Fleet CARE

Fleet safety activities are prone to failure when they are not adequately supported and funded by senior leadership. Management should establish a culture of safety by being actively involved in all aspects of the program, especially communicating their expectations to new and existing staff.

Key resources

• Setting the right direction
• Designating a fleet safety manager and fleet safety committee

Fleet safety policies and procedures must be clearly laid out in writing so that management and drivers understand their responsibilities and expectations. Many safety programs fail when implementation is inconsistent or policies are not clear. The fleet safety program should apply to all employees and volunteers operating organization vehicles or their personal vehicles driving for purposes related to the organization.

Key resources

• Guidelines for establishing a fleet safety program
• Sample fleet safety and driver safety manual

Effective fleet programs focus on the driver hiring and supervision process. 94% of collisions are due to driver error.¹ Hiring drivers with adequate driving experience, which is 3 years (or 5 years if driving passengers), clean driving records and safe driving habits (observed during a road test) is critical. Once hired, drivers should be monitored to ensure that they are operating safely. Supervision includes ride-along observations, investigation of complaints, accident investigations, violation (MVR) reviews at least annually, telematics monitoring and semiannual performance reviews at a minimum.

Key resources

• Guidelines for hiring the right driver
• Driver qualification
• The MVR: An essential tool
• Road evaluations for light vehicle drivers

Continuous monitoring of drivers with telematics devices and/or dash cams can identify patterns of unsafe driving behaviors which could lead to a crash or injury to the driver or passengers. A designated administrator should be assigned to monitor unsafe driving alerts and reports so that appropriate action can be taken to address driver performance including coaching, increased supervision or removal from driving duties if necessary. Dash cam videos are important in crash investigations.

Key resources

• Why vehicle telematics?
• Telematics selection guide
• Telematics implementation and coaching guide
• Everything you need to know about dash cams

Drug and alcohol impairment is a leading cause of auto accidents in the U.S. It is estimated that each year, 15.4% of American adults experience issues related to substance use disorder.¹ In 2021, 4.6% of workplace drug tests were positive, up about 30% since a low in 2010-2012.² The 4.6% positive drug testing rate may not seem high on the surface, but those applicants or employees know they are going to be tested. Workers with substance abuse problems are more likely to apply at organizations who do not test for drugs and alcohol. If you are a business owner or company leader, it’s important to ask yourself whether this could be your organization.

Key resources

• Drug and alcohol testing of drivers
• Drug and alcohol testing requirements for CDL drivers

Many drivers have had little training in safe driving concepts such as speed management, proper following distance, distractions, inattention, etc., since they got their license. Over the years, drivers can develop bad habits which increase the likelihood of an accident. Driver training and awareness are key to helping keep drivers accident-free.

Key resources

• Driver training best practices
• Monthly infographics for driver safety training
• Videos and online training
• Driver training checklist

When transporting passengers with special needs, individual care plans (ICP) should be developed which stipulate whether an aide or wheelchair is needed, safe boarding and disembarkment procedures, special securement requirements, emergency response procedures, etc. The portion of the client’s ICP related to transportation should be reviewed with and available to the driver and/or aide. Drivers should be trained in emergency procedures including evacuation, first aid, CPR and AED deployment if applicable.

Key resources

• Client care plan checklist for drivers
• Client care plan — sample form
• Managing large passenger vans

Clients in wheelchairs can be severely injured if their wheelchair is improperly secured or they are not properly belted in the chair. All drivers should be trained in safe operation of lifts, proper wheelchair securement and proper belting of the client. This training should occur during orientation and at least annually thereafter. Training should be documented and the driver should demonstrate “hands-on” proficiency by loading, securing and unloading a passenger. Pretrip inspections should include operation of the lift and ensuring adequate securement devices, belts and belt cutting devices are on board.

Key resources

• Passenger driver training
• Passenger driver training checklist
• Passenger driver pretrip inspection

Policies should clearly outline which child car seat/booster should be used based on a child’s age, height and/or weight as stipulated by state law or other regulations. ICPs should stipulate which device is required for the specific child. Drivers should demonstrate their knowledge and “hands-on” proficiency in securing the device and the child. Policies should prohibit children from being left alone in the vehicle, and a process should be in place to ensure that a vehicle is empty of all children before being parked.

Key resources

• Car seats and booster seats
• Car seat basics (60-minute online training)
• This vehicle is empty

Employees and volunteers who use their personal vehicles for work-related tasks - such as transporting residents or clients to appointments, delivering meals, or running errands - present similar liability risks as those driving organization-owned vehicles. To reduce your liability exposure, employees and volunteers driving their own vehicles should be subject to the same safety policies and procedures as drivers operating organization-owned vehicles. Additionally, managers should ensure that the vehicle is adequately insured to cover liability in the event of an accident, that the vehicle is well-maintained, and that it is a current model with adequate safety features.

Key resources

• Non-owned vehicle management
• Authorization to use personal vehicles for organization business
• Non-owned vehicle and driver qualification checklist

Vehicle crashes are high-stress situations, especially when people are injured. Having a procedure and training for drivers on what to do in the event of a crash helps to ensure the safety of your driver and clients. Drivers should report any incident as soon as possible, no matter how minor. Formal investigations should be completed on all incidents to identify cause factors so corrective measures can be taken to prevent recurrence.

Key resources

• Commercial auto accident reporting form
• Accident procedures for drivers

Organizations should have a vehicle replacement policy in place to ensure that older vehicles are not left in service past their safe limits. Older vehicles are more likely to have component failure, and many do not contain the latest safety technology. New vehicle selection criteria should be established to ensure that vehicles have acceptable crash ratings and have important technology such as automatic emergency braking, backup cameras, etc.

Key resources

• National Highway Traffic Safety Administration — Vehicle safety ratings
• Insurance Institute for Highway Safety — Vehicle safety ratings
• Vehicle selection guide for organizations transporting passengers
• Reducing collisions with advanced driver assistance systems (ADAS)
• ADAS — Driver education