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1 Grey Wolf Transportation, LLC. Company procedure Subject: Safety and compliance procedures including Department of Transportation regulations for all nationwide Grey Wolf Transportation, LLC. drivers and managers. PURPOSE To outline definitions, qualifications, and the procedures for any Grey Wolf Transportation, LLC. employee, client, or subcontractor who drives a company vehicle on a public street or highway. SAFETY POLICY DECLARATION We at Grey Wolf Transportation, LLC. recognize our responsibility to our employees, subcontractors, agents, customers and the general public to be committed to safety. Safety is our highest priority and will influence all policies and procedures governing our business. We recognize that it is our responsibility to obey all state and federal safety rules and regulations, provide a safe working environment and establish safety policies and procedures. GREY WOLF TRANSPORTATION, LLC. (referred to as GREY WOLF TRANSPORTATION, LLC. throughout this document) is registered with the Department of Transportation as a for-hire motor carrier and as such is subject to State and Federal Motor Carrier Safety Regulations, Hazardous Materials Regulations and any order prescribed by the Federal Highway Administration. GREY WOLF TRANSPORTATION, LLC. requires that employees also comply with these provisions. It is everyone s responsibility to work in a safe manner and follow all company policies. GREY WOLF TRANSPORTATION, LLC. expects a commitment to safety from all personnel. This commitment will reflect in the profitability of the company and the enhancement of the employee. GENERAL Most of the federal regulations apply only to interstate commerce (except the CDL license and Alcohol and Drug testing) but Wisconsin has written state laws which parallel the federal. Rather than attempt to distinguish all of our highway activity between interstate or intrastate activity and thus comply with several varying state regulations, it is the position of this policy to follow federal regulations in all of our activity unless a specific local or state law is more stringent or an operational exception has been made by management. Unless otherwise stated, this policy as written shall apply to any person nationwide who supervises a driver or operates a GREY WOLF TRANSPORTATION, LLC. vehicle over lbs. GVWR on a public street or highway. Grey Wolf Transportation, LLC. 1

2 TABLE OF CONTENTS General Procedures Driver Qualification / Hiring Procedures Safety Compliance Accident Reporting / Preventability Hours of Service / Logs or Time sheets Vehicle Inspections Hazardous Materials Safety Awards / Recognition Warnings / Disqualification Defensive Driving Drivers Certified Receipt Contact person: Allen R. Coleman Phone number: ( ) Date published: 02/17/2016 Revision Date: Feb 22, 2016 Grey Wolf Transportation, LLC. 2

3 General Procedures 1. Drivers are required to comply with all federal, state and local laws and regulations that pertain as well as GREY WOLF TRANSPORTATION, LLC. s policies and procedures. Driver Managers must ensure that every driver under their supervision remain in compliance at all times. 2. All drivers are required to perform pre-trip (396.13), during-trip (392.9), and post-trip inspections (396.11) of all vehicles operated. A written daily vehicle inspection report (DVIR) must be completed at the end of each day if any issues are found (396.11). Drivers must report any safety defects or potential safety defects to their Driver Manager or GREY WOLF TRANSPORTATION, LLC. s Maintenance Manager prior to the end of the day by phone as soon as it has been detected. a. A safety defect is any part or accessory, which would affect the safety of operation of the vehicle or result in a mechanical breakdown. Examples may be: Headlights, flashers, turn signals and stop lights but not clearance lights Any brake comment (i.e. soft, jumps, pulls, emergency warning buzzers and lights out, etc.) Tires (2/32 tread on drive axles, 4/32 on steering at the lowest tread) Steering (i.e. pulls, clunks, shimmies, wanders, etc.) Dash lights would not be a safety defect but need to be repaired. Transmission or drive line vibrations and gears missing (slipping) Defroster would be a safety defect but air conditioning and heater generally are not unless operating the vehicle in extreme weather. Windshield chips larger than the size of a quarter or a crack that extend onto driver s side. Driver Managers must collect and review these Driver Vehicle Inspection Reports everyday or at the completion of each trip. Driver Managers or his/her designee will determine if a safety defect is present and ensure that it is before the truck is permitted to operate. Safety must take precedence in these decisions and if it is determined that the defect is not a safety defect then the note no repairs needed must be signed on the original DVIR by the decision maker. A vehicle with a safety defect will not be operated until a qualified and approved mechanic has certified it as road ready. Note that for all vehicles with a defect noted on the DVIR or roadside inspection reports, there must be a work order for that repair or inspection stapled to the appropriate DVIR or roadside inspection report and a copy placed in that vehicle s maintenance file. 3. All drivers are required to satisfy themselves that all permits and licenses are in order before beginning a trip. If there are any questions or apparent missing requirements the driver must notify his supervisor at GREY WOLF TRANSPORTATION, LLC. immediately before entering that state and follow their instructions. Failure to follow this procedure will result in the driver being financially responsible for any fines or expenses incurred. Grey Wolf Transportation, LLC. 3

4 4. Each driver is personally responsible for checking all safety equipment prior to operating the vehicle and notating any exceptions on the DVIR to include at a minimum (392.7 & ): Three reflective triangles in good repair Spare fuses that are needed to operate required parts and accessories Fire extinguisher (charged and fastened securely in bracket) Emergency first aid kit Any fines resulting from a roadside DOT inspection of safety equipment will be the driver s responsibility and he/she may be subject to discipline. 5. GREY WOLF TRANSPORTATION, LLC. s standards regarding moving violations reflect the professionalism achieved by GREY WOLF TRANSPORTATION, LLC. s drivers. Maintaining a good driving record is necessary when operating both commercial and non-commercial vehicles, therefore, if a driver is convicted of any moving violations in any vehicle within the current 36- month period, action may be taken in the following manner: First conviction: Second conviction: Third conviction: Warning One week suspension and/or additional training Disqualification as a driver If a driver is found to be involved in a hit and run, reckless or careless driving, the following action may be taken: First offense: disqualification immediately upon confirmation All requalification s will be dependent upon a clean driving record for a minimum of 12 months as a prerequisite and will be subject to the approval of the Safety Department. Drivers must notify GREY WOLF TRANSPORTATION, LLC. s Safety Department by telephone or mail of all moving violations within 30 days of the occurrence. If the driver pleads guilty or is convicted for a moving violation in a state other than his/her home state, the driver must then notify the Department of Motor Vehicles in the state that issued his/her license. Failure to report a moving violation conviction to the carrier and state is a violation of federal regulation (Section ) and could be punishable with up to a $2500 fine by the federal government. 6. Driving with a suspended or terminated license severely compromises GREY WOLF TRANSPORTATION, LLC. s carrier profile and our ability to operate trucks on the highway. Any driver found operating with a suspended or terminated license will be immediately disqualified. Drivers must notify the Safety Department within 24 hours of the suspension or revocation of the driver s license. No driver may operate a GREY WOLF TRANSPORTATION, LLC. vehicle with a restricted operator s permit that resulted from citations or code violations. Grey Wolf Transportation, LLC. 4

5 Current licenses must be issued by the state in which the driver resides. If a driver moves to a different state, they must obtain a license from the new state within the time period required by that state (usually 30 days of residency). A legible copy of the new license must be sent to the Driver Manager who then will forward it to the Safety Department. Driver must have only one valid license. 7. All accidents, regardless of how small, must be reported to GREY WOLF TRANSPORTATION, LLC. s Safety Department as soon as possible. Failure to report an accident within 24 hours may result in disciplinary action up to and including disqualification. Accidents determined to be preventable will result in an official warning and may result in disciplinary action. 8. All paperwork must be accurate, complete and turned in on a timely basis. All drivers must turn in their paperwork upon the completion of each trip or if operating locally at the completion of the day. Driver managers or their assistants will review all paperwork (especially logs and time records) for accuracy and completeness upon receipt. Deficient paperwork must be completed or corrected by the driver as soon as possible and the driver must be retrained or counseled to prevent a reoccurrence. Retraining and counseling records will be signed by both the driver and the manager then placed in a file for three years. 9. Any driver involved in proven acts of abuse or negligence to GREY WOLF TRANSPORTATION, LLC. s vehicles will be held financially responsible. Any costs incurred by GREY WOLF TRANSPORTATION, LLC. through the negligent actions of a driver will be charged back to the driver responsible in addition to appropriate disciplinary action. Any driver who is proven to have abused or neglected (i.e. not reported defects or missing equipment) will be subject to the following actions: First offense: Second offense: Written warning Disqualification as driver 10. The transportation of unauthorized passengers in any GREY WOLF TRANSPORTATION, LLC. equipment is in violation of both GREY WOLF TRANSPORTATION, LLC. s policy and Federal Regulation 49 CFR, Section Any driver who fails to obtain a written passenger authorization will be subject to the following actions: First offense: Second offense: Third offense: Written warning One week suspension Disqualification as driver Grey Wolf Transportation, LLC. 5

6 11. Federal regulations require drivers to be physically examined and certified every two years, or more frequent in some cases. A physical expiration notice will be sent to the driver at least 30 days prior to the physical expiration date. All GREY WOLF TRANSPORTATION, LLC. drivers must have physicals conducted by an FMCSA approved doctor/medical facility. If a renewed physical exam form and corresponding medical card is not received by the GREY WOLF TRANSPORTATION, LLC. Safety Department at least one week prior to the expiration date, the driver will be placed out of service until the renewal from is received. 12. Drivers are expected to keep themselves fit for duty. This is the trademark of a professional diver and includes especially sufficient rest to be alert and 100% every second you are behind the wheel. Health and exercise are also individual responsibilities and are very important to your overall alertness and responsiveness. If it is discovered that a driver has exceeded the DOT s hours limits due to not informing the Driver Manager of those outside compensated hours, drivers will be subject to discipline up to and including disqualification as a driver. 13. Renewal of driver s license is the driver s responsibility. An appropriate driver s license must be in the driver s possession at all times when operating the vehicle (391.41). Copies of each renewal must be submitted to the Driver Manager at least one week prior to expiration. If not received one week prior to dispatch, the driver will not be assigned a load until received. Driver Managers must pay particular attention to license class, endorsements and restrictions. Under no circumstances will a driver be allowed to drive without the proper license. GREY WOLF TRANSPORTATION, LLC. s equipment and freight requires a Class A CDL license with no air brake or intrastate restrictions. The Federal Department of Transportation rules and regulations requires that all drivers of vehicles greater than 26000# GVWR are required to submit to pre-employment, random, reasonable suspicion, and post-accident alcohol and drug tests when instructed to do so. If convicted for driving while intoxicated (DWI), driving under the influence (DUI), refusal to submit to blood/alcohol or drug testing (implied consent) or possession or illegal transportation of alcohol or drugs, the following action will be taken: First offense: Disqualification See also company Alcohol and Drug Abuse Policy for more detail on GREY WOLF TRANSPORTATION, LLC. s testing procedures and consequences. Grey Wolf Transportation, LLC. 6

7 Requalification will not be considered until three years after the conviction date if offense was in a non-commercial vehicle. If the offense was in a commercial vehicle, driver will not be requalifiable. 14. GREY WOLF TRANSPORTATION, LLC. will conduct a Semi-Annual Review for every driver in January/February, and then again in July/August to review the driving record of each driver to determine eligibility. a. A Motor Vehicle Report (MVR) will be requested at the beginning of January and July for each driver. b. The Driver Manager will ask each driver to complete the Certificate of Violation form and verify that it has been completed properly. The Certificate of Violation should be compared to the MVR for accuracy. c. The Driver Manager will then review the MVR for accuracy, proper license class, endorsements and restrictions. d. All known driver counseling and violations for the year must be reviewed in order to complete an Annual Review form. The Annual Review form should be completed within 3 weeks after the MVR was received. Under no circumstance will a driver be allowed to driver if any of these forms have not been done within the last 12 months. 15. All GREY WOLF TRANSPORTATION, LLC. drivers must be properly qualified through GREY WOLF TRANSPORTATION, LLC. s hiring process. The driver qualification process is a very regulated activity as well as documentation intense, therefore it is critical that no one operate or permit someone to operate a GREY WOLF TRANSPORTATION, LLC. vehicle (over 10000# GVWR) who is not on the authorized driver list. 17. GREY WOLF TRANSPORTATION, LLC. has instituted the following seat belt procedures because we are concerned with the safety and welfare of our drivers and their passengers. Driver must make a physical check of the vehicle to be driven to make sure properly functioning seatbelts are available for each individual who will ride in the vehicle. Do not allow more people in a vehicle than there are seatbelts available. Periodically remind passengers that they are required to use seatbelts while on company business or in company vehicles. Always wear your seat belt when the vehicle is in operation! 18. Radar Detectors: Use of or possession of a radar detector when operating a commercial motor vehicle is prohibited. 19. Cell Phones, Tablets or any Portable Electronic Devices: Texting or the use of any device (hand held or otherwise) is prohibited while operating any Grey Wolf Transportation, LLC. commercial motor vehicle, with the exception of voice communications using an excepted hands free adaptation (i.e. Bluetooth Headset or Earpiece.) The engagement of a driver s mind during a phone conversation has been shown to be as distracting as the use of his hands. Grey Wolf Transportation, LLC. 7

8 DRIVER QUALIFICATIONS / HIRING PROCEDURES All drivers shall meet at least the below listed qualifications to be considered for employment, transfer or retention as a driver of any GREY WOLF TRANSPORTATION, LLC. vehicle driven on a public street or highway. If at any time the driver can no longer satisfy these requirements he/she will be immediately disqualified as a driver until such time as the problem can be corrected. Reapplication for the next driving position will be accepted. DRIVING PREREQUISITES All of GREY WOLF TRANSPORTATION, LLC. business involves interstate commerce therefore the state driver s license cannot have an intrastate restriction. If for any reason a driver loses his/her ability to drive interstate, he/she may be subject to disqualification as a driver. It is the driver s responsibility to ensure that he/she obtains and remains qualified with the appropriate license in the state in which they reside. Experience/training; All drivers hired or transferred into a driver position must be 21 years old and meet one of the following requirements or a combination of the requirements. One year of verifiable driving experience in a commercial motor vehicle, or Certificate from an approved driving school requiring at least 160 hours of behind the wheel training, or Participate in GREY WOLF TRANSPORTATION, LLC. on the job training program Additional requirements: 1) The driving record must meet the following requirements for the past 3 years. No suspensions, No preventable accidents Leaving the scene of an accident, Driving while intoxicated No more than 2 moving violation. 2) No unfavorable driving related references from employers for the past 3 years. 3) Be able to pass a DOT physical conducted by a GREY WOLF TRANSPORTATION, LLC. assigned licensed medical practitioner or an FMCSA certified doctor/facility. 4) Successfully complete a DOT alcohol and drug test with negative results. Any non-medical detectable trace of either alcohol or drugs will invalidate the driver s application for the position. 5) Demonstrate driving ability by satisfactorily completing a GREY WOLF TRANSPORTATION, LLC. road test over a predetermined course. All drivers hired or transferred into a driver position will be assigned to a driver trainer for at least two weeks and until the driver trainer certifies that he/she is capable of performing the required driving activity. Grey Wolf Transportation, LLC. 8

9 HIRING PROCEDURES Screen all driver applicants and transferees using a completed and signed Driver s application for employment. All applications must contain minimum DOT information mandated in All applicants will be asked to complete this DOT application either on-line or send it to recruiting via fax or mail. On-line applications must subsequently be signed and dated by the applicant during the final interview process. The recruiting department must review the initial application for missing information and ensure that all gaps in employment are explained for the past 3 years from the application date. Missing information on the application must be received before the screening process can be continued. Driver applicants must satisfactorily explain gaps in employment (over 1 month) on the application in writing on the original application. Only the driver is allowed to write on the original application. New applications should not be created. Residencies for at least the past three years must be listed. If there is a residence listed in this three year period in another state, the MVR from that state must be requested and reviewed. All drivers must furnish every past employer for the past 3 years and CDL drivers must list all driving jobs for an additional 7 years if he/she drove a commercial motor vehicle (truck or bus) for a total of 10 years prior to the application date. The applicant name and data must be exactly as shown on his/her driver s license. Driver screening procedures must pay particular attention to the driver s activity during the above mentioned gaps in employment. Note: The USIS past employer notification and the DOT s Pre-employment Screening Program (PSP) occasionally may list employers not listed on the driver s application or the driver may volunteer other employers during the interview process while explaining gaps in employment. These employers must then be contacted for a reference. During the past employed inquiry process and review of the driver s license inquiries (MVR), indications of discrepancies from the driver s application must be verified during the interview process and corrected on the original application. A copy of the driver s license (front and back) must be made for future verifications. Throughout the driver s career at GREY WOLF TRANSPORTATION, LLC., a copy of the driver s current license (front and back) will be maintained in the driver file. Always verify that the driver does not have license restrictions which would interfere with his/her ability to perform interstate driving. Driving record checks (Motor Vehicle Report (MVR) or driving record from the applicable state) must be requested and reviewed on all driver s licenses held within at least the three previous years. GREY WOLF TRANSPORTATION, LLC. will accept no driver whose record reflects any accidents, suspensions, DUI or DWI within the past 3 years. No more than two moving violations in any type of vehicle during the last three-year period will be considered. Retainment of this initial driving record inquiry will be kept in the drivers qualification files for the period of employment plus three years. Driver DOT safety performance report (PSP) must be requested and reviewed on all driver s within the last 3 years. No more than 3 roadside inspection violations or more than 1 out of service violation will be considered. Grey Wolf Transportation, LLC. 9

10 Previous employer references must be made for all employers during the three years prior to employment. The first attempt will be made via telephone before an offer is extended to the applicant. Additional attempts may be made within 30 days after an offer is extended. Documentation of three attempts (fax receipts or mail receipts) must be filed regardless of whether anything of value was received. All employers whether it was a driving job or not must be contacted to verify the dates of employment and job description (i.e. driving or not). Past employers for whom the driver drove a CMV must also be asked if they ever had any accidents. If the driver had a CDL at this employer, then we must also ask the employer to answer the alcohol and drug testing questions as described in Retainment of these records will be in the driver s file for the period of employment plus three years. For those drivers hired after 10/29/05, a past employer inquiry must be conducted requesting 1) verification of basic employment information (position and dates of employment), 2) whether the driver had any accidents, and 3) if the driver was subject to DOT s alcohol and drug testing requirements, did he/she ever test positive. If so did the driver complete the require substance abuse counseling? If the driver did complete substance abuse counseling from a SAP, a copy of the certificate showing completion of the required counseling and treatment must be retained in the driver s file. After 10/29/05, the past employers for 3 years must respond to this request. Note: a determined effort must be made to receive this information before the driver is hired. If a past employer refuses to answer these inquiries they should be reminded that it is a DOT requirement that they respond to these 3 questions and if they don t GREY WOLF TRANSPORTATION, LLC. is required to report them to the DOT. A road test and certificate must be conducted to verify experience and equipment familiarity as listed. Note that a road test technically would not have to be made if the driver possesses a CDL license but GREY WOLF TRANSPORTATION, LLC. will conduct one regardless on GREY WOLF TRANSPORTATION, LLC. equipment. This road test with the tester s certification must be filed for the period of employment plus three years. All drivers are required to sign a receipt for GREY WOLF TRANSPORTATION, LLC. s Alcohol and Drug testing policy per (d). A copy of this receipt should be placed in the file with the other initial hiring paperwork. Any driver hired with less than one year experience driving a commercial motor vehicle requiring a CDL must receive entry level driver training including: Driver qualifications Log and hours of service Driver wellness Whistle blowing information (OSHA s phone number) A certification must be in their file stating that we certify they received this entry-level driver training per Section A physical examination for drivers (Part ) must be in the driver s possession and current for pre-employment. And be renewed within every two years (or whichever timeline is stated by the medical professional giving the last exam) with an FMCSA certified doctor/facility. If an exam must be performed for pre-employment, it is possible to conduct the pre-employment drug collection at this time as well. Physical long forms and certificates must be reviewed to ensure that they have been completed in every detail and that the driver meets all DOT medical qualifications. Grey Wolf Transportation, LLC. 10

11 If the forms have not been accurately completed or there is an apparent error they will be returned to the clinic and the driver will not be used as a driver until they are returned completed to GREY WOLF TRANSPORTATION, LLC. The driver s current and previous medical cards for three years previous must be maintained in the driver s DOT file. If these documents are not available, GREY WOLF TRANSPORTATION, LLC. will start the historical file. The physical s long form should be filed in the HR file if retained (not required). If a pre-employment drug collection was taken at this time, the appropriate paperwork (i.e. Federal DOT chain of custody form) must be generated and sent to GREY WOLF TRANSPORTATION, LLC. GREY WOLF TRANSPORTATION, LLC. s doctor (MRO) will receive the drug test results back from the lab and interpret the results. If a verified positive occurs, the driver s application process will be invalidated. These drug-testing documents must be kept for five years. A hard copy of a negative result for a drug test must be in hand before a driver applicant is allowed in a company controlled commercial motor vehicle. The employer s copy of the Chain of Custody and the results should always be filed together (preferably stapled) and be filed in the driver s confidential drug and alcohol file. The Certificate of Violations, the Annual Review, and the Annual MVR, all will be initiated within at least within one year after hire or transfer. Drivers must list all convictions during that reporting period on the certificate of violation form then sign and date it. Supervisors then are to gather whatever else can be accumulated concerning the driver s safe driving practices, including at least an annual MVR, and sign and date the annual review form with appropriate comments concerning the driver s performance. Annual reviews will not be conducted without access to the driver s MVR and should be completed not more than 3 weeks after the receipt of the MVR. This set of forms must be scheduled during the end of the month previous to the due date and will be filed in the driver s DOT qualification file for three years. It is the Safety Directors responsibility to ensure that all drivers hired meet GREY WOLF TRANSPORTATION, LLC. s standards. The above paperwork process is critical to that process. He/she will conduct periodic internal audits to ensure that the system is functioning effectively. Alcohol and drug testing paperwork and results should be filed in a separate confidential file by driver and must be under lock and key at all times. This file must contain all of the Chain of Custodies and results for all DOT alcohol and drug tests for the past 5 years. Other related alcohol and drug correspondence and forms (i.e. semi-annual statistical summaries) must also be maintained in this file. Grey Wolf Transportation, LLC. 11

12 ON THE JOB TRAINING Prior to training behind the wheel of any vehicle, all of GREY WOLF TRANSPORTATION, LLC. s driver hiring and screening standards and verifications must be satisfied, including a verified negative (hard copy) for the drug test, the long form medical examination, and a copy of the drivers medical card and driver s license. For driver trainees who are intended to be assigned to a vehicle with a GVWR or combined GCWR of greater than 26,000 lbs must have at least one year of verifiable experience driving a commercial motor vehicle or must: Work at least 4 weeks while accompanied by a GREY WOLF TRANSPORTATION, LLC. approved driver trainer. The driver trainer will facilitate as much behind the wheel experience as possible during this 4 week period. A release to solo drive or extension of the 4 week training period, must be observed, based on the driver trainers recommendations. The assigned driver trainer will assess and report weekly the trainee s progress on an approved progress report form. Not be permitted to drive solo until the driver trainer has certified he/she is capable to perform the required driving activity and he/she has been issued the applicable commercial driver s license (CDL) of his/her home state for the type of vehicle to be assigned. Driver trainers must have: A clean driving record (no more than one speeding conviction, no accidents within the past 5 years, no DUI or DWI, suspensions, or leaving the scene of an accident showing on the MVR record) At least 5 years of CMV driving experience, at least 2 of which must be with GREY WOLF TRANSPORTATION, LLC. (management will assess weather or not to allow less than 2 years on a case by case basis, but the minimum of 5 years CMV operation will be maintained) Must hold a valid Nevada State CMV trainers certificate., and Must have successfully completed a GREY WOLF TRANSPORTATION, LLC. driver trainer certification course. All new drivers will be on probation for 90 days after having been released by the driver trainer during which time he/she will be evaluated every 30 days by their Driver Manager. A driver trainee who is involved in a preventable accident or receives a citation for moving violations during this period may be subject to immediate disqualification as a driver. Grey Wolf Transportation, LLC. 12

13 ACCIDENT REPORTING / PREVENTABILITY GREY WOLF TRANSPORTATION, LLC. has an extremely low accident ratio thanks primarily to our professional drivers. But we know that even a professional driver can have an accident. To ensure timely reporting and to control the severity of claims relating to accidents, our drivers must follow the below listed GREY WOLF TRANSPORTATION, LLC. procedures. ACCIDENT PROCEDURES 1. Stop immediately! Make the situation as safe as possible. 2. Set up warning devices (triangles, flashes, etc.). Turn on flashers. 3. Notify the nearest state or local police by dialing 911. If a doctor or ambulance is needed, inform police. 4. Move the vehicle out of the traffic lane only if required or if the location of your vehicle may cause another accident. 5. Assist injured people as appropriate but do not attempt to move them unless absolutely necessary. Your assistance should be limited to control of bleeding and/or keeping the person warm and as quiet as possible until an ambulance, doctor, or police officer arrives to provide assistance. 6. If death, personal injury, or serious vehicle, property or cargo damage occurs, immediately contact the GREY WOLF TRANSPORTATION, LLC. s Safety Department to receive instructions. 7. Statements should only be given to the police officer, company official, or your insurance carrier representative. Avoid a discussion regarding fault! 8. Keep a level head and always be polite. All details are to be taken care of including a clear and complete report prior to leaving the scene. 9. Take photographs of all property and vehicle damage and the accident scene if possible. 10. If you were issued a citation for a moving violation, notify the GREY WOLF TRANSPORTATION, LLC. Safety Department in writing within fifteen (15) days from the date the citation was issued. 11. An alcohol and drug screen will be required if the accident caused a death, or the driver received a citation for a moving violation in connection with a personal injury which required immediate medical treatment away from the accident scene or disabling damage to one or more vehicles requiring the vehicle to be transported away from the scene. You cannot use alcohol or drug for at least 8 hours or until you are tested. You must submit to an alcohol and drug screen as soon as possible, but not later than 2 hours after the accident. 12. Complete the state Police Accident Report if provided from the responding officer. Send the original of the completed report form to the address indicated on the form and send a copy to the GREY WOLF TRANSPORTATION, LLC. Safety Department. 13. Pick-up emergency equipment that can be reused. Grey Wolf Transportation, LLC. 13

14 FAILURE TO REPORT AN ACCIDENT Except in certain acceptable mitigating circumstances, late reporting (24 hours) will result in the following: First offense: Second offense: One week suspension as a driver Disqualification ACCIDENT REVIEW COMMITTEE An Accident Review Committee will determine the preventability of vehicular accidents. A preventable accident is when the driver could have reasonably reacted in some manner to prevent an accident from occurring. Certain types of accidents, while possibly considered non-preventable in a legal sense, may have been prevented through defensive driving and therefore will be ruled as preventable by the committee. Defensive driving is defined as; driving in full compliance with all applicable laws and regulations in such a manner as to avoid accident involvement despite adverse road conditions caused by weather, traffic, or errors of others. The Accident Review Committee, composed of the Director of Safety, The driver s Driver Manger, the Vice President and two drivers (rotated every quarter) will review all vehicular accidents once a quarter or at the first possible time after the investigation is complete. All facts, including date, time, location, weather conditions, driver and witness statements, photographs, police reports (if available), and circumstances surrounding the accident will be presented anonymously to the Committee for its review. Each Committee member must agree to the accident s preventability, otherwise, it will be judged non-preventability. A letter regarding the decision made by the Committee will be sent to each driver after the accident review is complete. A driver whose accident is judged preventable may appeal the Committee s decision within 30 days by submitting to the Safety Department a written statement and any appropriate additional information relative to the accident. That information will be reviewed at the next Accident Review Committee meeting. Grey Wolf Transportation, LLC. 14

15 PREVENTABLE ACCIDENTS A driver who experiences recurring preventable accidents within any 12-month period will result in the following: One accident: Two accidents: Three accidents: Warning One week suspension as a driver Disqualification Any accident involving a fatality or gross or criminal negligence may be dealt with more harshly - the degree of driver negligence will be a major factor in administering these standards. Rear-end accidents will result in the following: First occurrence: Second occurrence: One week suspension as a driver Disqualification Grey Wolf Transportation, LLC. 15

16 HOURS OF SERVICE MAINTAINING PROPER DUTY STATUS RECORD Every GREY WOLF TRANSPORTATION, LLC. driver must comply fully with federal regulations regarding the maintenance of duty status records and hours of service. Duty status records may include standard 4 grid logs or time sheets depending on the type of operation being performed. Employees who only drive on an occasional basis (i.e. less frequent than once per week) must complete logs or time sheets during the assigned trip but may list the hours on duty for the last 7 days in the remarks section on the first log or time sheet. Duty status records must be completed every day a driver has driven a vehicle, plus time sheets or logs must be on file for the seven previous days. Regular drivers will log every day regardless of driving time. Note: Local drivers may use the 100 mile radius exception as listed below if all (4) conditions can be met. Log must be current to the last change of duty classification throughout the 24-hour log day. A day consists of the 24 hours from midnight to midnight (home terminal time), one calendar day. Within those 24 hours, the time is categorized into four duty classifications: Off Duty - Time which is not devoted to any aspect of the job is off duty time. Sleeper Berth - Time spent resting in the sleeper berth. If not resting in a DOT qualified sleeper berth, you cannot record that time as sleeper berth time. i.e. the sleeper of your truck. Driving - Time spent at the driving controls of a motor vehicle in operation. On Duty, Not Driving - Time spent performing work-related duties and tasks other than driving, e.g., loading and unloading, attending a vehicle being loaded or unloaded, filling out paperwork, inspecting your vehicle, reporting accidents, receiving citations, waiting at a roadside for a mechanic, or any other responsibility which would be considered work. If you make a mistake, neatly cross off the error and enter the correct information above the crossed out line. Any erasure might be interpreted by the DOT as a falsification of your record of duty status which is a chargeable violation. Grey Wolf Transportation, LLC. 16

17 HOURS OF SERVICE REGULATIONS (Part 395) The DOT has established three basic rules designed to control driver fatigue. 11-Hour Driving Rule After having at least ten consecutive hours off duty, a driver cannot drive more than 11 hours. 8-Hour Break Rule An Off Duty break of 30 un-interrupted minutes must be observed before 8 hours of On Duty time is reached. If hauling certain type of Hazardous Materials like 1.x explosives; the break is the same, but must be logged as On Duty Not Driving instead of Off Duty. 14-Hour On Duty Rule A driver cannot continue to drive after being on duty for 14 consecutive hours after coming onduty following ten consecutive hours off. The driver may continue to work after 14 hours on duty, provided he does not drive again until taking ten consecutive hours off duty. 70-Hour Maximum On Duty Rule A driver cannot drive after accumulating 70 hours on duty, (combination of driving and on dutynot driving time) in any eight consecutive-day period. The driver may continue to work, but cannot drive again until having hours available within the 70-hour rule. The driver may reset his/her accumulated hours to zero following 34 consecutive hours off duty. The only exception to the above rule is: Any On Duty Driving or On Duty Not Driving time status from 8 days before the current day will be added back to the 70 hour clock at midnight home terminal time, in what is know as Recap rules. This time can be used on the 9 th day for any On Duty status. Remember, the hours of service rules are used to prevent serious accidents caused by driver fatigue. Please realize that a fatigued driver threatens: 1. The driver s own life and livelihood. 2. The safety of the motoring public. 3. The safe arrival of the vehicle and cargo being transported. Grey Wolf Transportation, LLC. 17

18 ADVERSE DRIVING CONDITIONS If adverse driving conditions cause a delay after you begin your trip, you may drive up to two hours over the 11-hour limit to locate a safe place to park and protect yourself and your vehicle. That safe place must be within a 11-hour drive from your starting point for the day under normal conditions. This exception does not allow you to drive after the 14th consecutive hour. Adverse driving conditions include snow, sleet, fog, or other hazardous weather conditions. LOG VIOLATIONS Drivers daily logs are a necessary tool in monitoring fatigue and to help GREY WOLF TRANSPORTATION, LLC. maintain a safe and legal operation on public roadways. Log compliance is legally required by federal and state agencies, they are monitored by GREY WOLF TRANSPORTATION, LLC. and will be audited on a monthly basis by GREY WOLF TRANSPORTATION, LLC. auditors. Drivers should keep a copy of each log or time sheet for at least 1 year and in some cases seven years, such as for the IRS. After the logs or time sheets are audited, they will be filed and each Driver Manager will be notified of driver logs violations. The Driver Manager will counsel the driver within two weeks. The manager will make an oral counseling record of this session and the driver will sign the violation report within two weeks. Drivers who do not maintain compliance with federal and state regulations, as well as GREY WOLF TRANSPORTATION, LLC. company polices, will be subject to the following corrective actions. See the Meaningful Action Plans in the NTSG Meaningful Action Procedures for the suggested meaningful action plans. Driver Managers must ensure daily that the driver is not scheduled on a route which would exceed these maximum hour limitations. Sufficient time in their schedules must be planned to accommodate the mandatory daily 10 consecutive hour rest period and the weekly 34 consecutive hours off duty period. Late Log Submittal -Daily logs must be received by GREY WOLF TRANSPORTATION, LLC. s Safety Department within 13 days from date of log completion per federal regulations. Drivers who fail to submit logs within the required 13-day time frame will be placed out of service, be given a reprimand, and will not be assigned any further shipments until logs have been received. Drivers whose logs are 30 days delinquent will be disqualified as a driver until further notice. Grey Wolf Transportation, LLC. 18

19 100 AIR MILE RADIUS EXCEPTION (LOG BOOK EXCEPTION) Drivers who can meet all of the below conditions can switch to the time sheet - record of duty. There must be a start time, end time, and total hours for each day recorded. The original 7-day time sheet must be turned in with any individual applicable log sheets at the end of each week. If log sheets were applicable on any given day the box on the top of the time sheet should be marked. Note: a log page must be completed and turned in for every day for which any of these conditions are not met. 1. The driver operates within a 100 air-mile radius of the normal work reporting location; 2. The driver returns to his work reporting location and is released from work within 12 consecutive hours; 3. At least 8 consecutive hours off duty separate each 12 hours on duty; 4. The driver does not exceed 10 hours maximum driving time following 8 consecutive hours off duty. VEHICLE INSPECTIONS DOT ROADSIDE INSPECTIONS (396.9) If a GREY WOLF TRANSPORTATION, LLC. vehicle is inspected by a federal or state inspector, the driver must do the following: Cooperate fully with the inspector, treat the inspector with respect, and represent GREY WOLF TRANSPORTATION, LLC. in a professional manner. Record on your log the location (city/state) and total time of the inspection in the on duty - not driving status line. If defects are found, have them corrected immediately. Mechanical defects found on the vehicle must be repaired as soon as possible. Receipts must be obtained for all parts and labor needed to complete the repair. The original DOT inspection form and copies of the repair receipts must be turned in to your Driver Manager within 24 hours of the inspection. Drivers who fail to submit the required documents may be required to relinquish their driving privileges. Roadside inspections with violations noted must be certified by the Driver Manager as corrected and returned to the issuing jurisdiction within 15 days of the inspection. A copy of the inspection report must be filed for 12 months. Drivers involved in inspections with violations resulting in an out of service order and who drive before the out of service time period or condition is completed, will be disqualified as a driver. Drivers involved in inspections with violations or out of service penalties which are listed in this policy as specific driver s responsibilities will be subject to the following actions: First offense - Training and verbal counseling Second offense within 6 months - Written Warning Third offense within 12 months One week suspension as a driver Fourth offense within 12 months - Disqualification as a driver Grey Wolf Transportation, LLC. 19

20 DAILY VEHICLE INSPECTION REQUIREMENTS Pre-Trip Inspection Federal Regulation (Part ) states that before driving a motor vehicle, the driver shall: Be satisfied that the motor vehicle is in safe operating condition and able to complete the assigned mission. Review the last vehicle inspection report (white copy original) required to be carried in the driving compartment. Sign the white copy of the last DVIR to acknowledge it has been reviewed and that there is certification that the required repairs have been reviewed and repaired if applicable. Turn in this white copy of the previous DVIR with the other daily paperwork. During Trip Inspection (392.9) Drivers must inspect the vehicle before it is used and should be visually inspected every time they stop enroute. Drivers are required to log all inspections in the drivers log book. This inspection should be listed in the note line of the log book as PTI of Pre Trip Inspection. Post-Trip Inspection Per DOT Regulation (Part ), every motor carrier shall require its drivers to report, and every driver shall complete a daily vehicle inspection report (DVIR) at the completion of each day s work on each vehicle operated. This report need not be turned in or signed by the driver unless a problem has been noted by the driver or an inspecting officer. The report shall cover at least the following parts and accessories: Service brakes including trailer brake connections Parking (hand) brake Steering mechanism Lighting devices and reflectors Tires Horn Windshield wipers Rear vision mirrors Wheels and rims Emergency equipment Grey Wolf Transportation, LLC. 20

21 The report shall identify the motor vehicle and list any defect or deficiency discovered by, or reported to the driver, which would affect the safety and operation of the motor vehicle or result in its mechanical breakdown. If no defect or deficiency is discovered by, or reported to the driver, the report need not be signed by the driver, or turned into the company. CORRECTIVE ACTION (396.11( c ) ) Prior to operating a motor vehicle all required repairs that would likely affect the safe operation of the vehicle should be completed. If major repairs become necessary while in transit, the driver shall immediately notify the Maintenance Manager or their Driver Manager for further instructions before continuing the trip. The Driver Manager shall certify on the white copy of the DVIR, which lists any defects or deficiencies (which should be on the vehicle) that the defects or deficiencies are not necessary to correct before the vehicle is again dispatched. If this were to occur on the road, the necessary certification must occur at a designated location with approval of the Driver Manager. A mechanic shall certify on the white copy of the DVIR, which lists the safety defect or deficiency (other than lights) that the defects have been corrected. A safety defect includes any defect, which could cause a mechanical breakdown or accident. GREY WOLF TRANSPORTATION, LLC. shall retain the original copy of each vehicle inspection report and the certification of repairs for at least three months from the date the report was prepared. The original copy (white copy) of the last vehicle inspection report, certified if required, shall be carried on the vehicle until after the next report is completed. Drivers will turn in the original white copy of the previous daily vehicle inspection report with their paperwork (if applicable). Any DVIRs turned in at the end of the week without a mechanic s signature must be signed by the Driver Manager certifying the instructions of the phone conversation. The driver must notify his or her Driver Manager of any defects by turning the yellow copy of the DVIR or calling in the defect as soon as it is detected. The Driver Manager must review every DVIR for possible safety defects before the vehicles can again be operated. Grey Wolf Transportation, LLC. 21

22 REGULAR SYSTEMATIC MAINTENANCE Driver Managers will monitor service interval due dates and schedule the vehicle in for service when due. Schedule A Schedule B Once every month, each vehicle will be inspected and serviced according to a formal Schedule A checklist. This inspection is focused on minor quick fix service and safety items such as lights, brake adjustments, tires defects and inflation, and loose nuts, bolts, and lugs. Every 15,000 to 20,000 miles power units will be inspected and serviced according to a formal Schedule B (PM) checklist). A full lube and oil change with filters is to be performed in addition to the above Schedule A. Files are retained for at least 12 months from the date of the inspection at each of the outside vendors assigned to conduct the service. Drivers who have reason to suspect that their assigned unit has not been inspected should call maintenance prior to leaving on their assign trip. Mechanics who perform annual inspections and brake repairs or adjustments must be certified as mandated in and respectively. Proof of these qualifications must be in the maintenance file for as long as the mechanic is performing the work plus one year thereafter. PERIODIC INSPECTION All GREY WOLF TRANSPORTATION, LLC. owned vehicles (over 10001# GVWR) which operate on public highways must be inspected at least annually according to Sec and FMCSR appendix G standards. A decal must be placed on each vehicle designating the date on which the inspection was conducted and where the files are maintained. The inspection file must be retained for at least 14 months. Grey Wolf Transportation, LLC. 22