SUBJECT:PAGE OF - Ohio



Welcome to the BWC sample policy template page! After downloading this sample, please remove the language on this page. Replace the Ohio Bureau of Workers’ Compensation (BWC) logo with your company logo and implement an effective date with management approval signature. This is a general guidance document to help your organization develop a written safety policy. Some items in this guide will not apply to your workplace. Please reference any applicable standard(s) to ensure you meet all requirements. For added convenience there is a document at the end of this template with resource links. This sample written program has example language, but you must change it so that it is site-specific and meets expectations of your organization. Remove the language on this page after creating your policy. For ease of use, every sample provided by BWC follows this format: A. Program Administration B. Program Specific Elements C. Information and Training D. Program Evaluation and Updates Attachments How to use this template:Save this template and name it for your own reference. Make this template specific to your organization by changing all text in red throughout the template. Review with all persons involved with safety and compliance in your organization. Edit the document to add, remove, or adjust language to ensure it is specific to your organization.Review again with all persons involved with safety and compliance in your organization.Finalize the document.Prepare training based on your new or updated policy content.Conduct and document training (general and specific) as required by standard and policy.Schedule and document policy reviews and updates (if any).Retrain when there are any changes within the organization, updates to policy, deficiencies, or employee needs.For further assistance with development of this and other policies and programs, please contact your local Safety Consultant, or call 1-800-644-6292. Your workers’ compensation policy includes a wide range of services for all industries including Safety Consultations, Safety Education & Training, and the BWC Safety & Video Library at no additional cost.The Ohio Bureau of Workers’ Compensation (BWC) provides this document to assist you in your risk reduction efforts. This document may not address all the actions necessary to ensure compliance with federal, state or local laws, regulations, codes, and standards. Use of the information in this document does not guarantee you have satisfied all legal obligations.BWC does not make any representation or warranty, express or implied, that your workplace is safe, free of occupational hazards or in compliance with all applicable laws, regulations, codes, or standards. BWC encourages you to conduct periodic workplace inspections and review written programs regularly.? BWC does not endorse any specific companies or products mentioned for illustrative purposes in the document.The Ohio Bureau of Workers’ Compensation (BWC) provides this document to assist you in your risk reduction efforts. This document may not address all the actions necessary to ensure compliance with federal, state or local laws, regulations, codes, and standards. Use of the information in this document does not guarantee you have satisfied all legal obligations.BWC does not make any representation or warranty, express or implied, that your workplace is safe, free of occupational hazards or in compliance with all applicable laws, regulations, codes, or standards. BWC encourages you to conduct periodic workplace inspections and review written programs regularly.? BWC does not endorse any specific companies or products mentioned for illustrative purposes in the document.Driver Safety PolicyPURPOSEThe purpose of this document is to protect the health and safety of employees who, while performing their job duties, are exposed to hazards from driving motor vehicles. This program outlines controls, responsibilities, and education to reduce the hazards from driving motor vehicles for our drivers, passengers, and other travelers. SCOPE To support and educate employees on safe driving techniques and encourage safe driving habits. This program involves the joint efforts of program managers, supervisors, employees and our safety team. This policy covers the following:PROGRAM ADMINISTRATIONFleet/Motor Vehicle ManagersDepartment ManagersSupervisorsDriversSafety TeamPROGRAM SPECIFIC ELEMENTSDriver RulesVehicle Service and MaintenanceUse of Non-Company Vehicles for WorkIncident ReportingEmergency Roadside BreakdownsUse of Rental Vehicles for WorkDOT, Hazardous Materials and Traveling Across Ohio State LinesDriver Safety and SecurityDefinitionsINFORMATION & TRAININGPROGRAM EVALUATION/SCHEDULEATTACHMENTSPROGRAM ADMINISTRATIONCompany Name Driver Safety Policy and all required records are managed and updated by the joint efforts of program managers, supervisors, employees and our safety team. The Job Title (i.e. Fleet/Motor Vehicle Manager) approves company drivers by verifying, in writing, that each approved driver has a valid drivers’ license and is qualified to drive company vehicles before they begin driving on company business. Other responsibilities include:Obtain a copy of the driver license for each approved company driver.Obtain a Driver Agreement & Motor Vehicle Records consent form for each approved company driver (Attachment A).Perform a Motor Vehicle Records check for each approved company driver at least annually and score it using the company-developed point classification system for vehicle incidents and violations (Attachment C).Develop and support a driver safety training program.Investigate all business-related motor vehicles incidents/accidents/collisions, review the results with the Safety Committee and report findings to management.Review this Driver Safety Policy with each new employee who drives for business purposes, and obtain a signed statement from each supervisor and each approved driver that they read and understand the Driver Safety Policy. Develop an Incident/Accident Report Packet and place a packet in each company-owned vehicle.Develop an emergency roadside service program. Ensure each vehicle has instructions for emergency roadside procedures and emergency equipment in case of breakdown.Assist Department Managers with determining the best vehicles to buy based on purpose of vehicle and safety features.Develop a pre-trip vehicle inspection list and perform a safety check for each company owned vehicle at least annually. (Attachment E)Approve or deny personal vehicles used for business purposes. Obtain documents for employees who regularly drive personal vehicles on company business as a condition of employment (for example outside sales staff, or those employees whose position requires them to be driving more than 40% of the workday) including:Copy of valid driver’s license.Copy of Motor Vehicle Record check (pre-hire and annually thereafter).Proof of current insurance.Limits of Auto Liability coverage, of an adequate amount to supply a layer of protection from losses breaching the company’s auto policy.Obtain documents for employees that occasionally drive personal vehicles on company business (10%-40% of the workday) including:Copy of valid driver’s license.Copy of Motor Vehicle Record check (pre-hire and annually thereafter).Proof of current insurance.Obtain documents for employees who drive less than 10% of workday, when they request a company vehicle or request to drive a non-company vehicle for work:Copy of valid driver’s license.Copy of Motor Vehicle Record check (pre-hire and annually thereafter).Proof of current insurance.Obtain documents for employees who drive rental vehicles including: Copy of valid driver’s license.Copy of Motor Vehicle Record check (pre-hire and annually thereafter). Evaluate the applicability of DOT regulations to the company’s operations and ensure compliance with those regulations. Review and update Driver Safety Policy with the Safety Committee at least annually.Keep all records until the employee leaves employment with the company or until the records are no longer applicable to that employee’s job duties.The Job Title (i.e. Department Managers) responsibilities include working with Fleet/Motor Vehicle Managers to:Obtain any documents and perform training required by this policy.Determine which vehicles to buy based on purpose of vehicle and safety features.Implement a Journey Management process:Assess whether work requires employees to travel.Establish work schedules to reduce fatigue, rushing or speeding. Consider the following:Driver’s route, destination, and travel schedule;Road construction, closures, road conditions; andTime of deliveries and destinations in high crime areas.The Job Title (i.e. Supervisors) responsibilities include: Stopping an employee from driving for company business if suspected of drug and/or alcohol use. Following the drug testing policy process for an employee involved in a vehicle accident, regardless of fault.Administering disciplinary actions per the discipline policy.The Job Title (i.e. Employee/Driver) responsibilities include:Only approved employees may drive for company business in company and/or non-company vehicles.Drivers must follow all parts of this policy while driving company and/or non-company vehicles. The Team Title (i.e. Safety Team) is responsible for assisting with the annual review and evaluation of the Driver Safety Policy and the reviewing the investigation results of all business-related motor vehicle incidents with the Job Title (i.e. Fleet/Motor Vehicle Manager) . PROGRAM SPECIFIC ELEMENTSDriver Rules:Drivers must have a valid driver’s license and a satisfactory driving record based on the company-developed point classification system for vehicle incidents and violations (Attachment C). Notify your immediate supervisor or the Job Title (i.e. Fleet/Motor Vehicle Manager) as soon as possible if your driver’s license is suspended. You may not drive for company business until the driver’s license is reinstated and you are approved again to drive for company business.Drivers must not use intoxicants, drugs or medications that could impair their judgment or ability to drive. Driver must inspect the vehicle before use by walking around the vehicle and performing a pre-trip vehicle inspection. Use the pre-trip vehicle inspection instructions provided by the Job Title (i.e. Fleet/Motor Vehicle Manager). Do not drive vehicles that are unsafe to drive.Drivers of Commercial Motor Vehicles must follow DOT inspection requirements.Never use a company vehicle for personal business unless approved, in writing, by the driver’s immediate supervisor or the Job Title (i.e. Fleet/Motor Vehicle Manager).Drivers must follow all traffic regulations, drive courteously, never engage in aggressive driving, never use obscene gestures, or other means of intimidation.Drivers must use and require seat belts by all passengers. No smoking in company vehicles. Drivers shall maintain the vehicles assigned to them and may be liable for improper care and abuse of the vehicle. Drivers under the age of 21 may not drive vehicles that transport hazardous materials.Employees who use a mobile phone or similar electronic device shall never use them while driving. To safely use electronic devices, do the following: Find a safe place to pull off the road and place your call, text, or enter GPS locations; orIf you receive a call while driving, let the call go to the voice mail and answer when it is safe to do so.(See Attachment B Distracted Driving & Electronic Device Agreement)Drivers cannot engage in any activity not necessary to the operation of a vehicle that impairs, or reasonably would be expected to impair, the ability of the operator to drive the vehicle safely. For example:Never text or read texts while driving; Never place calls or receive calls while driving; Never input GPS locations while driving; and/orNever eat while driving. (See Attachment B Distracted Driving & Electronic Device Agreement)If taking unknown routes or have multiple stops, drivers should work with their immediate supervisor to determine the safest routes.If feeling fatigued, drivers should find a safe place to stop, park the vehicle and contact their immediate supervisor.All moving violations or crashes, regardless of severity, must be reported to your supervisor as soon as possible.Drivers must report any motor vehicle incident that results in damage, injury, or a citation to their supervisor as soon as possible.Non-employees, such as spouses or children, are never allowed to use a company vehicle.Never transport non-employees in company vehicle unless expressly approved by your supervisor or the Job Title (i.e. Fleet/Motor Vehicle Manager).You may not change or add accessories to company vehicles.You may not use radar detectors or similar devices.Drivers are responsible for all traffic and parking violations/citations they receive.Vehicle Service and Maintenance Vehicle repair/service intervals are determined by the vehicle manufacturer or the Job Title (i.e. Fleet/Motor Vehicle Manager). Repair/service only by a qualified auto or truck mechanic. Keep a signed and dated record of all repair/service work in the vehicle file. For any vehicle not assigned to a specific employee, the department supervisor will keep vehicle repair/service records. Drivers should not perform any vehicle maintenance themselves unless verbally approved to do so by their immediate supervisor or the Job Title (i.e. Fleet/Motor Vehicle Manager).Use of Non-Company (personal) Vehicles for WorkEmployees who drive non-company (personal) vehicles on company business must supply evidence of automobile liability insurance as required by the State of Ohio to the Job Title (i.e. Fleet/Motor Vehicle Manager).Notify your immediate supervisor or Job Title (i.e. Fleet/Motor Vehicle Manager) if your automobile liability insurance has lapsed.This company does not supply liability insurance for employees who use their own vehicles on company business. Employees who use non-company vehicles on company business are responsible for all liability resulting from use of their personal vehicles. Any employee who drives a non-company vehicle on company business and who does not keep insurance coverage on that vehicle will be reassigned to a non-driving position or, if a non-driving position is not available, will be terminated. Incident ReportingAn incident report packet is in the glove box of each company vehicle. The packet explains what to do in case of an incident. Drivers should become familiar with the instructions before using vehicles. Employees or their immediate supervisor are to complete and submit all necessary reports within 10 days of an event. Failure to file a report may cause the loss of the employee’s driving privileges or other disciplinary actions. Employees or their supervisors must at once report to the Job Title (i.e. Fleet/Motor Vehicle Manager) all collisions, accidents, or vandalism involving vehicles they use on company business. Employees involved in vehicle crashes should discuss details of the incident only with police officers, proper state officials, or representative of the company insurance carrier, and shall not sign or make any statements about responsibility for vehicle crashes.Emergency Roadside BreakdownsIn case of emergency roadside breakdowns, drivers should pull off to the side of the road to a safe location and contact our emergency roadside assistance while remaining in the vehicle. Instructions and phone numbers are in the glove compartment of each vehicle. If the driver does not feel safe remaining in the vehicle, they should retreat to a safe location.Use of Rental Vehicles for WorkWhen a vehicle is rented for business purposes all requirements of this policy for operating company owned vehicles apply. Contact Job Title (i.e. Fleet/Motor Vehicle Manager) to determine whether optional rental insurance coverage should be bought from the rental agency.DOT, Hazardous Materials and Traveling Across Ohio State LinesAny vehicle traveling across Ohio State lines with a gross vehicle weight rating over 10,000 lbs. (including any towed items or actual weight of vehicle and any tows) may be subject to DOT regulations. Each driver must have a DOT compliant driver file before being allowed to drive vehicles within this classification.In addition to a DOT compliant driver file, any driver of a vehicle with a gross vehicle weight rating (including tows) over 26,000 lbs. (or actual weight of vehicle and any tows) must possess a valid commercial driver’s license (CDL) and be compliant with DOT regulations.Any vehicle carrying hazard materials at a level to which placarding is needed under DOT regulations (regardless of the vehicle’s gross vehicle weight rating or actual weight) must have a valid CDL license with hazardous materials endorsement.All drivers of DOT regulated vehicles have responsibilities beyond those outlined in this policy and will receive added training and information.Driver Safety & Security Drivers are to read and follow guidelines in Attachment D – Driver Safety & Security. Definitions:Accident. An unplanned or unintended incident involving a motor vehicle that results in injury, death, or damage.Collision. An unplanned or unintended incident in which a motor vehicle contacts another vehicle, person, or object.Crash. An incident involving one or more vehicles in motion.Incident. An event that resulted – or could have resulted – in personal harm or property damage.Injury. Physical harm or damage to a person.Job-ready. Means an employee is physically and mentally able to do their jobs.Motor vehicle. Any licensed mechanically or electrically powered device designed to be driven on public roads and streets.Passenger. Any person in a vehicle other than the RMATION & TRAININGAll drivers are instructed on this policy at the time of hire or initial assignment to drive, and when changes to the policy occurs. The Job Title (i.e. Fleet/Motor Vehicle Manager) reviews the Driver Safety Policy with drivers and supplies driver safety training for all approved drivers. All drivers must receive driver training within 60 days of employment and prior to driving a vehicle for company purposes. Training includes guidelines in Attachment D – Driver Safety & Security. The Job Title (i.e. Fleet/Motor Vehicle Manager) supplies periodic and remedial driver training as required. PROGRAM EVALUATION/SCHEDULE Factors to determine compliance may include:Proof of trainingProof of current required filesReview of vehicles incidentsMotor Vehicle Record checksDriver point system – Attachment CPlans to correct deficiencies/corrective action for failure to follow the policyFailure to follow this policy may result in withdrawal of driving privileges and/or disciplinary actions, including dismissal. In general, failure to follow this policy will result in progressive discipline as described in the company discipline policy. Review and updating of this policy will occur annually by June 30th of each year. The Job Title (i.e. Fleet/Motor Vehicle Manager) and Team Title (i.e. Safety Team) will review and update this policy. ATTACHEMENTS Included here are forms and guidance refenced in the Policy.Attachment A – Driver Agreement & Motor Vehicle Record Consent formAttachment B – Distracted Driving & Electronic Device AgreementAttachment C – Point SystemAttachment D – Driver Safety & SecurityAttachment E – Pre-Trip Vehicle Inspection FormADDITIONAL RESOURCES ................
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