In Canada, motor vehicle transportation is a shared responsibility between federal, provincial, and territorial governments.
Transport Canada, under the Motor Vehicle Safety Act (MVSA), establishes safety regulations for the manufacturing of motor vehicles and designated motor vehicle equipment, while provinces and territories are responsible for the licensing of drivers, vehicle registration and insurance, and laws governing the safe operation of vehicles on public roads.
This month’s bulletin follows safe vehicle operation and what workers should do if they are involved in a motor vehicle incident.
Vehicle Safety Agreements
First, when workers are authorized to operate company vehicles, employers must ensure that an appropriate vehicle safety agreement is in place.
A proper safety agreement should confirm that workers are trained, competent, and authorized to operate the vehicle; that roles and responsibilities are clearly defined; communication methods are established and understood; site hazards and controls have been reviewed; and traffic management and vehicle movement plans are in place.
A safety agreement helps to ensure all parties involved are aware of the roles, responsibilities, and risks relating to company vehicle operation and clarifies all expectations for drivers and operators. A strong safety agreement should also identify an inspection and preventative maintenance framework in accordance with company policies, manufacturers specifications, and applicable regulations and legislation. Having these expectations documented and communicated helps reduce the likelihood of incidents and ensures workers understand their obligations.
Safe Vehicle Operation
Before Driving
Drivers and operators must:
- Conduct a vehicle inspection before use (tires, lights, mirrors, windshield, brakes, fluid levels).
- Ensure the vehicle is roadworthy and report any defects immediately.
- Adjust mirrors, seat position, and steering wheel before departing.
- Secure all loads and equipment properly.
- Ensure all occupants wear seatbelts.
While Driving
Drivers and operators must:
- Obey all traffic laws, speed limits, and company policies.
- Maintain a safe following distance.
- Drive defensively and anticipate hazards.
- Avoid distractions such as mobile phones, eating, or adjusting devices while driving.
- Never drive under the influence of alcohol, drugs, or medications that impair driving ability.
- Adjust driving behaviour to weather, road, and traffic conditions.
- Take regular breaks on long trips to prevent fatigue.
- Use hands-free communication only when necessary and permitted.
Immediate Actions After a Vehicle Incident
If a vehicle incident occurs, the priority is always the safety of people. Workers should stop immediately and remain at the scene, check for injuries, and contact emergency services if required. If it can be done safely, vehicles and personnel should be moved to a secure location away from traffic or other hazards. Once it is safe to do so:
- Activate hazard lights and set up warning devices to alert others.
- Avoid standing between vehicles or in active traffic areas.
- Report preliminary incident information to your supervisor.
Information Collection and Reporting
Accurate documentation is essential following an incident. Workers should ensure the following information is collected:
- Licence plate numbers
- Site conditions
- Driver and witness information and statements
- Insurance information
- Photos of vehicle damage
- Relevant details such as time, location, and contributing factors.
Police must be contacted if:
- There are injuries.
- A vehicle is not drivable.
- A driver does not have valid documentation.
- Total damage exceeds $5,000.
Post-Incident Responsibilities
After an incident, workers should remain professional and focused on the facts. It is important not to admit fault, assign blame, offer or accept payment, or agree to privately settle the incident. Incident investigations will be conducted to determine contributing factors and identify possible corrective actions.
Once the immediate situation has been addressed, workers must follow all company reporting and documentation procedures. Incidents should be reported to a supervisor immediately, and all required details provided to the company’s insurance provider. Any injuries, regardless of how minor they may appear, should be assessed by a medical professional to ensure appropriate treatment and documentation.
Workers are also responsible for completing all required company and regulatory documentation in a timely manner and as outlined in company policies. Failing to report incidents as outlined in company procedures and vehicle safety agreements can result in disciplinary action, insurance complications, regulatory non-compliance, and increased risk to workers and the organization.
Safety Reminder
Safe vehicle operation requires planning and consideration long before the engine is even started. Pre-use inspections, defensive driving practices, and compliance with company procedures all play a significant role in preventing incidents and protecting workers.
Reach out to your Kasa Consulting Advisor for support in developing hazard assessments, safe work practices, procedures, and policies related to workplace vehicle operation, as well as assistance with post-incident investigations.