DRIVE ALIVE: Building a Safe Driving Program

Appendix G: Driver Performance
Assessment Tool

Management can use this tool to assess driver performance.

Date: / Name of Person(s) Conducting Assessment:
Driver History, Skills and Experience / Yes / No / Comments
The employee has been driving for more than 5 years
The employee has experience driving the type of vehicle (e.g., minivan, minibus)
The employee has a current driver’s licence for the required vehicle class
A current copy of a valid driver’s licence is on file (current within one year)
A recent driver’s abstract is available
Driver Habits / Yes / No / Comments
The employee has completed a self-assessment of driver risky habits
Driver Awareness and Education / Yes / No / Comments
The employee has received training in driving responsibilities, particularly:
  • Motor vehicle accident reporting
  • The requirement to notify the employer of licence suspension or driving infractions
  • Reporting of difficulty maintaining schedules

The employee has received Safe Driving training at orientation
The employee is schedule for the following periodic refreshers:
Company rules of the road have been reviewed
The employee has been instructed in what to do in the event of:
  • Breakdown
  • Fatigue
  • Cell phone calls
  • Drowsiness brought on by medication

The employee has the minimum required insurance coverage

Appendix H: Driver’s Risky Habits Questionnaire

Complete this questionnaire to identify any unsafe driving habits that have developed, and to make plans to correct them.

First, fold the paper in half lengthwise, then read the statements in the left hand column. Check the box if the statement is true for you. Once you have finished, open the paper and read the right-hand column.

Are you a Defensive Driver?
When driving a car, I leave at least a three- second following distance
The posted speed limit is a safe speed only during good weather conditions
It’s better to be late for an appointment than to speed
I wear my seat belt
I look over my shoulder when changing lanes
I constantly scan the road ahead of me and check all mirrors often
I use my signals to change lanes
If another driver passes me and pulls in front, I slow down to leave room between our vehicles / If you checked all these boxes, you are a defensive driver.
If any boxes are unchecked, try to change these habits.
Are you an Aggressive Driver?
How many of these habits do you have?
Drive faster than the posted speed limit
Tailgate
Do what I need to so I’m not late
Shout at other drivers even though they can’t hear me
Make rude gestures
Pass on the shoulder
Pull into parking spaces that someone else is obviously waiting for
Fail to yield to merging traffic
Flash high beams at the car in front of you
Change lanes without signalling
Cut into traffic when I think it’s my turn
Drive through a yellow light that is turning red
Honk the horn at other drivers
Double park / If you are an aggressive driver, correct your habits:
  • If you think you will be late, try to accept it and avoid aggressive driving
  • Call and let your appointment/contact know you will be late
  • Allow plenty of time for your journey and reduce driving stress
  • Remember that all drivers share the road
  • If another driver is acting aggressively, try to move out of the way
  • Report aggressive driving to the police, with vehicle description, licence number, location and the direction of travel
  • If you think you have a problem, seek help through anger or stress management classes, time management, etc.

Are you a Drowsy Driver?
How many of these risks do you have?
I work night shifts
I get less than six hours sleep each night
I am sleepy during the day
I have more than one job
I drive long distances
I drive at night
I have a medical sleep disorder
I exceed 12 hours of work in a 24-hour period / The boxes you checked are risks for fatigue. Try to change the risks that you can.
How many of these habits do you have?
I can’t remember the last few miles driven
I wander onto the rumble strip on the side of the highway
I daydream
I yawn constantly
I have difficulty focusing or keeping my eyes open
I tailgate or miss traffic signs
My head keeps nodding
I keep drifting out my lane
I have difficulty maintaining a constant speed / If you are a drowsy driver, correct your habits:
  • Plan a rest stop if driving late at night, or in the early morning or mid-afternoon (divide long drives into two-hour segments)
  • Watch your posture and sit up straight
  • Try to get a full night of rest before driving
  • If you find yourself with the warning signs, pull over in a safe place and have a break
  • Avoid medications that cause drowsiness
  • Avoid alcohol
  • Avoid fatty or high-sugar foods that cause drowsiness
  • Keep the temperature cool in the vehicle
  • Keep eyes moving, check mirrors often
  • If possible, avoid driving during peak drowsy times (2-5 p.m. and 10 p.m.-6 a.m.)
  • Coke/coffee is not a substitute for a good night’s sleep

Are you a Distracted Driver?
How many of these habits do you have?
I adjust the radio/CD/temperature while driving
I reach for items in the back seat while driving
I groom while driving (put on makeup, brush hair, shave)
I engage in conversations/activities with passengers
I eagerly look at objects/events outside the car
I eat, drink or smoke while driving
I talk on the cell phone while driving
I read maps or notes while driving / If you are a distracted driver, correct your habits:
  • Pull over to eat, drink, smoke, use your cell phone or read maps or notes
  • Do personal grooming before you drive
  • Don’t reach for items while driving
  • Focus on the driving, not the people or events inside or outside the car
  • Bad day at home or at work? Try to calm down before driving

Appendix I: Vehicle Risk Assessment Tool

Management can use this tool to assess the risks associated with the vehicles in use.

Organization: / Date:
Name of Person(s) Conducting Assessment: / Vehicle assessed:
Company owned:  Personal: 
Vehicle safety features / Yes / No / Explanation
The vehicle is equipped with driver and passenger airbags
The vehicle is equipped with daytime running lights
The vehicle is equipped with ABS brakes
The vehicle is equipped with working seat belts for all occupants
The vehicle is equipped with:
  • Flashlight
  • First aid kit
  • Fire extinguisher
  • Emergency kit

The vehicle is air-conditioned
The vehicle is appropriate for the desired use
Vehicle Maintenance / Yes / No / Explanation
The vehicle is maintained as per manufacturer’s recommendations
One person is responsible for ensuring regular company vehicle maintenance
The vehicle has passed an annual safety inspection
Pre-use vehicle circle checks are conducted and documented
Standard is communicated to keep gas tank at least half full
Vehicle-associated Education and Communication / Yes / No / Explanation
Employees attend training in conducting vehicle circle checks
Employees know to whom defects should be reported
Employees receive training in unique vehicle features

Appendix J: Driving Environment
Assessment Tool

Management and the JHSC/HSR can use this tool to assess the risks associated with the driving environment.

Organization: / Date:
Name of Person(s) Conducting Assessment:
Potential Driving Conditions / Yes / No / Explanation
Current reports are posted during adverse weather for:
  • Weather conditions
  • Road conditions

Employees receive education in avoiding wildlife collisions
Schedules try to avoid:
  • Periods of peak traffic flow
  • Night driving

Routes are planned to avoid known construction or poor road quality
Employees trained in driving in adverse conditions
  • Rain
  • Snow
  • Fog
  • Blackouts

Appendix K: Work Practices Assessment Tool

Management can use this tool to assess the risks associated with work practices at the organization.

Organization: / Date:
Name of Person(s) Conducting Assessment:
Work Practices / Yes / No / Explanation
Work schedules are realistic to discourage speeding
Time periods where drivers are likely to feel sleepy are considered when establishing schedules
Schedules are adjusted for new trainees
Routes are planned so that appointments follow a logical progression from one point to the next
Journey times take into account road types and conditions and allow for:
  • Rest breaks
  • Peak traffic flow times
  • Construction zones on route

Employees are encouraged to report difficulties in following schedules
Motor vehicle collisions are investigated to determine root cause
Employees understand how to correctly adjust the seat, headrest and mirrors
Work practices address strategies for transporting clients/passengers
Vehicles are insured for business use (even if a personal vehicle)

Appendix L: High-Risk Driver
Identification Tool

Management can use this tool to assess the driver risks based on the work-related travel requirements of the organization, and driving experience. List employee names across the top, then check the boxes that apply. Total the number of higher risk activities that apply to each employee. The greater the number, the higher the risk for that employee.

Time Period Assessed: ______Completed by: ______

Employee name / Employee name / Employee name / Employee name / Employee name / Employee name / Employee name / Employee name / Employee name
Travels more than 3,000 km/yr
Spends more than 50% of work time driving
Spends more than 50% of driving time at night
Has less than 5 years driving experience
Total number of high risk factors

Source: THSAO

Appendix M: Sample Framework:
Safe Driving Policy and Procedure
Development

1. Policy statement

Organization Name has established this Safe Driving program to ensure the health and safety of its employees and clients, by increasing awareness of the risks associated with driving and reducing the number of motor vehicle incidents.

2. Scope and definitions

This program applies to those employees who routinely operate company owned/leased or privately owned/leased vehicles for company business.

  • A routine driver is an employee whose job responsibility requires the use
    of a company/personal vehicle for work purposes on a regular basis.
  • A motor vehicle is a vehicle driven on public roads (i.e., does not include a fork lift).

3. Goals and objectives

  • To increase employee awareness of the risks associated with work-related driving
  • To provide safe vehicles for employee use
  • To reduce the frequency and severity of motor vehicle collisions

4. Responsibilities

The Manager Human Resources is designated with the responsibility for the overall implementation of this Safe Driving Program.

Employer responsibilities include:

  • Developing a vehicle safety program
  • Taking every reasonable precaution
  • Ensuring company vehicles provided include such standard safety features as driver and passenger airbags, daytime running lights, ABS brakes and seat belts
  • Maintaining company vehicles to the standards of the Highway Traffic Act and the manufacturer’s recommendations
  • Ensuring employees are aware of the Safe Driving Program through training
    at orientation and periodically thereafter
  • Having drivers carry proper insurance
  • Informing employees of hazards related to driving
  • Ensuring employees have a valid driver’s licence
  • Requiring pre-trip vehicle inspections
  • Removing from service any vehicle with identified problems
  • Assessing the program annually in conjunction with the JHSC/H&S representative(s)
  • Maintaining driver performance records
  • Making safe driving a performance expectation

Manager responsibilities include:

  • Enforcing the Safe Driving Program, including mandatory seat-belt use
  • Ensuring motor vehicle incidents are investigated
  • Removing from service any vehicle with identified problems
  • Monitoring pre-trip inspection records
  • Developing realistic schedules to discourage speeding

Employee responsibilities include:

  • Attending training at orientation, and periodically as required
  • Operating vehicles in accordance with the Ontario Highway Traffic Act, the company Safe Driving Program and other applicable guidelines and standards for the region
  • Maintaining personal vehicles used for work purposes to the standards of the Highway Traffic Act and manufacturers’ specifications and arranging for periodic inspection by a qualified mechanic
  • Providing required driving-related documentation
  • Reporting incidents and near misses (if you are injured in a motor vehicle collision while driving as part of your work, you must report the injury to your supervisor or employer)
  • Reporting vehicle defects immediately to the supervisor
  • Using seat belts
  • Preparing for the journey

JHSC/HRS responsibilities include:

  • Supporting the Safe Driving Program through promotional activities
  • Consulting in the development and review of the Safe Driving Program
  • Consulting in the development and review of safe driver training
  • Monitoring the effectiveness of the Safe Driving Program and making recommendations to the employer
  • Participating in critical injury and fatality investigations as required by the OHSA
  • Participating in work refusals that may occur as a result of work-related driving

5. Specific procedures based on risk assessment

  • Incident and near-miss reporting and investigation
  • Emergency response and vehicle breakdowns
  • Purchasing requirements for company vehicle (minimum safety features required)
  • Vehicle maintenance /safe vehicle
  • Driving rules/Driver performance
  • Preparing for the drive

6. Record-keeping

Each employee who operates a motor vehicle for business purposes will have a valid driver’s licence. Employees will provide a copy of their licence at time of hire to the Manager Human Resources. Driver’s licence records will be updated on an annual basis.

Employees will report any change in their driving status to the Manager Human Resources immediately.

Records to be retained include:

  • Status of driver’s licence (valid, suspended, conditions)
  • Valid insurance
  • Violations (e.g., speeding)
  • Collisions
  • Medical restrictions (e.g., vision)
  • Convictions (e.g., driving under the influence)
  • Felony involving use of a vehicle
  • Driver training records

The retention of records is the responsibility of the Manager Human Resources.

Records will be retained for three years.

7. Training

All employees who routinely operate a motor vehicle for work-related purposes will participate in a driver safety program. Each employee will read the Safe Driving Program policy and guidelines as part of the training.

The following outlines when training will be conducted and what the training will consist of:

  • At orientation (in-class defensive driving session provided by external company)
  • Annual refresher (review of motor vehicle safety video and completion of quiz)
  • Change in job conditions or change in driver status (training required to be determined)
  • Post collision (third-party driving assessment)
  • The person designated with the responsibility for safe driving training sessions is the Manager Human Resources.

8. Program accountability

Failure to operate a vehicle in compliance with the Highway Traffic Act and within the established safety guidelines or significant changes in driving status may result in:

  • Additional training and/or counselling
  • Discharge
  • Job reassignment
  • Significant changes in driving status might include suspension of licence,
    or accumulation of demerit points.

9. Policy review

The Safe Driving Program will be reviewed annually in consultation with the joint health and safety committee, and revised as necessary.

Appendix N: Incident Investigation Guidance

Remember the object of the investigation is to obtain information to prevent future occurrences. This is not an exhaustive list, but rather a guide to consider multiple factors following a collision.

Comments
Vehicle
Road
conditions
Work
practices
Past incidents
Driver performance
Employee should complete
Other

Appendix O: Pre-trip VehicleInspections

Although a list of items to inspect might be provided to the employee, not everyone will know what looks good and what doesn’t. Be sure to provide training in completing the pre-trip inspection. Following is a list of items to consider including in your inspection checklist, and a description of how to complete the check.

What to include: / What to look for:
Tire condition and inflation /
  • Pressure – Check with a tire gauge when tires are cold (have been sitting for at least three hours); inflate to manufacturer’s recommendations
  • Rotation – Should be rotated every 10,000 km
  • Tread – Look for uneven wear and excessive smoothness, and ensure tread depth is at least 1/16 inch
  • Periodically check the spare tire

Lights: headlights (high and low beam),
tail lights, brake lights, turn signals /
  • Check to see that they are:
-Clean and in working order
-Free of snow in the winter months
Hazard flashers /
  • Check to see that they are working

Windows /
  • Clean, no cracks or chips

Windshield washer fluid /
  • Check the reservoir and add fluid if needed

Windshield wipers – condition /
  • Check for signs of wear or if rubber is brittle

Belts and hoses /
  • Look for signs of blisters, cracks or cuts in the rubber and that connections are secure

Fluid levels and leaks /
  • Fluid levels should not exceed the maximum fill line or fall below the minimum line
  • Identify any fluid leak:
-Brown or black – likely oil
-Blue, yellow-green or fluorescent orange – likely coolant
-Red – likely transmission or power steering fluid
-Water – likely condensation from the air conditioner or defroster and not a concern
Battery /
  • Check that cables are secure and there is no visible corrosion

Shell Driving Booklets, Smart Car Care, retrieved from < search for Driving Booklets

Appendix Q: Topic-specific
Education Resources

The following may be used during topic-specific training. Visit the listed web sites for more information, checklists and pamphlets that you can circulate in your work area.