TruckSmart Management Toolkit

TruckSmart toolbox talksTruckSmart toolbox talks Roadworthiness and our HGV safety system Walk around checks Defect reporting Wheels and tyres Vulnerable road user safety equipment Breakdown procedures Safe loading Load security Diminishing loads Preventing falls from vehicles COSHH – Control of Substances Hazardous to Health51

Toolbox talk – Roadworthiness and our HGV safety system Toolbox talk – Roadworthiness and our HGV safety system This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end of your talk, ensure drivers have access to our policy, driver handbook and know about the organisation’s commitment to HGV Safety. Delivered by Signature Date 1. Aim To communicate the importance of HGV safety and the role and responsibilities of drivers to ensure their vehicles are roadworthy at all times 2. Reason why We have a duty to make you aware of your 2. May be prosecuted if you are deemed wholly legal responsibilities regarding the condition or partly responsible for any defect affecting of the vehicles you drive. Driving a vehicle in an the roadworthiness of the vehicle unroadworthy or dangerous condition is a criminal offence and increases the risk of a serious incident. 3. Could be fined up to £5,000, lose your licence or, in extreme cases, be imprisoned if you are Under the Road Traffic Act you, the driver: found to be driving an unroadworthy vehicle 1. Have a responsibility to ensure that your We also have a management commitment to vehicle is roadworthy while on the road ensuring all of our vehicles are legal, safe and roadworthy at all times. 3. Introduction The talk will end with some questions to check your understanding, so please pay attention. To make sure our vehicles are roadworthy, we have a HGV safety system. This includes a vehicle servicing, inspection and maintenance regime, and a procedure for drivers to report defects. This talk reminds you about the purpose of this HGV safety system and why it is important.52

Toolbox talk – Roadworthiness and our HGV safety system 4. Our HGV safety system 3. Safety faults and other defects are reported and repairs are made and recorded Our HGV safety system is in place to ensure that: 1. Our vehicles are kept fit and serviceable at all times 2. Records of services, inspections, walk around checks, defects and maintenance are documented and kept for a minimum of 15 months 5. HGV safety themes We have five HGV safety themes to help remember 3. Load it: plan and position your load safely what we need to do to ensure HGV safety: 4. Secure it: secure your load correctly 5. Report it: record problems and take action 1. Know it: a safe vehicle matters 2. Check it: walk around before, during and after journeys 6. Why is our HGV safety system important? 1. It’s complicated – there are a lot of laws and 4. It’s your livelihood – we need to show the regulations, and our HGV system helps make enforcement bodies (police, DVSA, Traffic sure we are the right side of the law Commissioners) that we are compliant with the law; otherwise we risk a suspension or 2. It’s important – non-compliant vehicles even losing our O licence completely, which are more likely to be involved in serious could mean job losses and fatal collisions 5. It’s your safety – your safety is at risk from 3. It’s your responsibility – drivers can be held unsafe vehicles and loads personally responsible if you are found driving an unroadworthy or unsafe vehicle, which 6. It’s your profession – being an HGV driver could mean losing your licence or even is a tough and important job. We should criminal convictions all take pride in what we do53

Toolbox talk – Roadworthiness and our HGV safety system 7. Review questions 1. Who is responsible for ensuring that the vehicle 3. Who are the enforcement bodies that may is roadworthy while on the road? (The driver) check your vehicle at the side of the road? (The police, DVSA, Traffic Commissioners) 2. What are the potential consequences of driving a dangerous vehicle? (Involved in a collision, breakdown, fines, loss of licence, shed load) 8. Final summary We have five HGV safety themes to help remember 3. Load it: plan and position your load safely what we need to do to ensure HGV safety: 4. Secure it: secure your load correctly 1. Know it: a safe vehicle matters 5. Report it: record problems 2. Check it: walk around before, during and take action and after journeys54

Toolbox talk – Walk around checks Toolbox talk – Walk around checks This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end of your talk, ensure drivers have access to our policy, driver handbook and know about the organisation’s commitment to HGV safety. Delivered by Signature Date 1. Aim To communicate the role and responsibilities of drivers to conduct walk around checks and how these help to make sure vehicles are roadworthy at all times. 2. Reason why We have a duty to make you aware of your legal Driving a vehicle in an unroadworthy or dangerous responsibilities regarding the condition of the condition is a criminal offence and increases the risk vehicles you drive. This talk is to remind you of our of a serious incident. You could be personally fined policy and your individual role and responsibilities, up to £5,000, lose your licence or, in extreme cases, as set out in the driver handbook, to check your be imprisoned. vehicle before, during and at the end of your shift. 3. Introduction We have a duty to make you aware of your legal responsibilities regarding the condition of the vehicles you drive. This talk is to remind you of our policy and your individual role and responsibilities, as set out in the driver handbook, to check your vehicle before, during and at the end of your shift. Driving a vehicle in an unroadworthy or dangerous condition is a criminal offence and increases the risk of a serious incident. You could be personally fined up to £5,000, lose your licence or, in extreme cases, be imprisoned.55

Toolbox talk – Walk around checks 4. Vehicle condition and the HGV safety system Under the Road Traffic Act you, the driver: Driver walk around checks are an important part of our HGV safety system and operator licence 1. Have a responsibility to ensure that your legal obligations. vehicle is roadworthy while on the road The DVSA estimates that 85 per cent of 2. May be prosecuted if you are deemed wholly roadworthiness infringements found during or partly responsible for any defect affecting roadside enforcement stops could be avoided the roadworthiness of the vehicle if the driver does a walk around check before starting the journey. 3. Could lose your licence if found to be driving an unroadworthy vehicle 5. Approach to checking vehicle roadworthiness You should make sure: 3. If you find no faults you should make a ‘nil’ defect record. This could be important to 1. Your walk around checks are thorough and prove that you completed your check if a cover every item on our walk around checklist fault develops later 2. Your findings are recorded and reported 4. You should record this on your tachograph to a responsible person such as the as ‘other work’ transport manager 5. Defects affecting roadworthiness must be repaired before the vehicle is used56

Toolbox talk – Walk around checks Walk around checks should cover the following: 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 time allocated to a walk around check. Your tachograph should show 10-15 minutes ‘other work’.57

Toolbox talk – Walk around checks 6. The importance of walk around checks Carrying out a walk around check of your vehicle 3. Less disruption through fewer breakdowns is an essential part of your routine. It is a legal requirement that you undertake a walk around 4. A reduced risk of obtaining a graduated check before the vehicle is used. Effective walk fixed penalty fine around checks help ensure: 5. A reduced risk of gaining Operator 1. The safety of you, your passengers and Compliance Risk Score (OCRS) points other road users 6. Confidence that your vehicle is safe 2. Defects are detected early, reducing and complies with the law the need for costly repairs 7. Review questions 1. What typical checks would you conduct on the 2. What typical checks would you conduct vehicle exterior? (Body condition, tyres, wheels, inside the cab? (Mirrors, seatbelt, lights, indicators, load, windscreen, mirrors, dashboard lights, windscreen wash, etc.) leaks, etc.) 3. When should you conduct a check? (Start, during and after shift) 8. Final summary While on the road, the vehicle’s condition is your responsibility. The walk around check is part of your job, so make sure you have enough time to it properly. Any problems with your vehicle must be reported immediately.58

Toolbox talk – Defect reporting and record-keeping Toolbox talk – Defect reporting and record-keeping This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end, ensure drivers have access to our policy, driver handbook and know about the organisation’s commitment to HGV safety. Delivered by Signature Date 1. Aim To remind drivers of their responsibilities with regards to identifying and reporting defects. 2. Reason why Driving a vehicle in an unroadworthy or dangerous condition is a criminal offence and increases the risk Defect reporting is critical to our HGV safety of a serious incident. You could be personally fined system, and the law states we must make you up to £5,000, lose your licence or, in extreme cases, aware of your legal responsibilities regarding be imprisoned. vehicle condition. 3. Introduction The talk will end with some questions to check your understanding, so please pay attention. This toolbox talk will cover how to report defects to the appropriate person and what action to take in the event of a vehicle fault developing during your shift.59

Toolbox talk – Defect reporting and record-keeping 4. Identifying defects and faults You are responsible for the condition of your 4. Report any defects or symptoms of defects that vehicle when in use on the road. As such, you must: could prevent the safe operation of the vehicles 1. Conduct walk around checks of your vehicle 5. If you identify a defect while driving that affects and its components the roadworthiness of the vehicle, follow the breakdown procedure 2. Monitor the roadworthiness of your vehicle while driving If any defects are identified that affect roadworthiness, you must not use the 3. Be alert to any sign that the vehicle is vehicle on the road until it is repaired. developing a fault, such as warning lights, exhausts emitting too much smoke, vibrations or other symptoms 5. Drivers’ defect reports 5. We will keep your report listing any defects as part of the vehicle’s maintenance record, We have a procedure for reporting and recording with details of repairs for at least 15 months faults that may affect the roadworthiness of the vehicle. You must follow the procedure and: 6. Record ‘nil’ defects, which will be kept as part of the vehicle records until the next scheduled 1. Make a written report of any defects found safety inspection is undertaken. This is a good during walk around checks, using the walk way of showing that you are carrying out your around report walk around checks and defect-reporting duties correctly 2. Report defects immediately to the workshop and transport manager 7. Record defects by outlining the symptom of the fault, such as ‘rear nearside light cluster 3. Do not use any vehicle until defects affecting cracked’, rather than the remedy, such as vehicle roadworthiness have been repaired ‘rear nearside light cluster needs replacing’ 4. If you notice a defect while driving that did Remember: You could be held liable for any not affect the roadworthiness of your vehicle, previous vehicle fault or damage if you fail to remember to record and report this as soon report it during your walk around checks. as you return to the depot60

Toolbox talk – Defect reporting and record-keeping 6. Review questions 1. Who is responsible for ensuring the vehicle is 3. How long are defect reports held on file, and roadworthy while on the road? (The driver) why? (15 months) 2. What is an example of reporting the symptom of a fault? (Nearside indicator glass cracked) 7. Final summary Defect reporting is a critical part of your job, so make sure you have enough time to do it properly. If a defect is reported, the vehicle must not be driven until the defect is repaired61

Toolbox talk – Wheels and tyresToolbox talk – Wheels and tyres This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end of your talk, ensure drivers have access to our policy, driver handbook and know about the organisation’s commitment to HGV safety. Delivered by Signature Date 1. Aim To communicate the role and responsibilities of drivers with regards to the condition of the wheels and tyres of the vehicles they drive. 2. Reason why We have a duty to make you aware of your legal responsibilities. This talk is to remind you of our policy and your role and responsibilities, as set out in the driver handbook, to check your wheels and tyres before, during and at the end of your shift. Driving a vehicle in an unroadworthy or dangerous condition is a criminal offence and increases the risk of a serious incident. You could be personally fined up to £5000, lose your licence or, in extreme cases, be imprisoned. 3. Introduction This talk covers the importance of wheels and tyres condition. Tyres provide friction, enabling you to control a vehicle. Poorly maintained tyres and wheels will affect the safety of your vehicle. The talk ends with some questions to check your understanding, so please pay attention.62

Toolbox talk – Wheels and tyres 4. Importance that wheels and tyres are roadworthy at all times The Road Traffic Act states you: 1. Have a responsibility to ensure that your vehicle is roadworthy while on the road 2. May be prosecuted if you are deemed wholly or partly responsible for any defect affecting the roadworthiness of the vehicle 3. Could lose your licence if found to be driving an unroadworthy vehicle The condition of wheels and tyres are an important part of HGV safety. Poorly maintained wheels and tyres can affect steering, braking and your control of the vehicle. 5. Wheel checks As part of your walk around checks, you should Incorrect wheel alignment affects safety, check wheels and their components for: performance and increases fuel consumption. 1. Any sign of damage to wheel nuts and studs Check when driving or by looking at the front 2. Cracks or distortion in the wheel rim of the vehicle for toe-in or toe-out. 3. Missing, broken or loose wheel nuts or studs Toe-in is where there is obvious wear on the To identify a loose wheel, look for the outside edges of the front tyres, indicating following signs: that the wheels are facing slightly inwards. 1. Misalignment of wheel nut indicators 2. Oval-shaped stud holes in the wheel rim Toe-out is where there is obvious wear on 3. Bright metal around the wheel nut seat the inside edges of the front tyres, indicating 4. Cracks between wheel stud holes that the wheels are facing slightly outwards. 5. Rust marks running out from the wheel nut seat Any wheel defect should be recorded and reported to the workshop, repaired before use and rechecked during your journey. If in doubt, do not take the vehicle out.63

Toolbox talk – Wheels and tyres 6. Tyre checks 7. If the tyre tread surface is level with the tread wear indicators, it needs replacing Check the tyre is correctly seated on the wheel and look for: Underinflated tyres affect braking, handling 1. Minimum tread depth of 4mm covering the and increase the risk of blowouts. Check the tyre pressures regularly and look for: entire circumference of the tyre (4mm is the industry best practice, not the legal minimum) 1. Irregular tread wear either at the centre or the edges of the tread pattern 2. No cuts of more than 25mm long or 10% of the section width The recommended pressures for your vehicle are held in the transport office. You must check 3. No exposed ply or cord the pressure daily, and only when the tyres are cold, to get an accurate reading. 4. No lumps, bulges or tears 5. No contact with another tyre on a twin wheel. Check for daylight between them 6. No fouling – any rubber debris on the vehicle could indicate tyre failure 7. Review questions 1. What should you check for with regard to wheel alignment? (Toe-in, toe-out) 2. Why is it important to check your tyres? (Only point of contact with road, allow control of vehicle) 3. What should you do if you find a wheel or tyre defect? (Report it and take action) 8. Final summary While on the road, the condition of your wheels and tyres are your responsibility. You need well-maintained wheels and tyres to drive safely and control the vehicle. Any problems with your wheels and tyres must be reported immediately.64

Toolbox talk – Vulnerable road user (VRU) safety equipmentToolbox talk – Vulnerable road user (VRU) safety equipment This toolbox talk can be delivered by a transport manager, line manager or lead driver and should be quick and easy to deliver. At the end, ensure drivers have access to our policy, driver handbook and know about the organisation’s commitment to HGV safety. Delivered by Signature Date 1. Aim To communicate the practical improvements we have made to our vehicles and demonstrate that we are serious about sharing the road safely with VRUs such as cyclists and pedestrians. 2. Reason why We have invested significantly in our fleet safety equipment, and you have a responsibility to understand why it is fitted and ensure it is used effectively. We are playing our part to make our vehicles safer and we need to do everything possible to prevent tragic incidents from occurring. This is our collective duty of care; if you disregard this, you could be held liable. 3. Introduction This toolbox talk will cover the types and use of vehicle safety technology, including vision aids, sensor equipment and features to warn other road users. The talk will end with some questions to check your understanding, so please pay attention.65

Toolbox talk – Vulnerable road user (VRU) safety equipment 4. Vehicle equipment to warn and protect VRUs There are a range of safety features on your vehicle 2. Audible warning alarms – a message or alarm that will help protect other road users from risks to alert other road users that your vehicle such as blind spots and under-runs. These features is turning left. The alarm is triggered when include: travelling below a certain speed with the left-turn indicator activated 1. Warning signage – on the rear of the vehicle to remind VRUs of the potential dangers of vehicle 3. Sideguards – under-run protection fitted blind spots. Signage must be clear and visible to the side of a vehicle between the axles to help prevent VRUs from being dragged under the wheels 5. Vision aids and camera monitoring systems 1. The cheapest and easiest vision aid to fit is 3. Camera monitoring systems relay close- the Fresnel lens. A clear, plastic lens, it is fitted proximity images to a monitor in the cab. to the nearside window to allow you to see Cameras often target the nearside blind if anything is in the vicinity of the nearside spot. The most sophisticated camera door. These are effective and need minimal systems allow remote viewing of footage maintenance, but they can fall off and cannot and can record footage be used if the nearside window is open or dirty 2. All vehicles have Class V and VI close-proximity mirrors, front and nearside mounted mirrors and a wide-view mirror that helps provide a view of the blind spot at the front and side of the cab. You should make sure these are clean and correctly adjusted 6. Scanning and sensing equipment 1. Proximity sensors are fitted to your vehicle 3. The downsides are that you do not know what to detect VRUs in the blind spot. They give is activating the sensor; it could be a pedestrian, an audible or visual alert, with some systems a cyclist or an obstacle that is setting off the providing both. The in-cab display operates alarm. However, this technology can also a traffic light system, where a green, amber prevent damage-only incidents or red light is displayed depending on the closeness of the object 2. These sensors are only activated when something comes into range, and can be combined with alarms to tell cyclists that the vehicle is turning left66

7. Review questionsToolbox talk – Vulnerable road user (VRU) safety equipment 1. What is the most sophisticated and costly vision aid? (Cameras) 2. Why are sideguards fitted? (To prevent under-run and protect VRUs) 3. What are the two close-proximity mirrors on your vehicle? (Class V and VI) 8. Final summary We are taking every step needed to ensure we operate the safest vehicles. You should know the full range of equipment and which features are applicable to your vehicle, and should ensure they are working and effective.67

Toolbox talk – Breakdown and recovery procedureToolbox talk – Breakdown and recovery procedure This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end, ensure drivers have access to our policy, driver handbook and know about the organisation’s commitment to HGV safety. Delivered by Signature Date 1. Aim To remind drivers of the breakdown procedure and of their responsibilities should a breakdown occur. 2. Reason why A vehicle breakdown can create a difficult and dangerous situation, and broken-down vehicles can quickly cause huge impact to the road network. It is important that all drivers know what to do in the event of a breakdown without endangering themselves, their passengers, our vehicles or other road users. 3. Introduction This toolbox talk will cover what you should do in the event of a vehicle breakdown. The talk will end with some questions to check your understanding, so please pay attention. 4. What to do if you think your vehicle is about to breakdown In the event of a vehicle breakdown, it can often be difficult and dangerous to stop. You should try to get the vehicle off the road and use the hazard warning lights, particularly if you are causing an obstruction. On motorways, you should only stop if it is an emergency.68

Toolbox talk – Breakdown and recovery procedure 5. In an emergency situation If an emergency forces you to stop, you should: Once in a safe place, call the breakdown number <add number>. Make sure you have the following 1. Stop as far to the left as possible and turn information to hand: the wheels to the left (if on a motorway, 1. Your name use the hard shoulder) 2. Your company depot details 2. Leave sidelights on and turn on the hazard warning lights 3. Telephone number 3. Get out of the vehicle by the left-hand door 4. Vehicle registration number and make sure that any passengers do the same 5. Vehicle make and model 4. Wear a reflective jacket and warn other road users (but do not use a warning triangle on 6. Fault or symptom a motorway) 7. Vehicle all-up weight 5. Keep passengers away from the carriageway and hard shoulder. It is best to retreat up the 8. Nature of your load bank, or behind a barrier if this is possible 9. Your location, including the road name, 6. Do not attempt even simple repairs number and direction 10. Motorway location marker 11. Nearest town, landmarks 12. Recovery destination You should stay with the vehicle and call the transport office to let them know about the situation. 6. Review questions 1. If you think your vehicle is about to break down, what should you do? (Find a safe place to stop) 2. Where should you wait if you have broken down on a motorway? (Behind the barrier) 3. What information might the breakdown company ask? (Location, type of vehicle, type of load, vehicle weight) 7. Final summary In the event of a breakdown, your first priority is to make sure you and any passengers are safe and that you use your hazard warning lights, particularly if you are causing an obstruction. You should call the breakdown number and let the transport office know, but do not attempt any repairs yourself.69

Toolbox talk – Safe loading Toolbox talk – Safe loading This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end, ensure drivers have access to our policy, driver handbook and know about the organisation’s commitment to HGV safety. Delivered by Signature Date 1. Aim The aim of this toolbox talk is to communicate the importance of safe vehicle loads and the safe operation of vehicle loading to help ensure the safety of loading areas and of other road users. 2. Reason why As a driver, it is your legal duty, as set out in the Construction and Use Regulations and the Road Unsafe loads on vehicles injure more than 1,200 Traffic Act, to ensure your load is secured so that people a year and cost UK businesses millions it is not a danger or nuisance to other road users. of pounds in damaged goods. Unsafe loads Failure to do so may cause serious injury, and increase the risks relating to transport operations you can lose your licence, receive a fine, or and damage the reputation and viability of this even go to prison. business. 3. Introduction As the driver, you are responsible for the safety of the load, even if you did not load it and secure This toolbox talk will cover safe loads and it yourself. Make sure you have load documentation distribution, safe loading and unloading, and showing what is in the load, its weight, height and the effects of overloading. The talk will end width, how it has been loaded, and any special with some questions to check your understand, measures or precautions to take. If you are not so please pay attention. sure the load is safe and secure then report your concerns to the transport manager.70

Toolbox talk – Safe loading 4. Safe loads and load distribution The safety of the load is your responsibility when 4. Ensure different items of the load cannot you are on the road, so you need to take control of move independently of each other how the vehicle is loaded. Consider the following: 5. Headboards and bulkheads should be 1. Always use safe stacking and packing practices sufficiently robust to resist movement 2. Do not carry unnecessary items 6. Carry out a visual inspection of the load as much as is possible, and if you have any 3. Ensure the load is stable, keeping the centre concerns about the load safety then report of gravity as low as possible, and put heavy them to your transport manager items in the centre of the vehicle and at bottom of the load 5. Safe loading and unloading When loading your vehicle, always assess the 3. Use correct manual handling techniques local area for risks, check the housekeeping and familiarise yourself with any new environments. 4. Always try to make pre-delivery arrangements Consider the following basic principles: and only work with trained people 1. Use dedicated loading bays if you can, 5. Do not walk backwards in the vehicle, preferably with raised loading points and do not jump off it 2. Use lifting equipment if you can 6. Use the vehicle’s hazard lights in busy areas 6. Overloading Overloading is not only illegal; it affects the Overloading penalties can include graduated braking, steering and suspension characteristics fixed penalty charges, but the police and DVSA of your vehicle, making it potentially unsafe authorities can refer drivers of UK registered vehicle and shortening the life of expensive component to court, where the penalties are greater. You can parts. You should: also be charged with dangerous driving if you are involved in an incident where your vehicle is found 1. Always query the weight of any load if in doubt to be overloaded. 2. Know the gross vehicle weight, gross train weight or axle weights and never exceed them under any circumstances 3. Ensure the load is distributed so as not to exceed axle weights71

7. Review questionsToolbox talk – Safe loading 1. Why is safe loading important? (Unsafe loads injure 1,200 people per year) 2. What effect can overloading have on your vehicle? (Affect braking, steering and suspension) 3. What are the penalties for unsafe loads? (Fines or court appearance) 8. Final summary Load issues can affect the safety of you and other road users, and can also be costly in time, damage and company reputation. The safety of the load on your vehicle is your responsibility, so do not take shortcuts and always ensure the load is safe, secure and legal.72

Toolbox talk – Load security Toolbox talk – Load security This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end ensure drivers have access to our policy, driver handbook and know about the organisation commitment to HGV safety. Delivered by Signature Date 1. Aim The aim of this toolbox talk is to communicate the importance of securing your load correctly for the safety of the load, drivers, passengers and other road users. 2. Reason why If you are caught driving with an insecure load, you may be prosecuted for dangerous driving Unsafe loads on vehicles injure more than 1,200 and you will be risking your own safety and the people a year and cost UK business millions of safety of other road users. pounds in damaged goods. It is your legal duty through Construction and Use Regulations and the Road Traffic Act to ensure your load is secured so that it is not a danger or nuisance to other road users.73

Toolbox talk – Load security 3. Introduction Make sure you have load documentation showing what is in the load, its weight, height and width, This toolbox talk will cover why load security is how it is secured, and any special precautions to important and the correct use of load restraints. take. If you are not sure the load is secure then The talk will end with some questions to check report your concerns to your transport manager. your understanding, so please pay attention. As the driver, you are responsible for the safety of the load, even if you did not secure it yourself. 4. Why load security? 3. Loads often shift under braking or turning because the forces exerted can be surprisingly Even if the load was packed carefully, if it is not high even at low speed. Even heavy loads shift secured correctly and shifts in transit then it presents a risk on the road. Remember: 4. Roundabouts, harsh braking or acceleration, sharp bends and steep hills can all cause 1. Your vehicle is more vulnerable to rollover load shift if the load is free to move around 2. Spilled loads can lead to road closures, delays and congestion74

Toolbox talk – Load security 5. Load-securing systems XL-rated vehicles and trailers have a reinforced superstructure and are clearly labelled EN 12642 XL: As much as is possible, you must make a visual check that the load is secured appropriately 1. The DVSA accepts an EN12642 XL-rated vehicle before you set off. You must make sure that or trailer as keeping 50 per cent of the rated the load restraint used is: payload to the side without extra securing, as long as the load is closely packed and fills the 1. Appropriate for the vehicle and load being entire load area to the front, back and with a carried gap smaller than 80mm to the side 2. Strong enough and in sufficient quantity Gaps over 15cm (six inches) to the front or to stop movement back or 8cm (three inches) to each side mean that the reinforced structure cannot do its job The load-securing system may include: and you will need to either strap the load down or use packing such as empty pallets, airbags Straps, chains and lashings – you should: or timbers to fill the gaps. This is called a ‘positive fit’. 1. Check webbing straps regularly for damage – even a small cut or tear Curtains of a curtainsider should not be used can reduce the strength of the strap for load restraint unless the whole vehicle or trailer is clearly labelled as meeting the 2. Report damaged or broken straps EN 12642 XL standard. Remember: and replace them immediately 1. If you cannot see XL labels then curtains 3. Not tie knots in any section that is under are only there to provide protection from tension – knots can reduce the strength the weather of the strap by half 2. Goods transported on curtainsiders 4. Use edge protectors or sleeves to protect should be secured as if they were being straps that pass over a sharp or rough edge, transported on a flatbed such as steel or concrete 3. Black buckle straps hanging from roof 5. Note that straps should have labels showing rails in many curtainsiders must only be their rated strength used for load restraint on items weighing less than 400kg Chocs, blocks and cradles Headboards and bulkheads – make sure: 1. The headboard is strong enough to prevent the load shifting forward under braking 2. Trailers are filled tight to the front headboard or bulkhead 3. If there is a gap between the load and the headboard, use dunnage or another method of forward restraint75

Toolbox talk – Load security 6. Review questions 1. Unless clearly labelled as a restraint, what is the 3. If you are using straps on sharp edges, purpose of the curtain? (Weather protection) what must you do? (Use strap protectors) 2. If you identify broken or frayed lashing straps, what must you do? (Replace) 7. Final summary Load issues can affect the safety of drivers and other road users, and can also be costly in time, damage and company reputation. The safety of the load on your vehicle is your responsibility, so do not take shortcuts and always ensure the load is safe, secure and legal.76

Toolbox talk – Diminishing loads Toolbox talk – Diminishing loads This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end, ensure drivers have access to a Driver Action Card and know the policy on load security. Delivered by Signature Date 1. Aim The aim of this toolbox talk is to communicate the importance of ensuring the security of a diminishing load. 2. Reason why Unsafe loads on vehicles injure more than 1,200 Failure to do so may cause serious injury people a year and cost UK businesses millions and you can lose your licence, receive a of pounds in damaged goods. fine, or even go to prison. It is your legal duty through Construction and Use Regulations and the Road Traffic Act to ensure your load is secured in such a way that it is not a danger or nuisance to other road users. 3. Introduction This toolbox talk will cover why multi-drop journeys The talk will end with some questions to check with diminishing loads can affect the safety and your understanding, so please pay attention. roadworthiness of the vehicle, and the role of the driver in making sure the load remains safe and secure for the entire duration of a journey.77

Toolbox talk – Diminishing loads 4. Planning your diminishing loads It can be difficult to prevent rearward and sideways Drivers should be wary about axle overloads when movement on vehicles used for multi-drop journeys removing large portions of the load from either the with diminishing loads. A diminishing load should front or the rear. The remaining load may well need therefore be planned well to help minimise risk and redistribution to avoid these situations. unnecessary handling. It is important that sufficient restraints are carried to be able to secure any issues caused by diminishing loads – you may need to add extra restraints once part of the load has been removed. 5. Offloading Dependent upon the vehicle type, the load will 2. Gaps – are there any gaps at the front, back either be offloaded from: or side of the vehicle that may cause the remaining load to be insecure? 1. The side, when using curtain-sided vehicles 3. Instability – has removing part of the load 2. The rear, with rigid-sided vehicles caused the vehicle to become unbalanced, and is it necessary to rearrange the load 3. Both, from a flat bed to make sure the vehicle is stable? A diminishing load from the rear can cause When removing the load, ensure any gaps extra problems as the back of the vehicle does are filled using dunnage to maintain the not provide sufficient security once the rearmost integrity of the securing system. If this cannot part of the load has been removed, even if it is be achieved, the vehicle may need to be an XL-rated curtainsider. reloaded and secured again. When removing part of the load, there are several Loading the vehicle correctly at the start of things to consider so that your load remains secure the journey makes this process much easier. for the rest of your journey. You should think about: 1. Axle weights – are the individual axle weights still within the permitted range? 6. Securing a diminishing load Loads can be secured by crossover straps, kites or sails to comply with the 50 per cent requirement. The strapping needs to be maintained as the load diminishes, or an intermediate bulkhead could be used.78

Toolbox talk – Diminishing loads 7. Review questions 1. What should you consider when planning 3. What should you use to fill any gaps left a journey with a diminishing load? (Load due to a diminishing load? (Dunnage) needs to be secure for whole journey) 2. What is the requirement for securing loads to prevent rearwards or sideways movement? (50 per cent of load secured) 8. Final summary Load issues can affect the safety of you and other road users, and can also be costly in time, damage and company reputation. The safety of the load on your vehicle is your responsibility, so make sure the load is safe, secure and legal for the entire length of your journey.79

Toolbox talk – Preventing falls from vehicles Toolbox talk – Preventing falls from vehicles This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end, ensure drivers have access to our policy, driver handbook and know about the organisation’s commitment to HGV safety. Delivered by Signature Date 1. Aim The aim of this toolbox talk is to communicate this company’s policy to prevent injuries occurring through falls from vehicles. 2. Reason why Having a good understanding of the hazards of working at height and applying correct More than 2,000 serious injuries to people falling techniques and procedures may prevent injury from vehicles are reported to the HSE each year. to you or others – and could save lives. Many of these injuries are broken arms or legs, resulting in weeks off work and possible loss of earnings. You do not have to fall far to land hard.80

Toolbox talk – Preventing falls from vehicles 3. Introduction This toolbox talk will cover keeping your vehicle safe, getting on and off the vehicle, and safe working practices. The talk will end with some confirmatory questions, so please pay attention. 4. Keeping your vehicle safe It is your responsibility to ensure your vehicle 4. Check that any load restraint equipment like is in a safe state at all times and to reduce the straps, bars and edge protectors are safely likelihood of a fall from vehicle. You should: stored so they do not cause a trip hazard, particularly on curtainsiders 1. Carry out thorough walk around checks on your vehicle, checking that steps, handholds 5. Clean up spills and dirt, such as diesel or and load areas are in good condition mud on the catwalk or load area, to stop people slipping in them 2. Report broken boards, runners and any other objects that could cause a trip on the load area 6. Check the load area conditions for rain water and condensation, and for ice in 3. Keep the load area tidy – pick up loose ropes, winter, particularly on refrigerated vehicles packaging, etc.81

Toolbox talk – Preventing falls from vehicles 5. Getting off the vehicle The way in which you get off the vehicle is a 3. Before stepping off the vehicle, check for significant factor in increasing the likelihood uneven surfaces such as potholes or kerbs of a fall. You should: that may cause you to slip 1. Take a few seconds to climb down from the cab, 4. Do not jump down. This is bad for your load area or catwalk, facing the vehicle, using knees and you are more likely to fall. Most steps and handholds, and maintaining three falls happen when people are getting out points of contact at all times of HGV cabs or down from the load bed 2. Report any missing or damaged equipment 6. How you can work safely 1. Wear well-fitting slip-resistant footwear 5. Follow safe systems of work for loading when working on vehicles and unloading vehicles 2. Keep the soles of your footwear clean to 6. Report missing or damaged access reduce the risk of slipping equipment 3. Always adhere to your training and follow the 7. Check out what other drivers do – if you see company’s safe ways of working, particularly a good idea, suggest it to your supervisor if you use tails lifts or lorry-mounted cranes 4. Use safe ways of getting on or off the vehicle when carrying out vehicle maintenance and checks 7. Confirmatory questions 1. What should be your first consideration before getting into a load area? (The vehicle is in a safe state) 2. What item of PPE is most important with regard to vehicle falls? (Footwear) 3. What must you not do when climbing off a vehicle? (Jump) 8. Final summary Remember: if you can avoid climbing on a vehicle by using alternative loading or unloading methods then do so. Know your responsibilities, keep load areas tidy and get on and off vehicles safely.82

Toolbox talk – Control of substances hazardous to health COSHHToolbox talk – Control of substances hazardous to health COSHH This toolbox talk can be given by the transport manager, line manager or lead driver and should be quick and easy to deliver. At the end, ensure drivers have access to our policy, driver handbook and know about the organisation’s commitment to HGV safety. Delivered by Signature Date 1. Aim The aim of this toolbox talk is to communicate the risks of working with hazardous substances (COSHH – Control of Substances Hazardous to Health) and to ensure drivers understand how they are to be handled and controlled. 2. Reason why Both you and the company have a duty of care to ensure hazardous substances are controlled and handled in a safe manner. Inappropriate use of these substances can cause immediate injury or contribute to long-term illness or disease. 3. Introduction This toolbox talk will cover what COSHH means, how the safety data of hazardous substances is documented, the checks you should make when handling these substances, and the control measure to be applied by both the company and you, the driver. The talk will end with some confirmatory questions, so please pay attention.83

Toolbox talk – Control of substances hazardous to health COSHH 4. What is COSHH? 3. Substances that are harmful in the transport environment include oils, lubricants and 1. COSHH is any product that is described as hydraulic fluid, and fuels. You may be exposed ‘dangerous for supply’. COSHH products will to other substances, such as cleaning fluids, have a label that features one or more hazard solvents and paints symbols. COSHH stands for the Control of Substances Hazardous to Health 4. You could be affected by a hazardous substance through ingestion (eating contaminated food), 2. The hazard symbols can be a yellow square inhalation (breathing harmful dust or fumes), or with black border and symbol or the new absorption (entering the body through cuts, etc.) international signs that feature a white diamond, a red border and a black symbol 5. Safety checks If you are using a hazardous substance, you should 3. Make sure you read and comply with the have access to a safety data sheet. To find out information on the safety data sheet and about health risks and emergency situations, any instructions on the product label you should focus on: (Note: show drivers a safety data sheet for 1. Sections 2 and 16 – these tell you what diesel and point out some of the specific the dangers are hazards for diesel) 2. Sections 4-8 – these tell you about emergencies, storage and handling 6. Control measures The company commits to: 2. Looking after, using and wearing PPE correctly 1. Eliminating the use of harmful products or substances and using safer ones, 3. Knowing where washing and first-aid changing processes to emit or use facilities are less of the substance 4. Not eating, drinking or smoking when 2. Having as few workers in harm’s way handling substances as possible 5. Not exposing colleagues to fumes, dust, 3. Training staff who may be exposed gas or other dangers from hazardous to hazardous substances substances in your work 4. Providing personal protective equipment 6. Ensuring hazardous substances are put (PPE) that fits the wearer, such as gloves, back into a secure location after use and coveralls and masks or respirators are not left out You should commit to: 7. Always washing at the end of each shift and before eating 1. Reading and complying with the information on the hazard data sheet and the instructions on the product label84

7. Confirmatory questionsToolbox talk – Control of substances hazardous to health COSHH 1. What are the hazardous substances in the transport environment? (Cleaning fluids, solvents, engine oil, fuel) 2. What are the two types of danger label used for hazardous substances? (Yellow square with black border, or white diamond with red border and black symbol) 3. Where can you find information about the hazardous substance you are using? (Safety data sheet) 8. Final summary COSHH stands for the Control of Substances Hazardous to Health. Treat them with respect and do not underestimate the long-term illness effects that exposure to certain products can have.85

TDreavineilnogpmanedntOutline of what section covers:Introduction to TruckSmart trainingFORS ProfessionalFORS PractitionerTruckSmart driver training3TruckSmart eLearning ‘Fit for the road’

Introduction to TruckSmart training Introduction to TruckSmart training To complement the These training products will help to ensure TruckSmart Manager Toolkit, your staff have the correct skills and knowledge a number of training and to fulfil their responsibilities with regard to development products vehicle roadworthiness and safety. are available to support your organisation. Transport for London and FORS Professional have developed the TruckSmart driver training and eLearning module to equip drivers with the practical skills needed to check their vehicles are safe and roadworthy at all times. More information Training for managers on the same topic is also available through the FORS Practitioner Workshops, with Workshop 6 covering safe and efficient fleet management.87

FORS Professional FORS Professional FORS Professional offers FORS Professional is approved training that meets a comprehensive package FORS, CLOCS and TfL’s WRRR requirements. of essential training, with Training courses, including TruckSmart, are cutting-edge content that delivered by fully qualified education professionals, will help operators to meet with both classroom and online accessibility. the FORS Standard. Full range of training courses It aims to improve knowledge and professional and eLearning modules, visit standards within the fleet industry and address fors-online.org.uk today’s safety and efficiency challenges. FORS Professional training courses, including TruckSmart, represent the best training on the market, helping drivers and management to achieve high performance in: Safety Efficiency Environmental Impact They are the default ‘must-have’ training courses for drivers and managers.88

FORS Practitioner FORS Practitioner What is FORS Practitioner? FORS Practitioner workshops can be attended in any order. Delegates can attend one or FORS Practitioner is essential professional more workshops, but will only be awarded development for fleet managers and supervisory FORS Practitioner status once the full staff. It is a series of half-day workshops that workshop suite has been completed. raise awareness of the latest industry best practice in safe, green and efficient fleet management. Workshop 6: Delegates achieve FORS Practitioner status Safe and Efficient once the full workshop suite has been completed. Fleet Management FORS Practitioner overview FORS Practitioner Workshop 6 follows a programme of learning, networking, FORS Practitioner covers all aspects of fleet discussion and industry codes of practice. management and is open to FORS-registered or It covers the legislative requirements relating accredited operators. The workshop topics are: to vehicle roadworthiness and developing audit procedures and internal management Workshop 1 systems to ensure efficient management of Developing road transport policy your fleet. Workshop 6 training objectives are to support delegates to: Workshop 2 Managing work-related road safety Apply the legal and economic requirements for maintaining roadworthiness Workshop 3 Managing driver fitness and impairment Implement a systems approach to good fleet management Workshop 4 Managing driver assessment and training Use management checks, records and data Workshop 5 Apply the role of technology in supporting Post-collision procedures and analysis safe and efficient fleet operations Workshop 6 Safe and efficient fleet management Workshop 7 Reducing fuel use and minimising environmental impact Workshop 8 Minimising transport fines and charges Workshop 9 Monitoring and measuring road fleet performance89

TruckSmart driver training TruckSmart driver training What is TruckSmart? What drivers will learn from TruckSmart TruckSmart is a one-day training course for all commercial drivers, equipping them TruckSmart follows a comprehensive course with the knowledge and skills to operate programme that also aligns to the Driver safe and roadworthy vehicles. Certificate of Professional Competence syllabus. The course covers the following subject areas: TruckSmart overview • The moral, economic and legal importance TruckSmart focuses on the importance of driving of operating safe and roadworthy vehicles safe and legal HGVs, and the role of the driver in ensuring vehicles are roadworthy at all times. • Drivers’ roles and responsibilities within TruckSmart tracks a series of five themes. the HGV safety system These five simple messages are echoed • Vehicle checks and defect reporting throughout both TruckSmart training course and the Fleet Manager Toolkit. They are: • The principles of safe loading 1 Know it • The elements of a good load-security a safe vehicle matters system and the different types and uses of load restraints 2 Check it walk around before, during and • How to mitigate the effects of loads on driving and operational performance after journeys • The roles and responsibilities of the 3 Load it regulatory and enforcement bodies plan and position your load safely • The risks, penalties and consequences of driving with an unroadworthy vehicle or unsafe load See overleaf for the full training objectives and learning outcomes of TruckSmart driver training. 4 Secure it secure your load correctly 5 Report it record problems and take action90

TruckSmart driver training TruckSmart theme posters Know it Check it Load it a safe vehicle matters walk around before, plan and position your during and after journeys load safely Secure it Report it secure your load correctly record problems and take action A full range of TruckSmart Themes can be found on the attached USB.91

TruckSmart driver training Training Learning Objectives Outcomes By the end of this lesson By the end of this lesson delegates will be able to: delegates will be able to: • Explain the moral importance of operating roadworthy and safely Appreciate the moral, loaded vehicles economic and legal importance of operating roadworthy • Explain the economic benefit of operating safe and roadworthy vehicles and safely loaded vehicles • List the different regulations and industry codes of practice governing vehicle roadworthiness Understand drivers’ roles • Identify the main elements of a good HGV safety system and responsibilities within • Identify the different types and frequency of inspections the vehicle HGV safety system • List the roles of the main people involved in HGV roadworthiness • Recognise the importance of the drivers’ contribution to the HGV safety system • Recognise the importance of documentation for walk around checks and defect reporting Implement the required • Conduct an effective walk around check tasks and procedures to • List the benefits of technology that help assess ensure HGV roadworthiness a vehicle’s condition Apply the principles • Identify the main defects that affect of safe loading HGV roadworthiness • Accurately report defects to enable remedial measures to be taken • List the common defects affecting roadworthiness of HGVs • Explain the roadworthiness responsibilities for towing third-party semi-trailers • Describe different types of loads • List which vehicle type (flatbed, curtainsider, box body, containers and swap bodies) configurations to use for different loads • Describe the principles of load distribution • List the roles of the main people involved in loading • Identify the different terms used (GVW, axle weight, maximum authorised mass, unladen weight) • Explain where to find on-vehicle information with regard to load capacities and axle weights • Explain why tag and lift axles are fitted to vehicles in relation to load-carrying capacity92

TruckSmart driver training Training Learning Objectives Outcomes By the end of this lesson By the end of this lesson delegates will be able to: delegates will be able to: Understand the elements • Identify the main elements of a good load-securing system of a good load-security system • Explain the use of headboards, anchorage points, and internal partitions Mitigate the effects and their restraint capabilities of loads on driving and • Explain how differing/mixed loads should be loaded safely and within operational performance the legal payload • Choose the most appropriate restraint system (including sheeting) and ensure adequate levels of restraint • List the documentation relating to the load that needs to be carried • Identify the differing forces that affect load security and stability, and how the load centre of gravity affects this • Describe the handling characteristics of loaded vehicles • Describe how different types of load affect driving performance • Explain the reasons and methods for load redistribution when conducting multi-drop operations • List the actions to be taken in the event of a shed Understand the roles • Describe the role and responsibilities of the DVSA and responsibilities • Describe the role and responsibilities of traffic police of the regulatory and • Describe the role and remit of the HSE enforcement bodies • Describe the role of the traffic commissioner Recognise the risks, • List the actions to be taken in the event of a vehicle breakdown consequences • List the breakdown information that should be carried in the vehicle and penalties • Describe the risks associated with failing to maintain vehicles in accordance with the law • Describe the risks that insecure loads pose to the driver and other road users • Describe the penalties and consequences for using unroadworthy or unsafely loaded vehicles • List the graduated fixed penalty notice (GFPN) associated with vehicle defects and unsafe loads93

TruckSmart eLearning: ‘Fit for the road’ TruckSmart eLearning: ‘Fit for the road’ What is TruckSmart eLearning? TruckSmart eLearning overview TruckSmart eLearning is a single self-paced module The TruckSmart eLearning module is designed to for HGV drivers that focuses on key learning points complement the broader toolkit and classroom to promote good-practice behaviours that improve training. It acts as a means of both refreshing and vehicle roadworthiness and safe loading practices. testing key information taught in the face-to-face The eLearning module is available from the FORS training, and aligns fully to the toolkit messages. website under Training > Drivers > eLearning. It also can be used as an optional extra training resource. The module should take The module is designed specifically for HGV no more than 40 minutes drivers, but will benefit van and commercial vehicle to complete. drivers or operators across all sectors. It can also be used by fleet managers to gain a first-hand experience of the material they are asking their drivers to study.94

TruckSmart eLearning: ‘Fit for the road’ TruckSmart eLearning: ‘Fit for the road’ Why study TruckSmart • List the common defects affecting eLearning? roadworthiness of HGVs The module gives learners a chance to revisit • Describe the principles of load distribution the key messages and content covered by the face-to-face TruckSmart training, and challenges • Identify the main elements of a good the learner to apply what they have learnt in safe, load-securing system real-world scenarios. • Describe some of the risks that unsecure loads The eLearning module will help drivers understand pose to the driver and other road users and be able to carry out the procedures required to maintain a roadworthy vehicle. It gives an • Describe the penalties and consequences for overview of safe loading practices and highlights using unroadworthy or unsafely loaded vehicles. some of the effective methods for securing loads. Throughout the module, emphasis is given to After completing the eLearning, drivers will be the adoption of good practice to promote driver able to: behaviour beyond that which is required by law. On successful completion of this module, learners • Appreciate the moral, economic and legal have the opportunity to print or save a certificate. importance of operating roadworthy and safely loaded vehicles • Recognise the importance of the driver’s contribution to the roadworthiness system • Recognise the importance of accurate documentation for walk around checks and defect reporting • Conduct an effective walk around check • Accurately report defects to enable remedial measures to be taken95

RMoaandawgoemrtheinnteTsos olsOutline of what section covers:Templates include:• Walk around check report• Vehicle roadworthiness system checklist• Vehicle record file• Preventive maintenance planner• Vehicle usage record• Safety inspection report form4• Vehicleroadworthinesssystemprocess

Walk around check report Walk around check report Driver: Signature: Date: Odometer reading: Vehicle type: Trailer number: VRM: No defect identified ✓3 Defect identified 5 Walk around check list Signage and markings Inside the cab Registration plate Vehicle exterior O Licence disc and permits Windows and mirrors Reflectors Windscreen wipers Body condition Conspicuity markers Windscreen washers Fuel and oil leaks Seat adjustment Fluid levels Blindspot warning signage and seatbelt Mirror condition Lights, indicators and security FORS signage and hazards Battery security Horn and condition Trailer items Dash warning lights Lights, indicators Coupling security Tachograph operation and hazards Heating and ventilation Windscreen and glass Electrical connections Wheels and wheelnut Camera/sensor system indicator Tyres – condition, Brake lines Audible turn left alarm tread, pressure Mudguards and Registration plate Pre-drive checks spray suppression Exhaust smoke Vehicle security and locks Parking brake Steering control Fuel and AdBlue Sideguards Landing legs Brake efficiency or jockey wheel Speedo operation Lashing points Crank handle stowed Headboard condition Load security Details of defects identified Action taken Name: Authorised by: Signature: Date:97

Walk around check report Walkaround checks Defect reporting Drivers must complete walk around checks You must record the results of walk around before and after journeys. checks. This report will be kept for 15 months as part of the vehicle’s record file. You must also be alert to any potential defects while driving, such as dashboard warning lights, The walk around check report records defects vibrations and exhaust smoke. that may affect the roadworthiness of the vehicle and documents how they were repaired before Walk around checks should consist of the vehicle was used. an examination of all the components of the vehicle, which might affect safety If defects are found, the vehicle must not be or roadworthiness. used on the road until all defects are repaired. It is important that you allow enough time If no defects are found you should use this for their walk around checks every time they report to record ‘nil’ defects. This confirms are carried out. Enforcement bodies will check that a proper walk around check has been for evidence of ‘other work’ recorded on the carried out. tachograph for walk around checks. You must give the defect report to a person You might need assistance during the walk with authority to ensure that appropriate action around check, such as to ensure that lights is taken. This might include taking the vehicle and indicators are working. During the hours out of service until defects are repaired. of darkness, a torch will also be needed. 98

Vehicle roadworthiness system checklist The vehicle roadworthiness system checklist A compliant and effective vehicle maintenance system includes the following: DVSA Requirement or Recommendation TruckSmart Tool 1. Management and communication 1.1 There must be a roadworthiness system to ensure that Policy statement* unroadworthy vehicles are removed from service Roadworthiness system process 1.2 There must be someone responsible, with the authority, Roles and responsibilities* to take vehicles off the road 1.3 The roadworthiness system must be effectively and Roles and responsibilities* continually monitored. 1.4 Records of safety inspections, driver walk around checks Vehicle record file and maintenance must be kept for at least 15 months for all vehicles 2. Safety inspections 2.1 First-use inspections must be conducted for leased, Roadworthiness hired or borrowed vehicles system process Safety inspection form 2.2 Safety inspections should be pre-planned, preferably Planned maintenance using a time-based programme. Intermediate safety wall chart checks may be necessary on some types of vehicles Planned maintenance and operations spreadsheet 2.3 Safety inspections must include the items covered Safety inspection form by the annual HGV test 2.4 The safety inspection record must include: Safety inspection form • The details of any repair work and who conducted the repairs • A signed declaration that defects have been repaired and the vehicle is in a safe roadworthy condition 99

Vehicle roadworthiness system checklist DVSA Requirement or Recommendation TruckSmart Tool 2.5 Operators who undertake their own safety inspections Roles and responsibilities* and repairs must: Roadworthiness • Employ inspection staff that are sufficiently competent system process to assess the significance of defects • Have the correct tools and facilities for the size of the fleet and type of vehicle operated. Including access to: o Brake testing equipment o Headlamp alignment equipment o Diesel smoke test meter • Provide assistance to operate the vehicle controls during inspections 2.6 Operators who outsource their safety inspections and Template contract for services maintenance to agents, contractors or hire companies are responsible for the condition of vehicles and trailers. Operators who have contracted out their safety inspections must: • Draw up a formal written contract with an inspection agency or garage • Review safety inspection forms • Monitor the quality of work produced for them 2.7 Remedial work carried out as a result of safety Safety inspection form inspections must be recorded Vehicle record file 2.8 The Central Licensing Unit must be notified of any changes to safety inspection arrangements 3. Walk around checks and defect reporting 3.1 Industry good practice recommends checks are Walk around check form carried out before, during and after a journey, by a responsible person. 3.2 Drivers must promptly report defects that affect the Walk around check form safe operation of the vehicle 3.3 Defects and details of any rectification work must Workshop job card be recorded *This will be outlined in your policy statement/roles and responsibilities document.100