TruckSmart Management Toolkit

TruckSmart FleetManager ToolkitHGV Safety and Roadworthiness Toolsfor Commercial Fleet ManagersThe quality standard for all fleet operators

About the TruckSmart Fleet Manager Toolkit About the TruckSmart Fleet Manager Toolkit The TruckSmart Fleet The standard approach outlined in this toolkit Manager Toolkit is part will be useful both for you as a manager and for of a series of publications all staff members involved in operating, servicing, produced by Transport for maintaining or driving HGVs. The advice and London (TfL) and FORS guidance given will be applicable regardless of Professional specifically your operating conditions, fleet size or vehicle for fleet managers. type, and whether you carry out your own vehicle maintenance, contract it out, or do a combination of the two. It aims to help you: How to use the manager toolkit • Reduce the impact of your fleet on The TruckSmart toolkit contains tools, resources the environment and road network and internal communications materials to help you adopt industry good practice to develop safe • Improve road safety and effective roadworthiness and loading systems. • Increase your regulatory compliance Alongside this manager toolkit, TruckSmart CPC driver training can provide your drivers with all Purpose and scope the skills needed to carry out their roles and responsibilities to achieve full compliance with This TruckSmart Fleet Manager Toolkit is designed regulations and keep your vehicles safe and for anyone who manages commercial fleets of roadworthy at all times. heavy goods vehicles (HGVs). The toolkit provides practical advice and guidance to help you develop Maintaining the safety and roadworthiness of and implement robust and effective roadworthiness your vehicles has numerous benefits for your and safe-loading systems, to embed a HGV safety business, reducing the risk of roadside breakdowns, culture and make sure your vehicles are safe and penalty notices and damage to your reputation. legal at all times. By maintaining roadworthy and safely loaded vehicles, you can improve your OCRS score, the reliability of your deliveries, and reduce your operating costs. More information If you have any questions about the content of this toolkit, or if you would like any further advice or support, please get in touch by emailing: [email protected]

Contents2 About the TruckSmart Fleet Manager Toolkit3 Contents6 Introduction to TruckSmart8 Glossary of Terms11 Relevant Legislation11 References12 Section 1: Organisational Policy13 Developing a HGV safety policy14 Example HGV safety policy statement16 HGV safety roles and responsibilities20 Section 2: Effective Communications21 Engaging your organisation24 Driver handbook:25 • Vehicle records and documentation26 • Vehicle roadworthiness28 • Walk around checks30 • Defect reporting31 • Wheels and tyres33 • Vulnerable road user (VRU) safety equipment34 • Breakdown and recovery procedure35 • What to do if a defect occurs while on a journey36 • Safe loading38 • Load security41 • Diminishing loads42 • Working at height43 • Vehicle height and bridge strikes45 • Control of substances hazardous to health47 • Driver responsibilities48 • Driver declaration49 Briefing drivers using toolbox talks50 TruckSmart toolbox talk register

Contents51 TruckSmart toolbox talks:52 • Roadworthiness and our HGV safety system55 • Walk around checks59 • Defect reporting and record-keeping62 • Wheels and tyres65 • Vulnerable road user (VRU) safety equipment68 • Breakdown and recovery procedure70 • Safe loading73 • Load security77 • Diminishing loads80 • Preventing falls from vehicles83 • Control of substances hazardous to health86 Section 3: Training and Development87 Introduction to TruckSmart training88 FORS Professional89 FORS Practitioner90 TruckSmart driver training94 TruckSmart eLearning ‘Fit for the road’96 Section 4: Roadworthiness Management Tools97 Document templates109 Section 5: Load Safety Management Tools110 IRU CMR Model 2007111 The load safety system112 XL-reinforced bodies113 Planning for diminished and part loads114 Vehicle height and bridge strikes115 Section 6: Enforcement, Infringements and Consequences116 Enforcement powers123 Section 7: Compliance Management Technology124 Introduction to compliance technology systems

Contents128 Section 8: Case Studies129 Fatal Bath tipper crash131 O licence suspension132 No improvement leads to O licence removal133 Food wholesaler “unfit to hold a restricted O licence”134 “Good luck alone” prevented serious incident135 Transport manager reduces prohibitions136 Worker crushed while loading HGV137 Fuel spill in Blackwall Tunnel138 Shed load in Hull139 Paint spillage in Bradford following HGV crash

Introduction to TruckSmart Introduction to TruckSmart Background Broken-down vehicles, shed loads and bridge strikes can increase delays and the environmental London, like most cities, relies heavily on the impact on the road network, and can cause damage efficient movement of goods and services by to infrastructure like railway lines, roads and tunnels. heavy goods vehicles (HGVs). TfL is committed These types of incidents can also bring high costs to improving the safety of these HGVs. Creating to HGV operators in fines, repairs, missed deliveries safer and more efficient deliveries across London, and lost loads. keeping the road network moving and reducing the incidence of collisions between HGVs and It is therefore vitally important that HGV operators vulnerable road users are priorities for TfL. are confident that their vehicles are legally compliant, safe and roadworthy at all times. London has enhanced rules and restrictions compared with the rest of the UK, including a Schemes and initiatives Low Emission Zone, congestion charges, the to improve compliance London Lorry Control Scheme (which excludes HGVs from travelling on some restricted roads A number of activities are already in place to at certain times), the Safer Lorry Scheme, and improve the safety of HGVs in London, including: additional parking and loading restrictions. London also has a joint enforcement partnership, • Schemes and initiatives developed by TfL, which aims to reduce the number of unsafe such as the Fleet Operator Recognition HGV drivers and vehicles in the Capital. Scheme (FORS) and Construction Logistics and Community Safety (CLOCS), which aim However, targeted roadside stops in and around to raise industry safety standards above London have shown that regulatory compliance the legal minimum and share codes of is still an issue for HGV operators, with only around good practice 30 per cent of stopped vehicles showing full compliance with the law. Non-compliance • Enhanced contractual requirements, is typically due to poor vehicle maintenance, known as Work Related Road Risk (WRRR) unsafe loads and drivers’ hours infringements. clauses, are set out in contracts for organisations such as TfL, some London Vehicles that are not safe and roadworthy are at boroughs and infrastructure projects higher risk of being involved in serious, even fatal such as Crossrail, HS2 and Tideway collisions with other road users. In London, HGV safety is seen as a priority to protect an increasing number of vulnerable road users, such as cyclists and pedestrians. Non-compliant operators coming into the Capital can expect to be targeted by enforcement bodies for roadside checks.6

Introduction to TruckSmart • The London Freight Enforcement Partnership The TruckSmart programme (LFEP) is formed of Transport for London, the Metropolitan Police Service, the City TfL’s TruckSmart programme aims to support of London Police and the Driver and Vehicle both new and experienced operators and transport Standards Agency (DVSA). It works in close managers by providing the tools and guidance conjunction with other partners, including needed to ensure that your HGVs are safe and the Office of the Traffic Commissioner and roadworthy at all times. the Environment Agency, to undertake roadside enforcement. LFEP tackles unsafe The programme aims to substantially enhance HGVs and targets the most dangerous and compliance with operator licence undertakings, non-compliant commercial vehicles, drivers supporting you to raise standards and reduce and operators on London’s roads the risk of roadside infringements and subsequent prosecution. This will help to address the high • Operator licensing regulations for HGVs levels of unsafe and unroadworthy HGVs on used to transport goods for hire or reward, London’s roads and give you confidence that or in connection with a trade or business your HGVs are safe and roadworthy. TruckSmart products including the manager toolkit, Driver CPC training and eLearning module will help you and your drivers by raising awareness of your specific legal obligations and demonstrating what good practice looks like.7

Glossary of terms Glossary of terms ADR – Accord Européen Relatif au Transport DQC – Driver Qualification Card: given to a International des Marchandises Dangereuses driver once they have completed their 35 hours par Route: the European Agreement concerning of periodic training, and must be carried while the International Carriage of Dangerous Goods driving an HGV, bus or coach. Professionally by road (see also CDG) also known as a Driver CPC card ANPR – Automatic Number Plate Recognition: Driver CPC – Driver Certificate of Professional used by enforcement bodies to detect and Competence: a qualification for professional deter legal non-compliance bus, coach and lorry drivers CDG – Carriage of Dangerous Goods: applies DVLA – Driver and Vehicle Licensing Agency: the ADR to regulate the carriage of dangerous organisation of the UK government responsible goods by road in England, Wales and Scotland for keeping a database of drivers and vehicles CMR – Convention Relative au Contrat de DVSA – Driver and Vehicle Services Agency: Transport International de Marchandises par organisation of the UK government that sets la Route: a consignment note that sets out the standards for driving and roadworthiness conditions and liability for the goods carried in Dunnage – Packing used to fill gaps between road transport. Information in a CMR note will the load and the vehicle to prevent movement include a description of the goods, weight of during transportation the load, charges (such as customs charges or carriage duties), and any special instructions FCU – Freight Compliance Unit: the central hub for enforcement activity directed at Consignor – The person or company that non-compliant HGVs in London loads a vehicle First-use inspection – When a vehicle or trailer CSR – Corporate Social Responsibility: voluntary is first brought into use with an operator or has action by organisations to ensure that they meet been off the road for a period of time, and for high moral, social and ethical standards beyond all lease and hire vehicles, a first-use inspection what is required by law should be carried out. This should be a full safety inspection and cover everything covered on the CVUs – Commercial Vehicle Units: units within annual statutory test the Metropolitan Police (MPS) and City of London Police (CoLP) that aim to crack FORS – Fleet Operator Recognition Scheme: down on dangerous vehicles in London a fleet accreditation scheme that promotes best practice among freight and fleet operators DfT – Department for Transport: the central government department responsible for GFPN – Graduated Fixed Penalty Notice: issued transport in England and Wales at the side of the road by enforcement bodies in lieu of court summons for less serious offences8

Glossary of terms GAWR – Gross Axle Weight Rating: the maximum OCRS – Operator Compliance Risk Score: used distributed weight that may be supported by an by enforcement bodies to calculate the risk of axle of a road vehicle an operator being non-compliant with the law GTW – Gross Train Weight: the total weight of PDI – Pre-Delivery Inspection: carried out either the vehicle, or tractor unit, plus trailer and load by a purchaser or seller prior to the final delivery of a vehicle GVW – Gross Vehicle Weight: maximum gross weight permissible (see also MAM) PG170 – A prohibition notice issued for offences related to overloads or drivers’ hours HE – Highways England: organisation of the UK government that operates, maintains and PG9 – A prohibition notice issued for mechanical improves England’s motorways and major A roads problems or for the condition of a vehicle’s bodywork and equipment HSE – Health & Safety Executive: responsible for regulating health and safety law in Great Britain PMI – Preventive Maintenance Inspections: periodic across a wide range of work activities, such as safety inspections scheduled in advance to check safe-loading practices the roadworthiness of a vehicle. The frequency of inspections depends on the age, mileage and HGV – Heavy Goods Vehicle: a large commercial condition of the vehicle vehicle with a gross combination weight of over 3,500kg Prohibition notice – issued by a police or traffic officer at the side of the road for minor offences IBC – Intermediate Bulk Containers: a reusable (see also PG9 and PG170) industrial container used for the transport of bulk liquid and granulated substances, such RAG – Red, Amber, Green: a risk-rating system as chemicals or food ingredients (S)TGO – Special Types General Order: issued to permit abnormal indivisible loads that exceed KPI – Key Performance Indicators: quantifiable the weights and dimensions limits in road measures used to assess success against vehicles regulations performance objectives TE – The Traffic Examiner: employed by the London Freight Enforcement Partnership – DVSA to undertake roadside inspections and a joint partnership between TfL, DVSA, visit operator premises (also known as the the Metropolitan Police Service and City of vehicle examiner or vehicle inspector) London Police to drive a reduction in the non-compliant vehicles, drivers and operators Telematics – A black box system fitted to a using London’s roads vehicle that monitors the movement, location, behaviour, speed and mileage and provides MAM – Maximum Authorised Mass: the maximum real-time information to fleet managers, enabling gross weight permissible (see also GVW) them to improve efficiency, compliance and vehicle maintenance MOT – Annual vehicle inspection test for safety, roadworthiness and exhaust emissions TC – Traffic Commissioners: responsible for the licensing and regulation of those who operate MSI – Most Serious Infringement: specified in heavy goods vehicles, buses and coaches regulations covering vehicle maintenance, drivers’ hours and loading offences9

Glossary of terms TfL – Transport for London: an executive body of the Greater London Authority (GLA) responsible for the public transport system in London TLRN – Transport for London Road Network: a network of 580km of roads within Greater London for which TfL has highway authority powers Unladen weight – the weight of a vehicle when not loaded with goods. Also known as kerbside weight VRU – Vulnerable Road Users: include pedestrians, pedal cyclists, motorcycle riders and horse riders VED – Vehicle Excise Duty: also known as road tax. Must be paid for vehicles to be used on public roads in the UK VOR – Vehicle Off Road: a period of time when a vehicle is not available for work due to an unscheduled mechanical failure WIMS – Weigh-In-Motion Systems: sensor systems that can weigh a vehicle while it is in motion 10

Glossary of terms Relevant legislation References CDG – The Carriage of Dangerous Goods DfT Safety of Loads on Vehicles – and Use of Transportable Pressure Equipment Code of Practice: 2002 Regulations 2009 DVSA Annual Report and Accounts 2015/6 COSHH – Control of Substances Hazardous to Health Regulations DVSA Categorisation of Defects 2015 Health and Safety at Work etc. Act 1974 DVSA Enforcement Sanction Policy 2017 Health and Safety Information for Employees DVSA Effectiveness Report 2012/13 Regulations 1989 DVSA Guide to maintaining roadworthiness: Lifting Operations and Lifting Equipment Commercial goods and passenger carrying Regulations (LOLER) 1998 vehicles Revised 2014 Management of Health and Safety at Work DVSA Load securing: vehicle operator Regulations 1999 guidance Updated 2017 Manual Handling Operations Regulations 1992 TfL Unpublished Report – Most Common Non-compliance Infringements 2017 Personal Protective Equipment at Work Regulations 1992 Online system to check your OCRS: www.gov.uk/manage-commercial-vehicle- Provision and Use of Work Equipment compliance-online Regulations 1998 (PUWER) Road Safety Act 2007 Road Traffic Act 1988 Road Traffic Offenders Act 1988 Road Vehicles (Authorised Weight) Regulations 1998 Road Vehicles Lighting Regulations 1989 Road Vehicle (Construction and Use) Regulations 1986 Transport Act 196811

POorglicaynisationalOutline of what section covers:Developing a HGV safety policyExample HGV safety policy statement1HGV safety roles and responsibilities

Developing an HGV safety policy Developing an HGV safety policy To help you communicate your commitment The policy should establish procedures from the to managing HGV safety efficiently and top level through to management and supervisors effectively, you will need an HGV safety and down to drivers and any other staff who need policy and supporting procedures. to be involved. The HGV safety goals you actually achieve will depend largely on the contents of your A robust HGV safety policy with clear policy, the robustness of its supporting procedures procedures will help ensure that: and how it is communicated and managed. • There is a organisation-wide commitment that Your policy may be all encompassing, or it vehicles are safe and roadworthy at all times may be broken down into sections covering: • Vehicle selection • There is a robust system in place to ensure • Preventive maintenance that only safe and roadworthy vehicles are • Walk around checks operated on the road • Defect reporting • Safe loading • There is a named competent person with the • Load securing responsibility and authority to implement and communicate the system If the company policy is not adhered to – for example, if a driver repeatedly fails to follow • Records are maintained and kept for a relevant prescribed procedures – the policy document period of time will need to clearly set out appropriate sanctions. Use this specimen to develop your own HGV • All staff understand, and are capable of carrying safety policy statement. out their individual roles and responsibilities • The system is continually monitored and reviewed to ensure it is effective and fit for purpose Developing your policy Your policy should seek to implement measures that: • Demonstrate organisational commitment and goals to achieve industry codes of good practice • Improve awareness of HGV safety and the need to operate legally at all times • Ensure all staff know their individual roles and responsibilities • Develop sympathetic attitudes and behaviours that lead to a reduction in safety-related incidents and non-compliance • Develop collaborative working to achieve a safety-first culture13

HGV safety policy statementHGV safety policy statement 1 Purpose All vehicles used for company or business use must be safe, legal and roadworthy at all times. This is to ensure we operate safely, within the law and with consideration for the environment and other users of the road network. 2 Scope This policy applies to all senior managers, line managers, supervisory staff, contracted services, and driving and maintenance staff responsible for any aspect of vehicle safety, routine maintenance, servicing, safety inspections and loading. 3 Policy statement We recognise that we are obliged to maintain any vehicle operating on public roads in a safe and roadworthy condition. We have a firm management commitment to ensuring all vehicles driven for business use are legal, safe and roadworthy at all times. This can only be achieved by having a regular servicing, inspection and maintenance system. All vehicles are to be serviced and inspected in accordance with the manufacturer’s recommendations. We also have a robust system for drivers to report any vehicle defects. It is an offence to use an unsafe vehicle on public roads, and drivers have a responsibility to ensure the vehicle is legal and fit for purpose when the vehicle is in their control. All staff must be aware that an unsafe vehicle being in operation identifies a failure in our HGV safety system, and that both company and driver may be prosecuted for using, causing or permitting the use of a defective vehicle.14

HGV safety policy statement As such, we will implement the following HGV safety system to ensure that vehicles remain safe and roadworthy at all times: • A vehicle record folder is maintained to • All legal documentation such as HGV testing, document each individual vehicle’s details safety inspections, preventive maintenance and history of usage inspections, Vehicle Excise Duty and insurance must be valid and up to date at all times • A vehicle servicing, inspection and maintenance system is in place to ensure that all vehicles • All fuel and tyre usage is entered on the vehicle are subject to regular and timely inspections record card and monitored on a monthly basis • Records of maintenance, inspections, defects • Load documentation is provided with every and repairs are documented on the vehicle load, showing what the load contains, its weight, record card, kept for a minimum of 15 months height and width, how it has been secured and and made available for inspection on request details of any special precautions that should by the relevant authorities be taken • Drivers must carry out walk around checks before, during and at the end of every shift • Drivers must report safety faults and other defects using the driver walk around report or defect reporting form We are committed to a coordinated programme of action to implement the HGV safety system and to communicate it to all employees to ensure its effectiveness. This policy will be reviewed annually to evaluate its effectiveness.15

HGV safety roles and responsibilities HGV safety roles and responsibilities Your HGV Safety Policy should set out the • There is a responsible and authorised person specific roles and responsibilities for: who will ensure that safe vehicles are taken out of operation until all defects have been rectified • Senior management (including board level) • That the demands expected of the • Transport management organisation’s staff do not exceed an employee’s ability to carry out their work without risk • Maintenance management to themselves or others, or of compromising the safety of a vehicle • Supervisors (lead driver) • That any other related company policies and • Drivers procedures are consistent and complementary with the HGV Safety Policy • Those responsible for loading HGVs 2. Transport management These include the effective communication of Transport managers are to promote ‘safe vehicles’ the policy to managerial and supervisory staff within the workplace and ensure safe practices and the means to ensure drivers are aware are being used. They have a responsibility to assist of their duties and responsibilities. the company in meeting its obligations, and to the staff they manage to ensure they are able to fulfil Example roles their duties with regards to vehicle roadworthiness. and responsibilities Transport managers must ensure that: 1. Senior management (board level) • They are familiar with and up to date with Senior managers must ensure the company’s intent developments and changes in relevant with regard to HGV safety is consistent with the legislation and industry best practice HGV Safety Policy. To demonstrate this effectively, senior management must ensure: • They are familiar with all procedures and documentation outlined in the HGV Safety • The HGV Safety Policy is developed, Policy, and that the policy is fully implemented published and effectively communicated to all employees, managerial staff, those • All vehicle inspection and maintenance records responsible for inspecting and maintaining are properly completed, kept for a minimum vehicles, and all those who drive them of 15 months and compliant with all relevant legislation and the HGV Safety Policy • That staff responsible for HGV safety are resourced, trained and empowered to • Load documentation is provided to drivers conduct the duties outlined in the policy before they leave the depot, including details of what the load contains, its weight, height • That all line managers and other transport and width, how it has been secured and details staff are fully aware of their duties and of any special precautions that should be taken responsibilities under the policy16

HGV safety roles and responsibilities • All new and existing employees who drive • All vehicle inspection and maintenance records on company business understand their are properly completed, kept for a minimum responsibilities to help ensure vehicles of 15 months and compliant with all relevant are roadworthy at all times legislation and the HGV Safety Policy • All drivers, loading and maintenance staff • All maintenance staff are aware of their duties are aware of their duties and responsibilities and responsibilities under the HGV Safety Policy under the HGV Safety Policy • Maintenance staff have undertaken a risk • Drivers have signed the Driver Declaration, assessment, and any additional training have undertaken a risk assessment, and any needs have been identified additional training needs have been identified • Defect reports are reviewed and any action • Drivers have been issued with a high-visibility is taken in a timely manner jacket, warning triangle and any other personal safety equipment that is appropriate • Vehicles do not go back on public roads until defects are repaired and the vehicle • Driver performance is managed and the has been reassessed as safe and roadworthy competence and capabilities of drivers and vehicle maintenance staff are monitored, • Details of repairs made to vehicles are noted identifying those most at risk on the vehicle record card • Issues and risks are reported to senior • Routine maintenance and repairs are carried management out to exceed legal requirements and manufacturer recommendations • The HGV safety system is audited to check that it is working efficiently and effectively • First-use and safety inspections are carried out at scheduled intervals as agreed • They do not expect any member of staff to conduct any duties that they are not • Vehicles are prepared and presented for appropriately qualified or trained to do annual (MOT) Inspections as planned 3. Maintenance management • Defects and repairs are monitored so that Vehicle maintenance managers are to promote trends, reasons for defects and possible ‘safe vehicles’ within the workplace and ensure preventative measures can be identified safe practices are being used. They have a responsibility to assist the company in meeting • They do not expect any member of staff its obligations, and to the staff they manage to conduct any duties that they are not to ensure they are able to fulfil their duties appropriately qualified or trained to do with regards to vehicle roadworthiness. Vehicle maintenance managers must ensure that: • They are familiar with and up to date with developments and changes in relevant legislation and industry best practice • They are familiar with all procedures and documentation outlined in the HGV Safety Policy, and that the policy is fully implemented17

HGV safety roles and responsibilities 4. Supervisor (lead driver) 5. Drivers Lead drivers (or first-line supervisors) have a All drivers have the following responsibilities, responsibility to support the transport manager which must be adhered to in order to comply and supervise the functions of drivers. They are with the law and with the requirements of the to assist the transport manager and transport company HGV Safety Policy. These responsibilities office staff in making sure all drivers meet their are applicable to all employees who drive on obligations and fulfil their duties with regard company business. Drivers must ensure that: to HGV safety. Lead drivers must ensure that: • They have signed the Driver Declaration to • They conduct routine supervision show they understand the policy and their of assigned drivers to ensure proper responsibilities and consistent performance of duties • They undertake walk around checks before, • They provide drivers with an appropriate during and at the end of their shift induction into the organisation • They allow enough time for the completion • They routinely inform drivers of safety-related of walk around checks. The DVSA expects issues, using briefing notes and toolbox talks to see 10-15 minutes recorded on a tachograph at the start of a shift • They support drivers in their duties through on-the-job training, coaching and mentoring • Their walk around checks consist of an examination of the whole vehicle or vehicle • They conduct follow-up checks on driver combination, including the external condition, documentation, walk around checks, load lights, tyres, wheel fixings, bodywork, trailer documentation and security to ensure the coupling, load security and ancillary equipment correct procedure is being followed • They seek assistance for conducting walk • They inform the transport manager of around checks to see that lights are working any information relating to safety issues, and to ensure and that the braking system is operational constraints or staff morale free of air leaks • They conduct vehicle and route familiarisation, • Any defects found during walk around refresher and remedial training as instructed checks or while the vehicle is in use are reported promptly and recorded on the • They remind drivers and other staff of their walk around report or defect-reporting form duties and obligations should the need arise • If any defects are found, the vehicle must not be used on the road until it has been repaired and assessed as roadworthy • Even ‘nil’ defect reports are recorded, and these are kept until the next scheduled safety inspection is undertaken for audit purposes • The vehicle is appropriate for the load (e.g. plant equipment should usually be on a low-loader)18

HGV safety roles and responsibilities Responsibilities of drivers Loading roles involved with loading and responsibilities • Ensure that the load is loaded in contact with Everyone has a part to play in ensuring that or close to the headboard, if available. If there loads are loaded and secured correctly. There is no headboard or the load has to be placed are three main roles in loading a vehicle: consignor further back for load distribution (axle weights), (the person or company who loads the vehicle), additional securing must be used to prevent vehicle operator, and driver. forward movement of the load One person may fulfil all three roles, or there may • Check the gross vehicle and axle weights and be multiple companies and individuals involved. ensure that the load is distributed so as not to It does not matter who does what, but it is exceed either important to be clear about responsibility and ensure that everyone has the information, • Ensure the load is secured before the vehicle is equipment, and training they need. moved. Drivers should check webbing straps for obvious damage, such as holes or tears in their Usually, the consignor and operator should work straps before use. Damaged straps should not together to agree how the vehicle will be loaded, be used how the load will be secured and who by, and how information about the load will be passed on to • Complete the load docket and make sure the driver and delivery sites. This is particularly a copy is taken in the vehicle with the load important when drivers are not involved in loading, or for multi-drop loads where the cooperation of Responsibilities of drivers delivery sites may be needed to rearrange the load. not involved with loading The consignor’s risk assessment should include • Check the load docket documentation loading the vehicle, securing the load, and provided and report any issues promptly unloading. Responsibility does not end once the vehicle leaves the consignor’s site. • Ensure that they visually inspect the vehicle and its load as much as they are able to when completing walk around checks before, during and after journeys. Any defects or issues with the manner of loading or the load securing should be reported promptly • Check lashings regularly, and re-tension where necessary • Know the gross vehicle and axle weights and check that the load is distributed so as not to exceed either • Know the height and width of the vehicle and load, and ensure that the correct maximum height is displayed in the cab if the overall height of the vehicle is over three metres (9ft 10in) • Request that the vehicle is weighed or measured if in any doubt19

HGV safety roles and responsibilities CEfofmecmtivuenicationsOutline of what section covers:Engaging your organisation Driver handbook: Briefing drivers using toolbox talks • Vehicle records and TruckSmart toolbox talk register documentation Engaging your organisation • Vehicle roadworthiness TruckSmart toolbox talks: • Walk around checks • Roadworthiness and our • Defect reporting HGV safety system • Wheels and tyres • Walk around checks • Vulnerable road user (VRU)• Defect reporting and safety equipment record-keeping • Breakdown and recovery • Wheels and tyres procedure • Vulnerable road user • What to do if a defect occurs (VRU) safety equipment while on a journey • Breakdown and • Safe loading recovery procedure • Load security • Safe loading • Diminishing loads • Load security • Working at height • Diminishing loads • Vehicle height and bridge• Preventing falls from vehicles 2strikes • Control of substances hazardous to health • Control of substances hazardous to health • Driver responsibilities • Driver declaration20

Engaging your organisation Engaging your organisation To effectively initiate and maintain a HGV safety Your policy is the basis for the content of this culture in the workplace, you need to ensure all section of your driver handbook. Drivers must be staff are aware of and understand the importance made aware of their legal responsibilities regarding of your company HGV safety policy, and are HGV safety and the procedures for identifying and signed up to their roles and responsibilities. reporting defects. You can achieve this through: You will also need to ensure that the policy • Company policy on HGV safety is kept up to date and that any changes are communicated, remembering to update any • Driver handbook section on the driver’s communications collateral to be consistent individual responsibilities, walk around with the current version of the policy. checks and defect reporting The policy should clarify your organisation’s • Driver Declaration approach to HGV safety. Having a clear-cut policy in place, and making sure it is • Ongoing programme of toolbox talks communicated effectively, removes any doubt or confusion about what • Workplace posters and information your organisation expects. Every driver should sign the Driver Declaration to In order to ensure that your policy is taken show that they have received the handbook and seriously and that a HGV safety culture is company policy and understand what is required. embedded throughout your organisation, it is important to gain senior-level commitment Drivers share the responsibility for a vehicle’s to the policy. Clearly explaining the benefits of roadworthiness with the company. Drivers should a robust HGV safety system, such as a reduction be aware that they could be fined or prosecuted in breakdowns, shed loads, roadside checks, if defects are found on a vehicle they are driving penalty fines, and enhanced reputation and or in control of and they are considered to be reliability will help you to get buy-in from partly or wholly responsible for the existence senior managers. of any defects. It can help to give your policy credibility if it is introduced to the rest of the organisation by your most senior team, and if they are seen to be embracing the vehicle safety culture. It can also be very motivating to staff if senior managers recognise and show that they notice and value improvements, such as a reduction in breakdowns or penalty notices.21

Engaging your organisation Implementing an Identify any barriers – It is good practice internal campaign to identify what may be hard to achieve and if there are any external factors that might affect An internal campaign will show your staff that your campaign; for example, a particular time you are serious about HGV safety. It will help of year may be very busy, meaning it is best to them understand what the organisation is avoid trying to change behaviour at this time doing and what is expected of them. Be clear on your target audience – The There are several elements to an internal campaign, campaign should use imagery, words and which you can pick and choose depending on language that will appeal and be relevant what would best suit your organisation. to your staff, who are the audience for the campaign. Focus on what, where and when Use your existing internal communications they will read and take in your messages channels, such as driver briefings, toolbox talks and the driver handbook, to tell your drivers Appoint a campaign champion – what the organisation is doing and what A champion can be responsible for promoting their responsibilities are. Use the template the campaign and keeping track of the results communications resources in this toolkit as the achieved. They should have sufficient authority basis to reinforce the messages and what you to ensure that the campaign is successfully expect of drivers, maintenance staff and managers. implemented and to add credibility to the messaging. This could be a lead driver or See page 14 for sample policy text that could a member of the transport office be included in driver handbooks, and page 49 for guidance on how to deliver toolbox talks Plan the campaign – Get the buy-in of all and some suggested toolbox talk content. key stakeholders, particularly your senior management team, at the planning stage. Some key actions for running a successful internal Set out the timescales and who is responsible campaign are: for delivering tasks, and also develop realistic success criteria for the campaign so you Set campaign objectives – A good campaign know what good practice looks like requires focus. If you try to do too much, you will not do anything well. You need to be very Collect ‘before’ data – Ensure data is clear about what you want your campaign to collected before the campaign is delivered achieve. It should raise awareness and educate for a defined period, such as two weeks’ to change behaviour worth of defect reporting. This helps determine improvements in awareness and the success of your campaign Deliver the campaign – This toolkit has all of the materials needed for you to deliver an internal communications campaign consistently, efficiently and at minimal cost22

Engaging your organisation Here are just some of the resources that this toolkit provides: Policy statement Revise and republish your policy statement, supporting See page 14 for specimen procedures and roles and responsibilities policy statement and page 16 Driver handbook for example responsibilities inserts Revise and republish your driver handbook to include See page 24 for a template Posters HGV safety. The handbook should outline the small driver handbook insert changes that drivers should follow in order to play their Toolbox talks part in the HGV safety system Put the posters in drivers’ rest areas, canteens, offices See page 91 for pre-designed and workshops. Change the posters on a regular basis campaign posters to keep the messages active Toolbox talks are an opportunity to talk to your drivers See page 49 for guidance about what is being done across the organisation, remind on delivering toolbox talks them about company policy and share key messages. They offer a chance for them to discuss any concerns they have and make suggestions about further improvements Stay on message – Messages need to Collect ‘after’ data – Ensure data is collected reach and convince your target audience, after the campaign has been delivered for so keep them clear and simple and avoid a defined period, such as two weeks or a causing confusion by introducing too many month, to compare with the ‘before’ data to topics at once. It is easy to be pulled off determine improvements in defect reporting message by other operational demands, and evaluate the success of your campaign so use the resources in this toolkit to help you stay on message Communicate results – as an ongoing process, report improvements made over Driver incentives – You can link driver a defined period of time, and celebrate performance to rewards to try to motivate successes and milestones reached. The behaviour change. Introducing healthy campaign champion should monitor competition among the drivers can have a progress and undertake periodic driver big impact. League tables can help boost briefings to maximise long-term benefit morale, but you may wish to consider keeping it anonymous, allocating teams or reporting Once your initial campaign has been delivered, only the top few achievers to avoid make sure you maintain momentum by introducing demotivating the drivers at the bottom. new material, sharing success stories and reporting Challenge drivers to beat a driver trainer, progress. Your objective is long-term behaviour transport manager or their own score change, so you should have performance objectives that cascade through the organisation and an Gain subcontractor support – If you use established monitoring system in place.  contractors, they represent your company and should therefore be included in all aspects of your policies. You should encourage them to adopt similar policies and procedures to your own company with regards to communications, technology and training23

Driver handbook Driver handbook Your driver handbook should set out the specific HGV safety actions and procedures that you want your drivers to complete. It should also outline the financial and health benefits to drivers to ensure they are fully motivated to achieve your goals. Use the specimen driver handbook inserts below to either add into your organisation’s driver handbook or review your existing content. Specimen driver handbook inserts Contents • Safe loading • Vehicle records and documentation • Load security • Vehicle roadworthiness • Diminishing loads • Walk around checks • Working at height • Defect reporting • Vehicle height and bridge strikes • Wheels and tyres • COSHH • Vulnerable road user safety equipment • Driver responsibilities • Breakdown and recovery procedure • Driver Declaration • What to do if a defect occurs while on a journey24

Vehicle records and documentation Vehicle records and documentation Vehicle registration certificate Insurance certificate All vehicles are registered with the DVLA and All vehicles must have a valid motor insurance have been issued with a registration certificate certificate and other mandatory insurance, V5C (previously known as the log book). where appropriate. HGV test certificate Vehicle records The HGV test certificate, or MOT, issued by the Records are in place for all our vehicles. These DVSA is evidence of an annual test for vehicle are to be maintained by drivers and monitored by safety, roadworthiness and exhaust emissions. the transport manager. Vehicle records will include: • Vehicle mileage HGV plating All our HGVs display a VGT6 ‘plate’ that is fitted • Vehicle fuel drawn and used to the vehicle, and hold a VGT7 ‘plating’ certificate. • Tasks the vehicle is used for Vehicle tax disc There is a legal obligation to hold Vehicle Excise • Driver authorisation Duty for each vehicle, but as tax discs ceased to exist in paper form in October 2014 there is no • Any associated transport fine or charge longer a requirement to display a vehicle tax disc. Records are started weekly and closed down Operator licence disc at the end of the week. There is a legal obligation to display evidence that the vehicle is operating under a valid operator Transport office licence. All HGVs must have the operator licence The above records, documentation and certificates disc displayed in the left side of the vehicle are managed and held by the transport office. Legal windscreen at all times. documents must be valid and in date at all times.25

Vehicle roadworthiness Vehicle roadworthiness The HGV safety system HGV safety system themes Driving an unroadworthy or dangerous vehicle To help you remember the different elements is a criminal offence. It increases the risk of a of our HGV safety system and your role and serious incident and you could receive a fine responsibilities within this system, we use or lose your licence. five themes: We recognise that we have a duty to maintain 1. Know it any vehicle operating on public roads and have a firm management commitment to ensuring all A safe vehicle matters. In order to be sure of our vehicles are legal, safe and roadworthy at that you are driving a safe and roadworthy all times. To achieve this, we have a HGV safety vehicle at all times you need to know: system including a vehicle servicing, inspection and maintenance regime, and also a procedure The law and what you need to do for drivers to identify and report defects. This to stay legally compliant system ensures all vehicles are serviced and maintained in accordance with the The risks and consequences of not manufacturer’s recommendations. being safe and roadworthy Any unroadworthy vehicle being used on You have personal responsibility the road identifies a failure in our system. for making sure your vehicle is safe As a driver, you must be aware that it is an offence You have taken the time to check to use an unsafe or unroadworthy vehicle on public for defects roads, and you have a personal responsibility to ensure the vehicle you are driving is legal and fit You have reported any defects for purpose. Both you and the organisation may be prosecuted for using, causing or permitting Your load is safely positioned the use of a defective vehicle. and correctly secured Our HGV safety system is in place to ensure that: Action has been taken to repair any defects identified, and your vehicle • Our vehicles are kept fit and serviceable at has been reassessed as roadworthy all times through a robust vehicle servicing, inspection and maintenance regime • Records of services, inspections, walk around checks, defects and maintenance are documented and kept for a minimum of 15 months • Safety faults and other defects identified are reported using the driver walk around report, with details of any repair work completed also recorded26

Vehicle roadworthiness 2. Check it 5. Report it Walk around before, during and after Record problems and take action. If you journeys. Allowing time for walk around spot a problem or defect with your vehicle checks is an important part of your daily or load, you should record and report this routine, and will give you confidence that immediately – especially if it affects the safety your vehicle is safe and roadworthy. Your and roadworthiness of your vehicle. If you walk around check should be thorough, identify a defect that affects the safety of systematic and cover all the elements of your vehicle or load then you must not drive your vehicle, including: the vehicle on the road until the defect has been repaired The exterior Vehicle safety inspections In-cab In addition to driver walk around checks, Pre-drive checks we will ensure that regular pre-planned vehicle safety inspections are carried out and include Trailers, if applicable items covered by the HGV annual test. Being alert to developing defects First-use inspections are conducted by the while driving workshop on new, leased and hired vehicles, and are important when vehicles have been 3. Load it off the road for some time. Plan and position your load safely. It is Any repair work carried out as a result your responsibility to check the position, of safety inspections is recorded. distribution and weight of your load to make sure it is safe for the entire length Servicing and routine maintenance of your journey. If you did not load the Our vehicles are serviced in accordance with vehicle yourself, you need to check the the recommended guidelines of the vehicle load documentation and carry out a visual manufacturer and the obligations of our operator check of the load itself as much as is licence. Servicing is kept as near to specified possible. If you are not happy or have mileage and time frequency as possible to doubts then take action avoid the invalidation of warranties. 4. Secure it Unauthorised repairs You must not conduct any servicing or repair Secure your load correctly. It is your without authority, as set out in our policy, and responsibility to make sure your load is you must not modify or alter the vehicle in anyway. correctly secured for the entire length of your journey, even if you did not secure it yourself. You must not disconnect any enhanced You need to know that your load has been safety equipment, such as sensor systems secured with the correct type of restraints and camera monitors. and an adequate amount of restraints. If you notice or are worried that the load has shifted during the journey, you need to stop and investigate, and, if necessary, call for help to resecure the load27

Walk around checks Walk around checks Your responsibilities Responsible person Walk around checks are critical in our HGV safety The law states that a responsible person must system. You are responsible for the condition of the undertake a walk around check before the vehicle vehicle when in use on the road. As such, you must: is used. You should take the role of the ‘responsible person’ when driving a vehicle. Effective walk • Carry out walk around checks of your vehicle around checks help ensure: and its components • Confidence that the vehicle is safe and • Monitor the roadworthiness of your vehicle complies with the law while driving • Your safety, the safety of your passengers • Be alert to any sign that the vehicle is and other road users developing a fault, such as, but not limited to, warning lights, vibrations or exhausts • Defects are detected early, reducing the emitting too much smoke or vibrations need for costly repairs • Report any defects or symptoms of defects that • Less disruption through fewer breakdowns could prevent the safe operation of the vehicle using the TruckSmart walk around check report • Reduced risk of obtaining a graduated fixed penalty fine If any defects that affect roadworthiness are identified, you must not use the vehicle on • Reduced risk of the company gaining Operator the road until it is repaired. Compliance Risk Score (OCRS) points or being summoned to a public inquiry Importance of walk Systematic checks around checks Checks should be thorough, and your findings Walk around checks are part of our HGV safety should be recorded and reported to the transport system and operator licence legal obligations. and workshop manager. Even ‘nil’ defects should The purpose of this system is to ensure that all be documented. The walk around check should vehicles are roadworthy at all times. follow a logical order using the walk around report, and be recorded on your tachograph The DVSA estimates that 85 per cent of as ‘other work’. roadworthiness infringements could be avoided if the driver does a walk around check before starting the journey. Carrying out walk around checks of your vehicle is an essential part of your daily routine. Good practice is to conduct walk around checks before, during and at the end of your shift.28

Walk around checks Checks should cover: Inside the cab: Vehicle exterior: • Driver’s view – windscreen, windows and mirrors • Body damage and condition • Windscreen wipers • Fuel and oil leaks • Windscreen washers • Fluid levels • Seatbelt • Fuel and AdBlue levels • Lights, indicators and hazards • Battery security and condition • Horn • Wheels and wheelnut indicators • Dashboard warning lights • Tyres – condition, tread and pressures • Tachograph operation • Mudguards and spray suppression • Heating and ventilation • Sideguards • Camera/sensor system • Mirrors condition and security • Audible left-turn alarm • Vehicle security and locks • Lights, indicators and hazards Pre-drive checks: • Windscreen and glass • Exhaust smoke • Lashing points • Steering control • Headboard condition • Brake lines • Load security • Speedo operation • Blind spot sensors and cameras • Body security and wings • Coupling • Electrical connections Signage and markings: • Registration Plate • O licence disc and permits • Markers and reflectors • Blind spot warning signage • FORS signage Roadside enforcement officers will check your drivers’ hours records for evidence of an adequate walk around check. You should be able to demonstrate 10-15 minutes on your tachograph, allocated to ‘other work’, to complete this task.29

Defect reporting Defect reporting Defect reporting is another critical element in You could be held liable for any previous vehicle our HGV safety system. You must be fully aware fault or damage if you fail to report it during your of your legal responsibilities regarding reporting walk around checks. vehicle condition. You may be prosecuted for a vehicle not being We have a procedure for recording and reporting roadworthy even if you consider the defect not vehicle faults that may affect the roadworthiness your responsibility. of a vehicle. The procedure states: If you are in any doubt or suspect • You must make a written report of any defects a defect, make sure the transport found during walk around checks, while the manager is made aware of the vehicle is in use or on its return by using the issue immediately. TruckSmart walk around check report Vehicle husbandry • You must record any defects on the walk How our vehicles are presented on the roads is around report and report them immediately an important aspect of the image of our company. to the workshop and transport manager For both safety and reputational reasons, you must keep your vehicle in a clean and tidy condition • You must not use any vehicle until defects at all times. Vehicles that look dirty and poorly affecting vehicle roadworthiness have maintained are much more likely to be targeted been repaired for roadside checks and will seriously damage the company’s brand and image. • Reports listing any defects form part of the vehicle’s maintenance record, together with details of the remedial action taken, and will be kept on record for at least 15 months • You must record ‘nil’ defects, which will be kept as part of the vehicle’s records until the next scheduled safety inspection is undertaken. This is a good way of showing that you are carrying out your walk around checks and defect-reporting duties correctly • You must record defects by outlining the symptom of the fault, such as ‘rear nearside light cluster cracked’, rather than the repair needed, such as ‘rear nearside light cluster needs replacing’30

Wheels and tyres Wheels and tyres Wheel and tyre stress To identify a loose wheel, look for the following signs: You need well-maintained wheels and tyres to drive safely. Tyres are the only contact a vehicle • Misalignment of wheel nut indicators has with the road and provide friction, enabling you to control the vehicle. Poorly maintained • Oval or round-shaped stud holes in tyres and wheels can affect steering, braking, the wheel rim acceleration and overall control of the vehicle. • Bright metal around wheel nut seat The wheels and tyres on HGVs work hard. Excessive speed, braking or acceleration applies • Cracks between wheel stud holes extreme pressure and stress that can cause unnecessary wear and tear. Tyres and wheels • Rust marks running out from the wheel nut seat are likely to be weakened if they are repeatedly scuffed against roadside kerbs the walls of the If the wheel is identified as loose, the wheel tyres. If tyres are not maintained at the nuts should be tightened in the workshop manufacturer’s recommended pressures, using a calibrated torque wrench and rechecked this can also cause accelerated wear and during your journey. If in doubt, do not take increase fuel usage. the vehicle out. You should regularly check your wheels and Wheel alignment tyres as part of your walk around checks, and you must report any issues through The alignment of the wheels may be affected the defect-reporting procedure. by hitting a kerb or pothole, or if there is wear to the steering or suspension components of Wheel checks the vehicle. Incorrect wheel alignment may lead to rapid irregular tyre wear, affecting As part of your walk around checks, you should safety performance and increasing the fuel check wheels and their components for: consumption of your vehicle. • Any sign of damage to wheel nuts and studs • Half a degree of misalignment can reduce tyre life by up to 50 per cent • Cracks or distortion in the wheel rim • One degree of misalignment can increase • Missing, broken or loose wheel nuts or studs fuel consumption by up to five per cent31

Wheels and tyres Tyre checks Tyre usage Check as much of each tyre as you can see. We record, monitor and manage tyre usage and The tyre is to be correctly seated on the wheel, tyre replacement cycles; this is to understand tyre and there must be: replacement frequency and the common reasons for replacing tyres, whether through damage or • Minimum tread depth of 4mm covering the general wear and tear. entire circumference of the tyre (this is industry good practice, although the legal minimum We expect to achieve maximum efficiency from tyre is 1mm) life. This helps us ensure that the safety, efficiency and environmental performance of our operations • No cuts of more than 25mm long or 10 per are monitored and managed. cent of the section width You may be subjected to an interview or driving • No exposed ply or cord assessment if tyre replacement frequency is irregular on vehicles under your control. • No lumps, bulges or tears • No contact with another tyre on a twin wheel. Check for daylight between them • No fouling on any part of the vehicle – any rubber debris on the vehicle could indicate tyre failure Most tyres have tread-wear indicators, usually six or more small ribs across the bottom of the main tread grooves. When the tread surface is level with these ribs, the tyre needs to be replaced. Tyre pressures Under-inflated tyres are dangerous, affecting braking, handling and increasing the risk of blow-outs. Check the tyre pressures regularly and look for signs like irregular tread wear either at the centre or the edges of the tread pattern. • Under-inflated tyres can reduce tyre life by 50 per cent • Under-inflated tyres can increase fuel consumption by up to four per cent The recommended pressures for your vehicle are held in the transport office. You must make sure that tyre pressures have been checked daily, and only when the tyres are cold. Even a short trip will warm up the tyre and increase the pressure, giving an inaccurate reading.32

Vulnerable road user (VRU) safety equipment Vulnerable road user (VRU) safety equipment Enhanced vehicle safety VRU warning alarms and signage We aim to go well above what the law requires of us, and the safety of other road users is our priority. Audible left-turn warning alarms are fitted As such, all of our vehicles over 3.5 tonnes gross to our vehicles. These are to warn other vehicle weight are fitted with safety equipment to road users when a vehicle is conducting help protect VRUs, such as cyclists and pedestrians. a left-turning manoeuvre. This equipment is also a requirement of Our vehicles are fitted with prominent blind London’s Safer Lorry Scheme, and as part spot warning signage. This is fitted externally of our FORS accreditation. at the nearside rear of the vehicle, and pictorially warns other road users of the blind spot hazard Blind spot vision aids and that they may not be seen in certain positions around the vehicle. To ensure that visibility for drivers is maximised, Warning signage must be correctly fitted, not and to reduce the risk of close-proximity blind be peeling, and be free of dirt, dust and grease. spot collisions, all our vehicles have front, side and rear blind spots minimised as far as is practical Sideguards (under-run protection) and possible. This is through a combination of Whether exempt in law or not, all of our vehicles fully operational direct and indirect vision aids are fitted with sideguards. These are essential safety and driver-audible alerts. Blind spot vision aids equipment to minimise the probability and severity provide greater confidence for you and greater of under-run collisions with VRUs. safety for others. VRU equipment vehicle checks Class V and VI close-proximity mirrors are fitted to Check your MIST (mirrors, indicators, signage our vehicles to enable you to see the vehicle front and technology) when you complete your vehicle nearside blind spots. These mirrors must be secure, walk around check. You must ensure that: correctly fitted, appropriately adjusted to maximise your view, and free of dirt, dust and grease. • Mirrors are clean, correctly adjusted and set to minimise blind spots Our vehicles are fitted with ultrasonic sensing detection systems to provide you with an audible • Indicators are working, clean, and can be seen and visual alert when a road user is in close proximity. The system is activated at slow speed • Signage for cyclists is clean and easily visible and when you use the left-turn indicator. • Technology, including Fresnel lenses, Vehicles are fitted with blind spot camera side proximity sensors, blind spot cameras monitoring and recording systems. This equipment and sideguards are fitted correctly, working is to provide you with an additional vision aid and clean and to give you confidence.33

Breakdown and recovery procedure Breakdown and recovery procedure In the event of a vehicle breakdown, it can often Once in a safe place, call the breakdown number, be difficult and dangerous to stop. You should try describing the vehicle and nature of the fault. You to get the vehicle off the road if possible, and warn should stay with the vehicle and call the transport other traffic by using the hazard warning lights, office to inform it of the situation. particularly if the vehicle is causing an obstruction. If you think your load has shifted, you should reduce your speed gently and look for a safe place to stop. Try to avoid harsh braking, going up or downhill or cornering, if possible. On motorways, you should only stop if it is a real The following details should be noted prior emergency and have no other option. It is best to to calling recovery. try to drive to a safer place off the motorway if you • Your name can. The motorway hard shoulder is for emergency use only. • Company depot details If an emergency forces you to stop, you should: • Telephone number • Stop as far to the left as possible with the wheels • Vehicle registration number turned to the left, or pull on to the hard shoulder if on a motorway • Leave sidelights on and turn on the hazard warning lights • Get out of the vehicle by the left-hand door • Vehicle make model and make sure that any passengers do the same • Fault or symptom • Vehicle all up weight • Wear a reflective jacket and position the warning • Nature of load triangle, but do not use a warning triangle on • Road name, number and direction the hard shoulder of the motorway • Motorway location marker • Nearest town, landmarks, distance • Make sure that passengers keep away from the • Required recovery destination carriageway and hard shoulder. It is best to wait up the bank, or behind a barrier if this is possible • Do not attempt even simple repairs unless it is safe to do so. Here is why: www.youtube.com/ watch?v=0JiOETTsHWI • If you believe the load has shifted, look for any obvious signs of movement (like bulges in the curtain), but do not open the vehicle34

What to do if a defect occurs while on a journey What to do if a defect occurs while on a journey You should always be on the lookout for any • If you believe that the defect may affect the indication that your vehicle may be developing vehicle’s roadworthiness but is not currently a fault while you are driving. It does not matter a risk to safety then: how far you are from your home depot; you should still apply the same high standard of HGV safety. ◦◦ Stop when safe to do so Signs that you should be alert to include ◦◦ Attempt a simple repair, if appropriate but are not limited to: ◦◦ Make a record of the defect on the • Dashboard warning light walk around check report • Vibrations ◦◦ Inform your transport manager and workshop as soon as possible • Brakes or steering pulling ◦◦ Check the defect regularly for • Exhaust smoke any signs that it has deteriorated If you identify a defect • If you believe that the defect does not affect the If you notice that a defect may be developing, roadworthiness of the vehicle, continue on your you need to assess whether it will affect the journey, remembering to record and report the safety and roadworthiness of your vehicle: defect to your transport office as soon as you return to your depot • If you believe the defect will affect the vehicle’s roadworthiness then stop immediately and Remember that if a defect occurs follow the breakdown procedure. Inform that does affect the safety and your transport manager as soon as possible roadworthiness of the vehicle it should not be driven until the defect has been repaired.35

Safe loading Safe loading Importance of safe loading As a minimum, you should be provided with load and unloading documentation that sets out the weight, height and width of the load, the individual items carried, Unsafe loads on vehicles injure more than 1,200 and whether there are any special instructions or people a year and cost UK businesses millions of particular risks with the load. pounds in damaged goods. Even when a load is packed carefully, if it shifts in transit it can present Safe loading and unloading a risk on the road. Even heavy loads can move during a journey. When loading or unloading your vehicle, familiarise yourself with the environment, particularly if it is Loading and unloading can be extremely time somewhere you have not been before. Check the pressured. You must make the time to stop area for hazards and obstructions, and assess the and carefully consider the risks of loading area for risks. For your personal safety, always use and unloading potentially unstable loads. the correct manual handling techniques; do not You should consider the following risks: walk backwards on the vehicle or jump down from the vehicle. • Vehicles can roll over if the centre of gravity is high. In serious cases, the vehicle can Safe load distribution become unstable and overturn The safety of the load is your responsibility when you are on the road, so you need to take control of • Spilled loads may lead to road closures and how the vehicle is loaded. Consider the following: cause significant delays and congestion • Always use safe stacking and packing practices • Loads often shift under braking or turning, and the forces exerted are high even at low speed • Do not carry unnecessary items Your responsibility • Ensure the load is stable, keeping the centre of gravity as low as possible, and put heavy As the driver, you are directly responsible for the items in the centre of the vehicle and at the security and safety of your vehicle and load. It is bottom of the load your legal duty through Construction and Use Regulations and the Road Traffic Act to ensure • If the weight of the load is not distributed your vehicle is loaded in such a way that it is not correctly, the vehicle will be vulnerable to a danger or nuisance to other road users. Failure rollover, even at low speed to do so may cause serious injury, and you can lose your licence, receive a fine, or even go to prison. • Ensure different items of the load cannot move independently of each other It is very important that you have taken steps to make sure your load is safe, particularly when • Vehicles over three metres (9ft 10in) in height your vehicle has been loaded by someone else. must display a cab indicator with the correct vehicle height36

Safe loading Overloads Overloading is not only illegal, but it can affect the braking, steering and suspension characteristics of your vehicle. This can make the vehicle potentially unsafe, and shortens the life of expensive components. You should: • Always query the exact weight of any load • Know the gross vehicle and axle weights and make sure the load does not exceed them • Ensure the load is distributed evenly, so as not to exceed individual axle weights • Request that the vehicle be weighed if you are in any doubt Overloading penalties may include graduated fixed penalty charges. However, enforcement officers may refer you to court for more serious offences, where the penalties are greater. You may also be charged with dangerous driving if you are involved in an incident where your vehicle was overloaded.37

Load security Load security Importance of load security Effect of your load on your journey Unsafe loads on vehicles injure more than 1,200 people a year and cost UK businesses millions Even if the load was packed carefully, if it is of pounds in damaged goods. Insecure loads not secured and shifts in transit then it presents increase the risks of transport operations and a risk while on the road and when it arrives at its damage the reputation and viability of our business. destination. The load may have to be unloaded manually, or can fall and can get damaged. Even Your responsibility heavy loads can move around during a journey if not correctly restrained. You need to consider As a driver, it is your legal duty, as set out in the the following: Construction and Use Regulations and the Road Traffic Act, to ensure your load is secured in such • Your vehicle is more vulnerable to rollover a way that it is not a danger or nuisance to other if the load is free to move around road users. Driving a vehicle with an insecure load can lead to prosecutions for dangerous driving, • Spilled loads can lead to road closures and and you could be risking receiving penalty points cause significant delay and congestion on your licence, losing your licence, getting a fine, or even going to prison. Insecure loads can also • Loads often shift under braking, turning or cause serious, even fatal injuries to you, going up steep hills because the forces exerted your passengers or other road users. can be surprisingly high even at low speed As a minimum, you should be given written load • Roundabouts are particularly dangerous documentation that sets out how the load has because the vehicle can be braking and been secured and, where possible, you should turning at the same time carry out a visual check that the load is secure. You should also be alert to signs that the load • When securing, always consider the distribution has shifted during your journey, particularly of weight of the load on the vehicles axles after harsh braking, travelling up or down steep inclines, or sharp cornering. • All waste must be carried in an appropriate container and not stored loose on the vehicle or left on the vehicle after unloading Loading and unloading can be extremely time pressured, but you must make time to stop and carefully consider the risks of unloading an unstable load.38

Load security Load restraint systems • Lashings, straps and chains should be strong enough (rated) to secure the load and in good The load-securing systems you use should condition. They will usually consist of rated be appropriate for both: webbing straps or chains, but not both in the same lashing. You should: • The loads being carried ◦◦ Check webbing straps regularly • The vehicle being used for damage – even a small cut or tear can reduce the strength of Your systems should factor in that: the strap significantly • Headboards and bulkheads should be ◦◦ Report damaged or broken straps sufficiently robust to resist movement. If there is a gap between the load and the headboard, ◦◦ Make sure the lashings are attached the load can shift forward under braking and can to attachment points, the side raves, even break through the headboard. You should: or the chassis. Sheeting hooks are not suitable for load securing ◦◦ Check the headboard is sufficiently robust to resist movement of the load ◦◦ Make sure you do not tie knots in any section that is under tension – only ◦◦ Use dunnage or another method use knots to take up the slack. Knots of forward restraint if the load is not can reduce the strength of the strap loaded directly up to the headboard by 50 per cent ◦◦ Fill trailers tight to the front headboard ◦◦ Use edge protectors or sleeves to protect or bulkhead wherever possible straps that pass over a sharp or rough edge, such as steel or concrete ◦◦ Only use black buckle straps (also known as internal straps) that hang from roof rails in many curtainsiders for load restraint on items weighing less than 400kg. Heavier items, and stacked items, must be secured another way !39

Load security • XL rated vehicles and trailers have a reinforced ◦◦ Just attaching XL curtains to an ordinary superstructure and are clearly labelled EN 12642 curtainsider or trailer is not acceptable, XL. They can withstand a minimum of 40 per as the headboard, roof and backdoors cent of the rated payload to the side without will not be strong enough to give load extra securing. security ◦◦ The DVSA accepts an EN12642 XL-rated ◦◦ DVSA guidance states that the EN 12642 vehicle or trailer as keeping 50 per cent XL standard refers to the entire vehicle of the rated payload to the side without or trailer, and not just the curtains. extra securing, as long as the load is Reinforced curtains fitted to an ordinary closely packed, with the entire load area trailer therefore do not meet the XL filled to the front, back and within 80mm standard. There is no such thing as an to the side ‘XL curtain’. When using XL for diminishing loads, remember to pack any gaps ◦◦ Gaps over 15cm (six inches) to the front created to keep the ‘positive fit’ or use or back or 8cm (three inches) to each side extra lashing to meet the 50 per cent to mean that the reinforced structure cannot side and rear and 100 per cent to the do its job, and you will need to either front rules (Note: indicate whether the strap the load down or use packing such organisation uses these or not) as empty pallets, airbags or timbers to fill the gaps. This is called a ‘positive fit’ ◦◦ For curtainsiders, the curtains must not be used for load restraint unless the whole ◦◦ Gaps between the load mean you lose vehicle or trailer has been built to the EN the XL rating, as the load will be insecure 12642 XL standard and is clearly labelled and can move Remember: • If you cannot see XL labels, then they are only there to provide protection from the weather • Goods transported on curtain-sided vehicles should be secured as if they were being transported on a flatbed, with the load secured to the vehicle chassis40

Diminishing loads Diminishing loads Planning for • Axle weights – are the individual axle weights multi-drop deliveries still within the permitted range? It can be difficult to prevent rearward and • Gaps – are there any gaps at the front, back sideways movement on vehicles used for or side of the vehicle that may cause the multi-drop diminishing loads. A diminishing remaining load to be insecure? load should therefore be planned well before you set off on your journey to help minimise • Instability – has removing part of the load risk and unnecessary handling. caused the vehicle to become unbalanced, and is it necessary to rearrange the load to Dependent upon the vehicle type, the make sure the vehicle is stable? load will either be offloaded from: You must ensure any gaps are filled using • The side, when using curtain-sided vehicles dunnage to maintain the integrity of the securing system for the rest of the load. If this cannot be • The rear, with rigid-sided vehicles achieved, the vehicle may need to be reloaded and secured again. • Both the side and the rear, from a flat bed It is important that sufficient restraints are This process is much easier if the carried to be able to secure any issues vehicle is loaded correctly at the caused by diminishing loads. start of the journey, and if it is agreed in advance that depot staff Drivers should be wary about axle overloads will help to reposition the load if it when removing large portions of the load from requires rearranging when part of either the front or the rear. The remaining load the load has been removed. may well need redistribution. Offloading from the rear If a forklift truck is needed to rearrange the load during transit, this should be agreed in advance A diminishing load from the rear can cause extra with the relevant delivery site. It is the consignor’s problems. Once the rearmost part of the load has responsibility to ensure at the planning stage that been removed, the rear of the vehicle will no longer the load will remain in a safe condition for the provide sufficient security for the rest of the load. entire length of the journey. Loads can be secured by crossover straps, kites Offloading or sails to comply with the requirement for 50 per cent of the load to be secured to prevent rearward When removing part of the load, there are several or sideways movement. The strapping needs things to consider so that your load remains secure to be maintained as the load diminishes, for the rest of your journey. You should think about: or an intermediate bulkhead could be used.41

Working at height Working at height Importance of working safely at height Getting down from your HGV More than 2,000 serious injuries to people falling The way in which you get down from a vehicle is from vehicles are reported to the HSE each year. a significant factor in increasing the risk of a fall. Many of these injuries are broken arms or legs, Most falls happen when people are getting out resulting in weeks off work and possible loss of of HGV cabs or down from the load bed. earnings. You do not have to fall far to land hard You should make sure you: and sustain an injury. Having a good understanding of the hazards of working at height and applying • Take a few seconds to climb down from the correct techniques and procedures may prevent cab, load area or catwalk, facing the vehicle, injury to you or others – and could save lives. using steps and handholds and, where possible, maintaining three points of contact at all times, Your responsibilities such as with two hands and one foot As a driver, it is your responsibility to ensure your vehicle is in a safe condition at all times • Report any missing or damaged equipment and to reduce the likelihood of a fall from vehicle. You must make sure you: • Before stepping off the vehicle, check for uneven surfaces such as potholes or kerbs • Carry out thorough walk around checks on that may cause you to slip your vehicle, checking steps, handholds and load areas are in good condition • Never jump down from your HGV – this is bad for your knees and you are more likely to fall • Report broken boards, runners and any other objects that could cause a trip or fall in the Working safely on a vehicle load area • Wear well-fitting slip-resistant footwear • Keep the load area tidy – pick up loose ropes when working on vehicles or packaging • Keep the soles of your footwear clean • Check that any load restraint equipment like to reduce the risk of slipping straps, bars and edge protectors are safely stored so they do not cause a trip hazard, • Always follow your training and the particularly on curtainsiders organisation’s safe ways of working, particularly if you use tail lifts or lorry-mounted cranes • Clean up spills and dirt, such as diesel or mud on the catwalk or load area, to stop • Use safe ways of getting on and off the people slipping in them vehicle when carrying out vehicle maintenance and checks • Check the load area conditions for rainwater and condensation, and for ice in winter, • Follow safe systems of work for loading particularly on refrigerated vehicles and unloading vehicles • Report missing or damaged access equipment • Check out what other drivers do – if you see a good idea, suggest it to your supervisor  42

Vehicle height and bridge strikes Vehicle height and bridge strikes Avoiding bridge strikes At arch bridges, white lines on the road and ‘goalposts’ on the bridge may be provided Drivers must be aware of the dangers of high to indicate the extent of the signed limit on loads that may have to pass under bridges or other vehicle height. structures across roads. Every year, several hundred bridges are hit by lorries that are either too high by • Ensure your vehicle passes between design or the load being carried is too high to pass the goalposts under the available bridge height. • Slow down as you approach the bridge and A serious bridge strike can cause severe damage, only move to the centre of the road when you death or serious injury. It could also result in a train are sure it is safe to do so. If necessary, sound being derailed – with catastrophic loss of life. your horn or use dipped headlights to warn of your presence As a driver, your responsibilities are to know your vehicle height and width, know your route and • Drivers of vehicles with wide loads over 3m obey traffic signs. Before commencing a journey need to take extra care at arch bridges, as you should check: the maximum height available will be less than the signed limit • The security and safety of the load Route planning • The height and width of the vehicle – if in doubt, ask for help in measuring the correct Always plan your route to avoid low bridges and do dimensions of your vehicle not rely on a satnav system that was designed for cars. If you are diverted from your planned route • The height of the trailer, its load and equipment or realise that your route is obstructed by a bridge that is lower than your vehicle, stop and seek • That the correct maximum height is advice on an alternative route. displayed in the cab if the overall height of your vehicle is over three metres (9ft 10in) You should be aware that traffic signs are provided at bridges to show the maximum permitted vehicle height when the available height is less than 4.95 metres (16ft 3in). Remember: • Red circles prohibit and red triangles warn • If a vehicle is higher than the dimensions shown on a circular traffic sign, you must stop and must not pass the sign. If you pass the sign, you are likely to collide with the bridge • If the vehicle is higher than the dimension shown on a triangular traffic sign at the bridge, you should not pass the sign43

Vehicle height and bridge strikes Action in the event Financial costs of bridge strikes of a bridge strike Even if only causing minor damage, bridge strikes If you are involved in a bridge strike at a are expensive and we will be liable for the costs of: railway bridge: • Examining the bridge and repairing • Report the incident to the rail authority bridge damage immediately so that trains may be stopped • Delays to train services from crossing the bridge. Telephone the • Recovering the vehicle and its load number shown on the identification plate • Repairing the vehicle on the bridge. Do not wait until you return to your depot before reporting the bridge strike Bridge strikes are costly and significantly affect our insurance. • Advise the police by calling 999. Any road traffic collision that causes damage to a   third party must be reported • Report the bridge strike to our transport office • Keep the public away, do not move your vehicle, and conduct traffic control as required If you are involved in a bridge strike at any other bridge, report the bridge strike to the police using 999 and then report to the transport office.44

Control of substances hazardous to health (COSHH) Control of substances hazardous to health (COSHH) Importance of safe handling What is COSHH? of hazardous substances • COSHH is any product that is described as Both you and the company have a duty of care ‘dangerous for supply’. COSHH products to ensure hazardous substances are controlled will have a label that features one or more and handled in a safe manner. As a driver, you hazard symbols may be exposed to hazardous substances such as engine oil, fuel and lubricants. Inappropriate • The hazard symbols can either be a yellow use of these substances can cause immediate square with a black border and symbol or the injury or contribute to long-term illness and disease. new international signs that feature a white diamond, a red border and a black symbol Hazardous substances transported as part of your vehicle load are covered separately under • Substances that are harmful in the transport the Carriage of Dangerous Goods regulations. environment include oils, hydraulic fluids, Information about this should be included on the lubricants, vehicle fuels and cleaning fluids load docket under ‘special precautions to take’. • You could be affected by a hazardous substance through: ◦◦ Ingestion – eating contaminated food ◦◦ Inhalation – breathing harmful dust or fumes ◦◦ Absorption – substances entering the body through cuts in your skin45

Control of substances hazardous to health (COSHH) Your responsibilities If you are using a hazardous substance, you should have access to a safety data sheet that provides information about health risks and emergency situations. You should focus on: 1. Sections 2 and 16 – tells you what the dangers are 2. Sections 4-8 – tells you about emergencies, storage and handling Make sure you read and comply with the information on the safety data sheet and any instructions on the product label. Control measures You should commit to: In order to reduce the risk of hazardous • Reading and complying with the information substances as an organisation, we commit to: on the hazard data sheet and the instructions on the product label • Eliminating the use of harmful products or substances and using safer ones, changing • Looking after, using and wearing PPE correctly processes to emit or use less of the substance • Knowing where washing and first-aid • Having as few workers in harm’s way facilities are as possible • Not eating, drinking or smoking when • Training staff who may be exposed handling hazardous substances to hazardous substances • Ensuring hazardous substances are put back • Providing personal protective equipment into a secure location after use and not left out (PPE) that fits the wearer, such as gloves, coveralls and masks or respirators as required • Always washing at the end of each shift and before eating46

Driver responsibilities Driver responsibilities I understand that driving safely and vehicle safety • Be fit to drive and not impaired through are critical to fulfilling my duties as a professional alcohol or drugs driver. I recognise I am expected to play my part by maintaining the highest standards at all times. • Not be on medication that will affect my driving capabilities I know it is an offence to drive a vehicle without a valid driving licence and without fulfilling my full • Only conduct duties that I am qualified responsibilities outlined in the Driver Handbook. and trained to do When driving, I am aware that I must: • Take responsibility for any fines, traffic offences or other breaches of the law when driving • Hold a valid full UK driving licence applicable on duty to the vehicle being driven • Adhere to the post-collision procedures • Hold a Driver CPC qualification card, in the event of a collision if applicable I am responsible for informing my line manager: • Be fully familiar with the vehicle and routes being driven through induction and • Of any changes to the circumstances outlined continuation training above • Be medically fit to drive, using corrective • Of any issue that affects my ability or legality eyewear as required to drive • Obey the rules of the road and operate • If I am advised not to drive due to a medical well within the rules of the Highway Code condition • Ensure my vehicle is roadworthy and that • If I am taking medication that may affect any defects are reported and rectified my driving • Adhere to the rules for drivers’ hours, • Of any road traffic collisions, convictions, working time and tachographs endorsements or disqualifications that may affect my entitlement to drive • Take care of my own safety and the safety of others I must read and comply with all company policies, the Driver • Be responsible and courteous to other Handbook and associated road users at all times documentation, and sign the Driver Declaration annually.47

Driver declaration Driver declaration Through our policies outlined in the Driver Handbook, we commit to protecting our people and helping to safeguard other road users. To achieve this, you must be correctly licensed and qualified to drive our vehicles and you must maintain the highest operating and vehicle standards at all times. This is a declaration that I: Name Employee No: Employee number DVLA number • Have read and understood that I am to comply with the Driver Handbook and its associated procedures • Have produced my most current Driving Licence and Driver Qualification Card for verification check • Do not have any convictions, endorsements or disqualifications which may affect my entitlement to drive • Do not have any health or eyesight issues which may affect my entitlement to drive • Am not engaged in any work outside of my contract with this company I will inform my manager: • If there are any changes to the circumstances outlined above • Of any issue that affects my ability or legality to drive • If I am advised not to drive due to a medical condition • If I am taking medication that may affect your driving • Of any road traffic collisions, convictions, endorsements or disqualifications which may affect my entitlement to drive I will also inform the DVLA: • If the there are any circumstances, including health and eyesight, that may affect my entitlement to drive Signature Date Manager check Name Appointment Signature Date48

Briefing drivers using toolbox talks Briefing drivers using toolbox talks A toolbox talk is a short briefing to drivers on Stay positive a single aspect of their duties. They help to • Keep the talk upbeat reinforce specific issues, ensuring staff operate safely and efficiently, and should be short, • Focus on what drivers can do instead interesting and relevant. of what they cannot do Key topics should be communicated to drivers Key points as part of their company induction and at regular • Most people’s attention spans are limited, intervals as determined by the toolbox talk schedule. Refresher talks should also be given so talks should be brief if an issue is identified that is covered by a prepared toolbox talk. • Some drivers need more explanation than others, so spend time on the key points The way that toolbox talks are delivered is not prescriptive; they can be regular short briefings • Most people will only remember 25-50 per or more formal presentations at team meetings. cent of a talk, so also use driver action cards, Before you deliver a toolbox talk, you will need posters and refer to the driver handbook to be familiar with your organisation’s policy to reinforce what you say on the topic. You can also incorporate other information into your talk, such as industry Check comprehension codes of practice or anecdotal examples • Pose, pause, pounce – ask the question to bring the subject to life. before you choose who to answer Use the following hints and tips to help you deliver a really effective talk. • Use open questions to check understanding. If you ask ‘do you understand?’, people will Simplicity say ‘yes’ even when they really mean ‘no’ • Keep it simple and be consistent with • Ask drivers to explain what you have said your messages in their own words • Use short, straightforward words Summarise and phrases and avoid jargon • Repeat your main points at the end of the Pace toolbox talk • Think about the speed of your delivery • Make a note of any questions, get feedback and review the content of talk • Slow down and give time for the messages to be heard and understood • Signpost where to get further information • If you rush, you may come across as impatient or not bothered, and drivers may not feel able to ask questions49

TruckSmart toolbox talk register TruckSmart toolbox talk register Toolbox talks should be communicated to drivers on induction and at regular intervals. They should also be used to communicate important, relevant and timely messaging. Complete this attendance register and file it away safely as a record of regular communication with your drivers: Delivered by Signature Signature Toolbox talk title Name Make a note of any questions raised50