Vehicle Safety Policy

Document Number: [SWP-NUMBER]

Revision Date: [DATE]

Next Review Date: [NEXT REVIEW DATE]

Department: [DEPARTMENT NAME]

1. Scope

This Safe Work Procedure (SWP) outlines the safety regulations and guidelines for vehicle operation, including pre-operation checks, safe driving practices, and maintenance schedules. It applies to all employees, contractors, and visitors operating company-owned or leased vehicles. The goal is to prevent accidents, reduce risks, and ensure the safety of drivers and vehicles. This SWP does not cover specialized vehicles or operations requiring specific certifications or training beyond standard vehicle operation.

2. Definitions

Pre-Operation Check A systematic inspection of a vehicle's critical components and systems before operation to identify any defects or maintenance needs. Safe Driving Practices Driving practices that prioritize safety, including adherence to speed limits, traffic laws, and defensive driving techniques. Maintenance Schedule A schedule of regular inspections, servicing, and repairs to maintain a vehicle in safe operating condition. Vehicle Incident Any unplanned event involving a vehicle that results in injury, property damage, or near-miss.

3. Responsibilities

3.1 Supervisors

Ensure all vehicle operators are properly trained and certified.
Establish and enforce vehicle safety policies and procedures.
Conduct regular vehicle inspections and maintenance.
Investigate all vehicle-related incidents and implement corrective actions.
Provide necessary resources and support for vehicle safety.

3.2 Workers

Conduct thorough pre-operation checks of vehicles, including fluid levels, tire pressure, and functionality of safety devices.
Adhere to safe driving practices, including speed limits, traffic laws, and site-specific rules.
Report any vehicle defects or maintenance needs promptly to supervisors.
Participate in safety briefings and training sessions related to vehicle operation.
Use provided safety equipment and PPE appropriately.

3.3 Health and Safety Representative

Monitor compliance with vehicle safety policies and procedures.
Participate in vehicle safety inspections and audits.
Provide recommendations for improving vehicle safety.
Investigate vehicle-related safety concerns raised by workers.

4. Potential Hazards and Risks

Hazard	Risk	Control Measures
Vehicle defects (e.g., faulty brakes, worn tires)	Increased risk of accidents due to equipment failure.	Implement a pre-operation checklist to ensure all critical components are inspected before use. Repair any defects before operating the vehicle.
Speeding and reckless driving	Increased risk of collisions and loss of control.	Enforce speed limits and provide driver training on defensive driving techniques. Use speed monitoring devices where appropriate.
Improper loading and load shifting	Vehicle instability, loss of control, and dropped loads.	Ensure drivers are trained on safe loading and unloading procedures. Provide load securing equipment and inspect loads before transport.
Driver fatigue	Impaired reaction time and judgment, increasing accident risk.	Implement a fatigue management program, including mandatory rest breaks and limitations on driving hours. Educate drivers on the signs of fatigue.
Distracted driving (e.g., mobile phone use)	Reduced awareness and reaction time, increasing accident risk.	Prohibit the use of mobile devices while driving. Encourage hands-free communication devices for essential communication.
Driving under the influence	Impaired judgment and coordination, significantly increasing accident risk.	Establish and enforce a strict policy against driving under the influence of alcohol or drugs. Conduct random drug and alcohol testing.
Inadequate vehicle maintenance	Increased risk of mechanical failure and accidents.	Maintain vehicles according to the manufacturer's recommended maintenance schedule. Keep detailed maintenance records.
Adverse weather conditions (e.g., rain, snow, ice)	Reduced visibility and traction, increasing accident risk.	Provide training on driving in adverse weather conditions. Delay or suspend operations during severe weather.

5. Personal Protective Equipment (PPE)

High-Visibility Vest: High-visibility vests are required to enhance visibility, especially in low-light conditions or high-traffic areas. Ensure vests meet the required safety standards.
Safety Footwear: Safety footwear with steel toes and slip-resistant soles is necessary to protect feet from impacts, punctures, and slips. Ensure footwear meets the required safety standards.
Gloves: Gloves appropriate for the task (e.g., leather gloves for general handling, chemical-resistant gloves for fluid handling) are required to protect hands from cuts, abrasions, and chemical exposure.
Eye Protection: Eye protection, such as safety glasses or goggles, is needed to protect eyes from dust, debris, and chemical splashes. Ensure eye protection meets the required safety standards.
Hard Hat: Hard hats are required in areas where there is a risk of head injury from falling objects or low clearances. Ensure hard hats meet the required safety standards.

6. Equipment and Tools

First Aid Kit: Ensure vehicles are equipped with a fully stocked first aid kit for treating minor injuries on-site.
Fire Extinguisher: A portable fire extinguisher should be readily available in the vehicle for extinguishing small fires. Ensure the extinguisher is properly charged and inspected regularly.
Wheel Chocks: Use wheel chocks when parking on inclines to prevent unintended movement. Inspect chocks for damage before each use.
Seat Belts: Ensure vehicles have properly functioning seat belts for all occupants. Regularly inspect seat belts for wear and damage.

8. Safe Work Procedure Steps

Pre-Operation Check: Before operating any vehicle, conduct a thorough pre-operation check using a standardized checklist. This includes inspecting fluid levels (oil, coolant, brake fluid), tire pressure, lights, brakes, steering, and safety devices. Report any defects immediately and do not operate the vehicle until repairs are completed.
Safe Driving Practices: Adhere to all traffic laws, speed limits, and site-specific rules. Maintain a safe following distance and adjust speed according to weather and road conditions. Avoid aggressive driving behaviors such as speeding, tailgating, and sudden lane changes.
Load Securing: Ensure loads are properly secured to prevent shifting or falling during transport. Use appropriate load securing equipment such as straps, chains, and binders. Distribute the load evenly and do not exceed the vehicle's load capacity.
Fatigue Management: Avoid driving while fatigued. Take regular rest breaks and limit driving hours to prevent drowsiness and impaired reaction time. Recognize the signs of fatigue and report them to your supervisor.
Distraction Avoidance: Do not use mobile devices while driving. If communication is necessary, use hands-free devices. Pull over to a safe location to make or receive calls or send messages.
Impairment Prevention: Never operate a vehicle under the influence of alcohol or drugs. Adhere to the company's drug and alcohol policy and submit to testing when required.
Regular Maintenance: Follow the manufacturer's recommended maintenance schedule for the vehicle. This includes regular inspections, servicing, and repairs. Keep detailed maintenance records and address any identified issues promptly.
Adverse Weather Driving: Adjust driving techniques to suit adverse weather conditions such as rain, snow, or ice. Reduce speed, increase following distance, and use appropriate lighting. If conditions are too hazardous, delay or suspend operations.
Safe Parking: Park vehicles in designated areas and use wheel chocks when parking on inclines. Ensure the vehicle is properly secured to prevent unintended movement.
Incident Reporting: Report any vehicle-related incidents, including accidents, near-misses, and equipment damage, to your supervisor immediately. Provide a detailed account of the incident and cooperate with any investigations.

9. Precautions and Safety Measures

All vehicle operators must possess a valid driver's license and any required certifications for the type of vehicle they are operating.
Vehicles must undergo regular safety inspections to identify and address any potential hazards or maintenance needs.
Drivers must receive adequate training on safe driving practices, vehicle operation, and hazard awareness.
Seat belts must be worn at all times while operating or riding in a vehicle.
Vehicles must be equipped with functioning safety devices such as lights, brakes, and mirrors.

10. Emergency Procedures

10.1 General Emergency Response

In the event of a vehicle-related emergency, follow these general steps:

1. Ensure Safety: Protect yourself and others from immediate danger. Activate hazard lights and set up warning devices (e.g., cones, flares) if safe to do so. 2. Assess Injuries: Check for injuries and provide first aid if trained. Call for medical assistance if necessary. 3. Report the Incident: Notify your supervisor and emergency services as soon as possible. Provide accurate information about the location, nature of the incident, and any injuries. 4. Secure the Scene: Prevent further damage or injury by securing the vehicle and surrounding area. 5. Cooperate with Authorities: Provide information and assistance to emergency responders and investigators.

10.2 Specific Emergency Scenarios

Vehicle Fire: 1. Stop the vehicle safely and activate hazard lights. 2. Assess the situation and determine if it is safe to extinguish the fire. 3. Use the fire extinguisher to put out the fire, aiming at the base of the flames. 4. If the fire cannot be extinguished, evacuate the area and call emergency services.
Vehicle Collision: 1. Stop the vehicle safely and activate hazard lights. 2. Assess injuries and call for medical assistance if necessary. 3. Exchange information with the other driver(s) involved. 4. Report the accident to your supervisor and the appropriate authorities.
Vehicle Breakdown: 1. Stop the vehicle safely and activate hazard lights. 2. Assess the situation and determine the cause of the breakdown. 3. Notify your supervisor and request assistance or repairs. 4. If necessary, move the vehicle to a safe location and wait for assistance.

11. Incident Reporting and Investigation

All vehicle-related incidents, including accidents, near-misses, and equipment damage, must be reported immediately to the supervisor. The report should include details such as the date, time, location, and description of the incident, as well as any injuries or damages sustained.

Following a reported incident, a thorough investigation will be conducted to determine the root cause and contributing factors. The investigation may involve interviewing witnesses, reviewing vehicle maintenance records, and inspecting the scene of the incident. The findings of the investigation will be used to implement corrective actions and prevent future incidents.

Approved by: [NAME AND POSITION]

Date: [APPROVAL DATE]