Transit System Safety Program Workshop Ohio Department of Transportation August 14th, 2007 Presented by: Victoria Warner RLS & Associates, Inc. 1

HISTORY In 1997, the Ohio Department of Transportation distributed a vehicle safety program to all transit providers throughout the State of Ohio in an effort to establish consistent and effective safety policies and procedures. In addition, a training was provided on this safety program to explain the different elements of the program and the importance of its implementation within transit programs. 6

SAFETY PLAN PURPOSE To communicate policies, procedures, and requirements to be followed by management, maintenance, and operational personnel in order to provide a safe environment for agency personnel and the general public. 6

PROGRAM RESPONSIBILITIES Upper management commitment To create a new plan or update an existing plan Monitor Ongoing evaluation of system’s safety objectives Annual review of the safety plan to determine effectiveness

TO CREATE A NEW PLAN OR UPDATE AN EXISTING PLAN Locate plan and dust it off Review plan content Assess current program Prioritize need Define “reasonable” safety procedures pertinent to system Provide “adequate” driver training Give employees a vested interest

PROGRAM COMPONENTS Safety inspection program to identify and correct all hazardous conditions and practices All facilities Vehicles Work procedures Investigation and review of all accidents/incidents to determine the source of negligence and to outline preventive measures

PROGRAM COMPONENTS (CONT’D) Formal and informal safety training sessions for all employees Provide protective equipment, guidelines for use, and monitor use

EXECUTIVE DIRECTOR RESPONSIBILITIES Successfully administer the plan Establish, monitor, and report on safety objectives Develop, communicate, and enforce reasonable safety procedures Provide initial and refresher training to all employees Determine preventable/non-preventable accidents/incidents

EXECUTIVE DIRECTOR RESPONSIBILITIES (CONT’D) Take disciplinary and corrective actions as necessary with employees involved in preventable accidents Set a good example

DRIVERS, MECHANICS, AND OTHER PERSONNEL Exercise maximum care and good judgment in preventing accidents Possess a valid driver’s license or commercial driver’s license as required by law at all times Maintain and have in possession a valid DOT medical examiner’s certificate, if applicable Immediately report all motor vehicle citations, convictions, suspension, or removal of driving privileges to management

DRIVERS, MECHANICS, AND OTHER PERSONNEL (CONT’D) Immediately report all accidents/incidents Immediately report all unsafe practices or vehicle conditions Actively participate in all safety trainings Become familiar with and operate within defined safety procedures Use/wear protective safety equipment at all times

DRIVERS, MECHANICS, AND OTHER PERSONNEL (CONT’D) Notify management when a physical or mental condition may impair ability to perform job safely Notify management when use of Rx/OTC medications may impair ability to perform job safely Accurately complete accident reports and cooperate with accident investigations Consent to fitness for duty evaluations including drug and alcohol tests required by agency or law

SAFETY COMMITTE Identify strategies to prevent losses to the system Determine cause and contributing factors for accidents/incidents Identify how accident/incident may have been prevented

SAFETY COMMITTEE (CONT’D) Assist in the development of strategies to prevent vehicle accidents Assist in efforts to communicate new and existing vehicle and operator safety requirements Identify staff who should attend training Conduct annual safety audit

SAFETY COMMITTEE (CONT’D) A resource for enhancing and facilitating vehicle safety Assist management in identifying current accident prevention and safety training needs Scope should go beyond vehicle accidents Provides true picture of system’s safety status

COMMITTEE MAKE-UP Management and front-line employees including drivers and mechanics Provides employees with vested interest

SAFETY INCENTIVE PROGRAM Designed to boost employee morale and give employees positive reinforcement Standards for incentives must be: Attainable Earned Valued Based on performance over reasonable time period Presentation must emphasize importance Does not have to be a monetary reward

RECRUITEMENT AND SELECTION Define the position Give a thorough description of the duties and responsibilities of the position Clearly define the qualifications of the position CDL/DOT physical Drug testing Physical requirements Language skills Manual dexterity Motor Vehicle records

RECRUITEMENT AND SELECTION (CONT’D) Criminal background checks Other background checks Desired knowledge, skill and abilities

RECRUITEMENT AND SELECTION (CONT’D) Application must meet Federal and State equal employment opportunity laws Structured interview process Manager/Supervisor should be included in the hiring process Careful consideration should be given more toward attitude and personality

DRIVER’S QUALIFICATIONS Targeted recruitments Knowledge, licensing, and physical requirements Application Interview Physical Requirements Mental and physical condition Eyesight Hearing Substance abuse/alcohol misuse Physical examination

DRIVER’S QUALIFICATIONS (CONT’D) Knowledge, licensing, and physical requirements (cont’d) Age Ability to perform simple math Knowledge of English Operating skills/experience (5 years) Driver’s licensing Valid driver’s license or CDL Original BMV report issued within 10 days and every six months thereafter

DRIVER’S QUALIFICATIONS (CONT’D) Knowledge, licensing, and physical requirements (cont’d) BMV report suggested criteria No OMVI or similar No reckless driving, railroad crossing violations, or leaving the scene of an accident violations No more than 2 moving violations or accidents within the last three years

DRIVER’S QUALIFICATIONS (CONT’D) Knowledge, licensing, and physical requirements (cont’d) BMV report suggested criteria (cont’d) No suspended or revoked license within past 10 years No combination of violations that indicate a pattern of unsafe vehicle operation Criminal records check No felony conviction No crimes of violence

DRIVER’S QUALIFICATIONS (CONT’D) Knowledge, licensing, and physical requirements (cont’d) Criminal records check (cont’d) No drug use or sale No physical abuse No fraud or theft No child endangerment No pattern of unlawful behavior Previous employment notification

DRIVER’S QUALIFICATIONS (CONT’D) Reasonable knowledge of service area Ability to read basic maps Road test Written driving skills test

WHY TRAIN? Reduces your system’s risk of serious repercussions Improves quality of service to passengers Provides opportunity to: Acknowledge safety-sensitive and customer service responsibilities Review and discuss responsibilities Answer questions and clarify misunderstandings Assist employees in honing their safety skills Allows employees to share their experience(s) Provides management with opportunity to assess employee skills

TRAINING Conducted on a continual basis to ensure knowledge Initial and refresher System procedures Techniques

DEVELOPING A QUALITY TRAINING PROGRAM Evaluate needs of each position Outline job-specific training plans Assess availability and expertise of training staff Develop goals, objectives, and competency testing Identify needed resources Implement training Document Re-evaluate and revise

INITIAL TRAINING The following is based on ODOT requirements – other funding agencies might have more stringent requirements Policy and procedures manual Personnel policy manual Scheduling Radio/communication protocol Office/paperwork requirements

INITIAL TRAINING (CONT’D) Drug and alcohol program (ODOT requires within 30 days of hire) Bloodborne pathogens - OSHA 437-02-1910, 1030 Policy Training (ODOT requires within 6 months of hire) Annually Upon change and/or addition of new procedures or exposures Knowledgeable trainer

INITIAL TRAINING (CONT’D) Pre- and post-trip inspection Vehicle familiarization Basic operations and maneuvering Defensive driving (ODOT requires within 6 months of hire) Special driving conditions Backing Intersections Lane changes and turning Railroad crossings

INITIAL TRAINING (CONT’D) Following distance Bad weather Boarding and alighting passengers Passenger assistance (DRIVE) training (ODOT requires within 6 months of hire) Lift operations Ramps Proper securement techniques Sensitivity training

INITIAL TRAINING (CONT’D) Federal requirements (ADA) Emergency procedures Contact information Emergency evacuations First aid/CPR (ODOT requires within 6 months of hire)

ON-GOING TRAINING Annual – suggested CPR System safety/safe driving Evacuation/emergency procedures System security including NIMS Agency policy and procedures Any new rules and regulations Drug and alcohol awareness

ON-GOING TRAINING (CONT’D) Bi-annual – suggested Defensive driving Bloodborne pathogens Security awareness DRIVE/PASS program Tri-annual – suggested First aid Diversity awareness Sexual harassment Drug and alcohol policy Reasonable suspicion (supervisors)

TRAINING DOCUMENTATION Personnel file Work eligibility file Payroll Medical Training and credential files Drug and alcohol records Accident file

EVALUATION AND SUPERVISION Ridechecks – ghost riders Unannounced Periodic Documented Formal annual evaluations Employee commendations response Safety-related complaint response Fitness for duty Health risks Diabetes

EVALUATION AND SUPERVISION (CONT’D) Fatigue Rx/OTC medications Older drivers Wellness programs Periodic motor vehicle record checks Annual physical examination recommended Safety meetings Seatbelt usage

EVALUATION AND SUPERVISION (CONT’D) Discipline/recognition Violations resulting in termination Violations subject to disciplinary action

PREVENTABLE ACCIDENTS/INJURIES Disciplinary action Grievance procedure Employee responsibility for reporting

EMERGENCY DRIVING PROCEDURES Driver preparation Identify potential risks Weather forecast Road condition, construction zones, lane width Traffic volume Volume of passengers Passenger characteristics and special needs Accident causes Mechanical defect – 3% Condition of street or highway – 12% Human failure or error – 85%

PREVENTABLE ACCIDENTS Backing accidents Intersection accidents Pedestrian accidents Rear-end collisions Traffic lane encroachment accidents Accidents resulting from mechanical conditions Accidents with parked vehicles Collisions with stationary objects

PREVENTABLE ACCIDENTS (CONT’D) Unattended vehicle accidents Adverse weather condition accidents Passenger activities

SITUATIONS REQUIRING DRIVER ADJUSTMENTS Slippery road surfaces Driving in very hot weather Driving at night Driving through water Winter driving Special techniques for driving on ice and snow Glare Traction Braking Hills

SITUATIONS REQUIRING DRIVER ADJUSTMENTS (CONT’D) Winter driving (cont’d) Special techniques for driving on ice and snow (cont’d) Skids Stuck Snow and ice removal Precautions Tire inflation Defensive driving Gas tank at least half full

VEHICLE BREAKDOWNS AND UNAVOIDABLE STOPS Remove the vehicle from hazardous situations Assess the scene Secure vehicle Engage flashers/position reflectors Notify dispatcher of location and problem Keep passengers safe, evacuate if necessary Document

VEHICLE FIRE/EVACUATION Pull up to a safe location, stop, and shut off engine Contact dispatcher Open all exits Evacuate passengers (upwind of vehicle) Stay calm Use fire extinguisher appropriately

FIRE EXTINGUISHER USE Use to put out small fires First line of defense in evacuating passengers Drivers should never attempt to extinguish a fire unless: All passengers have been evacuated The fire is small and contained within the ignition point The driver can attack the fire with an exit to their back and upwind of the fire

HOLD UP/ROBBERY Keep calm Note description Notify dispatcher as soon as possible following theft Call police Document

NATURAL DISASTERS Tornado Flood Do not try to outrun a tornado Exit vehicle, seek shelter Flood Never attempt to cross flooded roads or bridges Move to higher ground Be cautions of driving at night when flood damages are harder to see Do not try to walk through fast-moving water – even six inches of fast-moving water can knock a person off his/her feet

PASSENGER SAFETY Passenger behavior rules Seatbelt use Child safety seats Mobility device securement Passenger restraint system Difficult passengers Medical condition First aid Bloodborne pathogen/infection control

PASSENGER ILLNESS OR INJURY Remove vehicle from traffic flow – engage flashers – turn off engine Assess the situation Contact the dispatcher – notify of location and situation Perform first aid/CPR, if necessary, until responders arrive Remain calm Assist responders as required Address concerns of other passengers Document

WHEN TO EVACUATE Evacuate any time danger of staying on board is greater than the danger of having passengers off the vehicle Evacuation is typically appropriate in the following situations: Vehicle is in a dangerous situation and cannot be moved Fire or smoke is present Leaking fuel coming from underneath the vehicle Security threat Follow defined protocols for evacuation

PREVENTIVE MAINTENANCE Follow recommended inspection and maintenance operations Daily servicing needs Periodic inspection Vehicle pre- and post-trip inspections Defect reports Interval related maintenance Breakdown maintenance

PRE- AND POST-TRIP INSPECTIONS Lights and reflectors Brakes Horn Windshield wipers, washer, defroster Mirrors Tires Speedometer Seatbelts Doors Fluids

PRE- AND POST-TRIP INSPECTIONS (CONT’D) Emergency equipment Cleanliness Back up alarm Wheelchair lifts

COMMUNICATIONS IN AN EMERGENCY Vehicle communications Cell phones Two-way radios CB radios Communication protocols Emergency response checklists

ONBOARD SAFETY EQUIPMENT Working ABC fire extinguisher (5 lb. recommended) Web cutters First aid kit Biohazard kit Warning triangles Blankets Cell phone/two-way radio Emergency contact telephone numbers Jack handle for manual wheelchair lift operation

ONBOARD SAFETY EQUIPMENT (CONT’D) Working flashlight Securement belt extender Quick reference guide Spare tire Jack and lug wrench Reflective vest

VEHICLE PROCUREMENT Exterior Visibility Interior

VEHICLE SAFETY AT TRANSIT FACILITY Set maximum speed Designated parking spaces Traffic flow pattern should emphasize “pull through” Establish backing rules Rules for unattended vehicle

REGULATORY REQUIREMENTS Bloodborne pathogens Exposure control plan OSHA requirements (Title 29, Code of Federal Regulations) Basic design deficiencies Inherent hazards Malfunctions Maintenance hazards Environmental hazards Human factors

REGULATORY REQUIREMENTS (CONT’D) Periodic walkthroughs Hazardous material inventory Fire safety Extinguisher maintenance Smoke detectors Hazardous material storage Written hazardous communication program Labeling of hazardous chemicals Material safety data sheets

REGULATORY REQUIREMENTS (CONT’D) Underground storage tanks Employee information and training

ACCIDENT MANAGEMENT Accident documentation packet 35 millimeter camera Driver report forms Witness/courtesy cards Pens or pencils 35 millimeter camera

ACCIDENT NOTIFICATION PROCEDURES – ALL ACCIDENTS Secure the vehicle Assess the situation and evacuate the vehicle if necessary Contact the dispatcher with location and injury assessment Assist injured passengers Document Name of responders Facts of accident Witness/courtesy cards

ACCIDENT NOTIFICATION PROCEDURES – ALL ACCIDENTS (CONT’D) Cooperate with law enforcement Do not discuss with anyone except law enforcement and insurance Do not accept blame or accuse other parties Never leave the scene unless directed to do so by law enforcement or emergency medical personnel Administer post-accident drug and alcohol tests, if thresholds are met

COORDINATE WITH EMERGENCY MANAGEMENT Effective emergency response must be planned Intra/interagency cooperation, coordination, and communication Law enforcement Fire department Emergency medical services Drills, simulations, and exercises

WHAT DO FIRST RESPONDERS NEED TO KNOW Vehicle and facility entries – windows, doors, and hatches Hazardous materials Facility escape routes and safety zones Equipment shutdowns Battery cut-off switches Appropriate transit vehicle breach zones Communications capabilities Special needs, limitations of passengers

MEDIA RELATIONS AND CRISIS COMMUNICATION Designate a community relations representative Advise drivers on how to properly respond

ACCIDENT INVESTIGATION Manage the accident scene Gather information Physical evidence Taking photos Accident sketching Witnesses Documentation Analyze for causes and contributing factors Recommend/implement corrective actions Follow-up and monitor

INSURANCE CLAIMS AND LITIGATION MANAGEMENT Dealing with adjusters Dealing with attorneys All interaction should go through the Executive Director – only authorized individuals should speak with the attorney All requests for documentation should be directed to the Executive Director

RECORDKEEPING Best defense in litigation Records Training logs Applicant authorization to release information Acknowledgement of drug and alcohol policy Refusal of treatment or transport Acknowledgement of company policy and procedures handbook