SM 445-2-H CHAPTER 16
Motor Vehicle Safety
Instruction: This chapter is revised to include information on off-highway vehicle (OHV) requirements and to add Appendix 16-3-Risk Management Worksheet; Appendix 16-4-Off Highway Preventive Maintenance Checks and Services; and Appendix 16-5-Snowmoble Preventive Maintenance Checks and Services.
1. Purpose. This chapter is revised to include information on off-highway vehicle (OHV) requirements and to add Appendix 16-3-Risk Management Worksheet; Appendix 16-4-Off Highway Preventive Maintenance Checks and Services; and Appendix 16-5-Snowmoble Preventive Maintenance Checks and Services.
A. This chapter covers any USGS employee or contractor who operates a motor vehicle in the performance of official duties.
B. Motor vehicles include all vehicles owned or leased by the USGS, rental and privately owned vehicles, and other vehicles such as trucks, drilling rigs, forklifts, all-terrain vehicles, and snowmobiles.
2. References.
A. Section 211(j) of the Federal Property and Administrative Services Act of 1949 as amended [68 Stat. 1128].
B. 40 U.S. Code Section 491(j).
C. 49 CFR Part 483, Commercial Driver’s License Standards; Requirements and Penalties.
D. Survey Manual (SM) 409.1 - Personal Property - Vehicle Management.
E. SM 408-2-H - Property Management Handbook, Chapter 6 - Motor Vehicles.
3. Requirements. The USGS will establish requirements for the safe operation of motor and OHV that include the following, as a minimum:
A. A system for restricting motor vehicle operations to qualified and authorized persons.
B. Federal employees who regularly operate a Government, rental, or privately owned motor vehicle for the USGS or contractor employees who regularly operate a Government motor vehicle for the USGS to:
(1) Possess valid state/international licenses for the class of vehicle being operated. (Employees must notify their employers if their drivers’ licenses are suspended, revoked, canceled, or they have been otherwise disqualified from holding licenses). The USGS requires drivers who transport school-age children be licensed in accordance with regulations administered by the Federal Highway Administration and the States wherein the children are transported. Appendix 16-1, Annual Motor Vehicle Operator’s Certification Form, may be used for this purpose.
(2) Have supervisor’s approval to operate the vehicle. (Supervisor is to establish that the employee has the ability to operate the vehicle safely in the operational environment assigned.)
(3) Be at least 18 years old. All USGS personnel who operate a motor vehicle in the performance of official duties shall be 18 years of age or older.
(4) Have their driving records validated by the State (international-licensed drivers exempted) and/or National Driver Register upon employment and whenever management deems it advisable to review.
(5) Require Federal and contractor personnel who infrequently operate sedans and other light motor vehicles to meet conditions 3.B(1), B(2), and B(3) in this chapter. Condition 3.B(4) is also recommended, but at the Bureau’s option.
(6) Condition 3.B(4) is delegated to local organizational managers and supervisors and may be redelegated as deemed appropriate.
C. In addition to 3.B, a person who drives commercial motor vehicles (having either a GVW rating of more than 26,000 pounds, towing a vehicle with a 10,000 pound or more GVW rating, hauling hazardous material requiring the vehicle to be placarded, or operating a vehicle designed to transport 15 or more people including the driver) shall:
(1) Possess only one commercial driver’s license.
(2) Possess a valid medical examiner’s certificate, if required by his/her State of domicile or location of employment.
(3) Be at least 21 years old.
(a) Notify his/her employer if his/her driver’s license is suspended, revoked, canceled, or he/she has been disqualified from holding a State/international license.
(b) USGS personnel operating commercial vehicles (any vehicle having a GVW rated greater than 26,000 pounds or towing a vehicle with a GVW rating of 10,000 pounds), vehicles hauling hazardous material requiring vehicle placarding, or vehicles designed to transport 16 or more persons, shall possess an appropriate State commercial driver’s license. In addition they shall be at least 21 years of age and possess a valid medical examiner’s certificate if required by the State where employed.
D. Require a driver and all passengers to use the provided safety belts at all times when the motor vehicle is in motion, on or off the highway.
(1) All vehicle occupants shall wear seat belts while the vehicle is in motion for general and commercial vehicles, and appropriate personal protective equipment, such as helmets and goggles, when operating vehicles such as OHVs or snowmobiles.
(2) Employees shall not operate 3-wheeled OHVs.
(3) Cellular phone usage in USGS vehicles shall be restricted as follows:
(a) The driver of a USGS vehicle shall not use a cellular phone while the vehicle is in motion. A passenger in a USGS vehicle may use a cellular phone while the vehicle is in motion; however, phone conversations should be limited such that the driver is not distracted.
(b) When driving alone, incoming calls can be directed to voice mail or pager for answering after the vehicle has been safely pulled to the side of the road.
(c) State and local laws may be more stringent, as some localities have established regulations regarding cellular phone use in vehicles.
E. Provide drivers initial and refresher training as necessary for them to operate safely. Also inform them of the potential penalties (see 49 CFR 383 and 391) for failure to operate motor vehicles in a safe and lawful manner.
(1) Defensive Driving initial and refresher training shall include concepts of defensive driving; physical and mental conditions that affect driving; effects of drugs and alcohol on the driver, including defense against the impaired driver; adjusting to a variety of driving conditions and environments; and techniques for backing safely, as a minimum. Training should be conducted every 3 years. Training from other than National Safety Council, American Automobile Association, or USGS Defensive Driving and Coaching the Utility Truck Driver must be coordinated through the Regional Safety Manager and approved by the Bureau Safety Manager prior to instruction.
(2) Specialized Vehicle initial and refresher training should include, at minimum, a review of the operator manual and successful completion of supervised “hands-on” exercises. In lieu of training, supervisors may authorize operation of specialized vehicles if the employee has demonstrated proficiency in operating the vehicle through job or personal experience.
(3) USGS personnel operating vehicles that require specialized skills or knowledge (i.e., forklifts, drill rigs, 4x4 vehicles, off roadway vehicles (OHVs), snowmobiles, SnowCats, vehicles with greater than 1-ton capacity, or vehicles towing watercraft, snowmobiles, or other large equipment) shall obtain supervisory authorization prior to vehicle operation.
F. The following minimum requirements will be met before an employee, volunteer, or contractor is authorized to operate an OHV:
(1) Complete a Formal Risk Assessment
Supervisors are responsible for ensuring that a formal risk assessment has been prepared and approved for operation of an OHV (Appendix 16-3, “Levels of Risk and Use of the Risk Decision Authority Matrix”).
(2) Each OHV operator must complete an operator training course developed by a manufacturer or other appropriate source, and taught by an individual who has successfully completed and OHV Instructor course in order to qualify for OHV authorization. Courses must be specific to each vehicle class, to include field instruction, and be documented. Refresher training, with check ride, is required every three years, at a minimum. Refresher training is strongly encouraged for infrequent operators (less than 24 annual ride hours) and when new equipment is placed in service. Training is available through USGS/federal agency employees who have completed an OHV instructor course, or through private vendors.
(3) Appropriate Fieldwork Procedures
All OHV operators will follow USGS fieldwork procedures (refer to USGS Safety and Environmental Health Field Manual 445-3-H, Topic 4.6). At a minimum, OHV operators will:
(4) Personal Protective Equipment (PPE)
(a) All authorized OHV operators will wear PPE to protect the eyes, face, head, and extremities. All helmets will be Department of Transportation SNELL, or American National Standards Institute standard approved. Helmets will be fastened. Examples of PPE include:
(b) Along with the supervisor, a safety professional must also approve the purchase of USGS-supplied PPE (refer to Chapter 26.5.F).
(c) Some types of goggles which are impact resistance do not allow for the exchange or the movement of air, thus causing the lens to steam-up. The current motor vehicle laws permit the use of face shields and/or other eye protection, (e.g., glasses or sun-glasses).
(d) OHVs exhaust systems come in contact with brush, and rocks, and are constantly being damaged. All OHVs should be purchased and maintained with an approved flame arresting exhaust systems at all times.
(e) OHVs can be purchased with roll-over protection and seat belts. When these options are available they should be incorporated into the vehicle.
(f) Items carried on OHVs (e.g., scientific equipment, rifles, and shot guns) should be attached, and affixed, to the OHV in a manner which precludes the items from becoming entangled in the environment in which the OHV is operated. All rifles and guns must be unloaded when transported on an OHV.
(5) Field Risk Assessment
(a) A field risk assessment will be documented in the event of any significant change in weather, terrain, or circumstance. Significant changes include:
(b) Preventive Maintenance Checks and Services Checklist for OHVs and snowmobiles must be signed by the supervisor and the employee before commencing operation of any OHV. These checklists may be found in Appendix 16-4 and Appendix 16-5, respectively.
(c) If a buddy is unavailable, the supervisor can authorize a solo OHV operation after preparing a specific ride plan. The plan would supplement the field risk assessment with an analysis of the specific environmental situation including:
(d) At a minimum, the ride plan must address:
(e) A Risk Management Worksheet can be used to document the analysis. The decision document must be signed by the supervisor and kept on file. Employees, contractors, and volunteers have the responsibility to follow safe operating procedures and have the right to decline to operate any equipment under circumstances they deem unsafe.
G. Investigate and analyze vehicle accidents related to field operations and take appropriate action to minimize them.
H. All accidents involving a motor vehicle shall be reported as required in Chapter 7 of this Handbook.
I. Include appropriate safety features in purchase orders and lease agreements for non-General Services Administration vehicles.
J. Inspect motor vehicles in order to maintain a safe, operable condition. All field vehicles used to transport cargo will be equipped with a properly designed safety screen, installed between the passenger compartment and cargo area, and a securely mounted fire extinguisher easily accessible from inside the vehicle. At a minimum, safety inspections shall consist of the items set forth in Appendix 16-2, Motor Vehicle Safety Inspection Checklist. Deficiencies that impair safety of operations shall be corrected before returning the vehicle to an operational status.
4. Responsibilities.
A. Bureau Safety Manager.
(1) Evaluates regional headquarters and regional science programs as feasible to assess the effectiveness and degree of motor vehicle safety program administration and implementation every 3 years. Evaluations will consider employee training, vehicle inspections and maintenance, and licensing requirements, at a minimum. Bureau evaluation reports/findings will be provided to the Regional Director/Regional Executives, through the Chief, Office of Regional Services/Regional Safety Manager.
(2) Approve all exceptions to established USGS policy, training, and instruction.
B. Regional Safety Managers.
(1) Coordinate the scheduling/conduct of periodic evaluations of Regional organizations and regional science programs to determine the effectiveness and degree of motor vehicle safety program administration and implementation. Evaluations will consider the overall program (i.e., employee training, vehicle maintenance, inspections, and licensing requirements).
(2) Provide assistance to Regional Safety Officers and Collateral Duty Safety Program Coordinators (CDSPC’s) to determine training needs and implement motor vehicle safety program requirements.
(3) Review regional organizational requests for exceptions to established USGS policy, training, and instruction and coordinate with the Bureau Safety Manager for approval.
C. Regional Safety Officers.
(1) Coordinate the scheduling/conduct of periodic evaluations of Regional organizations and regional science programs to determine the effectiveness and degree of motor vehicle safety program administration and implementation. Evaluations will consider the overall program (i.e., employee training, vehicle maintenance, inspections, and licensing requirements).
(2) Oversee and coordinate assistance to field organizational CDSPC’s in determining training needs for the implementation of motor vehicle safety program requirements.
(3) Evaluate motor vehicle training to determine adequacy, cost effectiveness, and appropriateness in meeting regional science program needs.
(4) Review regional science program organizational requests for exceptions to established USGS policy, training, and instruction and coordinate with the Regional Manager for Bureau Safety Manager approval.
D. Collateral Duty Safety Program Coordinators.
(1) Establish programs to strengthen employee and supervisor awareness of motor vehicle program requirements as detailed within this chapter.
(2) Establish inspection programs for all organizational vehicles at least annually or more often as recommended by the manufacturer.
(3) Monitor identified motor vehicle deficiencies and supervisory corrective action until abated.
(4) Conduct periodic evaluations of the organizational motor vehicle program to determine the effectiveness and degree of motor vehicle safety program administration and implementation. Evaluations will consider the overall program (i.e., employee training, vehicle maintenance, inspections, and licensing requirements).
(5) Assist supervisors in administration of the organizational motor vehicle program, inclusive of appropriate training. Training sources include USGS employees certified as defensive driving instructors, local law enforcement agencies, the National Safety Council, and other private vendors, many of which are listed in the telephone directory yellow pages or on the World Wide Web. The Regional Safety Manager/Officer may be contacted should a question arise as to course or instruction suitability in meeting defensive driving training requirements.
(6) Coordinate training requests that deviate from established course requirements with the appropriate Regional Safety Officer and/or Regional Safety Manager as applicable for approval by the Bureau Safety Manager.
E. Managers and Supervisors.
(1) Establish and implement a local level motor vehicle safety program for government and contractor personnel operating motor and specialized vehicles.
(2) Assure that personnel have valid State drivers’ licenses for the class vehicle to be operated.
(3) Maintain and update Motor Vehicle Operator’s Certification Forms for all subordinate personnel annually.
(4) Coordinate defensive driving training no less than once every 3 years for USGS personnel who operate a motor vehicle in the performance of official duties. Supervisors may require additional or more frequent training if warranted by an employee's driving record.
(5) Coordinate specialized motor vehicle training for each specific type of vehicle operated, such as an operator course developed by the vehicle manufacturer or another appropriate source, to facilitate personnel participation and knowledge of operating and manufacturer recommendations for maximum speed and safety procedures.
(6) Coordinate OHV training to assure personnel successfully complete an OHV Course developed by a manufacturer or other appropriate source, or by an individual who has successfully completed such a course.
(7) Establish an inspection and maintenance program for all vehicles a recurring basis with documentation maintained for the life of the vehicle. Vehicles with defects or deficiencies affecting occupant safety shall be taken out of service until repaired. Appendix 16-2, Motor Vehicle Inspection Checklist may be used for this purpose.
F. Personnel.
(1) Notify their supervisors using the Annual Motor Vehicle Operator’s Certification, in Appendix 16-1 in this Handbook if their drivers’ licenses have been suspended, revoked, canceled, or if they have been convicted of any moving traffic violation that affects their driving status.
(2) To the maximum extent possible, avoid situations resulting in backing maneuvers, and that when backing maneuvers are necessary, conduct a walk around of the vehicle to identify obstacles that may be hidden from view when seated behind the steering wheel. When passengers or other personnel are present, employ them as spotters when backing the vehicle.
(3) When weather conditions warrant, ensure the use of windshield wipers and headlights.
(4) Perform and document routine checks of vehicle safety components (i.e., tires, windshield wipers, headlights, taillights, turn signals, mirrors, and etc.).
(5) Secure all weights, compressed gas cylinders, and other heavy or large items in the vehicle and transport gasoline and other hazardous materials in approved containers and secure to prevent movement.
(6) Immediately report all vehicle defects to the responsible supervisor.
(7) Complete applicable initial and defensive driving training as appropriate for the vehicle type they operate.
G. Contracting Technical Representatives. Ensure contractor compliance with applicable requirements herein when the USGS arranges to have work performed by a contractor that involves motor vehicle operation.
5. Additional Resources.
A. National Highway Traffic Safety Administration
B. Motor Vehicle Safety (OSHA)
C. Traffic Safety Digest
D. National Highway Traffic Safety Administration Regional Offices
Approved:
_________________________________
Carol F. Aten
Associate Director for Administrative Policy and Services
Designated Agency Safety and Health Official