning happens when a thin layer of water separates the vehicle's tires from the road surface. When a vehicle is hydroplaning, it is literally riding on water. When the tires ride on water, they lose all traction and create an extremely dangerous situation. The faster a vehicle travels on standing water, the greater the chance of hydroplaning. Reducing speed is the best and safest way to avoid hydroplaning. Rain also reduces visibility. Because rain presents these hazards, drivers are expected to adhere to the following procedures when driving in rainy conditions:
Snow, depending on the type and severity, can present a variety of dangerous conditions. Because of this, the following procedures have been developed for this defensive driving policy:
Ice. All drivers need to be aware of changes in road surface conditions that may affect the vehicle's traction. To help, the following procedures for driving on icy roads for this defensive driving policy have been developed:
Night Driving. All drivers need to be aware of the potential hazards driving at night present. These hazards include fatigue, reduced visibility, poor lighting, other (impaired) motorists, and animals on the road. To help drivers better prepare for driving at night, the following procedures have been developed for this defensive driving policy: Fatigue is perhaps the most dangerous hazard of driving at night. Nothing we do is worth any one getting hurt. Fatigue usually sets in at night, but a tired driver, at any time of day, is an unsafe driver. Fatigue reduces drivers' reaction time and perception. All drivers are to review the following fatigue warning signs:
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