8650 - FLEET SAFETY PROGRAM

Grant County School

Bylaws & Policies

8650 - FLEET SAFETY PROGRAM
Policy Statement

The County Board of Education 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. The Board recognizes that the responsibilities for safety and loss prevention must be shared by everyone.

Responsibilities

Management

		1.	Assume responsibility for the driving record of employees while they are on duty.
		2.	Frequently check for compliance of the established requirements and policies in which all personnel are required to adhere.
		3.	Personally review the decisions on accidents and take all steps necessary to prevent a recurrence.
		4.	Establish and adhere to policies on disciplinary actions in accordance with the policy regarding actions that will be taken against employees who show a repeated disregard for good driving practices.
		5.	Insist that all assigned vehicles are maintained adequately for safe operation.
		6.	Establish periodic inspection of assigned vehicles for safety discrepancies, malfunctions, signs of abuse, unreported damage and cleanliness. Have repairs made as soon as possible.
		7.	Fully support the Board's driver training program to promote defensive driving.
		8.	Review each preventable vehicle accident and unsafe driving report with the employee and his/her supervisor to emphasize management's intolerance of irresponsibility behind the wheel.
		9.	Establish an aggressive campaign to enforce the wearing of seat belts on all trips.

Supervisors

		1.	Ensure that employees do not drive any Board vehicle unless they have a VALID Drivers' License and are familiar with the Board's driving rules and regulations.
		2.	Ensure that only authorized personnel be allowed to operate Board vehicles, special purposes vehicles, and trucks.
		3.	Must be alert in observing unsafe practice of employees and ensure that action is taken immediately to correct the driver.
		4.	Review all preventable vehicle collisions with employees at Safety Meetings and discuss each unsafe act that was responsible.
		5.	Periodically ride with the vehicle and truck drivers to check for compliance with operating instructions and traffic regulations.
		6.	Ensure that unsafe vehicles are not driver until safety discrepancies have been corrected.
		7.	Fully utilize the decisions and recommendations handed down by the Safety/Loss Control Committee.

	C.	Employees
		Employees who drive Board vehicles are responsible for following all of the guidelines set forth in the Fleet Safety Program. These responsibilities include:

		1.	safe operation of vehicles and for the safety of passengers and cargo;
		2.	having a valid and proper driver's license in their possession for the vehicle they are operating;
		3.	inspecting the vehicle which they are about to drive, in accordance with established policies and State laws;
		4.	reporting any vehicle accidents.

	D.	Safety/Loss Control Officer
		The Safety/Loss Control Officer will be in charge of implementing the policies within the Fleet Safety Program. Responsibilities will include:

		1.	Monitoring the driving experience of employees who operate the Board's vehicles.
		2.	Be sure proper maintenance procedures are being followed to keep vehicles in a safe operating condition.
		3.	Verify that adequate insurance limits are maintained by drivers who use their personal vehicle for entity business.

Operator Responsibilities

The driver is responsible for checking the safety and general condition of the vehicle in accordance with the West Virginia School Bus Transportation Policy and Procedures Manual (WV State Code R. 126-92-1), among other things, fuel, 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.

	A.	Vehicle Abuse
		No employee will use a vehicle or equipment for any purpose for which it was not designed, operate it beyond its designed limits, operate it in areas or locations for which it was not designed, or cause damage through neglect, misuse, improper driving techniques, or improper handling.
	B.	Transporting Employees in Board Vehicles
		No more than _____ employees will ride in the front seat or cab of a vehicle. Each position will be equipped with a seat belt, and each person will use the seat belt provided. No employee will be authorized to ride or work from the bed or rear of a vehicle while it is in motion.
	C.	Traffic Laws
		Employees will adhere to all traffic laws and regulations when operating Board vehicles. An employee will at all times operate Board vehicles in such a manner as to avoid injury to persons or damage to property.
	D.	Unauthorized Use of Vehicles
		Board vehicles are to be used for Board business only. Persons found using Board vehicles for their personal errands may be subject to disciplinary action.
	E.	Operation and Occupancy of Board Vehicle by Unauthorized Persons
		Employees will not permit unauthorized employees or non-employees of the Board to ride in Board vehicles, except when such persons are conveyed in the performance of duty, or authorized to ride by supervisory staff.
	F.	Parking Vehicles
		All employees will park their vehicles in a legal and proper manner. Employees will remove the keys and lock the vehicles, except when specifically instructed otherwise. Employees will not park on the wrong side of a street or highway, unless it is mandatory to park in such a location to perform a job. All signs, cones, lights, and warning devices as required by law will be used when vehicles are parked or in use in a public travel lane. Employees will use all safety brakes, lockout devices, and other parking safety methods when parking equipment.
	G.	Use of Personal Vehicles for Board Business
		Supervisors will identify and authorize those employees who are required, as part of their normal job duties to use their personal vehicle to conduct Board business. The employee's own insurance policy is the primary coverage and, therefore, the Board will not be responsible for any claims that arise out of any motor vehicle accident that the employee is involved while operating their personal vehicle. The mileage reimbursement the employee receives is intended to fully cover all costs of the operation of the employee's personal vehicles including but not limited to fuel, maintenance, repairs, insurance, etc.
	H.	Transporting Equipment
		Employees using Board vehicles will exercise caution when transporting equipment, packages or other materials in the driver/passenger compartment that would become flying projectiles in the event of an accident. Such items as briefcases, laptop computers, tools, etc. need to be transported in the trunk of passenger vehicles. Pickups, whether standard cab or extended, should have secured storage capabilities in the bed of the vehicle such as tool storage or camper shells if they are used with any regularity in the transport of items that could injure the driver or passenger(s) in the event of an accident. Vans used in the regular transport of such items should have screen type barriers between such cargo and the driver/passenger compartment. It is always important to keep the driver/passenger as free as possible of objects that could distract their attention or could cause injury due to unexpected movement.

Driver Selection

The Board believes the ability, experience and attitude of drivers are important factors 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, the Board has implemented the following driver qualification procedures.

None of the following is intended to conflict with any provision of Chapter 18A of the West Virginia Code.

	A.	Driver Age Requirements
		All drivers must be a minimum of twenty-one (21) years of age.
	B.	Application for Employment
		All driver applicants shall complete an Application for employment and Driving Position Supplement containing all of the information required for positions in which driving is required.
		The Board's hiring standards also require that driver applicants list all former employers for the past five (5) years. Any gaps in employment for more than a six (6) month period must be satisfactorily accounted for on the application.
	C.	License
		The Board will obtain a legible copy of the license of all driver applicants. A review of the license will be conducted to be certain it is valid, has not expired, and is the appropriate for the class of vehicles in which driving is required.
		Whenever driving Board vehicles or operating their personal vehicle for Board 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 driver vehicles, which require a Commercial Driver's License (CDL), will comply with the West Virginia State Department of Motor Vehicles' requirements for medical examinations and license renewal.
		Supervisors will maintain a system that ensures all employees operating vehicles have the proper class or license and check licenses for current status at frequent intervals.
	D.	MVR Check and Evaluation
		The Board 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 five (5) 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 driver's 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.
		MVR's 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.
	E.	Driver Qualification Standards
		To ensure that potential new and existing drivers meet the Board'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
		2.	standards and penalties for drivers involved in preventable accidents

	The Board has established a point structure system to evaluate potential new and current driver motor vehicle records.

	If a driver meets or exceeds six (6) points total within the previous one (1) year or exceeds twelve (12) points within the previous two (2) years s/he will not be eligible to drive a Board vehicle.

	If the MVR reveals six (6) then the following corrective action will be taken (Enter violations here)

	verbal and written warning

	No potential new or existing driver will be allowed to driver a Board vehicle or other vehicle on Board business if there MVR reveals: (Enter violations here)

	twelve (12) points in a year

	Each employee involved in a preventable, at fault vehicular accident, whether it involves the public or not, will be required to: (Enter answer here)

	Report within forty-eight (48) hours to the Superintendent.

	An employee who receives any moving violation must notify his/her supervisor of the incident within two (2) days. Any corrective action will be evaluated based on the type and severity of the incident.

	F.	Investigation of Previous Employment
		The Board will contact all former and current employers of the driver applicant for the previous five (5) years to verify as much of the following information as possible:

		1.	dates of employment
		2.	type of work performed
		3.	type of vehicle(s) operated

4. extent of driving experience

		5.	vehicle accident record
		6.	overall work history and performance

All former and current employer information gathered from the inquiries must be in writing and will be retained in the driver's (If hired) qualification file. In the event a former or current employer refuses to release information, a note stating this will be placed in the file.


	The Safety/Loss Control Officer will review all former and current employer information to determine if the driver applicant was truthful about information listed on the employment application.

	G.	Driver Performance
		The Board requires all driver applicants who will require a CDL license for their driving position to successfully complete a road test examination conducted by Transportation Director (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 driver's career using information obtained from motor vehicle records filed data.
	H.	Driver Qualification File
		The driver selection process includes developing a driver qualification file. Elements of this file will include such items as:

		1.	employment application
		2.	MVR checks
		3.	driver training information
		4.	driver evaluation and performance reviews

Driver Training and Reviews

The Board's goal is to have a process in place to hire only qualified and safe drivers. Once hired, the Board is committed to retaining these drivers. In order to keep drivers and supervisors will trained and informed, the Board has instituted a number of policies regarding driver training. These policies include driver orientation, periodic driver meetings, and driver performance evaluation and reviews. None of the following is intended to conflict with the West Virginia School Bus Transportation Policy and Procedures Manual (WV State Code R. 126-92-1).

	A.	Driver Orientation
		The Board 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 the 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.
	B.	Driver Meetings
		Every six (6) months, 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.
	C.	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 twelve (12) months.
		It is important for Board of Education 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.
	D.	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.
	E.	The Performance Review
		Driver performance reviews should be held in private and away from the operation area.
		The actual driver performance review should cover, but is not limited to, five (5) basic areas. These are:

		1.	the measurement of the driver's actual results against established goals and standards of the Board;
		2.	recognition of the driver's contributions and accomplishments;
		3.	correction of any new or existing performance problems;
		4.	establishment of goals or standards for the next review period;
		5.	review of driver's MVR.

Once the driver and his/her supervisor have concluded their discussion of pas 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:

		1.	a positive summary of the performance review discussion including all mutually agreed upon plans and goals
		2.	an opportunity for the driver to react, ask questions, and give additional ideas and suggestions
		3.	a sincere and meaningful expression of appreciation for the driver's participation, time, and efforts
		4.	a written record of what was discussed, agreed upon, and corrective action/training plans

	F.	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 file.

Accident Investigation

The Board's policy is to fully investigate any accident involving Board personnel and vehicles. All accidents involving Board vehicle regardless of the severity must be reported immediately. None of the following is intended to conflict with the West Virginia School Bus Transportation Policy and Procedures Manual (WV State Code R. 126-92-1).

The investigation of minor accidents involving Board 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 Board 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.

	A.	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 damage 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.
		Those conducting accident investigations should not in any way disturb the scene of the accident nor in any way interfere with an investigation of the same accident by law enforcement officials.
	B.	Driver Responsibility in Accident Investigation
		Certain driver responsibilities must be carried out at the scene of an accident. Naturally, however, bus operators should never discontinue their supervision of students placed in their charge.
		Two (2) 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 (2) items can be broken down into a six (6) step accident procedure for drivers to follow.

	Step 1:	Stop, stay calm

	Step 2:	Turn on your emergency flashers as an immediate warning signal. Then do a quick evaluation of accident victims, if any, and provide assistance, being certain to summon emergency medical assistance, if needed. Next, set out emergency warning devices on the roadway.


	Step 3:	Either contact local law enforcement personnel and your supervisor or arrange to have someone do it for you. Be courteous and cooperative when providing information to authorities. Never discuss guilt or liability at the scene of an accident. Never leave the scene of an accident.

	Step 4:	Write down names, license numbers and other information regarding the accident and those people involved in it. Draw a simple diagram of the accident scene. The more detail you can provide, the better it will be for insurance and/or legal purposes later. If you have a camera for use at the accident scene, document the situation with photographs from various angles.

	Step 5:	After the vehicle has been secured, warning devices put in place, assistance rendered to injured person(s) (if any), and law enforcement personnel contacted, you (the driver) should communicate the accident to your supervisor.

	Step 6:	Complete Vehicle Accident Report Form at the scene of the accident, if possible.

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:

	A.	Convene as soon as possible after a collision involving a Board vehicle to objectively consider the evidence presented. This evidence includes any information given by the driver, his/her supervisor and the police report of the accident. These same rules also apply to any employee officially authorized to driver his/her personal cars on official Board business.
	B.	Determine the true cause of the collision and whether it was preventable or non-preventable.
	C.	Review the driver's past record.
	D.	Report in writing to the Superintendent or his/her designee the Committee's findings, and the recommendations for corrective action.
	E.	In the case of a preventable ruling, schedule a personal one-to-one meeting with the driver to discuss the decision, possible remedial training, and/or possible disciplinary action, if warranted. This meeting will be scheduled as soon as possible after the preventability determination has been made.

Vehicle Maintenance

Preventative Maintenance

A good preventive maintenance program lowers repair frequency and lowers overall maintenance cost.

The service portion of Preventive Maintenance is actually scheduled maintenance. Board vehicles will be given Preventive Maintenance according to the following schedule:

3000 miles

Vehicle Inspections

The Board is committed to following a strong daily inspection program. All vehicles are to be inspected every day they are operated.

	A.	Driver Pre-Trip Inspection
		Each driver, in keeping with the West Virginia School Bus Transportation Policy and Procedures Manual (WV State Code R. 126-92-1), 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 defect were noted, and the certification of repairs, will be retained in the Vehicle Maintenance File.

	B.	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;

2. safely placing the warning devices;

3. diagnosing and calling in the breakdown to his/her supervisor.

Supervisor responsibilities when a breakdown occurs include:

determining the nature of the breakdown and best course of action;

2. locating, contacting, and dispatching a vendor to facilitate repairs;

3. obtaining all vehicle repair records.

Loss Control Manual, West Virginia, Department of Administration, Board of Risk and Insurance Management