Suggested Fleet Safety Guidelines

Introduction

The purpose of these guidelines is vehicle operator safety, and the control of vehicle accidents.

Management Direction and Leadership

As with all programs, management leadership is critical. A strong, clearly worded statement of policy by management is generally considered essential.

The statement must make it clear that management considers accident control essential both for humanitarian and economic reasons.

The accident control plan will apply to all departments and all operations. The cooperation of all employees is expected and required. The statement of policy should be communicated to all employees, and particularly to all supervisory personnel.

Driver Selection

Because the quality of job performance affects the success of the entire fleet operation and directly influences the fleet safety performance, every effort should be made to select the most qualified available person for each job.

Proper selection of drivers requires that two conditions be met:

• Management should know and define the specifications or requirements of the job to be filled.
• The driver's ability to meet these requirements should be determined using various sources and techniques:

An application form filled out in the driver applicant's own handwriting is one of the best tools toward obtaining information. It should be an application designed for drivers and the driving task.

A personal interview provides face-to-face contact and further appraisal of job knowledge, and qualifications.

References help to verify information from the application and interview along with past performance.

Phone or written checks with previous employers is essential in good selection procedures.

One of the most important references to check is the MVR (Motor Vehicle Record) at the State Motor Vehicle Authority.

Physical examinations provide reasonable assurance that the applicant is physically able to perform the job - they are a legal requirement in many instances. Here again the physical exam should be accomplished with the driving task in mind. The type physical prescribed by the Department of Transportation (D.O.T.) motor carrier safety regulations is a good example.

Written tests on traffic regulations can be a valuable tool. Test results should be placed in the driver's file.

Driving tests - All employees who drive as a part of their duties should be given a road test, in traffic, in the type vehicle they are expected to drive. Road test results should be documented.

The information you have collected should be assembled and a permanent personal record should be established. (Driver qualification files are required in federally regulated fleets.)

Driver Training

A minimum training program should include:

• Orientation on company rules and procedures
• Basic on-the-job training, including "student trips."
• Continued in-service training based on periodic performance evaluations.

Driver Supervision

A supervisor's attitude toward safe driving will greatly affect the attitude and driving performance of those responsible to him.

Supervisors should be held accountable for safety performance in their areas of responsibility.

Supervisors should supervise in terms of proper and safe job performance.

Lines of communications between management and drivers should be kept open.

It is often advisable to provide specialized training for supervisors including safety conference and fleet supervisor or management coursed.

Accident Investigation and Records

Every accident should be reported, investigated and reviewed.

1. A procedure for tabulating and analyzing accident data should be established.
2. A master file of accidents and related data should be maintained by the person designated to handle accident reports to coordinate investigations.
3. The primary purpose of investigating an accident is to find out the cause and initiate action to eliminate or control it. Another purpose is to obtain information to be used in determining whether the accident is preventable or non-preventable.
4. An Accident Review Committee is desirable in determining accident preventability, including:
   • Review of accidents and determining preventability
   • Recommending control measures

Maintenance

Mechanical failures, while accounting for a small percentage of vehicle accidents, are often quite serious in nature.

1. A procedure should be established for determining the specifications for new equipment, based on its intended use.
2. An effective preventive maintenance plan should be established. Guidance may be obtained from the equipment manufacturers.
3. Records should be kept for each piece of equipment - this is an often overlooked legal requirement in the case of federally regulated fleets.
4. Benefits of preventive maintenance:
   • Reduction in accidents.
   • Less down time.
   • Reduced maintenance.
   • Improved driver morale.
   • Better sales and public relations.

Motivation - Recognition

Management can motivate employees operating company vehicles by showing interest in safety and efficient job performance. Safe driving deserves recognition and the driver that does well deserves to be told so, and this is often accomplished by an Award Program.

Additional Guidelines

These guidelines do not relieve you of your responsibility for fleet safety, or limit you from establishing additional guidelines or limit regulatory or other safety rules and requirements.

Fleet Safety Rules

The following are safe driving rules which should be included in your Minimum Fleet Safety Program. Additional safe driving rules, which are appropriate for your fleet, can and should be included in your Fleet Safety Program.

1. Do not take chances. To arrive safely is more important than to arrive on time.
2. Drivers' physical condition must be such as to enable them to efficiently perform their duties.
3. Drinking of alcoholic beverages while driving, or driving while under the influence of alcohol or drugs is prohibited.
4. Drivers must have a valid driver's license for the type of vehicle to be operated, and keep the license(s) with them at all times while driving.
5. Traffic laws must be obeyed.
6. Speed shall never be faster than a rate consistent with existing speed laws and road, traffic and weather conditions. Posted speed limits must be obeyed.
7. Never attempt to exercise the right-of-way; always let the other driver go first.
8. Keep to the right except when overtaking slow-moving vehicles, or when getting into a position to make a left turn.
9. Never follow another vehicle so closely that you will not be able to make a safe stop under any conditions. Observe Timed Interval and Following Distance guidelines.
10. Turn signals must be used to show where you are heading: while going into traffic and before every turn or land change. Remember, signaling intentions neither gives the driver the right of way, nor guarantees a safe land change.
11. Slow down and watch for children in school zones
12. Vehicles are to be driven by authorized drivers only
13. Do not give rides to hitchhikers or strangers
14. Seat belts should be worn by drivers and passengers.
15. Check your vehicle daily before each trip, and check the vehicle visually each time before driving. Check lights, tires, brakes, and steering particularly. An unsafe vehicle should not be operated until repair are made.
16. Drivers must report all accidents immediately, as required by law and their company rules.
17. Drivers must report all arrests and traffic convictions to their company. Repeated traffic convictions or failure to report traffic accidents or convictions may result in disciplinary action.
18. Other safe driving rules adopted by your company, prescribed by State or Local Laws or by the applicable D.O.T. Motor Carrier Safety Regulations must be adhered to.

SAFETY GUIDELINES SMALL FLEET

Selection of drivers with acceptable past driving histories.

• Written application
• Reference check
• Personal interview with responsible member of management

Motor vehicle reports (MVRs).

• Secured on any prospective driver before hire
• Secured on existing drivers the frequency consistent with the size of the operation but no less than annually.

Initial orientation and training.

• Time is provided where a responsible member of management orientates any driver on what the company expects in the way of its vehicle operation and safe driving techniques.
• The company satisfies itself that the new driver can handle and operate the type of vehicle that will be assigned to the driver. This can be accomplished by:
  • In-depth interview
  • Actual road test supervised by a responsible member of management.

Ongoing training program.

• Periodic driver/management safety meetings
• Periodic reviews of safe driving concepts
• Driver suggestion programs

Incentive programs

Program to remove poor drivers from operating company equipment.

• Problem drivers are identified through the company's observance of driving habits, reported accidents, traffic violations, complaints, etc.
• Drivers are retrained, warnings given and penalties accessed where necessary.

Accident investigation.

• All vehicle accidents are investigated.
• All causes and contributing factors are identified.
• Effective corrective actions are taken.
• Documentation is provided.

Preventive maintenance.

• All vehicles are placed on a maintenance schedule including but not limited to:
• Mileage basis
• Time basis
• Vehicle maintenance performed by a:
  • Fully staffed maintenance department of the company
  • Outside fully staffed repair facility.
• Vehicle inspection program

Responsible management.

• The supervisor(s) or person(s) who handles these responsibilities has been trained or is experienced in fleet safety.

SAMPLE SAFETY RULES

SAFE DRIVING PROCEDURES

1. Pre-Operation Safety Check:
   • Before driving any company vehicle the operator is responsible for making sure it is in safe operating condition. The checklist includes the following:
     • Tire - proper inflation and road-worthy condition.
     • Brakes, light, horn, wipers, directional signals, and rear view mirrors must be operating properly.
     • Safety equipment (seat belts, fire extinguisher, etc.) - should be present in the vehicle.
2. Defensive Driving:
   • A good driver practices defensive driving as the key to accident-free, safe operation. Defensive drivers accept born legal and moral responsibility for avoiding accidents by developing the following good habits:
     • Drive at speeds that will allow you sufficient stopping time.
     • Signal well in advance of turning, changing lanes or stopping. Plant traffic maneuvers in advance to avoid hasty actions.
     • Do no pass any vehicle at intersections, railroad crossings, or where vision is limited or obstructed.