Prevent Fatalities. DOT Compliance. Employee Safety.
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Table of Contents
TRANSPORTATION EMPLOYEE SAFETY MANUAL 3-5
GUIDE TO CSA 2010 COMPLIANCE 5-7
CSA 2010 SMS/SAFESTAT COMPARISON 8
DOT PENALTY SCHEDULE 9
HAZMAT VIOLATION PENALTY SUMMARY 10
FMCSA COMMERCIAL DRIVER LEGISLATIVE CHANGES 11
DOT – DRIVER QUALIFICATION FILE 12-13
DOT – DOCUMENTATION REQUIREMENTS AND RETENTION 14-16
DOT HOURS-OF-SERVICE REGULATIONS PRESENTATION 17-18
GUIDE TO USING FMCSA FORMS 19-21
DRIVER SAFETY 22
HAZARDOUS MATERIAL HANDLING CHECKLIST 23-25
Transportation Employee Safety Manual
An Employee Guide to Safety Policies and Procedures
to Support a Safety-Conscious Work Environment
Legal disclaimer to users of this form employee handbook:
The materials presented herein are for general reference only. Federal, state and/or local laws, or individual circumstances, may require the addition of policies, amendment of individual policies, and/or the entire Manual to meet specific situations. These materials are intended to be used only as guides and should not be used, adopted, or modified without the advice of legal counsel. These materials are presented, therefore, with the understanding that the Company is not engaged in rendering legal, accounting, or other professional service. If legal advice or other expert assistance is required, the services of a competent professional should be sought.
Commitment to Safety
Our Company recognizes that our people drive the business. As the most critical resource, employees will be safeguarded through training, provision of appropriate work surroundings, and procedures that foster protection of health and safety. All work conducted by our Company's employees will take into account the intent of this policy. No duty, no matter what its perceived result, will be deemed more important than employee health and safety.
Our Company is firmly committed to the safety of our employees. We will do everything possible to prevent workplace accidents and we are committed to providing a safe working environment for all employees.
We value our employees not only as employees but also as human beings critical to the success of their family, the local community, and this Company.
Employees are encouraged to report any unsafe work practices or safety hazards encountered on the job. All accidents/incidents (no matter how slight) are to be immediately reported to the supervisor on duty.
A key factor in implementing this policy will be the strict compliance to all applicable federal, state, local, and Company policies and procedures. Failure to comply with these policies may result in disciplinary actions.
Respecting this, we will make every reasonable effort to provide a safe and healthful workplace that is free from any recognized or known potential hazards. Additionally, our Company subscribes to these principles:
- All accidents are preventable through implementation of effective safety and health control policies and programs.
- Safety and health controls are a major part of our work every day.
- Accident prevention is good business. It minimizes human suffering, promotes better working conditions for everyone, holds our Company in higher regard with customers, and increases productivity. This is why we will comply with all safety and health regulations which apply to the course and scope of operations.
- Management is responsible for providing the safest possible workplace for employees. Consequently, management is committed to allocating and providing all of the resources needed to promote and effectively implement this safety policy.
- Employees are responsible for following safe work practices and company rules, and for preventing accidents and injuries. Management will establish lines of communication to solicit and receive comments, information, suggestions and assistance from employees where safety and health are concerned.
- Management and supervisors will set an exemplary example with good attitudes and strong commitment to safety and health in the workplace. Toward this end, Management must monitor company safety and health performance, working environment and conditions to ensure that program objectives are achieved.
- Our safety program applies to all employees and persons affected or associated in any way by the scope of this business. Everyone's goal must be to constantly improve safety awareness and to prevent accidents and injuries.
Everyone at this Company must be involved and committed to safety. This must be a team effort. Together, we can prevent accidents and injuries. Together, we can keep each other safe and healthy in the work that provides our livelihood.
President Risk Manager
Transportation Employee Safety Manual Table of Contents
COMMITMENT TO SAFETY X
EMPLOYEE SAFETY RESPONSIBILITIES X-X
SAFETY ORIENTATON TRAINING X
RETURN TO WORK PROGRAM X
EMERGENCY ACTION PLAN X-X
EMERGENCY CONTACT INFORMATION XX
SEXUAL HARASSMENT POLICY XX
WORKPLACE VIOLENCE XX
ACCESS TO EMPLOYEE EXPOSURE & MEDICAL RECORDS XX
VEHICLE USE POLICY XX
MOTOR VEHICLE RECORD (MVR) GRADING CRITERIA XX
OSHA COMPLIANCE PROGRAMS XX-XX
FIRE PREVENTION & ELECTRICAL SAFETY XX
GENERAL SAFETY PRECAUTIONS XX-XX
JOB-SPECIFIC SAFETY PRECAUTIONS XX-XX
EMPLOYEE ACKNOWLEDGEMENT FORM XX
Basic Guide to CSA 2010
FMCSA/Department of Transportation Regulations
Comprehensive Safety Analysis 2010 (CSA 2010) is a new initiative by the Federal Motor Carrier Safety Administration (FMCSA) to improve motor carrier and driver safety. You must prepare yourself for CSA 2010 because it will change the way FMCSA addresses safety performance and safety ratings and will likely have a large effect on the way you do business. Also, more than ever before, it makes drivers accountable for safe on-road performance, not just their employers.
Let GDI Insurance Agency, Inc. help you be aware of the new initiative – use this guide to understand what CSA 2010 is, why it exists, how you will be affected and what steps you should take to prepare.
What is CSA 2010?
Ultimately, the goal of CSA 2010 is to reduce crashes involving commercial motor vehicles (CMVs) throughout the country using a proactive prevention approach. FMCSA, in cooperation with state governments, will do this by reaching out to a larger number of carriers to address safety problems before dangerous CMVs – or drivers – get on the road. It is a nationwide initiative to reduce injuries and fatalities in the industry, making the road safer for CMV drivers and other motorists.
Why do we need CSA 2010?
According to FMCSA statistics, the rate of crash reduction has slowed, showing almost no change since 2002. FMCSA asserts that this is, in large part, because of the limitations of the current system to measuring safety and correct hazardous motor carrier or driver behavior. Under the current system:
- Compliance review (CR) reaches only a small percent of motor carriers (less than 2 percent annually, or about 12,000 carriers), so many employers continue to fly under the radar.
- CRs are highly resource-intensive, requiring four days on average to complete on site – this makes it impossible to reach a significant fraction of the 700,000 active interstate motor carriers.
- SafeStat, FMCSA's safety performance measurement tool, is effective but does not center on the types of conduct that known to cause crashes.
- Focus is entirely on motor carriers, and the FMCSA large truck crash causation study illustrates the need for attention to drivers' safety ratings as well.
When will CSA 2010 be fully implemented?
A CSA 2010 field test has been in operation since February 2008 and will run until mid-2010. Both qualitative and quantitative data will be collected, including feedback and input on the program to refine the model. May 2009 marked the beginning of the outreach phase, and FMCSA will continue to make motor carriers aware of the changes through the end of 2010. FMCSA will officially implement CSA 2010 in July 2010 and will send the first wave of warning letters nationwide through December 2010.
How does CSA 2010 work?
CSA 2010 has three major components: measurement, evaluation and intervention. Important notes from each initiative section are outlined below.
Measurement
- With CSA 2010, Safety Measurement System (SMS) will replace SafeStat
- Each month SMS measures and analyses roadside violations for the previous two years to calculate a score in seven different Behavioral Analysis and Safety Improvement Categories (BASICs)
- The CSA 2010 BASICs are unsafe driving, fatigued driving (hours-of-service), driver fitness, controlled substances and alcohol, vehicle maintenance, cargo-related and crash indicator
- SMS allows those violations that are recent or more dangerous to be weighed more heavily than those more loosely related to crash risk
- Carrier scores are ranked relative to each other to determine problem entities
Evaluation
- More thorough and detailed safety evaluation process allows FMCSA to efficiently and effectively address carriers with poor SMS scores
- Intervention selection, a policy-driven process, will identify the carriers that require intervention
- Safety Fitness Determination (SFD) will determine whether a carrier is fit to operate – the system will be more strict in issuing unfit suspensions to carriers, which prohibits operation
This new system will rely on SMS scores and on-road performance to determine safety rating, not just on the on-site compliance review
- FMCSA will reach out to carriers early on by issuing a warning letter for those with a deficient BASIC(s) that outlines consequences and gives instructions for addressing the problem
- Carriers will have access to their BASICs scores so they can monitor their own progress and challenge the accuracy if necessary
- Carriers with deficient BASICs will be the subject of targeted roadside inspections to ensure action
- More thorough off- and on-site investigations, which will be either focused or comprehensive under CSA 2010
- CSA 2010 will require Notice of Violations (NOV) and Notice of Claims (NOC) in certain situations that require carrier action
Settlement Agreements will serve as negotiated contracts under CSA 2010 between FMCSA and the carrier to ensure the employer is addressing the cause of safety problems
- Update your records (MCS – 150) and check your crash reports (http://ai.fmcsa.dot.gov/)
- Ensure compliance by addressing safety problems before evaluation or intervention
Educate your employees on how their driving affects their personal performance rating as well as the carrier's safety assessment
Source: Comprehensive Safety Analysis Web site - http://csa2010.fmcsa.dot.gov/
FMCSA/Department of Transportation Regulations
With the Federal Motor Carrier Safety Administration (FMCSA) Comprehensive Safety Analysis 2010 program (CSA 2010) taking hold, it is important to recognize the difference between the old and new operational models. Previously, FMCSA used SafeStat to evaluate the safety performance of carriers. Now, the Safety Measurement System (SMS) will monitor both carriers and drivers to identify hazardous conditions and make sure problems get solved quickly and effectively.
SMS will replace SafeStat beginning mid-2010, and you should be aware of how this will affect you. The chart below outlines the differences between the two and highlights the important points of SMS so you know what kind of changes you will need to make to adapt to the new system.
The Department of Transportation (DOT) authorizes penalties for violations relating to commercial motor vehicle safety regulation and operators and sets maximum amounts for each category:
- Recordkeeping Violations:
$500 per violation per day
- Reporting Violations:
- $1,000 per violation
Maximum $10,000 per pattern
"Knowing" Reporting Violations- $10,000 per violation
Commercial Driver's License Violations- $2,500 per violation
"Knowing & Willful" Violations- Criminal penalties
Imminent Hazard* to Safety
Order to cease operations
* Imminent Hazard = any condition of vehicle, employee, or commercial motor vehicle operations which substantially increases the likelihood of serious injury or death if not discontinued immediately
Information is located in USCA Title 49, Subtitle I, Chapter 5, Subchapter 2, Section 521.
FMCSA/Department of Transportation Regulations
The following penalties will be assessed for violations of the Department of Transportation/Federal Motor Carrier Safety Association (DOT/FMCSA) general hazardous material requirements. Penalties are assessed per violation – for continuing violations, each day counts as a separate offense.
*Up to 10 years in prison for a violation that involves the release of
a hazardous material that results in death or bodily injury to any person
Source: FMCSA.dot.gov - §107.333
One of the most important things you can do to avoid incurring fines for violation of the hazardous materials requirements is ensure you obtain a Hazardous Materials Safety Permit (HMSP). This regulation is the backbone of the FMCSA requirements, and your HMSP must be up-to-date to avoid consequences. Keep in mind that you must register your HMSP annually and pay the required fee and that an HMSP is required to transport any of the following materials:
A highway route-controlled quantity of a Class 7 (radioactive) material
More than 25 kg (55 pounds) of a Division 1.1, 1.2 or 1.3 (explosive) material or an amount of a Division 1.5 (explosive) material requiring placarding under 49 CFR 172
More than one liter (1.08 ounces) per package of a material poisonous by inhalation that meets the criteria for hazard zone A
A material poisonous by inhalation that meets the criteria for hazard zone B in a bulk packaging capacity greater than 119 gallons
A material poisonous by inhalation that meets the criteria for hazard zone C or hazard zone D in a packaging having a capacity equal to or greater than 3,500 gallons
A shipment of compressed or refrigerated liquefied methane, liquefied natural gas or any other liquefied gas with a methane content of 85 percent or more in bulk packaging with a capacity of 3,500 gallons or more
Another common violation that results in hefty fines is having an improper emergency response system in place. Remember that while your hazardous shipment is in transit, the emergency response telephone number must be monitored at all times. According to 49 CFR 172, subpart G, the use of beepers, answering machines and switchboards as an emergency response system is prohibited. The phone number provided must connect to someone capable of providing all necessary information on the material being transported. Keep in mind that if the right person cannot be reached, a situation could get exponentially worse and fines or penalties could elevate significantly.
These are just a few examples of major mistakes that could cost your company thousands of dollars. Click here to read about all the details of the FMCSA hazardous materials regulations, to register or to apply for a permit.
FMCSA Commercial Driver Legislation Changes
The Federal Motor Carrier Safety Administration (FMCSA) has issued a rule change in the hopes of removing unfit commercial truck and bus drivers from the roadways. According to businessinsurance.com, this change came after the release of a Government Accountability Office (GAO) report (data collected from May 2007 through June 2008) that found that 563,000 commercial drivers' licenses had been issued to drivers who were eligible for full disability benefits. This means that these drivers were not physically able to get behind the wheel safely.
Medical Certification Requirements as Part of Commercial Drivers' License
This rule places the medical certification requirements on drivers who are required to obtain a CDL from States who also require a certification from a medical examiner. The certificate will outline that the driver is physically able to operate a commercial motor vehicle for interstate commerce purposes. As a result, the FMCSA hopes that accurate information about the CDL holder's medical examiner's certificate will be stored and readily available in the electronic CDLIS driver record maintained by the State. Finally, this new rule requires States to place punishments on CDL holders if they fail to provide required and up-to-date medical certification status information.
Drivers Affected
If a CDL holder is driving one of the following vehicles, he/she is subject to this rule:
- Vehicles with a gross vehicle weight rating (GVWR), gross combination weight rating (GCWR) or gross combination weight (GCW) of 10,001 pounds, depending on which is greater.
- Vehicles designed or used to transport more than eight passengers including the driver for compensation.
- Vehicles designed or used to transport more than 15 passengers including the driver not for compensation.
Vehicles used to transport hazardous materials requiring a placard on the vehicle.
- Between a place in one State to a destination outside of that State (including places outside of the U.S.).
- Between two places in a State, through another state or to a destination outside of the U.S.
- Between two locations in a State in conjunction with trade, traffic or transporting materials/passengers originating or ending outside of that State or the U.S.
For more information on this new rule, contact the FMCSA at http://www.fmcsa.dot.gov/.
This Risk Insights is not intended to be exhaustive nor should any discussion or opinions be construed as legal advice. Readers should contact legal counsel or an insurance professional for appropriate advice. Photography © Outdoor Office V154 Getty Images, Inc. All rights reserved.
Content © 2008-2010 Zywave, Inc. All rights reserved.
DOT – Driver Qualification File
The following provides an overview of the DOT (Department of Transportation) driver recordkeeping requirements.
Driver Qualification File Checklist (49 CFR 391)
Driver's Application for Employment (49 CFR 391.21)
Inquiry To Previous Employers — 3 Years (49 CFR 391.23(a) (2) & (c) )
Inquiry to State Agencies – 3 Years (49 CFR 391.23(a) (1) & (b))
Annual Review of Driving Record (49 CFR 391.25)
Annual Driver's Certification of Violations (49 CFR 391.27)
Driver's Road Test Certificate or Equivalent (49 CFR 391.31)
Medical Examiner's Certificate (49 CFR 391.43)
Qualification for Casual/Intermittent/Occasional Drivers Checklist
Medical Examiner Certificate (49 CFR 391.43) Certificate or copy of driver's road test (CMV) or copy of valid CDL (49 CFR 391.31)
Driver's name, Social Security Number (49 CFR 391.63)
Copy of CMV drivers license (49 CFR 391.63(b))
General Requirements (49 CFR 396.3)
Every carrier shall systematically inspect, repair, and maintain all commercial motor vehicles under its control. For more information on general requirements, visit the Federal Motor Carrier Association:- http://www.fmcsa.dot.gov/espa%C3%B1ol/english/pdfs/part_396.pdf
- http://www.fmcsa.dot.gov/rules-regulations/administration/fmcsr/fmcsrguide.htm
Recordkeeping Requirements
Motor carriers must maintain the following information for every vehicle they have controlled for 30 days or more:- Identifying information, including company number, make, serial number, year, and tire size;
- A schedule of inspections to be performed, including type and due date;
- Inspection, repair, and maintenance records;
- Records of tests conducted on buses with pushout windows, emergency doors, and marking lights.
Driver Record of Duty Status (49 CFR 395.8)
Every driver shall prepare a record of duty status (Driver's daily log) in his/her own handwriting for each 24-hour period, unless operating under the 100 air-mile radius exemption.Failure to complete or retain the log, or knowingly falsifying logs or other reports, makes the driver and/or carrier liable to prosecution.
For more information, visit the U.S. Department of Transportation Web site, http://www.dot.gov/.
DOT – Documentation
Requirements & Retention
Part 382 – Controlled Substances and Alcohol Use and Testing
382.401 Retention of Records(a) General requirement. Each employer shall maintain records of its alcohol misuse and controlled substances use prevention programs as provided in this section. The records shall be maintained in a secure location with controlled access.
(b) Period of retention. Each employer shall maintain the records in accordance with the following schedule:
(b)(1) Five years. The following records shall be maintained for a minimum of five years:
(b)(1)(i) Records of driver alcohol test results indicating an alcohol concentration of 0.02 or greater,
(b)(1)(ii) Records of driver verified positive controlled substances test results,
(b)(1)(iii) Documentation of refusals to take required alcohol and/or controlled substances tests,
(b)(1)(iv) Driver evaluation and referrals,
(b)(1)(v) Calibration documentation,
(b)(1)(vi) Records related to the administration of the alcohol and controlled substances testing programs, and
(b)(1)(vii) A copy of each annual calendar year summary required by 382.403.
(b)(2) Two years. Records related to the alcohol and controlled substances collection process (except calibration of evidential breath testing devices).
(b)(3) One year. Records of negative and canceled controlled substances test results (as defined in part 40 of this title) and alcohol test results with a concentration of less than 0.02 shall be maintained for a minimum of one year.
(b)(4) Indefinite period. Records related to the education and training of breath alcohol technicians, screening test technicians, supervisors, and drivers shall be maintained by the employer while the individual performs the functions which require the training and for two years after ceasing to perform those functions.
(c) Types of records. The following specific types of records shall be maintained. "Documents generated" are documents that may have to be prepared under a requirement of this part. If the record is required to be prepared, it must be maintained. (c)(1) Records related to the collection process:
(c)(1)(i) Collection logbooks, if used;
(c)(1)(ii) Documents relating to the random selection process;
(c)(1)(iii) Calibration documentation for evidential breath testing devices;
(c)(1)(iv) Documentation of breath alcohol technician training;
(c1v) Documents generated in connection with decisions to administer reasonable suspicion alcohol or controlled substances tests;
(c1vi) Documents generated in connection with decisions on post-accident tests;
(c1vii) Documents verifying existence of a medical explanation of the inability of a driver to provide adequate breath or to provide a urine specimen for testing; and
(c1viii) Consolidated annual calendar year summaries as required by 382.403.
(c)(2) Records related to a driver's test results:
(c)(2)(i) The employer's copy of the alcohol test form, including the results of the test;
(c)(2)(ii) The employer's copy of the controlled substances test chain of custody and control form;
(c)(2)(iii) Documents sent by the MRO to the employer, including those required by part 40, subpart G, of this title;
(c)(2)(iv) Documents related to the refusal of any driver to submit to an alcohol or controlled substances test required by this part;
(c)(2)(v) Documents presented by a driver to dispute the result of an alcohol or controlled substances test administered under this part; and
(c)(2)(vi) Documents generated in connection with verifications of prior employers' alcohol or controlled substances test results that the employer:
(c)(2)(v)(A) Must obtain in connection with the exception contained in 382.301; and
(c)(2)(v)(B) Must obtain as required by 382.413.
(c)(3) Records related to other violations of this part.
(c)(4) Records related to evaluations:
(c)(4)(i) Records pertaining to a determination by a substance abuse professional concerning a driver's need for assistance; and
(c)(4)(ii) Records concerning a driver's compliance with recommendations of the substance abuse professional.
(c)(5) Records related to education and training:
(c)(5)(i) Materials on alcohol misuse and controlled substance use awareness, including a copy of the employer's policy on alcohol misuse and controlled substance use;
(c)(5)(ii) Documentation of compliance with the requirements of 382.601, including the driver's signed receipt of education materials;
(c)(5)(iii) Documentation of training provided to supervisors for the purpose of qualifying the supervisors to make a determination concerning the need for alcohol and/or controlled substances testing based on reasonable suspicion;
(c)(5)(iv) Documentation of training for breath alcohol technicians as required by 40.213(a) of this title; and
(c)((5)(v) Certification that any training conducted under this part complies with the requirements for such training.
(c)(6) Administrative records related to alcohol and controlled substances testing:
(c)(6)(i) Agreements with collection site facilities, laboratories, breath alcohol technicians, screening test technicians, medical review officers, consortia, and third party service providers;
(c)(6)(ii) Names and positions of officials and their role in the employer's alcohol and controlled substances testing program(s);
(c)(6)(iii) Semi-annual laboratory statistical summaries of urinalysis required by 40.111(a) of this title; and
(c)(6)(iv) The employer's alcohol and controlled substances testing policy and procedures.
(d) Location of records. All records required by this part shall be maintained as required by 390.31 of this subchapter and shall be made available for inspection at the employer's principal place of business within two business days after a request has been made by an authorized representative of the Federal Motor Carrier Safety Administration. (e) OMB control number. (1) The information collection requirements of this part have been reviewed by the Office of Management and Budget pursuant to the Paperwork Reduction Act of 1995 (44 U.S.C. 3501 et seq.) and have been assigned OMB control number 2126-0012.
(e)(2) The information collection requirements of this part are found in the following sections: Sections 382.105 , 382.113 , 382.301 , 382.303 , 382.305 , 382.307 , 382.401 , 382.403 , 382.405, 382.409 , 382.411 , 382.601 , 382.603.
Part 383 – Commercial Driver's License Standards
383.31 NOTIFICATION OF CONVICTIONS FOR DRIVER VIOLATIONS(a) Each person who operates a commercial motor vehicle, who has a commercial driver's license issued by a State or jurisdiction, and who is convicted of violating, in any type of motor vehicle, a State or local law relating to motor vehicle traffic control (other than a parking violation) in a State or jurisdiction other than the one which issued his/her license, shall notify an official designated by the State or jurisdiction which issued such license, of such conviction. The notification must be made within 30 days after the date that the person has been convicted. (b) Each person who operates a commercial motor vehicle, who has a commercial driver's license issued by a State or jurisdiction, and who is convicted of violating, in any type of motor vehicle, a State or local law relating to motor vehicle traffic control (other than a parking violation), shall notify his/her current employer of such conviction. The notification must be made within 30 days after the date that the person has been convicted. If the driver is not currently employed, he/she must notify the State or jurisdiction that issued the license according to 383.31(a). (c) Notification. The notification to the State official and employer must be made in writing and contain the following information: (c)(1) Driver's full name;
(c)(3) Date of conviction; (c)(4) The specific criminal or other offense(s), serious traffic violation(s), and other violation(s) of State or local law relating to motor vehicle traffic control, for which the person was convicted and any suspension, revocation, or cancellation of certain driving privileges which resulted from such conviction(s); (c)(5) Indication whether the violation was in a commercial motor vehicle; (c)(6) Location of offense; and (c)(7) Driver's signature. here to access the Federal Motor Carrier Safety Administration forms section.
(c)(2) Driver's license number;
FMCSA/Department of Transportation Regulations
The intent of this document is to outline the purpose of the Department of Transportation (DOT) forms presented in this section. These forms represent just a few of the helpful or required documents for commercial motor carriers, and you can find additional information by clicking
Accident Register Form
Use this document to track accidents involving vehicles in your fleet. According to FMCSA, an accident is an occurrence involving your commercial motor vehicle while operating on a public road that results in at least one of the following:
- A fatality
- Bodily injury to a person who immediately receives medical treatment away from the scene of the accident as a result of the injury
- Disabling damage to one or more motor vehicles that requires those vehicles to be towed from the scene
Bus Emergency Exits Inspection Form
This form is specific to heavy buses, defined as a vehicle designed or used to transport more than eight passengers for compensation or more than 15 passengers without compensation. As indicated, you should use this form to keep track of inspections, which are due every 90 days. Check that the emergency exit(s) are unobstructed, well marked, the exit light is in working order and that the emergency windows open properly. Keep this form on file for every bus in your control for one year at the garage location and for six months after the vehicle leaves your control.
Brake Inspector Qualification Form
As the carrier, it is your responsibility to document the qualifications of your inspectors. The purpose of this form is to help you do so. You must keep brake inspector qualifications at your principal place of business or the location where the inspector works. Evidence of his or her qualifications, in the form of this document, need to remain on file for the duration of the inspector's employment plus one year following. This form demonstrates that your inspector meets the qualification of brake inspector according to FMCSA standards.
Annual Inspector Qualification Form
As with brake inspectors, you also must make sure your employee performing annual inspections on your vehicles are qualified to do so. Again, filling out this form ensures the inspector is qualified by FMCSA standards to do his or her job. You must keep this form – evidence of qualification – on file as long as the inspector is employed plus one year after.
Inspection, Repair and Maintenance Record Form
FMCSA requires motor carriers to maintain information about every vehicle in their control for 30 days or more. You must have on file, and retain for one year at the location the vehicle is garaged and for six months after the vehicle leaves your control:
- Identifying information, including company number, make, serial number, year and tire size
- A schedule of inspections to be performed, including type and due date
- Inspection, repair and maintenance records
Annual Review of Driving Record Form
Motor carriers must certify commercial vehicle drivers' records annually. The purpose is to determine whether they meet the minimum requirements for safe driving and ensure they have no disqualifying offenses on their driving records. This form should be kept in drivers' qualification files, as FMCSA requires the results this review be stored for each individual driver for each year of service.
Annual Driver's Certification of Violations
At least once every 12 months, each driver must put together a list of all violations of motor vehicle traffic laws and ordinances during the prior year. This is another FMCSA requirement, and you should promptly address any discrepancies between the driver's list and your records. Each driver should complete his or her list using only this form, and anyone lacking violations during the preceding 12 months still must fill out this form and certify as such.
Inquiry to State Agencies for Driving Record
Use this form in conjunction with the "Annual Review of Driving Record" and "Annual Driver's Certification of Violations" documents. In order to review a driver's record or validate his/her certification of violations, you will need to request records from the state. This is a template that will help you do so to get the information you need.
Certificate of Driver's Road Test
According to FMCSA, a person may not drive a commercial motor vehicle until he or she has successfully completed a road test. The employee – or potential employee – must also be issued a certificate to prove road test completion. This form provides a template for the certificate, which must also be in the driver's qualification file. The driver should also retain a copy of road test certification.
Medical Examiner's Certificate
In addition to road certification, the driver must pass a medical examination before being allowed to operate a commercial motor vehicle. FMCSA requires that a licensed medical professional conduct this examination, which includes a person licensed, certified or registered in accordance with the state's laws and regulations to perform physical examinations. FMCSA says a licensed medical examiner includes, but is not limited to, doctors of medicine, doctors of osteopathy, physician assistance, advanced practice nurses and doctors of chiropractic. After the examination, the medical professional must fill out this certificate, which the driver must carry at all times and renew every two years. You must also keep a copy of this certificate in the driver qualification file.
Safety Performance History Records Request
One of the most important parts of the employment process as a motor carrier is looking into prospective drivers' safety history. Because of this, FMCSA requires motor carriers to maintain records of their efforts to investigate the safety performance history of a new or prospective employee. This form will allow you to collect the necessary information from relevant parties to use in the hiring decision. After the hiring decision, keep the form in the official driver investigation history file, which should be maintained in a secure location with controlled access. Use this form in conjunction with the "Records Request for Driver/Applicant Safety Performance History."
Off-Duty Authorization Letter
According to FMCSA, a driver may log meal breaks as off-duty instead of on-duty not driving if they obtain a permission letter from you, the motor carrier. This form serves as that permission letter; however, you should also make sure the driver knows these regulations about off-duty authorization:
- The vehicle must be parked in a safe, secure place that is not obstructing traffic
- The meal break must be at least 30 minutes in length but no longer than an hour
- While off-duty, the driver is relieved of vehicle and cargo responsibility
- The driver is free to leave the premises where the vehicle is parked to pursue other activities as long as the ability to safely operate the vehicle is not impaired
Hours of Service Record for First Time or Intermittent Drivers
Use this form to ensure that when using a driver for the first time or intermittently that you are not allowing that driver to break any FMCSA hours of service laws. The form serves as a signed statement that illustrates the driver's total time on duty during the seven days prior to working for you and when the driver was last relieved from duty. The "Summary of Hours Worked and Hours Available" form, intended for use by your drivers, will also employees to correctly compute their time, which will help you in your recordkeeping as well.
Driver's Time Record Form
Some drivers may use this form to report hours instead of "Driver's Daily Log" if they operate within a 100 air-mile radius of the company's headquarters, they return to headquarters and are released from work within 12 consecutive hours and they have at least eight consecutive hours off-duty to separate every 12 hours on duty. This form is also intended for use by intermittent drivers to record their time on-duty in the previous month.
Driver's Vehicle Inspection Form
FMCSA requires that each of your drivers inspect their vehicle before setting out to ensure it is in safe, proper working condition. Use this form to track these inspections and for drivers to report any deficiencies. If the last inspection report notes deficiencies, the driver must sign to acknowledge that the necessary repairs were made. You must require this form to be used by drivers, and ensure they fill it out carefully and accurately before each trip.
HOLD THE PHONE…DON'T DRIVE AND DIAL!
It is common knowledge that driving after drinking poses a serious danger to the impaired driver and other motorists. However, a recent study from the University of Minnesota found that talking on a cell phone while driving impairs one's ability to drive safely EVEN MORE than driving under the influence of alcohol. If you are driving and need to make a call, wait until you find a place to pull over safely or until you reach your final destination. If making the call is absolutely necessary, remember these safety tips:
- Use speed dial or a hands-free device to place calls.
- Do not take notes or search for phone numbers while driving.
Never use your phone in bad weather, work zones, heavy traffic or in other hazardous conditions.
Dialing while driving is dangerous!
Pull over safely out of traffic before you dial.
Buckle Up for Safety behind the Wheel
Here's a startling statistic: In a frontal vehicle collision at 30 mph, an unbelted driver continues to move forward and will hit the windshield at the same velocity that a person would face hitting the ground after falling out of a third-story window.As you can see, not wearing a safety belt can result in a life-threatening injury if you get into an accident. Remember the following the next time you get behind the wheel:
- Buckling up is the law! According to the Federal Motor Carrier Safety Administration, commercial drivers must wear a safety belt or the vehicle cannot be driven.
- State laws also mandate that drivers must buckle up behind the wheel or they may face a citation.
- Follow our simple safety belt policy — buckle up, or don't budge!
The first cell phone was invented in 1973 by Dr. Martin Cooper, a general manager in the systems division of Motorola. Though AT&T's Bell Laboratories first introduced the idea of a cellular communication device in 1947, Motorola devised the technology first. Who did Dr. Cooper call first on his invention? His professional rival at Bell Laboratories, Joel Engel!
Description: A high percentage of hazardous materials incidents are caused by human error and lack of proper training. The number of such incidents may be greatly reduced by thorough training.
Tips for Hazmat Employees:
- Do not take shortcuts or vary from established hazardous materials handling procedures.
- Practice safe driving techniques at all times.
- Prior to a trip, get adequate rest and nourishment.
- Maintain your high driving alertness by taking rest stops, avoiding caffeine and reducing cab temperature.
- Reduce your vehicle speed, especially on ramps and curves.
- Do not shift gears when crossing train tracks.
Description: Many incidents involving hazardous materials occur during the loading and unloading phases of transportation.
Tips for Hazmat Employees:
- Check safety guides before loading and unloading begins.
- Remove ignition keys prior to loading and unloading to avoid "pull-away" incidents.
- Be careful not to overfill or overload tanks.
- Be careful when handling cylinders and packages of hazardous materials.
- Handle empty drums with the same caution as full drums.
- Do not overload closed cargo spaces; allow air to circulate in these areas.
- Close all access flanges and valves before moving, and allow adequate relaxation time.
Description: The shipping process begins with a desire or need to ship materials. Subsequent shipping activities (packaging, labeling, marking, handling, placarding, etc.) are affected by the characteristics and potential hazards of the materials being offered.
Tips for Hazmat Employees:
- Become familiar with the types of classifications for hazardous materials.
- Inform management if/when you feel that additional training is needed to avoid accidents.
Tips for Hazmat Employees:
- Know what to do with the hazardous materials cargo in case of an emergency situation.
- Become familiar with the properties of your hazardous materials cargo; placards provide only general information, particularly with respect to mixed loads.
- Use materials-specific placards whenever possible. For example, avoid using the general placard for "flammable liquid, not otherwise specific" if a more specific placard is appropriate.
Description: Shipping papers are the most important source of information available to identify the hazardous material involved in an incident. The first emergency response is often determined by the information contained in the shipping papers.
Tips for Hazmat Employees:
- Review shipping papers carefully before pulling away.
- Become familiar with the properties of the cargo since shipping papers do not provide complete information.
- Become familiar with the proper emergency procedures and the people to contact in case of an emergency.
- Know what to do with the cargo in case of an emergency situation.
Description: The type of material shipped determines, among other things, handling procedures, placards and emergency response. Correct labeling is important in identifying the hazards of a material, both on a routine basis as well as in emergency situations. Labels are also used to check shipping papers and to assist loading and unloading personnel in safely distributing mixed loads.
Tips for Hazmat Employees:
- Know what do with the cargo in case of an emergency situation.
Do not rely on package labels in emergency situations. Rather, refer to shipping papers and safety literature to become familiar with the properties of your cargo since package labels provide only limited information.
Tips for Hazmat Employees:
- Familiarize yourself with the properties of the cargo since package markings provide only limited information.
- Refer to shipping papers and safety literature for appropriate precautions and procedures.
- Know what to do with the cargo in case of an emergency situation.
Description: Adequate packaging is a critical activity in the hazardous materials transportation process. Packaging is the first line of defense for containing hazardous materials in the event of an accident, yet inadequate packaging is commonly cited as a factor contributing to a hazardous materials incident.
Tips for Hazmat Employees:
- Become familiar with appropriate packaging techniques for various materials.
- Inform management if/when you feel that you need additional training.
Description: It is crucial that the response to a hazardous materials incident be rapid and proper. An improper response can result in an incident far worse than the initial incident.
Tips for Hazmat Employees:
- Keep out of line with the ends of a tank undergoing fire exposure.
- Do not perform an aggressive response unless the appropriate procedures have been established, correct equipment is available and the material properties are known.
Source: Federal Motor Carrier Safety Administration (FMCSA)
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