NATIONAL SAFETY CODE

SAMPLE SAFETY AND MAINTENANCE PROGRAM

Federal Trucks, Truck-Tractors, and Trailers

Last Revised: December 2016

Alberta Transportation

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 NOTICE TO READERS
This document has been prepared by the Carrier Services Section of Alberta Transportation. It includes sample
safety and maintenance programs for federal carriers that operate trucks, truck-tractors, and/or trailers. Federal
carriers operate commercial vehicles registered for a weight of more than 4,500 kilograms outside of Alberta.

What are Safety and Maintenance Programs?

Safety and maintenance programs are written documents that provide safety and maintenance expectations for
all employees within a company. All National Safety Code (NSC) carriers are required by law to have these
programs in place. The safety program allows carrier safety management to ensure all authorized drivers have
sufficient training and qualifications to safely operate the company’s commercial vehicles. The maintenance
program helps management confirm that all vehicles owned by the company are properly maintained before
they are operated on highways. For more information about the purpose of safety and maintenance programs,
refer to Modules 5-6 of the Commercial Vehicle Safety Compliance in Alberta education manual.

Using these sample Safety and Maintenance Programs

This document MUST be altered to address the compliance and operational needs of a specific carrier. This
sample document, by itself, should not be used or accepted as meeting a carrier’s regulatory requirement unless
it has been appropriately modified and implemented.

Carriers that use these sample programs to meet regulatory requirements must go through the document and
fill in the missing fields. Any attempt to submit the document without the completed fields will result in an
error message when the “Submit” or “Print” button is clicked on the last page. Carriers that wish to include
more policies that are specific to their operations may use these samples as a guideline for ensuring they meet
minimum regulatory requirements.

Every effort has been made to ensure that the information in this document is accurate at the time of
preparation. However, this document is intended to serve only as a guide and cannot replace first-hand
information such as specific legislation. The items included in this document are considered to be the
minimum items required by law. Carriers may include additional policies to these minimum
requirements in their programs. It is the carrier’s responsibility to ensure that safety and maintenance
programs meet all regulatory requirements.

Corrections, comments and suggestions for this document can be submitted to Alberta Transportation at any
time by contacting Carrier Services Section at 403-755-6111 (toll free in Alberta by first dialing 310-0000) or by
email to [email protected].

To assist you in meeting the minimum requirements, the following website may help when developing your
programs and/or training. You are required to implement your safety and maintenance program, evaluate it
periodically and update it as necessary. For more information on safety and maintenance programs and
training, view our education manual online at: www.transportation.alberta.ca/671.htm.

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 For more information on Regulatory Requirements consult the following legislation:

 Commercial Vehicle Certificate and Insurance Regulation (AR 314/2002);

 Commercial Vehicle Safety Regulation (AR 121/2009);
 Vehicle Inspection Regulation (AR 211/2006);
 Vehicle Equipment Regulation (AR 122/2009); and
 Traffic Safety Act.

Alberta regulations are available from the Queens Printer at 780-427-4952 or online at: www.qp.alberta.ca

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 SAFETY PROGRAM FOR
COMMERCIAL TRANSPORTATION
Federal Trucks, Truck-Tractors,
and Trailers

Name on Safety Fitness Certificate:

Prepared By:

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 AUTHORIZED DRIVERS
Authorized drivers include all employees that are permitted to operate National Safety Code vehicles registered
to ____________________________. Authorized drivers include:
Company Name

• managers/owners who drive;

• part-time or occasional drivers;
• company mechanics who test drive vehicles or drive part-time;
• safety staff who train drivers;
• lease operators who have their vehicles registered to the company;
• contractors who have their vehicles registered to the company;
• anyone else authorized to operate a company vehicle.

All authorized drivers must follow the policies and procedures found in this safety program. By following the
policies in this program, all authorized drivers will be more aware of how to operate safely and to prevent
collisions.

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 PART 1: SAFE USE AND OPERATION OF VEHICLES
__________________________ will ensure all drivers are aware of the safe use and operation of commercial
Company Name
vehicles. Drivers must comply with all transportation safety laws, including those related to:

Speed Limits
Drivers must obey all posted speed limits and reduce speed according to road, weather, visibility conditions and
vehicle type.

Seat Belt Use

All authorized drivers, while operating or travelling as a passenger in company vehicles, must wear seat belt(s) at
all times.

Drug and Alcohol Use

The possession and/or consumption of alcohol, illegal drugs, or the misuse of prescription drugs are strictly
prohibited while drivers operate company vehicles and other equipment.

Defensive Driving
Authorized drivers must operate company vehicles in a professional and courteous manner. Drivers must be
prepared to avoid collision causing situations by practicing and by promoting the principles of defensive driving.

For example, drivers must be aware of their surroundings and look ahead. Drivers should leave a safe distance
between vehicles, keep the vehicle under control at all times and be prepared for changes in road, weather and
traffic conditions.

Distracted Driving

As part of practicing the principles of defensive driving, authorized drivers must remain focused and follow all
distracted driving laws. The following activities conducted while driving are considered distracted driving:

• using hand-held cell phones;

• texting or emailing (even when stopped at red lights);
• using electronic devices like laptop computers, video games, cameras, video entertainment displays, and
programming portable audio players (e.g. MP3 players);
• entering information on GPS units;
• reading printed materials in the vehicle;
• writing, printing or sketching; and
• personal grooming (brushing teeth, putting on makeup, clipping nails, shaving, etc.).

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 Cargo Securement

The carrier and driver must ensure that all any cargo transported is contained, immobilized or secured in
according to National Safety Code Standard 10. The following are some general guidelines for ensuring cargo is
secured in a safe manner. Generally, cargo transported on a commercial vehicle must not:

• leak, spill, blow off, fall from, fall through or otherwise dislodge from the commercial vehicle; or
• shift upon or within the commercial vehicle to such an extent that the commercial vehicle’s stability
or maneuverability is adversely affected.

Drivers must inspect the cargo and its securing devices within the first 80 kilometres after beginning a trip.
Drivers must re-inspect cargo when any one of the following occurs:

• change of duty status (e.g. from “driving" to “on-duty not driving”);

• after driving for 3 hours; or
• after driving 240 kilometres.

An employee or driver will not use any vehicle to transport goods unless;

• the vehicle is constructed to carry the goods, and

• there is equipment on the vehicle or attached to the vehicle that is capable of securing the goods to
ensure the vehicle can be operated safely when loaded without danger of turning over the vehicle or
the load shifting, swaying, blowing off, falling off, leaking or otherwise escaping.

Drivers are not permitted to transport any cargo unless it is properly secured. For more detailed information,
refer to the company cargo securement training program.

Fuelling
Before fuelling, the driver must:

• shut off engine;

• not smoke;
• check for fuel leaks;
• not overfill the tank;
• not leave nozzle unattended; and
• replace filler cap when finished fuelling.

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 PART 2: PROPER RECORD COMPLETION
__________________________ will train staff in hours of service records, bill of lading/manifests, dangerous
Company Name
goods records, weigh slips, and other documents that are required to be completed by law. A record will be
maintained on each driver’s file showing that the employee has this knowledge or any training received. The
company will evaluate each type of record for proper completion.

1. Hours of Service Records

Refer to the following resources for more information on federal hours of service requirements:
Commercial Vehicle Drivers Hours of Service Regulations (SOR/2005-313)
Reference Guide for Hours of Service Training Development
Module 7 of the Commercial Vehicle Safety Compliance in Alberta manual

Daily Log Completion

Unless exempted by law, all authorized drivers must complete daily logs for every calendar day they are
employed by the company. The following information provides a brief summary for what must be included in a
daily log:

At the beginning of each day:

• the start time of day if different than midnight, the name of the driver and, if the driver is a member of a
team of drivers, the names of the co-drivers;
• in the case of a driver who is not driving under the provisions of an oil well service permit, the cycle that
the driver is following;
• the commercial vehicle licence plates or unit numbers;
• the odometer reading of each of the commercial vehicles operated by the driver;
• the names and the addresses of the home terminal and the principal place of business of every motor
carrier by whom the driver was employed or otherwise engaged during that day;
• in the “Remarks” section of the daily log, if the motor carrier or driver was not required to keep a daily
log immediately before the beginning of the day, the number of hours of off-duty time and on-duty time
that were accumulated by the driver each day during the 14 days immediately before the beginning of
the day; and
• if applicable, a declaration in the “Remarks” section of the daily log that states that the driver is
deferring off-duty time under section 16 and that clearly indicates whether the driver is driving under
day one or day two of that time.

During the course of the day:

• the hours in each duty status during the day covered by the daily log, in accordance with Schedule 2,
and the location of the driver each time their duty status changes, as that information becomes known.

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 At the end of each day:

• the total hours for each duty status and the total distance driven by the driver that day, excluding the
distance driven in respect of the driver’s personal use of the vehicle, as well as the odometer reading at
the end of the day and sign the daily log attesting to the accuracy of the information recorded in it.

Electronic Daily Logs

Electronic daily logs generated by Electronic Logging Devices (ELDs) may be submitted as long as they contain
the same information in the same format that is required by regulation for a handwritten daily log. Failing to
produce an electronic daily log will be treated the same as failing to produce a daily log in handwritten format.
This includes if the electronic daily log data is:

• illegible;
• inoperable due to driver error;
• inoperable due to device malfunction, or
• unavailable for any other reason.

For more information, refer to the Electronic Log Policy: www.transportation.alberta.ca/5610.htm

Retention and Distribution of Log Books

Drivers must forward the original copy of their daily log and supporting documents to their home terminal
within 20 days of the completion of the daily log.

Within 30 days of receiving the daily logs and supporting documents, the company will deposit these records at
the principal place of business and retain all daily logs and supporting documents in chronological order for each
driver for at least 6 months.

Hours of service records will be maintained at the following location:

Physical Address in Alberta (must be the same as the company’s principle place of business):

Time Records for Drivers Operating within 160 kilometers of the Home Terminal

Authorized drivers are not required to maintain a daily log where ALL of the following conditions are met:

• Driver/vehicle does not operate beyond 160 kilometers radius of the home terminal;
• Driver returns to home terminal each day to begin a minimum of 8 consecutive hours of off-duty time;

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 • The company maintains and retains for a period of 6 months accurate and legible records showing, for
each day the driver’s duty status and elected cycle, the hour at which each duty status begins and
ends and the total number of hours spent in each status;
• The driver is not driving under a permit issued under the Commercial Vehicle Drivers’ Hours of Service
Regulation.

When a driver was not required to keep a daily log before the beginning of the day (radius operation), the driver
shall in the “remarks” section of the daily log record the number of hours of off-duty time and on-duty time that
was accumulated by the driver for each day during the 14 days immediately before the beginning of the day.

2. Shipping Documents
Bills of Lading

Where applicable, a Bill of Lading shall be identified by a numerical code or other means of identification and
shall set out at least the following:

• name and mailing address of the consignor;

• date of the consignment;
• point of origin of the shipment;
• name of the originating carrier;
• names of connecting carriers, if any;
• name and mailing address of the consignee;
• destination of the shipment;
• particulars of the goods comprising the shipment, including weight and description;
• a space for the signature of the consignor or his agent;
• a provision stipulating whether the goods are received in apparent good order and condition;
• a space in which to show the declared value of the shipment;
• where charges are to be prepaid or collected;
• a space in which to indicate whether the charges are prepaid or collect;
• a space in which to show whether the C.O.D. fee is prepaid or collect;
• a space in which to show the amount to be collected by the carrier on a C.O.D. shipment;
• a space in which to note any special agreement between the consignor and the carrier;
• a statement in conspicuous form indicating that the carrier’s liability is limited by a term or condition of
the applicable schedule of rates or by other agreement, if such a limitation exists.

The person who is the originating carrier of the goods being shipped shall, on the bill of lading issued for those
goods:

• acknowledge receipt of the goods by signing the bill of lading, and

• indicate the condition of the goods and give details of any defect.

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 Waybills

Instead of carrying a bill of lading for the goods transported, the company may carry a waybill for the goods
issued by the consignor or carrier. A waybill shall be identified by the numerical code or other means of
identification set out on the bill of lading and set forth at least the following:

• particulars of the goods carried on the vehicle;

• name and mailing address of the consignor;
• point of origin of the shipment;
• name and mailing address of the consignee;
• destination of the shipment;
• names of connecting carriers, if any;
• whether the charges are prepaid or collect;
• date of the consignment.

Note: See Section 2 of the Bill Of Lading and Conditions of Carriage Regulation (AR 313/2002) for exemptions
(e.g. owner’s own goods).

Dangerous Goods Shipping Documents

If the company transports Dangerous Goods, a Dangerous Goods Shipping Document shall contain, at minimum,
the following information:

• Consignor’s name and address in Canada;

• Date of shipment;
• Description of the goods: (in the following order)
1. UN number (e.g. UN1230);
2. Dangerous goods shipping name (e.g. Methanol);
3. Primary class and subsidiary class (e.g. 3(6.1));
4. If applicable, the packing group in roman numerals (e.g. I, II or III) or the compatibility group
letter for explosives;
5. If applicable, the words "toxic by inhalation" or "toxic – inhalation hazard" for dangerous goods
subject to Special Provision 23 (Class 6.1, PGI, toxic due to inhalation);
• The quantity in metric measurement (e.g. kg or L) for transport originating in Canada;
• The “24-hour number” of a person who can provide technical information on the dangerous goods; and
• The consignor’s certification.

In some cases, more information may need to be included, such as:

• The number of small means of containment (e.g. volume of 450 L or less) that require labels;
• The technical name or the statement “not odorized”;
• The Emergency Response Assistance Plan (ERAP) number and its activating telephone number; Note: An
ERAP is only required for certain dangerous goods in certain quantities. To learn more about ERAP,
please consult Part 7 of the TDG Regulations.

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 • The flash point, if the product is a Class 3 flammable liquid and is being transported on a ship; (e.g.
gasoline, diesel, etc.);
• Special instructions, such as the control and emergency control temperatures of Classes 4.1 and 5.2; and
• The number of any applicable Transport Canada Equivalency Certificates.

Shipping documents must be carried within the driver’s reach and, when the driver leaves the cab, the shipping
documents must be left on the driver’s seat, in a pocket on the driver’s door or in an obvious place in the cab. If
the vehicle is left in a supervised area, a copy of the shipping document must be left with the person in charge.

Note: There may be exemptions to regulations. Refer to Part 3 of the Transportation of Dangerous Goods
Regulations (SOR/2001–286).

For more information refer to the web site: www.transportation.alberta.ca and/or contact the Dangerous Goods
Coordination and Information Centre at 800-272-9600 for further information on bulletins, permitting and
general information.

Weigh Slips

The company will obtain accurate vehicle weights and weigh slips for vehicles that are required to be weighed
under the Bill Of Lading and Conditions of Carriage Regulation (AR 313/2002).

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 PART 3: COMPLIANCE WITH THE LAW
Safety Laws
Drivers operating vehicles owned by __________________________ will comply with all transportation safety
Company Name
laws as required. The Commercial Vehicle Certificate and Insurance Regulation (AR 314/2002) identifies that:

“safety laws” means, as the context requires,

i) the Act (Traffic Safety Act) and regulations made under the Act;
ii) the Dangerous Goods Transportation and Handling Act and the regulations made under that Act;
iii) the laws of a jurisdiction outside Alberta, respecting the same, similar or equivalent subjects as those
regulated or controlled by the laws referred to in sub clauses (i) and (ii).

Safe Vehicles
Vehicle Condition:

Drivers will not operate and the company will not permit a person to operate a commercial vehicle if the vehicle
or any equipment related to the commercial vehicle is in a condition likely to cause danger to persons or
property.

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 PART 4: USE OF SAFETY EQUIPMENT
Use of Warning Devices
During the night time a commercial vehicle will not be stationary on a highway outside the limits of an urban
area unless;

• the hazard lights are alight if functional; and

• advanced warning triangles are placed without delay on the highway in line with the commercial vehicle
at a distance of approximately 30 metres behind and in front of the commercial vehicle.

When there is insufficient light or conditions where objects are not clearly discernable at 150 metres,
commercial vehicles will not be stationary outside of the limits of an urban area unless;

• the hazard lights are alight if functional, and

• advanced warning triangles are placed without delay on the highway in line with the commercial vehicle
at a distance of approximately 75 metres behind and in front of the commercial vehicle.

During the day time a person will not permit a commercial vehicle to be stationary on a highway outside the
limits of an urban area unless;

• the hazard lights are alight if functional, and

• advanced warning triangles are placed without delay on the highway in line with the commercial vehicle
at a distance of approximately 75 metres behind and in front of the commercial vehicle.

Warning triangles and hazard lights are used to make other traffic aware of parked commercial vehicles.

Use of Fire Extinguishers

If the need to use a fire extinguisher arises:

Remember the word PASS

• Pull - Pull the safety pin by breaking the seal;

• Aim – Aim the nozzle, horn or hose at the base of the fire;
• Squeeze - Squeeze the handle;
• Sweep – Sweep from side to side moving carefully toward the fire keep the extinguisher aimed at the
base of the flame and sweep back and forth until the flames appear to be out.

Safety instructions:

• remove the fire extinguisher from its bracket;

• approach the fire from upwind if possible;

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 • hold the extinguisher in an upright position;
• continue to use until the fire is out and the fire extinguisher is empty;
• replace the safety pin and return it to your compartment;
• have extinguisher recharged immediately or replaced before your next run;
• report use of fire extinguisher to supervisor.

Use of Personal Protective Equipment (PPE)

__________________________ will ensure all employees are educated on the proper use of all issued PPE (e.g.
Company Name
goggles, hard hats, breathing apparatus, etc.). Any education or training will be documented and placed on the
driver’s file.

Note: Reference Occupational Health and Safety Act for specific instructions and the use of PPE. This
legislation may also require additional components to be covered in the safety program. The Occupational
Health and Safety Act is available online at: http://work.alberta.ca/occupational-health-safety/307.html.

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 PART 5: DRIVER CONDUCT AND DISCIPLINE
Driver Conduct
Drivers must practice good conduct by keeping the following policies in mind:

• safely operate company vehicles on the highway with a professional attitude and obey posted speed
limits;
• drive in a defensive manner, be aware of surroundings and look ahead. Leave a safe distance between
vehicles and be a professional and courteous driver;
• keep the vehicle under control at all times and reduce speed due to changes in road, weather and traffic
conditions;
• be prepared to avoid collision producing situations by practicing and promoting safe driving skills;
• report all significant events on road to the company safety officer, including violations, near misses, etc.

Disciplinary Procedures (STEPS)

All disciplinary steps taken by __________________________ will be progressive in nature. All actions taken,
Company Name
including verbal warnings, will be documented. Disciplinary action may be taken with employees for any:

• regulatory violations (identified on the Carrier Profile, driver’s abstract or through internal
evaluations/audits).
• significant company policy violations (identified through internal audits, direct observation, reports from
other staff, and reports from the public/customers).

As appropriate, disciplinary action may include:

• written warnings;
• suspension; or
• termination.

The disciplinary process may also require corrective measures, such as re-training. For severe violations that
pose a significant risk to public safety, the company may take disciplinary action at any stage based on the
severity of the violation.

Where any form of disciplinary action is taken against a driver, this action must be documented and recorded in
the driver’s file.

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 PART 6: DRIVER QUALIFICATIONS
Driver Qualifications
When hiring new drivers, __________________________ will ensure the driver is qualified for the job by
Company Name
reviewing their driver abstract. By reviewing the commercial driver abstract, the company will ensure the driver
has a valid operator’s licence for the class of vehicle they will be operating. The company will also examine the
driver’s history to determine whether they are qualified to operate a commercial vehicle safely.

When hiring new drivers, the company may also:

• conduct a personal interview to evaluate attitude, driving skills and professionalism;

• contact references and past employers;
• conduct a road test to include: use of two and four lane highways, city driving, and yard backing and
parking, shifting, turning, mirror usage, speed and general awareness;
• evaluate the skills and knowledge of a driver by conducting a written exam;
• address any special training requirements (e.g. dangerous goods, long combination vehicle, etc.);
• implement a maximum abstract point threshold (e.g. specify maximum demerit points allowed within a
three year period and do not hire if exceeded);
• implement a maximum collision threshold (e.g. consider if your threshold will include preventable
collisions only or all collisions. Do not hire the applicant if the threshold is exceeded);
• implement a policy addressing procedures for suspended licence.
• implement a policy requiring drivers to immediately report changes of their Driver's Licence status to
their employer (for example, suspensions or medical requirements/conditions).

Driver Evaluations
The company will perform written driver evaluations according to the intervals in the chart below:

Driver Evaluation
Evaluation Interval Comments
Type
Complete written driver evaluation
New Hire Evaluate on hire
form and place on driver file.
Complete written driver evaluation
form and ensure driver has corrected
Probationary Driver
any issues identified in evaluation
conducted at hire.
Complete written driver evaluations
Non-compliant Driver until satisfied the driver understands
and can comply with requirements.
Complete written driver evaluation
Normal Driver
form and place on driver file.

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 Drivers will be evaluated for skills involving: driving in traffic, backing up, connecting a trailer, fuelling, driving in
the mountains, driving defensively, conducting daily Trip Inspections, and identifying and reporting defects to
the carrier. The company maintains an ongoing program for evaluating employees’ driving skills using:

• road tests (see Evaluation form on the next page);

• internal audits of records (logbooks, time records, etc.).

Drivers may also be required to take written exams to test driver skills and knowledge of (as applicable):

• hours of service;
• weights and dimensions;
• cargo securement;
• dangerous goods;
• daily trip inspections;
• other: _________________________________________________________________________

Driver Evaluation results will be retained on each driver’s file. A sample driver evaluation form is attached.

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 DRIVER EVALUATION
Carrier Name: Current Class of Operator’s Licence
1 2 3 4 5
Driver Name: Date: Signature of Driver: Date:

Performance Assessment Performance Assessment

DRIVER ACTIONS DRIVER ACTIONS
Good Fair Poor Good Fair Poor
A. CONTROLS E. TRAFFIC LIGHTS / SIGNS
1. Knowledge and/or use of equipment 1. Fails to anticipate / observe
2. One-handed steering – hand position 2. Judgment – green / amber / red
3. Steering Control – wanders / recovery 3. Judgment – stop / yield / other
4. Shifts too soon / late / lugs
5. Improper use of gears / grinds F. RIGHT-OF-WAY
6. Improper use of clutch / stalls/ coasts 1. Uncertain / hesitant
7. Improper use of brake / park brake 2. Fails to assume own right of way
8. Improper use of accelerator 3. Aggressive / Judgment
9. Signals too soon / late
10. Signals – improper / not cancelled/none G. SPEED
1. Too fast for conditions
B. PARKING / STARTING / BACKING 2. Too slow for conditions
1. Fails to set brake / gear
2. Observation – backing / starting H. BACKUP / TURN AROUND
3. Judgment – vehicle / wheels / angle 1. Poor observation – before / during
5. Rolls back 2. Judgment of distance / position
6. Unsure / too slow

C. LANE DRIVING / CHANGING / POSITION I. ROAD TEST DISQUALIFICATION

1. Fails to check mirror 1. Overall poor performance
2. Fails to check blind spot / late 2. Right of way violation – vehicle /
pedestrian
3. Uncertain / hesitant 3. Traffic light violation
4. Road position – straddles lane 4. Stop sign violation
5. Too close / far – stop / pass / follow 5. Speeding violation
6. Improper lane change / late / slow 6. Other violation
7. Fails to observe signs / conditions 7. Climbs over curb
8. Lacks caution at uncontrolled
intersection
D. INTERSECTIONS / TURNS / RR 9. Obstructs traffic
1. Block crosswalk / intersection / stop line 10. Unable to perform skill maneuver
2. Stops too far back 11. Hits vehicle / object
3. Unnecessary stop 12. Lacks skill and control
4. Fails to leave parking lot 13. Unsafe action
5. Fails to observe conditions / late 14. Trip inspection failure
6. Left turn – cuts corner / turns wide
7. Left turn – wrong lane – before / after J. GENERAL DRIVER KNOWLEDGE
8. Right turn – cuts corner / turns wide 1. Hours of Service
9. Right turn – wrong lane – before / after 2. Trip Inspections
10. Incorrect position – vehicle / wheels 3. Cargo Securement
11. Too fast – before / during 4. Weights and Dimensions
12. Too slow – before / during

TEST ADMINSTRATION INFORMATION: COMMENTS:

Authorized to drive: Yes: No:
Safety Officer’s Name: Signature:

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 PART 7: DRIVER RECORDS AND RECORD RETENTION
Driver Files
__________________________ will keep a driver record for every person authorized to operate company
Company Name
vehicles, including owner(s) and management. These records will include the following information:
• the driver’s completed application form for employment with the registered owner, where applicable
(note: the driver’s resume is considered to be an acceptable application);
• the driver’s employment history for the three years immediately preceding the time the driver started
working for the carrier, where applicable;
• a copy of the driver’s abstract in a form satisfactory to the Registrar when the driver is first hired or
employed, dated within 30 days of the date of employment or hire;
• annual updated copies of the driver’s abstract in a form satisfactory to the Registrar;
• a record of the driver’s convictions of safety laws in the current year and in each of the 4 preceding
years;
• a record of any administrative penalty imposed on the driver under safety laws;
• a record of all collisions involving a motor vehicle operated by the driver that are required to be
reported to a peace officer under any enactment of Alberta or a jurisdiction outside Alberta;
• a record of all training undertaken by a driver related to the operation of a commercial vehicle and
compliance with safety laws;
• a copy of any training certificate issued to the driver, in electronic or paper form, for the period starting
on the date the training certificate is issued and continuing until 2 years after it expires, in accordance
with Part 6.6 of the Transportation of Dangerous Goods Regulations under the Transportation of
Dangerous Goods Act, 1992; and
• a copy of a current medical certificate for all Class 1, 2 or 4 licences and Class 3 or 5 with a licence
endorsement code “C” requiring a periodic medical. If medical certificate is not presented or available,
retain a copy of valid driver licence, a Commercial Driver’s Abstract or a note from the medical doctor in
lieu of the medical certificate.

Driver Record Retention

__________________________ will keep all driver files at the principal place of business in Alberta. These
Company Name
records will be:

• retained for at least five years from the date they are created, established or received (unless specified
otherwise by specific legislation); and
• available for inspection by a peace officer during the carrier’s regular business hours.

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 PART 8: EMPLOYEE TRAINING
Training Areas
__________________________ will ensure all drivers have met training requirements prior to operating
Company Name
company vehicles. This training must be conducted to increase knowledge, reduce violations and reduce the
likelihood of collisions.
All employees will receive training in the following subjects, as applicable:
• company safety program;
• safe vehicle operation;
• company maintenance program;
• Traffic Safety Act and relevant transportation safety laws including;
• Hours of service;
• Daily trip inspections;
• Weights and dimensions;
• Cargo securement; and
• Other regulations, as applicable to company operations.
• the Dangerous Goods Transportation and Handling Act and regulations made under that Act;
• any other laws (e.g. Occupational Health and Safety) or laws of another jurisdiction if operating outside
of Alberta.

Employees will be trained: ☐ In House ☐ By an External Organization ☐ Both

All drivers will have records of training in their file (e.g. training certificates or other records showing the time,
date and type of training). A copy of applicable legislation will be made available for all staff (e.g. web site
access, hard copy, or disk).

Note: Training information is available in the Commercial Vehicle Safety Compliance in Alberta
education manual and in the Reference Guide for Hours of Service Training Development

Orientation
All new hires will receive training on the company’s safety and maintenance policies. Orientation must be
completed before drivers drive to ensure they know the laws that apply on that first trip. New employees will
also receive training in the following subjects upon hire:

☐
✔ Hours of Service
☐
✔ Daily Trip Inspections
☐
✔ Weights and Dimensions
☐
✔ Load Securement
☐ Other: _______________________________________

12/2016 Page 21 of 36
 Ongoing Training
Employees will receive ongoing trainings throughout their employment in the following subjects:

• hours of service (logbooks and/or time records) – the company will assess the need for additional
training by conducting daily and periodic internal audits of:
o driver's hours of service records to ensure documents are not falsified;
o daily log completion to ensure they meet the legislated requirements (form and manner); and
o other fatigue related issues, such as, operating beyond the legislated hours of service limits,
inadequate rest or off duty periods, etc.
• daily trip inspections – the company will provide ongoing training through spot checks and monitoring of
vehicle defects.
• weights and dimensions – ongoing training and monitoring will be provided on legal weights and
dimensions, permit weights and dimensions, shipping weights, etc. Loads to be scaled and dimensions
and permits must be checked before leaving the yard.
• load securement – ongoing training and monitoring of compliance with Cargo National Safety Code
Standard 10 through direct spot checks and monitoring the Carrier Profile.
• other regulations, as applicable to company operations.

All employees will be evaluated on a regular basis to ensure they understand minimum transportation safety
requirements. If a knowledge gap is identified in a driver evaluation, the company will ensure that driver is
trained as necessary. Employees may also be subject to additional trainings throughout the year when:

• Regulations or policies concerning any of the subjects above have changed;

• An employee has demonstrated non-compliance in one of the above areas; or
• An employee has indicated they do not understand the minimum transportation safety requirements.

The company will ensure all employees are evaluated on their knowledge of the information received during
training.

12/2016 Page 22 of 36
 PART 9: MONITORING HOURS OF SERVICE COMPLIANCE
__________________________ will monitor the compliance of each driver with the Commercial Vehicle Drivers
Company Name
Hours of Service Regulations (SOR/2005-313). The company has a responsibility to monitor the compliance of
drivers’ hours of service records. The purpose of monitoring these records is to prevent collisions involving
fatigued driving. During the monitoring process, the company will address all fatigue-related violations found in
these records. Hours of service violations considered to be “fatigue-related” include:

• False records (identified using independent supporting documents);

• More than one record for each day;
• Missing records (every day must be accounted for);
• Records not current to the last change of duty status;
• Driving over any hour limits specified in regulation;
• Drivers not meeting off-duty requirements or taking time breaks as required by regulation;
• Using the 160 kilometer radius exemption when the driver does not meet all specified criteria;
• Failing to meet any condition of a permit related to hours of service.

The process used to monitor drivers for compliance must produce measureable results. The goal of the
company is to work towards achieving a Fatigue Violation Rate of 0% (i.e. no fatigue-related violations by any
drivers).

The company will adopt the following approach when reviewing driver records for hours of service violations:

• Document written policies in the safety program that address compliance requirements;
• Assign a person to be responsible for monitoring, taking remedial action when violations are found, etc.
• This person should also be responsible for ensuring they and other applicable employees have the
necessary skills and knowledge to accurately analyze hours of service records;
• Verify that all authorized drivers have a record for every calendar day (including days off and holidays);
• Verify all authorized drivers understand and apply the appropriate hours of service regulations;
• Check all authorized drivers for form and manner violations for every day. This includes checking for name,
address, date, daily hour totals, and odometer readings on the record;
• Check all authorized drivers for fatigue-related violations (see list of fatigue violations above);
• Use independent supporting documents (that cannot be created or modified by the driver) to verify the
accuracy of each driver’s records. Supporting documents may include fuel receipts, bills of lading with
shipping times, GPS records, or meal/hotel receipts, toll receipts, etc.
• Check recently trained drivers and drivers with a history of violations more often. Regularly check these
drivers until the company is satisfied they understand and apply the appropriate hours of service
requirements.
• When a new driver is hired, obtain hours of service records from their previous employer. If this is not
possible, then obtain a signed statement from the driver that specifies their total on-duty and off-duty
hours for each of the previous 14 days prior to authorizing them to drive.

12/2016 Page 23 of 36
 • Where an Electronic Onboard Recording Device (EOBR) is used in place of a hardcopy log, verify that the
driver’s on-duty and off-duty hours are accurate. For example, ensure that the EOBR has not recorded
loading or unloading time as “off-duty” time.
• When violations are identified in a driver’s records, take appropriate remedial action. All action(s) taken
must be documented in the driver’s file and must include the date the violation was identified and date
issue was addressed.
• Prepare a monthly report of your findings and any corrective action(s) taken. Retain all reports for the
current year and the preceding 4 years. The report should include a calculation of each driver’s Fatigue
Violation Rate (FVR) and of the company’s overall FVR using the formula below:

FVR = Number of days with 1 or more fatigue-related violations x 100%

Total number of days checked

• The report should also include a calculation of every driver’s Form and Manner Violation Rate (FMVR)
using the formula below:

FMVR = Number of days with 1 or more form and manner violations x 100%
Total number of days checked

• It is recommended that carriers with one to ten drivers check every driver at least once a month for hours
of service violations.
• Carriers with more than ten drivers should check at least ten drivers plus 10 per cent of the remaining
drivers on a monthly basis. For example, a carrier with 30 drivers would check 10 drivers plus 10 per cent
of the remaining 20 drivers, for a total of 12 drivers each month. In a larger company, every driver should
be checked for hours of service compliance at least once annually.

NOTE: A “driver” includes any person authorized to operate an NSC vehicle registered to the carrier. This
includes full or part time employees, volunteers, mechanics, salespeople, dispatchers, office staff, owners,
managers, supervisors, etc.

For more information about hours of service monitoring requirements, visit the Alberta Transportation website
at: www.transportation.alberta.ca/5610.htm .

12/2016 Page 24 of 36
 MAINTENANCE PROGRAM FOR
COMMERCIAL TRANSPORTATION
Federal Trucks, Truck-Tractors,
and Trailers

Name on Safety Fitness Certificate:

Prepared By:

Effective Date:

12/2016 Page 25 of 36
 OVERVIEW
All NSC commercial vehicles (commercial vehicle registered solely or in combination for more than 4,500
kilograms including but not limited to trucks, truck tractors, trailers, converter dollies, jeeps and boosters)
registered to the company are required to comply with the company's maintenance and inspection program
policies and procedures, including:

• lease operators that have their vehicles registered to the company; or

• if lease operators follow their own maintenance program, then they must;
• provide a copy of the lessee’s maintenance and inspection program that meets the minimum regulatory
requirements;
o the registered owner must document that the maintenance and inspection program is
“acceptable”;
o the registered owner must ensure the lease operator is following the maintenance and
inspection program.

The preventive maintenance and inspection program will address the following areas:

• daily trip inspections;

• repairs;
• routine scheduled maintenance;
• annual CVIP inspections;
• record keeping of all inspections, repairs, and routine maintenance.

A person shall not operate or permit another person to operate a commercial vehicle if the vehicle or any
equipment related to the commercial vehicle is in a condition likely to cause danger to persons or property.

It is illegal to operate a vehicle on a highway with any defect that is a violation under any legislation.

The company’s written maintenance and inspection program will be kept at the company’s principal place of
business in Alberta. Copies of the maintenance and inspection program will be available at each location of the
carrier where the maintenance and inspection of the carrier’s commercial vehicles is carried out. A copy of the
program shall be readily accessible to employees of the carriers who carry out the maintenance and inspection
program.

Designation of Maintenance Officer

The person is responsible for maintaining and implementing this preventative maintenance program:

Name: Title:

Phone: Email:

12/2016 Page 26 of 36
 PART 1: SCHEDULED VEHICLE MAINTENANCE
________________________ will routinely inspect applicable vehicle components as listed in:
Company Name

• Alberta's Vehicle Inspection Regulation (AR 211/2006),

• Schedule 2 of Alberta’s Commercial Vehicle Safety Regulation (AR 121/2009), and
• Schedule 1 of NSC Standard 13 Part 2 (daily trip inspection).

Any component identified as being in need of repair and/or maintenance will be serviced as required. The
records documenting the maintenance will be retained on the appropriate vehicle file. The company will
conduct regular and continuous maintenance inspections and repairs in accordance with the following intervals:

Inspection Interval
Inspection Type Vehicle Type (Kilometres, Time or Comments
Hours)
Trucks, Complete written Daily Trip Inspection
Daily Trip Inspection: Tractors, Every 24 hours form if required. Report all defects and
Trailers document all repairs.

Trucks
Lubrication Interval Tractors
(Oil changes and greasing)
Trailers

Scheduled Trucks
Maintenance Tractors
Inspection Trailers

All Types
Required every 12 months before next
(Truck, Annually
“CVIP” Inspection: CVIP expires - to be completed by a
Tractor,
Certified CVIP Station.
Trailer)

Note: Only fill in the above chart for vehicle types that are registered to the company. For example, if the
company does not have trailers registered; do not fill in intervals for trailers.

12/2016 Page 27 of 36
 ________________________ will inspect vehicles at regular intervals using the following form:
Company Name

Schedule 2 Maintenance Form

Date:__________ Time:______ Inspector's Name:_______________________

Address of Inspection Shop:__________________________________________________________
Licence Plate Number(s): _________________ Vehicle Unit Number:_______________________
Odometer: _______ Hour Meter: _______ Signature:________________________________

Body and Seats (S.1)

Chassis Frame (S. 2)
Body Frame (S. 3)
Sliding Subframe (S. 4)
Underbody (S. 5)
Drive Shaft and Drive Shaft Components (S. 6)
Window and Mirrors (S. 7)
Fuel (S. 8)
Exhaust (S. 9)
Friction Components (S. 10)
Hydraulic and Vacuum-assist Brake Components (S. 11)
Mechanical Components (S. 12)
Brake Pedal (S. 13)
Air Brake System (S. 14)
Park Brake (S. 15)
Brake System (S. 16)
Engine Controls (S. 17)
Steering Column and Box (S. 18)
Wheel Alignment (S. 19)
C-Dolly Steering (S. 20)
Steering Linkage (S. 21)
Suspension (S. 22)
General Requirements (S. 23)
Windshield Wipers and Washers (S. 24)
Heating and Defrosting System (S. 25)
Starting Switch (S. 26)
Lamps and Reflectors (S. 27)
Tires (S. 28)
Wheels (S. 29)
Lubrication (S. 30)
Fifth Wheel Coupling Device (S. 31)
Trailer Hitch, Trailer Mount and Connecting Devices (S. 32)
Rear Impact Guards (S. 33)

Note: The above noted items are general headings under Schedule 2 of the Commercial Vehicle Safety
Regulation (AR 121/2009). The general headings are further broken down in Schedule 2 into specific
components and detailed inspection criteria. Refer to Schedule 2 for guidance when conducting
maintenance inspections.

Specific vehicles may be equipped or may be required to be equipped with additional items that must be
inspected and maintained. Consult the legislation to determine the specific requirements for your
vehicle(s). Any equipment or safety systems installed in a vehicle by the manufacturer of the vehicle
must be maintained in good working order and in accordance with the manufacturer’s specifications.

12/2016 Page 28 of 36
 PART 2: DAILY TRIP INSPECTIONS
National Safety Code (NSC) Standard 13
__________________________ will ensure that:
Company Name

• a copy of Schedule 1 is located in each commercial vehicle. Drivers shall produce the Schedule when
requested by a peace officer.
• a daily trip inspection is valid for a maximum of 24 hours from the time recorded on the trip inspection
report. Vehicle components will be inspected as required by Section 10(4)(b) of Alberta’s Commercial
Vehicle Safety Regulation (AR121/2009). The daily inspection must include all components as specified
in the list of items in Schedule 1 of NSC Standard 13 Part 2.
• any of the components that are routinely inspected may be added to the daily trip inspection and any
components that are not applicable to the vehicle may be deleted from the daily trip inspection.

Completion of the Daily Trip Inspection Report

Drivers conducting a daily trip inspection will prepare a trip inspection report including the following
information:

• the licence plate, identification number or unit number,

• the odometer or hub meter at the time of inspection,
• the name of the carrier operating the commercial vehicle,
• the name of the municipality or location on the highway where the inspection was conducted and the
time and date that the report was made,
• any defect related to the operation of any item required to be inspected or that no defect was detected,
• the name of the person who inspected the vehicle and a statement signed by that person stating that
the vehicle has been inspected in accordance with section 10 of the Commercial Vehicle Safety
Regulation (AR 121/2009)
• the name and signature of the person making the report.

Note: A sample trip inspection report is attached. Drivers may use this report or the company may
attach a different report for them to use.

Defects Observed During Operation of the Vehicle

If a driver observes any safety defects as specified in Schedules 1 or 2 of NSC Standard 13 while driving the
vehicle, the driver will record the defects in the attached trip inspection report or in a written document and
report those defects to the company as required.

12/2016 Page 29 of 36
 Drivers will produce this trip inspection report or other document approved by the company when requested by
a peace officer.

Distribution and Retention of Trip Inspection Reports

• The person who completed the trip inspection report will forward that report to their home terminal
within 20 days of completion of the report;
• The company is responsible for ensuring the trip inspection report is submitted as required. That report
must be maintained at the principal place of business within 30 days of receiving the report; and
• The original report will be retained in chronological order by the company for the month it was created
and an additional 6 months.

Requirement to Repair, Correct and Report Defects

• Drivers will not drive a commercial vehicle with any uncorrected or unrepaired major defect (see
Schedule 1 of NSC Standard 13 part 2 for a description of a major defect);
• Anyone conducting a daily trip inspection is required to document any defects on the written trip
inspection report;
• _________________________ will certify on the report that the defect has been repaired/corrected or
Company Name
certify on the report the repair/correction is unnecessary;
• If a driver or person authorized by the company believes or suspects there is a safety defect in the
commercial vehicle, they shall report the safety defect to the carrier;
o without delay if the defect is a major defect, or in a timely manner but not later that the next
required daily trip inspection in all other cases.

12/2016 Page 30 of 36
 NSC Standard 13 Part 2

Schedule 1 – Truck, Tractor & Trailers

Application:
This schedule applies to trucks, tractors and trailers or combinations thereof exceeding a registered gross vehicle
weight of 4500 kg.

1. Air Brake System

Defect(s) Major Defect(s)
• Audible air leak. • Pushrod stroke of any brake exceeds the
• Slow air pressure build-up rate. adjustment limit.
• Air loss rate exceeds prescribed limit.
• Inoperative towing vehicle (tractor) protection
system.
• Low air warning system fails or system is
activated.
• Inoperative service, parking or emergency brake.
2. Cab
Defect(s) Major Defect(s)
• Occupant compartment door fails to open. • Any cab or sleeper door fails to close securely.
3. Cargo Securement
Defect(s) Major Defect(s)
• Insecure or improper load covering (e.g. • Insecure cargo.
wrong type or flapping in the wind). • Absence, failure, malfunction or deterioration of
required cargo securement device or load
covering.
4. Coupling Devices
Defect(s) Major Defect(s)
• Coupler or mounting has loose or missing • Coupler is insecure or movement exceeds
fastener. prescribed limit.
• Coupling or locking mechanism is damaged or
fails to lock.
• Defective, incorrect or missing safety chain/cable.

5. Dangerous Goods
Major Defect(s)
• Dangerous goods requirements not met.

6. Driver Controls
Defect(s)
• Accelerator pedal, clutch, gauges, audible
and visual indicators or instruments fail to
function properly.
7. Driver Seat
Defect(s) Major Defect(s)
• Seat is damaged or fails to remain in set • Seatbelt or tether belt is insecure, missing or
position. malfunctions.

8. Electric Brake System

Defect(s) Major Defect(s)
• Loose or insecure wiring or electrical • Inoperative breakaway device.
connection. • Inoperative brake.

12/2016 Page 31 of 36
 9. Emergency Equipment & Safety Devices
Defect(s)
• Emergency equipment is missing, damaged
or defective.
10. Exhaust System
Defect(s) Major Defect(s)
• Exhaust leak. • Leak that causes exhaust gas to enter the
occupant compartment.
11. Frame and Cargo Body
Defect(s) Major Defect(s)
• Damaged frame or cargo body. • Visibly shifted, cracked, collapsing or sagging
frame member(s).
12. Fuel System
Defect(s) Major Defect(s)
• Missing fuel tank cap. • Insecure fuel tank.
• Dripping fuel leak.
13. General
Major Defect(s)
• Serious damage or deterioration that is
noticeable and may affect the vehicle’s safe
operation.
14. Glass and Mirrors
Defect(s)
• Required mirror or window glass fails to
provide the required view to the driver as a
result of being cracked, broken, damaged,
missing or maladjusted.
• Required mirror or glass has broken or
damaged attachments onto vehicle body.
15. Heater/Defroster
Defect(s) Major Defect(s)
• Control or system failure. • Defroster fails to provide unobstructed view
through the windshield.

16. Horn
Defect(s)
• Vehicle has no operative horn.
17. Hydraulic Brake System
Defect(s) Major Defect(s)
• Brake fluid level is below indicated minimum • Parking brake is inoperative
level. • Brake boost or power assist is inoperative.
• Brake fluid leak.
• Brake pedal fade or insufficient brake pedal
reserve.
• Activated (other than ABS) warning device.
• Brake fluid reservoir is less than ¼ full.
18. Lamps and Reflectors
Defect(s) Major Defect(s)
• Required lamp does not function as intended. When lamps are required:
• Required reflector is missing or partially • Failure of both low-beam headlamps.
missing. • Failure of both rearmost tail lamps.
At all times:

• Failure of a rearmost turn-indicator lamp.

12/2016 Page 32 of 36
 • Failure of both rearmost brake lamps.
19. Steering
Defect(s) Major Defect(s)
• Steering wheel lash (free-play) is greater than • Steering wheel is insecure, or does not respond
normal. normally.
• Steering wheel lash (free-play) exceeds required
limit.
20. Suspension System
Defect(s) Major Defect(s)
1
• Air leak in air suspension system. • Damaged or deflated air bag.
• Broken spring leaf. • Cracked or broken main spring leaf or more than
• Suspension fastener is loose, missing or one broken spring leaf.
broken. • Part of spring leaf or suspension is missing,
shifted out of place or in contact with another
vehicle component.
• Loose U-bolt.
_____
1
patched, cut, bruised, cracked to braid, mounted
insecurely.
21. Tires
Defect(s) Major Defect(s)
• Damaged tread or sidewall of tire. • Flat tire.
• Tire leaking (if leak can be felt or heard, tire is • Tire tread depth is less than wear limit.
to be treated as flat). • Tire is in contact with another tire or any vehicle
component other than mud-flap.
• Tire is marked “Not for highway use”.
• Tire has exposed cords in the tread or outer side
wall area.

22. Wheels, Hubs and Fasteners

Defect(s) Major Defect(s)
• Hub oil below minimum level. (When fitted • Wheel has loose, missing or ineffective fastener.
with sight glass.) • Damaged, cracked or broken wheel, rim or
• Leaking wheel seal. attaching part.
• Evidence of imminent wheel, hub or bearing
failure.
23. Windshield Wiper/Washer
Defect(s) Major Defect(s)
• Control or system malfunction. When necessary for prevailing weather condition.
• Wiper blade damaged, missing or fails to • Wiper or washer fails to adequately clear driver’s
adequately clear driver’s field of vision. field of vision in area swept by driver’s side wiper.

12/2016 Page 33 of 36
 SAMPLE
Truck/Trailer Trip Inspection Report
Carrier Name: NSC Number:

Time of Inspection: Date of Inspection: Location of Inspection:

Odometer Reading: Vehicle Plate or Unit Number: Trailer Plate or Unit Number:

Name of Driver: Signature of Driver:

Name of Person Inspecting (if different from driver): Signature of Person Inspecting (if different from driver):

When item inspected, check “I” column. If defect identified during inspection, check “RR” (requires repair) column.
I RR Item Inspected I RR Item Inspected
Air Brake System Glass and Mirrors
Cab Components / Doors Heater/Defroster
Cargo Securement Horn
Coupling Devices Hydraulic Brake System
Dangerous Goods Inspection Decals
Driver Controls Lights and Reflectors
Driver Seat / Seatbelts Mudflaps and Fenders
Electric Brake System Spare Fuses / Bulbs / Lights
Emergency Equipment and Safety Devices Steering
Engine Fluid Levels Suspension System
Engine Components Tires
Exhaust System Tire Chains / Hanger
Frame and Cargo Body Tools
Fuel System Unit Documents
Exhaust System Wheels, Hubs and Fasteners
General Windshield Wipers/Washer
Other: __________________________________________________________________________

☐ No Defects Found
Details of defect(s) detected:

Defects observed during operation of vehicle (time other than initial inspection):

Certification of Repairs Completed

I performed an inspection of the vehicle noted above using the criteria set out in Schedule 1 of NSC Standard 13 and as per
Schedule 1 of Alberta’s Commercial Vehicle Safety Regulation (AR121/2009). I certify that:
☐ The above defects have been repaired.
☐ Above defects do not affect safe operation of vehicle; any minor defects identified will be addressed before
next use of vehicle.
Name of person inspecting: Signature of person inspecting: Date and time:

Repairman Name (if applicable): Repairman Signature (if applicable): Date and time:

12/2016 Page 34 of 36
 PART 3: RECORD KEEPING
Vehicle Files

________________________ will maintain vehicle files to ensure that all vehicles are adequately maintained
Company Name
in a satisfactory mechanical condition. Each commercial vehicle registered to the company will have a vehicle
file that includes the following information:

1. Identification of the vehicle, including

• a unit number, the manufacturer’s serial number or a similar identifying mark,

• the make of the vehicle, and
• the year of manufacture.

2. A record of the inspection of the vehicle under the Vehicle Inspection Regulation (AR 211/2006), and repairs,
lubrication and maintenance for the vehicle, including

• the nature of the inspection or work performed on the vehicle, and

• the date on which that inspection or work took place and the odometer or hubometer reading on the
vehicle at that time;

3. Notices of defect received from the vehicle manufacturer and the corrective work done on the vehicle in
relation to those notices;

4. Trip inspection reports prepared under Section 12 of Alberta’s Commercial Vehicle Safety Regulation .

5. Unless otherwise authorized through a permit, we shall maintain the records at our principal place of
business.

The company will ensure that the records required to be maintained under this section are true, accurate and
legible.

Record Retention

________________________ will retain all trip inspection reports for the month they are created and an
Company Name
additional 6 months. The other records identified above will be retained for the year they are created and an
additional 4 years. All records will be kept for 6 months after the vehicle is retired or disposed of. These records
may be maintained in electronic or hardcopy format as long as they can be readily produced to a peace officer
upon request.

The person conducting the trip inspection will certify that any major defect has been repaired/corrected or
certifies on the report that repair/correction is unnecessary; a driver shall not drive or be permitted to drive
until all major defects have been repaired.

12/2016 Page 35 of 36
 DECLARATION OF COMMITMENT TO
TRANSPORTATION SAFETY
✔ I/we, the company’s authorized representative(s), are committed to ensuring all employees are aware of and
☐
dedicated to following transportation safety laws as outlined in this safety and maintenance program. I/we are
committed to ensuring the designated safety officer has the necessary resources to ensure the implementation of
this program.

✔ I/we acknowledge that an audit may be conducted on our operations at any time to measure our compliance to
☐
regulatory requirements. Should deficiencies be identified during the audit, I/we understand that disciplinary
actions may be taken including but not limited to, the issuance of administrative penalties and the Safety Fitness
Rating downgraded.

✔ I/we certify that the information disclosed is true and accurate. I/we acknowledge that providing false or
☐
misleading information may result in the suspension or cancellation of the Safety Fitness Certificate and/or vehicle
registration. I/we acknowledge that providing false or misleading information may also results in being charged
with offence(s) or administrative penalty(s).

This declaration must include individuals named on the vehicle registration. When vehicle registration shows a
corporate, society or organization name, then the declaration must include the owner(s), manager(s), or director(s).

Name: Position in Company:

Phone: Email: Date:

Name: Position in Company:

Phone: Email: Date:

Designation of Safety Officer

The person responsible for maintaining and implementing this safety and maintenance program is:
Name: Position in Company:

Phone: Email: Date:

The person responsible for maintaining and implementing this safety and maintenance program is:
Name: Position in Company:

Phone: Email: Date:

Print Email

12/2016 Page 36 of 36