The Maritime Provinces has implemented facility audits of on road transportation companies. This is a result of a Federal and Provincial initiative known as the National Safety Code.
In the future, all carriers can expect a visit by an auditor who will review the carrier's operation and management procedures.

This handout is to help carriers prepare for such a visit.

Definition of Carrier -

• a person who owns, leases or is responsible for the operation of a commercial vehicle.

Commercial Vehicle -

(i) a truck, truck-tractor or trailer or combination thereof exceeding a registered gross weight of 4500 kg.

(ii) a bus designated, constructed and used for the transportation of passengers with a designated seating capacity of more than ten, including the driver, but does not include a bus when being operated for personal use.

Note:

For interpretation of information in this brochure, refer to Provincial Motor Vehicle Acts & Regulations.

Program Objectives:

To promote compliance with Safety requirements and Laws concerning the road transportation of people and freight across the Maritime Provinces.

To reduce accidents by examining the motor carrier operations.

Authority to inspect carriers:

The Provincial Acts and Regulations requires the carrier to keep and retain certain records. The Acts and Regulations also give the authority to enter a carrier's place of business to carry out and conduct these Audits.

Audit Elements

The mandatory elements of the National Safety Code to be audited will include but will not be limited to the following:

(1) Qualification of drivers
(2) Hours of Service (Log Books)
(3) Commercial Vehicle Maintenance Standards
(4) Trip Inspection reports
(5) Dangerous Goods training & transportation
(6) Management procedures

Drivers Files and Qualifications

(1) Carrier should keep a separate personnel file on each driver.
(2) Driver profile should contain:

(i) Original employment application showing driver's past history and capabilities.
(ii) Medical records (periodic renewal is recommended).
(iii) Special qualifications/training. This would include drivers licenses with appropriate endorsements and restrictions.
(iv) Expiry dates of qualifications/training.
(v) Record of traffic and criminal driving offenses, not including parking tickets. (Driver's Abstract)
(vi) A record of all significant incidents between the carrier and the driver (i.e. awards, records of driver development including counselling).
(vii) Last review date by carrier and driver.

(3) System of reviewing and updating each driver's file.
(4) Disciplinary system in place for those drivers with excessive incidents of driving offenses.

Driver's hours of work

(1) Carrier to keep the log books of each driver separate and on file for the previous six months. Supporting documents to be filed in a systematic manner.
(2) Carrier to ensure they and the drivers are familiar with the appropriate legislation relating to the hours of work standards.
(3) Carrier to review log books to ensure they are in compliance with hours of service legislation.
(4) Carrier to have a policy in place to promote compliance by drivers.
(5) The log books do not apply to a driver or motor carrier where:

(a) the vehicle is operated within a radius of 160 kilometers of the home terminal;
(b) the driver is on duty for no more than 15 hours and returns to the home terminal to begin off-duty time;
(c) the carrier retains, for a period of six months, accurate records showing the driver's on-duty hours.

Vehicle Maintenance Standards

(1) Carrier must maintain a separate files on each vehicle, records on inspections, repairs and maintenance together with copies of on-road inspections for a period of two years. At the time the repairs and maintenance are completed, the mileage of the vehicles must be recorded. These records must be retained for 6 months after the vehicle leaves the motor carriers control.
(2) Carrier is advised to provide a system to identify expiry dates of those vehicles inspected under the Provincial Motor Vehicle Inspection program.
(3) Carrier shall maintain records of leased operators' vehicles registered in the carrier's name, in the same manner as company owned vehicles.
(4) Carrier may consider assigning a safety officer or someone to be responsible for vehicle maintenance standards.

Vehicle Trip Inspection and Records

(For complete details, carriers should refer to the Trip Inspection and Records Regulations)

(1) The driver of the commercial vehicle shall inspect the commercial vehicle or cause it to be inspected on a daily basis prior to its first trip of the day or comply with Provincial legislation.
(2) If the trip lasts more than one day, further inspections should be carried out no later than the first rest stop of each day of the trip.
(3) Carriers must ensure the drivers are trained in how to complete and perform the trip inspection properly.
(4) Carriers shall retain these inspection reports as required by regulation.
(5) Carrier shall provide drivers with information relating to regulations for weights, dimensions, load security and dangerous goods so that they may better assess the legality of the vehicle and load.

Dangerous Goods

Should the carrier be involved in the handling of dangerous goods, then the following would apply:

(1) Carrier is responsible for ensuring all drivers are trained in the handling of the appropriate dangerous goods.
(2) Records should be kept relating to:

(a) Drivers trained, their qualifications and expiry dates of certificates issued.
(b) Cargo tank inspection, type and date of inspection.
(c) Dangerous goods occurrences.
(d) Shipping documents/waste manifests (2 years)

.
(3) Carriers should ensure the firm is familiar with the dangerous goods legislation.
(4) Resource material/personnel should be available to all employees.
(5) Compliance with the Dangerous Goods Act should be part of the trip inspection program (ie. driver training, documentation, placarding).