Vehicle Safety, Part 3

by Bill Grieb

Because half of workplace injuries are caused by vehicle accidents, you can make a substantial difference in reducing your firm's costs by minimizing these risks. Toward this goal, your employees should follow the vehicle safety guidelines provided here.

All company vehicles must be driven safely according to the laws of the road. Employees must also follow these formal guidelines that were integrated into the Vehicle Safety Program to reduce vehicle accidents and limit the company's liability resulting from driver negligence.

Before employees can use their personal vehicles for company business, they are required to provide proof that they own the vehicle or have authorization from the registered owner to drive the vehicle for their work. A copy of the vehicle registration or a letter or other document must be supplied to the employee's supervisor and will be kept on file.

Employees using personal vehicles for work must also provide proof of Auto insurance as required by law in their state. A copy of the employee's current policy must be kept on file with the employee's supervisor. After a policy expires, a copy of the renewed policy must be provided to prove continuation of coverage.

Transporting Employees

• When several employees are transported in a van, bus or truck, the operator must have a license to drive the class of vehicle driven by the employee.
• All vehicles must be equipped with adequate seats and working lamps, brakes, horns, windshields, mirrors, and turn signals.
• Vehicles must be provided with handrails, steps, stirrups or similar devices for mounting or dismounting.
• Employees are prohibited from riding on top of any load which can shift, topple, or otherwise become unstable.
• When tools with sharp edges are placed in the passenger space, they must be enclosed in closed boxes or containers which cannot shift, topple, or become unstable.
• Vehicles must carry at least two reflective type flares and a fully charged fire extinguisher maintained in working condition.

Vehicle Safety Rules

1. Do not drive the vehicle without authorization.
2. You are required to present the proper driver's license and/or operator's permit.
3. If you have concerns about a vehicle's handling ability in routine or emergency situations, do not drive it until the required repairs are made.
4. If you are uneasy about operating a certain a vehicle, ask your employer for proper training before attempting to drive it.
5. If your judgment and ability are impaired by medication, alcohol, or drugs, do not drive the vehicle.
6. All tools and equipment must be secured and not loose.
7. Obey all safety rules, including speed limits
8. Carry a first aid kit and fire extinguisher.
9. Look before backing up.
10. Never carry passengers on the outside of a vehicle. (Passengers are prohibited from riding in truck's bed.)
11. Drive courteously and defensively.
12. Each day, inspect the brakes, horn, steering, tires, seat belts, lights, and suspension.
13. Don't operate any vehicle with a mechanical problem or defect.
14. Always wear seat belts and make sure all passengers are wearing seat belts.
15. Check mirrors and use turn signals properly.
16. Pay attention to your driving. Take a break if you feel tired or drowsy or can no longer stay alert.
17. Set the brake and remove key when leaving the vehicle.
18. Set vehicle's brakes prior to loading or unloading.
19. Secure trucks and trailers from movement during loading and unloading.
20. Report an accident immediately, but do not discuss responsibility until after you have discussed it with your manager.

Trucks, Tractors, and Forklifts

1. New operators will be trained and certified before being permitted to operate vehicles.
2. All operators will be trained and certified at least annually.
3. Plant conditions and operator duties will be reviewed at least once a year, and when any changes occur.
4. All rules are strictly enforced.
5. Safety and training records are maintained.
6. Only authorized, trained, licensed drivers are permitted to operate equipment.
7. No stunt driving or horseplay.
8. No one shall ride on the forks of lift trucks.
9. No part of the body shall be outside running lines or other areas where shear or crushing hazards exist.
10. No one is permitted to pass or work under elevated portion of the vehicle.
11. Check vehicle at least once per shift for horn, lights, tires, battery, controller, brakes, steering, cooling, and lift system.
12. Immediately tag and remove from service any unsafe vehicle.
13. Do not exceed authorized or safe speed.
14. Do not pass at blind spots or in dangerous locations.
15. Sound horn at cross isles and where vision is obstructed.
16. Carry load behind if it obstructs front view.
17. Look ahead and do not move until you are sure all persons are clear of vehicle.
18. Do not drive up to anyone standing in front of a fixed object.
19. Ascend and descend grades slowly. If grade exceeds 10%, keep the load upgrade.
20. Carry the fork as low as possible.
21. When leaving unattended: shut off power, remove key, set brakes, bring mast to vertical, bring forks to down position.
22. When dismounting load, engaging mechanisms should be lowered, controls neutralized, and brake set.
23. Do not use on elevators without authorization. Make sure elevator's capacity is not exceeded. Set brake and shut off power.
24. Operate only on floors or platforms that will safely support vehicle and load.
25. Check floors of trucks, trailers, and railroad cars for breaks or other structural weaknesses before driving them.
26. Do not drive in or out of trucks or trailers until they are securely blocked and/or brakes set.
27. Follow PUC guidelines when work involves railroad cars.
28. Keep at least one tire width from the edge of any elevated dock, platform, freight car, or truck.
29. Cross railroad tracks diagonally whenever possible.
30. Do not load in excess of rated capacity.
31. Do not move until load is safely secured. Use care when tilting loads.
32. Place load engaging device in a manner such that load is securely held and supported.
33. Take special precautions securing and handling loads by trucks with attachments and in operation after loads have been removed.

Drug and alcohol testing have been proven to reduce absenteeism, prevents accidents, lower insurance claims, and saves lives. The Omnibus Employee Testing Act of 1991 mandates rules on alcohol and drug testing for employees in safety-sensitive positions, which include airlines, mass transit, motor carriers, pipelines, and railroads.

Alcohol testing must be performed using EBTs (Evidential Breath Testing Devices). Breath alcohol concentrations of greater than 0.02 are not permitted (0.02 grams of alcohol per 210 liters of breath).

Performance of safety-sensitive functions is prohibited within four hours of using alcohol A person who refuses to submit to an alcohol test is barred from safety-sensitive work. These tasks also cannot be attempted with eight hours of an alcohol-related accident.

An employee who receives a citation for a moving traffic violation or is involved in a fatal accident must undergo alcohol and drug testing. Tests must be performed within 8 hours of these events. Missed deadlines must be documented, and of them may lead to a significant fine.

Employees must submit to testing should their supervisor or a company official suspect alcohol abuse on the job. In addition, random tests are permitted without warning before, during, or after performance of safety sensitive functions.

Return-to-duty and follow-up tests will be conducted at least six times in the first 12 months after a driver returns to duty following his or her violation of a prohibited alcohol. These tests may be extended for up to 60 months.

Companies are required to perform pre-employment testing for applicants in the process of being hired or after being offered a safety sensitive position.

Employers may contract out for EBT services, join a consortium of employers that provide this service, or use their own certified employees.

Only a certified breath alcohol technician can calibrate and maintain the EBT machine. This individual receives training and must demonstrate proficiency to pass an EBT course that satisfies Department of Transportation requirements.

The EBT machine must appear on the National Highway Transportation Safety Agency (NHTSA)-approved products list. The machine must provide and print the results in triplicate, sequentially numbered with the manufacturer's name, device name, and serial number, and time and date of the test. The EBT machine must be able to test air blanks prior to each screening and perform external calibration checks.

The EBT machine must be recalibrated after each positive confirmation test and at least once a month.

Random drug testing is performed on 50% of employees each year. Random alcohol testing must be performed on 25% of employees each year (depending on the rate of violations).

Drivers with 0.02 breath alcohol concentration must be removed immediately from their safety-sensitive position. Drivers with 0.04 concentration cannot return to duty until they have been evaluated by a substance abuse professional and have undergone treatment for alcohol misuse.

EBT records are confidential and can be released only to the employee and the substance-abuse professional.

Records that must be retained for five years:

• Results of tests greater than 0.02 alcohol
• Results of positive for controlled substance
• Documentation of refusal to take required tests
• EBT calibration documentation
• Substance Abuse Professional evaluation and referrals
• Annual summaries

Collection process documentation.

• Training
• Negative test results
• These records must be available to DOT and compliance investigators

It will cost a company much time and money to establish an in-house specimen-collection and testing program. These expenditures do not shelter a firm from any of the liabilities. Since alcohol testing renders immediate results, you risk violating the employee's right to privacy. Only persons with a "legitimate" need to know should have access to screening results. In-house operations tend to risk disclosure.

The burdens of in-house testing also include purchasing and maintaining EBT devices, employee training, and record-keeping.

Use of third-party testers also has its drawbacks. You need to consider the reliability, quality, experiences, and resources of the organization. In all cases, only NHTSA-approved equipment should be used. Only Mental Health Services Administration-approved labs can be used, and testers must be adequately insured.

The bottom line is it's important to have a properly defined drug and alcohol testing program. This program will help with employee relations and allow management to control costs, while meeting compliance requirements.