NEW HORIZONS VILLAGE Company Vehicle Safe Operation Policy Abstract The Vehicle Safe Operation Policy outlines features, policies and procedures that are established and maintained at New Horizons Village to help ensure the health, safety and welfare of all employees and residents while using company transportation. Jacqueline F. Dohmen, Safety Officer jdohmen@newhorizonsvillage.us Orig. 09/15
Contents 1.0 INTRODUCTION... 2 1.1 Policy Statement... 2 1.2 Safety Coordination... 2 1.3 Management Commitment & Involvement... 2 2.0 VEHICLE SAFE OPERATING PROGRAM (VSOP) REPORTS... 3 2.1 Vehicle Condition Report... 3 2.2 Vehicle Accident/Damage Report... 3 3.0 VEHICLE OPERATION SAFETY TRAINING... 4 3.1 New Hire Orientation... 4 3.2 Vehicle Safety Training... 4 4.0 VEHICLE SAFETY INSPECTIONS & PREVENTIVE MAINTENANCE... 5 4.1 Employees... 5 4.2 Management... 5 4.3 Preventive Maintenance... 5 6.0 GENERAL VEHICLE SAFETY RULES, POLICIES AND PROCEDURES... 6 6.1 Driving & Vehicle Safety... 6 7.0 FIRST AID... 7 7.1 First Aid Kits... 7 7.2 Survival Kits... 7 8.0 RECORDKEEPING PROCEDURES... 7 9.0 NOTICE... 7 10.0 APPENDICES... 7 1 P age
1.0 INTRODUCTION 1.1 Policy Statement New Horizons Village management is committed to providing its clients and employees with safe operating transportation at all times. It is the company s policy that employees on company business use a company vehicle whenever possible. Employees must report all vehicle accidents, accidents which result in injuries, unsafe acts and unsafe conditions while operating or riding in a company vehicle. The company will not discriminate, retaliate or discipline any employee who in good faith reports vehicle accidents and damage. Employee recommendations to improve vehicle operation safety will be given thorough consideration by our management team. Management will give top priority to and provide the resources for the correction of unsafe conditions and unsafe operating practices. Similarly, management will take corrective action(s) against an employee who willfully or repeatedly violates workplace vehicle operation safety rules. Action(s) may include verbal or written reprimands which may ultimately result in dismissal. 1.2 Safety Coordination The primary responsibility for the coordination, implementation and maintenance of the company s vehicle safe operation program (VSOP) is the company s Safety Officer, 352/746-3262 (x243) or 352/697-4992 (if after hours, on weekends/holidays). The safety officer is responsible for coordinating vehicle safety inspection records retention; developing and maintaining vehicle accident/damage report documents; partnering with management to identify and implement corrective actions; conducting audits of employee driver license status; auditing vehicle condition logs and procedures; conducting internal investigations of accident/damage occurrences; partnering with law enforcement authorities and insurance companies having jurisdiction when appropriate; and partnering with other senior managers to ensure that vehicle safety issues requiring attention are done timely and within company standards. 1.3 Management Commitment & Involvement Senior management will be actively involved with employees in establishing and maintaining an effective vehicle safe operation program. The company s Safety Officer, Scheduler & Training Specialist, maintenance team, and the Governing Body will design, implement, and monitor ongoing vehicle operation safety activities which include: Providing VSOP training during new hire orientation; Providing VSOP re-training after accidents or when appropriate; Providing VSOP when vehicles change or vehicle equipment changes; and, Reviewing and updating policies, procedures, forms, and all associated documents regarding vehicle safety. 2 P age
This policy statement serves to express management s commitment to and involvement in providing all clients and employees a safe company transportation program. This vehicle safe operation program is incorporated as the standard of practice for this organization and compliance with its terms, conditions and rules is required of all employees who operate a company vehicle and/or ride as a passenger in a company vehicle as a condition of employment and continued employment. 1.4 Client & Employee Safety In the event of a vehicle accident/damage or vehicle breakdown that results in the vehicle being inoperable, when notifying the company, the employee calling should request that another company vehicle be sent to pick up clients, if within a reasonable driving distance. The appropriate staffing level for client coverage must be maintained at all times. 2.0 VEHICLE SAFE OPERATING PROGRAM (VSOP) REPORTS 2.1 Vehicle Condition Report Employees who operate any company vehicle before taking the vehicle off company property and after returning a company vehicle to company property must complete a Vehicle Condition Report (sample attached as Appendix A). The designated employee (either vehicle operator or employee passenger) must record: Date; Time; Vehicle Number; Current Mileage; Fuel Level; Recording employee name, title, and contact information (i.e., Jane Smith; HTI; Unit 3, x218); Supervisor s signature (may be OD or Campus-In-Charge); Employee(s) on board; Client(s) on board; and Describe any damage or malfunction checked. Damage to vehicles which may pose an operational safety hazard should be immediately reported to the Office Coordinator and another company vehicle taken instead. 2.2 Vehicle Accident/Damage Report In the event a company vehicle is involved in an accident resulting in: Client or employee injury; Injuries to others; EMS response; Damage to company vehicle; Damage to property; 3 P age
Damage to other vehicle(s); Police response; and/or Police report In the event of a company vehicle accident involving other vehicles, vehicle damage, and/or injuries, immediately contact the Safety Officer at 352/697-4992 or his/her designee. The Safety Officer is responsible for coordinating investigation efforts and for contacting the Administrator or his designee in the event of injury(ies) or serious vehicle/property damage. The company vehicle operator is responsible for completing the Vehicle Accident/Damage Report in its entirety. IF the driver is injured or otherwise incapacitated immediately following a company vehicle accident, s/he must designate an alternate employee to complete the Accident/Damage Report as accurately as possible. All information requested or as much as possible must be recorded on the Vehicle Accident/Damage Report form at the time of vehicle accident/damage. Original Accident/Damage Reports will be retained in the Safety Office with copies distributed to the Administrator and portions to maintenance as appropriate. 3.0 VEHICLE OPERATION SAFETY TRAINING 3.1 New Hire Orientation Orientation to workplace safety begins on the first day of initial employment or job transfer. Each employee during new hire orientation is given a copy and is given instruction in detail, of the company s vehicle safe operation program. The company also publishes its Vehicle Safe Operation Program (VSOP) on its website in the staff portal. Employees may also request a copy from safety or their supervisor. All employees are responsible for having working knowledge of the company s vehicle safe operation program in general, and for demonstrating their understanding of specific vehicle safety rules as they relate to the employee s position. 3.2 Vehicle Safety Training During new hire orientation, when new vehicles are being operated, and/or when requested by management, the maintenance staff conducts vehicle safety training to include: Lecture; Open discussion; Written testing; and, On the road testing. Safe vehicle operation training objectives include: Recognizing risk factors associated with driving a 15-passenger van; Identifying safe practices and maneuvering tips for a 15-passenger van; Demonstrating knowledge of safe practices and maneuvering of a 15-passenger van; 4 P age
Demonstrating ability to safely drive a 15-passenger van; Demonstrating ability to drive in highway traffic conditions; Demonstrating front and rear parking capabilities; Recognizing, understanding, and applying good housekeeping rules; Reviewing the Vehicle Safe Operation; and, Correctly filling out required vehicle safe operations reports. 4.0 VEHICLE SAFETY INSPECTIONS & MAINTENANCE 4.1 Employees It is every employee s responsibility to ensure his/her safety and the safety of all clients by reporting unsafe vehicle conditions and/or unsafe operating practices before and after operating a company vehicle. Hazardous conditions must be reported immediately to the Office Coordinator if the vehicle is not safe to operate. The appropriate form must be submitted to safety for further processing and oversight. 4.2 Management Managers, supervisors, or the company designee is responsible for signing off on all vehicle condition reports before allowing a company vehicle on the road, off campus. Managers, supervisors, or the company designee is responsible for signing off on all vehicle condition reports upon the vehicle s return to campus. Hazardous conditions must be reported immediately to the Office Coordinator if the vehicle is not safe to operate. The appropriate form must be submitted to safety for further processing and oversight. 4.3 Preventive Maintenance The maintenance staff is responsible for scheduling, overseeing, and evaluating preventive maintenance to ensure an overall vehicle safe operation conditions are maintained for all company vehicles. The maintenance staff is responsible for fueling vehicles twice weekly, or more frequently as needed, and will at that time, conduct a vehicle mechanical safety audit. Vehicles that do not meet the company s safe operating standards will be taken out of service by maintenance until serviced. 5.0 GENERAL VEHICLE INFORMATION 5.1 Vehicle Registration The Chief Administrative Officer or his/her designee is responsible for ensuring that current vehicle registration documents are located in each Van book. 5 P age
5.2 Vehicle Insurance The Chief Financial Officer or his/her designee is responsible for ensuring that the current Florida Commercial Auto Insurance Identification Card is maintained on each vehicle and that a copy of proof of insurance resides in each Van Book. Arch Insurance Company, Policy #NCAUTO1087006 covers personal injury protection benefits, property damage liability and bodily injury liability. The insured is: New Vue, LLC 1275, N. Rainbow Loop, Lecanto, FL 34461; 352/746-3262. 5.3 Disabled Persons Parking Identification Permit The disabled parking permits, which are numbered, are located inside each Van Book for easy access. The current permit expires 06/18. The Chief Administrative Officer ensures that all company vehicles are equipped with current Disabled Persons Parking Identification Permits. If a Disabled Persons Parking Identification Permit is missing from the Van Book please notify the Chief Administrative Officer. 6.0 GENERAL VEHICLE SAFETY RULES, POLICIES AND PROCEDURES The safety rules contained herein have been prepared to protect employees and clients while operating/riding in company provided transportation and comply with federal, state and local vehicle safety laws. Employees are required to follow these rules, review them often and use good judgment in carrying out assigned work tasks. 6.1 Employee Requirements Employees who operate company vehicles for company business are required to attend a driving safety course conducted by the company s maintenance staff. Employees who operate company vehicles on a regular basis must also attend an annual review and renewal training. Employees who drive for the company must maintain a valid Florida driver license and maintain a clean driving record. Employees must immediately notify the Safety Officer or Chief Administrative Officer if their driver license has been suspended or revoked. In accordance with the company s liability insurance policy, employees with certain moving violations and/or other points against their driving record will be suspended from operating company vehicles until at least 12 months after the closure of the last infraction. 6.1 Driving & Cellular Phone Use Employees are prohibited from talking and/or texting on smart/cell phones while operating a company vehicle. Drivers receiving an incoming business call may hand the phone over to 6 P age
another staff or pull off the road in a safe area to take the call. Drivers who need to place a business call may hand the phone over to another staff or pull off the road in a safe area to place the call. Employees are prohibited from wearing earbuds while driving and/or riding in a company vehicle. Employees who fail to abide by general safety rules are subject to corrective action(s) up to and including immediate dismissal. 7.0 FIRST AID 7.1 First Aid Kits Fully stocked First Aid kits are located in each company vehicle. Health Care Services inspects all first aid kits monthly to audit and replaces supplies as needed. 7.2 Survival Kits Fully stocked Survival kits are located in each company vehicle. Health Care Services inspects all survival kits monthly to audit and replaces supplies as needed. 8.0 RECORDKEEPING PROCEDURES The Safety Officer is responsible for controlling and maintaining all inspection reports, corrective action logs, and employee accident and injury records in accordance with federal, state and local authorities having jurisdiction for the retention period required by law. 9.0 NOTICE A copy of the company s vehicle safe operation policy shall be reviewed on a regular basis and updated as needed in accordance with established rules, regulations, and organizational guidelines. Management will ensure all employees are given notice of changes to its vehicle safe operating policy through public postings and written amendments which employees must acknowledge in writing. 10.0 APPENDICES 7 P age