Road Transport Safety Policy Guidance

Road Transport Safety Policy Guide
Document Change History
Rev Date Editor Section Nature of Change

3.1 28 Aug 15 Dr. Divyang Various Incorporated few more suggestions from SBUs
Shah sections
3.0 25 Aug 15 Dr. Divyang All sections Revised various sections based on the feedback and
Shah change in regulations & good practices
2.0 07 April 10 G. Premnath All sections Reformatted into specific sections. Additional clauses
included on accountabilities for road safety, visible
leadership by management, site requirements, night
journey , safe transportation of goods, road safety audits,
contract procedures and passengers responsibilities
1.0 28 May 08 M. Yadav All sections Formulated in line with OGP Land Transportation Safety
updated Recommended Practice
This document contains controlled copies of the procedure listed above. Any copies made
from this document, in part or in whole, are uncontrolled and are therefore not subject to
further review, revision or approval.
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Doc No: CIUHSE/08/001221 Rev 3.0
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Contents
No-Go Criteria for acceptance of vehicle and / or driver for Cairn activities ........................... 8
1. Purpose ......................................................................................................................................... 9
2. Definitions ..................................................................................................................................... 9
3. References.................................................................................................................................. 10
4. Guidelines ................................................................................................................................... 10
4.1 Application .......................................................................................................................... 10
4.2 Deviation from Policy/Guidelines ..................................................................................... 10
4.3 Duties of Passengers/ Employees for Road Safety ...................................................... 11
4.4 Management Responsibilities .......................................................................................... 11
5. Seat Belts .................................................................................................................................... 13
6. Side Facing Seats ..................................................................................................................... 13
7. Vehicle Life-Cycle ...................................................................................................................... 13
8. Pre mobilisation Inspection ..................................................................................................... 14
9. Light Vehicles ............................................................................................................................. 14
10. Air Bags ................................................................................................................................... 14
11. Roll over Protection ............................................................................................................... 14
12. Unauthorised Local Modifications ...................................................................................... 15
13. High Visibility Colour ............................................................................................................. 15
14. Heavy Vehicles ...................................................................................................................... 15
15. Documents in the Vehicle .................................................................................................... 15
16. Contents of First-aid Kit ........................................................................................................ 16
17. Load Arrangements............................................................................................................... 16
18. Condition of Tyres ................................................................................................................. 17
19. In Vehicle Monitoring Systems (IVMS) / Vehicle Tracking System (VTS) ................. 17
20. Data Monitoring...................................................................................................................... 17
21. Use of Personal Vehicles ..................................................................................................... 17
22. Spot Hire Vehicles ................................................................................................................. 18
23. Selection Policy ..................................................................................................................... 19
24. List of Drivers with Details ................................................................................................... 19
25. Driver Requirements ............................................................................................................. 19
25.1 License ................................................................................................................................. 19
25.3 Background Verification .................................................................................................... 20
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25.4 Re-entry of Blacklisted / Dismissed Drivers ................................................................... 20

25.5 Change of Drivers .............................................................................................................. 20
25.6 Driver’s Training ................................................................................................................. 20
Syllabus of Defensive Driving Training ....................................................................................... 21
25.7 Corrective Action plan........................................................................................................ 22
26. Driver Fitness and Alertness ............................................................................................... 22
26.1 Conditions for Rejection on Medical Grounds ............................................................... 22
26.2 Frequency of Medicals for regular drivers ...................................................................... 23
26.3 Return to Work Medicals ................................................................................................... 23
27. Drivers of Spot Hire/Call out Vehicles ............................................................................... 23
28. Fatigue Management ............................................................................................................ 23
28.1 Driver’s Duty Hours and Rest Breaks.............................................................................. 23
28.2 Duties and Rights of Drivers ............................................................................................. 24
28.3 PPE....................................................................................................................................... 24
29. Alcohol, Drugs, Narcotics or Medications ......................................................................... 24
30. Safety Meeting ....................................................................................................................... 24
31. Sub-contractors...................................................................................................................... 25
32. Records of Drivers ................................................................................................................. 25
33. Evaluation and Risk Management of Land Transport .................................................... 26
34. Journey Management Plan.................................................................................................. 26
35. Speed Limits ........................................................................................................................... 27
36. Cellular Telephones and Two-way Communications Devices ..................................... 27
37. Night Driving ........................................................................................................................... 27
37.1 Approving Authorities for Night Journey ......................................................................... 27
37.2 Additional Precautions for Night driving .......................................................................... 28
37.2.1 Driver ................................................................................................................................ 28
37.2.2 Routes .............................................................................................................................. 28
37.2.3 Before any night journey ............................................................................................... 28
37.2.4 Check in ........................................................................................................................... 28
37.2.6 Radio Room/Control Room Log of Journey ............................................................... 28
37.3 Hitch-hikers ......................................................................................................................... 29
37.4 Smoking ............................................................................................................................... 29
38. Site Road Safety Coordinator ............................................................................................. 30
39. Leadership .............................................................................................................................. 30
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40. Site specific Journey Management Plan .......................................................................... 30

41. Site Specific Documents for Road Safety Compliance .................................................. 30
42. Site Traffic Control & Management .................................................................................... 31
42.1 Pedestrian Safety ............................................................................................................... 32
43. Road Safety Promotion at Sites ......................................................................................... 32
44. Movement of Vehicles within Plant Premises .................................................................. 32
45. Pre-Qualification Stage ........................................................................................................ 33
46. Bidding and Selection stage ................................................................................................ 33
47. Pre Mobilisation ..................................................................................................................... 33
48. Mobilisation ............................................................................................................................. 33
49. Execution Stage ..................................................................................................................... 33
50. Demobilisation and Renewal /extension Stage ............................................................... 33
51. Duties of Contractors ............................................................................................................ 33
52. Penalties .................................................................................................................................. 34
53. Incidents .................................................................................................................................. 35
54. Incident Learning System .................................................................................................... 35
55. Investigation Reports ............................................................................................................ 35
56. Compliance and Performance: ........................................................................................... 35
57. Audit and Review ................................................................................................................... 36
58. Review ..................................................................................................................................... 36
Annexure 1 – Journey Management Plan ..................................................................................... 37
Annexure 2 - CIL Driver Medical Assessment Form ..................................................................... 38
Annexure 3 - Frequently Asked Questions..................................................................................... 37
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No-Go Criteria for acceptance of vehicle and / or driver for Cairn activities
No. Section No-Go criteria
1 Seat belt Vehicle must have functional seat belts for all seats
2 Air bags Light vehicle must be fitted with air bags for the front seat
occupants
3 Vehicle Vehicle must be installed with Cairn approved VTS either portable
Tracking (if contract duration is less than one month) or fixed (if contract
System (VTS) duration is more than one month).
4 Fitness Any vehicle contracted to Cairn should be certified for fitness on
roadworthiness.
5 Medical fitness All vehicle drivers must have a medical fitness certificate
for driver conforming the parameters stipulated in 10th & 11th Mines Safety
Conference.
6 Defensive Driver and his assistant / helper should be trained in defensive
driving driving before deployed for the job.
7 Haz-Chem All drivers carrying hazardous chemicals and/or material must
training possess a valid training certificate on Haz-Chem from state
Government approved institute or agency.
8 Tyre All vehicle must comply with Cairn guidance on tyre (Section 18)
9 Vintage of The age of vehicle must comply with Section 7 of Cairn Road
vehicle transport safety guidance document.
10 Spark arrester Any vehicle entering into hydrocarbon area must be installed with
CCOE approved spark arrester.
11 Tractor trolley No tractor trolley is permitted for any business activity.
12 Retro reflective Retro reflective tapes to enable easy identification at night (on all
tape sides of the vehicle)
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1. Purpose
The purpose of this document is to define the guidelines for standards of safety required in
all Cairn India Group road transport operations. The policy is intended to protect the health
and safety of everybody involved in our activities by minimising the risk of a road accident.
2. Definitions
Term Definition
HSEA Health, Safety, Environment, Quality, Security and Sustainability.

Assurance includes
Security, Quality and Risk Management.
Company Cairn India Limited, its subsidiaries and affiliates
Contractor A person or organization which provides any kind of services to the
company under terms specified in a contract
Dual carriage way A dual carriageway ( divided highway) is a class
of highway with dual carriageways for traffic travelling in opposite
directions separated by a central reservation /median. A road without a
central reservation/ median is a single carriageway regardless of the
number of lanes.
In vehicle Monitoring An IVMS is a device that monitors certain data such as speed, acceleration,
System (IVMS) / deceleration, kilometres driven and driver hours as a minimum, although
Vehicle Tracking many other parameters can be monitored. These data are collated against
System (VTS) a particular driver for each journey they undertake due to the fact that the
driver activates the IVMS device by either entering a driver ID into the
monitor or using a driver ID key to plug into the monitor. At the end of a
journey or a series of journeys these data can be downloaded to a
computer by various means. The downloaded data output from the monitor
provides a profile of an individual driver’s actual performance on work
related journeys.
Night Driving Period of driving between last light and first light
Light Vehicle A vehicle that has a kerb weight not exceeding 3500 kg
Heavy Vehicle A vehicle that has a kerb weight greater than 3500 kg
National Capital The NCR areas consists of the National Capital Territory (NCT) of Delhi
and the neighbouring satellite towns of Faridabad and Gurgaon in Haryana,
Region (NCR)
and Noida , Greater Noida and Ghaziabad in Uttar Pradesh .
Controlled site A site not accessible to the general public and is under the jurisdiction of
company
Two way A two way communications device is any device used for electronic
communications communication between two or more persons; this includes mobile
device phones(cell and satellite),personal and digital assistants, two way radios,
and text messaging devices
Spot hire vehicle Spot hire vehicle is a vehicle which does not have a long term contract
with the Company and which is used infrequently. A vehicle used longer
than a week or in the approved pool of spot hire vehicles, shall follow
the policy
Journey The management system to ensure all applicable journeys are
assessed, appropriately risk minimized, documented and implemented
Management Plan
Roll Over Any crash where the vehicle has flipped to its sides , top and /or rolled
360 degrees via any axis
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Roll Over Protection Is a mechanical structure that fits within the vehicle body and prevents the
structural collapse of the roof of a vehicle and pillars supporting the roof in
the event that a vehicle rolls over onto its roof.
Motor Vehicle Total Number of Motor Vehicle Accidents x 1,000,000
Accident Rate Total Number of Kilometres Run
3. References
• Central Motor Vehicles Rules, 1989
• Motor Vehicle Act,1988
• CIL Road Transport Safety Policy – Doc No - CEI/QHSE/POL/010
• OGP Land transport safety recommended practice ( Report No. 365, Updated Dec 2005)
• CIL Safe Transportation of Goods by Road- Guidelines- Doc No -CIL/HSE/10/000293
• CIL Contract HSSE Requirements Manual - Doc No –CIL /HSE /09/001737
• CIL Drug and Alcohol Policy dated 04 March 09 -Doc No CIL /HSE /09/000002
• CIL Drug and Alcohol Policy Guidelines dated 04 March 09 - Doc No CIL /HSE/09/000003
• Lifting Equipment and Operations Safe Working Practices Doc No CIL/HSE/08/001602
• contractor HSE requirement for small contractor G210 CIL- RX-R- MAN-5001
• Vedanta Technical Standard Transport and Logistics Management Document:
VED/CORP/SUST/TS 18
4. Guidelines
4.1 Application
The Road Safety Policy and Guidance are applicable to all road transport activities.
This includes the following:
#
• All company and contractor vehicles and drivers operating on company roads and
premises.
#
• All company and contractor vehicles and drivers operating on public roads and in
public areas on company business, and
• All business related transport activities including personnel and freight movements, and
mobile plant (drilling trucks / rigs, seismic vibrators trucks etc.) activities.
#
Contractor includes all subcontracted activities
Exclusion: This guidance will not apply to supplier hired vehicles for a short term / infrequent
material supply.
In the event of a conflict between these guidelines and a relevant law or regulation of the
Government, the relevant law or regulation shall be followed. If the Standard creates a
higher obligation, it should be followed as long as full compliance with the law or
regulation is achieved.
This policy guidance shall be strictly adhered to at all Cairn India sites, offices and while
performing official journeys. CIL staff that does not follow the policy guidance may be
subject to the CIL disciplinary procedure.
4.2 Deviation from Policy/Guidelines

Under exceptional circumstances, there is a provision to obtain the authority to
temporarily or permanently deviate from the requirements of this policy document. Those
circumstances include legal, regulatory, local conditions, or other reasons that make
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application impractical for a location, Asset, or country. The following should be ensured
for deviations
Temporary deviations from the policy standard must be fully justified and approved by
the relevant accountable Business Function or Asset In charge and the Director, HSEQ.
Deviations shall have a time limit, with best endeavours made to achieve compliance
with the standards during this period.
Any deviations must be risk assessed. State clearly the reasons for deviation. Mitigation
measures to minimise risks should be specified and approved. All approvals for deviations
should be documented. Deviations shall be listed in the annual HSEA Report.
4.3 Duties of Passengers/ Employees for Road Safety

Passengers also have responsibility to ensure that our road safety standards are
implemented. Passengers’ behaviour can have an impact on the driver which
encourages the driver to drive safely. It can also put pressure on the driver to break the
rules which is unacceptable.
• Passengers should be on time for the journey to avoid over speeding to reach the
destination.
• Follow journey management procedures.
• Always wear the seatbelt immediately on entering the vehicle
• Inform visitors and guests sharing the same vehicle of the company policy for safe
driving like use of seat belts and other road safety issues as applicable.
• Always secure loose items like lap tops, water bottles and other items.
• Never irritate, scold or distract the driver while driving. Never travel at night without
permission.
• Assist the driver when reverse parking and manoeuvring in potentially hazardous
locations.
• Politely caution the driver, if he is travelling too fast for road/weather conditions or
shows any non-compliance with the Road Safety Policy
• Watch for unsafe behaviours of the driver while driving
• Carry out spot checks of the vehicle for compliance (e . g . checking tyres, first aid
box, fire extinguisher, documents etc.)
• Observe unsafe acts or conditions and give feedback to the site coordinator after the
duty is completed
• ‘Walk the talk ‘on road safety even while using personal vehicles at home and off duty.
4.4 Management Responsibilities

Managers at all levels should demonstrate visible leadership and pro-active commitment
to road safety through personal example
Leadership and commitment is demonstrated when management at all levels do the
following:-:
• Set a good example ( ‘walk the talk’) in terms of their own attitude, driving habits
and compliance
• Allocate the necessary resources for management of road safety
• Put road safety matters high on the agenda of meetings including board meetings.
Communicate clearly and consistently that road safety standards are an important
company requirement
• Recognize good safety practices, behaviours and demonstrate constructive
intolerance of unsafe behaviours
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• Provide appropriate training for all involved in road transport operations

• Encourage safety promotions and employees’ suggestions for measures to improve
road safety performance
• Set road safety plans and targets, and measure road safety performance
• Insist and ensure contractor operations meet required road safety standards
• Carry out prompt and pro-active management review of action plans after road
safety audits and investigation reports
• Carryout random spot audits and behavioural observations on road safety
• Lessons from various incidents should be discussed, widely communicated and
actively followed up
• Senior management should carry out a review of the road safety management
system at appropriate intervals to ensure its continuing suitability and effectiveness
for the on-going operations.
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Section A: Vehicle Specifications

5. Seat Belts
Occupants of any vehicle shall use seatbelts at all times.
All vehicles (owned, contracted, subcontracted or leased), shall be fitted with seat belts for all
seats. Passengers should not occupy such seats if seatbelts are not fitted or functional.
Drivers with passengers shall not move their vehicle without ensuring all occupants in the vehicle
are wearing their individual seat belts and continue to wear the seat belt while the vehicle is in
motion.
Drivers shall ensure that the number of people in a vehicle shall not exceed the number of
seats with functioning seat belts fitted.
Seat belts for front seat occupants and rear seat outboard passengers shall be of 3-point
configuration incorporating automatic, retraction and deceleration activated emergency
mechanism, often referred as ‘inertia reels’. Where there are more than two seats in a row
(with exception of front seats), lap belts are acceptable for centre seat passengers.
Where it is impossible to implement the above seatbelt requirement for buses or coaches, the
minimum requirements should be that seat belts are fitted for the driver (3 point). Front seat
and seats with open space in front (such as seat adjacent to a doorway) should not be
occupied unless seatbelts are fitted.
Personal vehicles used on company business should be consistent with the above
specifications.
Vehicles that are not capable of more than 16kph (10mph) may be exempted based on a risk
assessment and determination of the exposure to be ALARP (As low As Reasonably
practicable).
Use of spot-hire vehicles not properly fitted with seat belts for all passengers shall not be
permitted.
The specifications of Safety Belt Assemblies and Safety Belt Anchorages in motor vehicles
shall conform to AIS: 005-2000 and AIS: 015-2000 specifications, respectively as amended
from time to time.
Seat belts shall be retrofitted on all vehicles that do not have original factory fitted seat belts.
6. Side Facing Seats

Side facing seats in the rear of vehicles shall not be used for passengers (except an
ambulance). In the case when a hired or contracted vehicle is provided with side facing seats
they will be removed prior to mobilisation on Company business.
7. Vehicle Life-Cycle
Light vehicles older than 4 years (from the date of its first registration) or those have completed a
running distance of more than 200,000 km shall be taken out of service.
Heavy vehicles older than 10 years shall not be used. Mud tankers, oil tankers and Hazardous
waste tankers shall be treated as ‘Heavy vehicles’ and be permitted to ply for a max. of 10 years.
However keeping in view the potential consequences in case the vehicles are not maintained
properly including the tank mechanical integrity, such vehicles after 5 years of age from the date
of manufacturing must be inspected thoroughly on annual basis and shall be permitted to operate
only if they are found fit based on this inspection.
Cranes, Forklifts, Cherrypicker, Reach stackers, backhoes etc. are classified as mobile
equipment. Their life cycle will be in line with heavy vehicles.
Special Purpose Vehicles (e.g. fire tender, trailer mounted rig) – vintage will be decided on case
to case basis.
Vehicle inspection will be carried out by CIL authorized personnel/ RTSO to determine fitness of
vehicle, as per vehicle inspection checklist. Based on result of the inspection, vehicle shall be
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declared “fit/non fit for-purpose.

A track of the vintage of the vehicles will be kept by the contractor and monitored by the site road
transport safety coordinator (RTSO) from CIL. This will be checked before deployment of the
vehicle for CIL duties.
8. Pre mobilisation Inspection

Prior to mobilisation all vehicles shall be inspected by the Site Road Safety Coordinator
and/or other agencies designated at site to verify compliance. This inspection includes all
contractors and sub-contractors vehicles.
Any vehicle not meeting the requirements w i l l be rejected. Vehicles shall be fit for purpose
based on an assessment of usage, will be maintained in a safe working order in line with the
manufacturers’ specifications, servicing intervals and local legal requirements. All vehicles
shall meet the emission specifications as applicable in the country or area of operation.
9. Light Vehicles
All Vehicles shall be fitted / provided with following equipment:
• Head restraints for all seats (may not be available in rear middle seat or Heavy vehicles. An
electronic horn capable of giving audible and sufficient warning. (No multi-toned horn giving
succession of different notes, harsh, shrill, loud or alarming noise)
• Working head lights and rear lights. Working brake lights.
• Good tyres (min 1.6mm tread; not re-treaded or remoulded)
• Seat belts, front and rear
• Fire extinguisher – 1 kg clean agent or 1 kg ABC type DCP
• First aid kit with contents specified as in point 16
• Driver & passenger side mirrors
• Rear view mirror. Reversing alarm
• Spare wheel and tyre Already mentioned above and in section 18 of document
• Fog lamps (In case of hilly terrain or notified by the State Government or prevalence of foggy
conditions)
• Flash light/torch
• Disabled vehicle marker (warning triangle)
• Vehicle mounted cell phone chargers with multiple outputs catering for different hand sets
• Retro reflective tapes to enable easy identification at night (on all sides of the vehicle)
• Safe and potable water for drinking, preferably packaged drinking water
• Dark films on window side screens are strictly prohibited.
• Vehicle with damaged or hairline crack on the Windscreen glass is not accepted.
10. Air Bags

Air bags shall be fitted for the front seat occupants for light vehicles.
11. Roll over Protection

Wherever the risk of vehicle rollover exists due to terrain, appropriate roll-over protection
shall be installed. Based on a road risk survey, requirement of roll over protection should be
decided.
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12. Unauthorised Local Modifications

Vehicles shall not have any non-original equipment added on for crash protection i.e. Bull
bar, additional bumpers or other equipment that changes the front profile of a vehicle. These
items create a danger to vehicle occupants, other road users and pedestrians.
13. High Visibility Colour

High visibility colour should be preferred for light vehicles. Generally, bright light colours are
preferred over darker colours as they reflect more light and can be seen from up to four times
the distance of vehicles painted in a darker colour. The safest vehicle colour is one that is
highly visible in the widest range of lighting, weather and environment conditions.
14. Heavy Vehicles

In addition to the above requirements for light vehicles, the following additional equipment shall
be installed / provided in heavy vehicles:
• Rear and side under-run protection
• Single-piece rims
• Wheel chocks
• All bulk liquid Heavy vehicles shall be fitted with hatches and fittings that are secure and do
not leak in the event of a rollover
• All vehicles shall be fitted with mudguards and mud flaps.
• All electrical systems shall be in sound condition, securely fastened and with
connections in appropriate junction boxes
• Re-tread or remoulded tyres shall not be used.
• All delivery vehicles shall be fitted with securing points installed as per the
manufacturer’s specification so that loads can be secured
• All heavy goods vehicles with flatbed articulated trailers shall have headboards fitted that
meets an approved design to prevent the load penetrating the cab in the event of a frontal
impact or sudden stop.
• The design and strength of trailer headboards must be in relation of cargo carriage and be
subject to CIL RTSO approval during vehicle inspection.
• All heavy vehicles with articulated trailers shall have brakes fitted to the rear wheels
activated from the tractor unit.
• Modified load rated Heavy Goods vehicles will not be permitted without manufacturers
supporting documentation.
• All heavy vehicles carrying goods shall carry a plate indicating max tare & gross weight.
Rear indicators and reflectors on the rear of the trailers
• Retro reflective tapes to enable easy identification at night (on all sides of the vehicle)
Spark arrestors on vehicles entering operating sites.
• All heavy vehicle shall be accompanied by helpers/co driver trained on defensive driving.
• Tractor trolleys are not permitted inside any of the Cairn facility for transportation of material
or personnel.
15. Documents in the Vehicle

All vehicles will have minimum following documents:
• Certificate of registration
• Certificate of Insurance
• Certificate of taxation
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• Driving license as per the type and class of vehicle

• Certificate of fitness and permit from the local transport authorities
• Pollution under control certificate
• Drivers Safe Driving Passport issued by CIL
• Emergency contact numbers as applicable to the area of operation
• Route maps
• Driver medical certificate and age proof of helper accompanying driver
Special driving permits like hill driving licence (applicable in certain areas) VHF radio operating
instructions (If fitted)
• Copy of journey management plan as applicable
• Tankers carrying hazardous material will have
• Licence for carrying hazardous material from Chief Controller of Explosives
• (CCOE)
• Calibration certificates issued by weights and measures department
• TREM (Transport Emergency) card as per Central Motor Vehicles Rules, 1989
• Tanker Inspection Checklist
16. Contents of First-aid Kit

• 10 adhesive dressings (Band-Aids) in assorted sizes
• Six medium sterile dressing
• Two large sterile dressing
• One extra-large sterile dressing
• Two sterile eye pads
• 05 Triangular bandages
• 05 safety pins
• One Pair of disposable gloves
• One elastic crepe bandage 4” size
• Two roller bandages each of 2.5 comes, 5 comes, 7.5 comes, 10 comes size
• Six sterilized gauze- each of medium & large size
• One small bottle of antiseptic solution i.e. .Salon / Dettol etc.
• One small tube of Tobramycin antiseptic cream
• One Pain relief spray canister e.g. Moov, Volini etc.
No Medicines are permitted in first aid boxes.
17. Load Arrangements

Passengers will not be transported in the luggage/goods compartment of vehicles. Trailers of
tractors, trucks and pickup trucks will not be used for carrying passengers. Loose items shall
not be carried in the passenger compartment of any vehicle. Personal items like mineral water
bottles, lap tops etc. should be secured to prevent injuries to passengers
Items i.e. Perfume bottles, photo frames etc. shall not be fixed on dashboards as they can
come loose in case of an accident with the potential to cause serious injury to passenger.
Vehicles with non-segregated storage shall be equipped with a cargo net or equivalent to
separate the storage area from the passenger area.
Any heavy article carried inside the cabin of a pick-up truck or cargo vehicle, such as, jacks,
fire extinguishers, etc. shall be firmly secured (e.g. clamped behind the seat).
All loads transported in a pick-up (or utility) truck or other cargo vehicles shall be securely
fastened, and the weight shall not exceed the manufacturer’s specifications and legal limits of
the vehicle.
Sufficient straps, chains, etc. should be applied to secure equipment to prevent movement.
Covers (e.g. tarpaulins or nets) shall be applied over loads that may blow or fall off the
vehicle during movement.
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Use of appropriate lashing arrangements and head boards should be used to secure loads in
a safe manner.
Twist locks are in good condition and are fastened correctly for container carrying vehicles
During long distance journeys, drivers should make periodic checks on load securing
arrangements
For detailed guidelines on carrying of loads by road refer to CIL Guidelines on Safe
Transportation of Goods by Road (Document no CIL/HSE/10/000293)
18. Condition of Tyres

The tread depth of all tyres including the spare shall not be less than 1.6 mm, or below
the Tread Wear Indicator (TWI) embedded in tyres at the time of manufacturing. This applies
to the whole area of the tyre. No re-treaded or remoulded tyre shall be acceptable.
The condition of tyres has a significant effect on vehicle steering, road holding, fuel consumption
and braking performance.
Tyres (including spare tyres) need to be maintained at the correct operating pressure.
The tyre pressures recommended should be displayed on vehicles and drivers should be
given the means to check the pressure.
Always check pressures when the tyres are cold, never adjust tyre pressures during or
immediately following a journey.
Drivers should check the tyre condition on a regular basis and report any deficiencies.
19. In Vehicle Monitoring Systems (IVMS) / Vehicle Tracking System (VTS)

All vehicles contracted or subcontracted for more than 1 month shall be fitted with a fixed
IVMS/VTS device of Cairn approved make that allows the vehicle and driver behaviour to be
monitored and produces journey data.
If they are contracted for less than 1 month, then a portable VTS device of Cairn approved
make shall be accepted.
20. Data Monitoring

A data management system (DMS) shall be implemented to ensure data from the IVMS/VTS is
properly analysed and feed back to drivers and supervisors is given on regular basis.
Contractors will nominate a rep to monitor VTS data on a regular basis
The following critical data will be monitored on a daily basis using the VTS
• Over speeding data
• Journey out of designated routes
• Journey during ‘ No move ‘ periods
• Unauthorised journey at night
• Assessment of abnormal driving behaviours
The record of VTS monitoring and corrective actions taken by the site coordinators and
contractors will be checked during the road safety audits
CIL site road safety co-ordinator, journey management coordinator, Radio Rooms and HSE
staff will also carry out random checks of VTS data and take suitable actions on violations.
21. Use of Personal Vehicles

Personal vehicles used on company business should be consistent with the above
specifications. All people working for the Company and commuting to offices/sites on two
wheelers shall (including pillion) wear crash helmets (suitably strapped) as per Govt. road
transportation legislative requirements.
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22. Spot Hire Vehicles

Spot hiring of vehicles will be only a last resort under exceptional circumstances (like one off
journeys). Use of spot-hire vehicles not meeting the road safety requirements shall not be used.
Wherever possible (considering the volume of transportation and operational considerations)
all efforts should be made to maintain a pool of vehicles and drivers pre-approved and
passed as per CIL Road Safety norms. Any spot hiring will be from this pre-approved pool
wherever possible especially when there is movement along a specified route /area on a
regular basis. .
The CIL road safety co-ordinator at site shall always be informed about any changes in spot
hired vehicles and drivers. To minimise travel risk when travelling in spot hire vehicles it is
recommended that the front passenger seats are not used, and that passengers will sit well
back in their seat.
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Section B: Driver Requirements

23. Selection Policy
All contractors shall have a documented policy for selection of drivers.
24. List of Drivers with Details

List of drivers will be submitted by the contractors to CIL at the commencement of the
contract and on every occasion when a driver is replaced with the following details:-
• Name
• Date of birth
• Address
• Emergency contact details
• Copy of driving licence with dates of expiry
• Training attended
• Copy of medical check-ups records of drivers
• Police Verification details
• Number of years of driving experience
25. Driver Requirements

25.1 License
All drivers must possess valid driving licence issued by the relevant public authority for
the class of vehicle being operated.
Applicable licence and certificates for drivers of tankers, cranes and earthmoving and
other specialist equipment as per local regulations
It is the drivers’ responsibility to keep her/his licence up-to-date and inform their
supervisor of any change in status.
The driving licences should be routinely checked by the contractor rep at site to ensure
their status and validity.
In addition, drivers shall:
•Have at least 3 years driving experience for the type of vehicle to be driven
•Possess good driving skills, with knowledge of defensive driving skills.
•Be stable, self-disciplined, mature, responsible and not aggressive in nature
•A comprehensive understanding of road traffic signs which will be tested.
•A driving record free of serious offences i.e. there should be no record of rash or
negligent driving etc.
• Be able to read and write
• Knowledge of the major road network in areas to be operated and be able to read
a map
• Have undergone training in defensive driving by CIL or CIL approved agency.
This training will be conducted under the arrangements of the contractor
• Been trained in safe hazardous material transportation (in case of drivers of
tankers carrying hazardous material)
25.2 Pre Hiring Driving Assessment
All drivers before being hired for CIL should be evaluated by a test drive and pre hiring
assessment that reflects safe driving behaviours. This will be done by the CIL Road safety
co-ordinator at site / site HSE or any approved person or agency approved by Company.
The drivers will be assessed as passed or failed.
The following will be tested:
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• Driving skills including defensive driving

• Hazard perception skills
• Behavioural observations and habits while driving (observation, anticipation and
concentration)
• An understanding of road traffic signs.
• Practical driving through the type of environment applicable like (urban roads,
highway, sandy terrain etc.)
• 4x 4 driving where applicable
• Drivers engaged for expats should have a basic proficiency in English language
25.3 Background Verification

Background of the driver (includes criminal records, past records of discipline, violations
and negligent driving) will be verified by the contractor.
The contractor will maintain accurate records of verification of drivers. No driver with a
history of violence or conviction in a criminal case or convicted for rash and negligent
driving or with negative police verification shall be employed on any of the vehicles hired
by the company
25.4 Re-entry of Blacklisted / Dismissed Drivers

Drivers who have been dismissed due to misconduct, dangerous driving or other
reasons from other contractors in CIL shall not be recruited by any another contractor in
CIL and re-employed for CIL duties. The contractor will bear the consequences for such
unacceptable activities including suitable penalties.
A central data base of all blacklisted and dismissed drivers should be kept by site CIL
Road Safety Co-ordinator to enable better tracking.
25.5 Change of Drivers

Contractors will not change drivers assigned to a vehicle without permission from CIL and
with a minimum 24 hours’ notice
The following actions will be ensured by the contractor rep
• Ensure a trained driver meeting the same standard is available as replacement from
the pool of approved drivers
• Changeover of driving licence
• Briefing of any pending actions
25.6 Driver’s Training

All regular drivers shall complete defensive driving training conducted by a competent
agency. Spot-hire drivers shall have a minimum understanding of defensive driving
techniques which shall be ensured by the person responsible for road transport
operations. However all spot hired drivers in the pre- approved pool of drivers will
undergo training in defensive driving. Defensive driving training conducted by a competent
agency or approved CIL instructor.
All drivers shall complete the following training
Induction Training: HSE Induction training by CIL on commencement of employment with CIL.
This will include CIL Road Safety Policy and other related instructions including journey
management as applicable to the site.
Refresher Training: Every year
Road Safety Training Matrix

Training Duration of Training
Training Course Attendees Remarks
Code Training Validity
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All Drivers - LMV, HMV

Defensive Driving Mandatory to all
DDT - I and Tractor Drivers. All Two Days Two Years
Training (Initial) Drivers/Operators/Helpers
Helpers /Co-Drivers
After completion of 02
years from their first
DDT Refresher Defensive Driving
DDT - II Training ( LMV All Drivers - LMV Half Day Training (DDT-I). One Year
Drivers ) Subsequently every year
refresher trainings are
required.
After completion of 02
years from their first
DDT Refresher
Defensive Driving
Training ( HMV All Drivers - HMV,
DDT - III Half Day. Training (DDT-I). One Year
Drivers / Operators, Helpers /Co-Drivers
Subsequently every year
Helpers)
refresher trainings are
required.
Notes: Typical Defensive Driving Courses required to attend:

LMV Drivers : DDT -I and DDT-II
HMV Drivers/ Helpers : DDT -I and DDT-III
The DDT-I (Initial Course) second day session typically shall cover modules on defensive driving
techniques related to type of vehicle driven (LMV, HMV, Tractors).
Special Training: Competent authority with annual refreshers for all drivers who are
required to operate specialised vehicles like tankers, cranes, earth movers Required to
operate in different terrains like in the mountains, desert terrain and in high risk
environments e.g. 4x4 driving, hill driving ,etc.
Drivers carrying hazardous material including crude oil must have a valid training
certificate on HazChem certified by Regional Transport Officer / state Govt. approved
agencies.
Periodic re-qualification and reassessment of drivers will be conducted by CIL in the
following circumstances:
• In the event of complaints on poor quality of driving
• Involved in an accident where driving ability or fitness may be impaired
Syllabus of Defensive Driving Training

Defensive driving training will have a high amount of practical content. Defensive driving
instructions should include the following:
• Review of company policies and standards related to driving; Defensive driving
techniques both during day and night Journey management procedures
• Tiredness and fatigue management
• Hazards of driving under influence of alcohol. Effects of medication and substance
abuse
• Vehicle restraint systems and safety equipment Pre-journey checks and proper
seating positions Local driving hazards, regulations and culture
• Commentary driving and practical assessment on road of driving skills and
behaviour
• Training in emergency response
• Analysis of previous accidents in the site and lessons learnt
Specialised Training for Tanker Drivers
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In addition to the above, tanker drivers will be trained by a competent external agency
on hazardous chemicals transportation as per local regulations with the following included:-
• Product information & Safety
• Detailed training on tiredness and fatigue management
• Safe Loading/ Unloading Practices, Safety equipment carried /fitted on tankers.
• UN Classification - Haz-Chem Code and class of labels. Product Information – TREM
card, Product Properties & Associated Hazards. Handling Emergencies like fires and
spillage. Communication,
• Safe Transportation of Haz-Chem Products
• To enhance recognition and perception of hazards while driving Understand common
causes of accidents including roll over. Case studies of tanker accidents
Training Records
Training records of all drivers (including sub-contractors drivers) shall be maintained by
contractors and include the following:
•The driver’s name
•Date of training
•Type of training (Induction, refresher, 4x4 driving etc.) and duration of the training
done
• Details of the subjects covered and training material used to conduct the training
• The name and address of the person / organisation providing
the training Result of the learning measurement exercise
(written test where held) Results of practical training on the
roads
• Weaknesses in driving observed in each driver during the practical training on
roads
• Correction plan of weaknesses in driving
Contractors will give CIL full access to all records of training conducted and the same will
be checked in the annual road safety audit of contractors. The data will be fed into the
central data base system maintained at sites
25.7 Corrective Action plan

On receipt of the training report, a corrective action plan will be put in place by the
contractor to retrain the drivers and correct the mistakes observed.
A completion report should be forwarded by the contractor to CIL road safety rep at site
confirming corrective action plan.
A record of corrective action plan will be maintained by the contractor and reported to
CIL.
Actions of the contractor will be monitored by the CIL site road safety coordinator
26. Driver Fitness and Alertness

A pre-hire medical examination shall be carried out under the arrangements of the contractor as
per the Cairn India Professional Driver Medical Assessment Form (as per Annexure 2) to ascertain
fitness to work. This should also meet the national and regional legislative requirements and
should be done in approved hospitals/clinics.
26.1 Conditions for Rejection on Medical Grounds

Drivers with the following medical conditions will be rejected:-
• Inadequate vision in terms of acuity, binocular and night vision, colour blindness
• Physical disability affecting safe operation of vehicles
• Exclude chances of other medical conditions affecting safe driving like epilepsy,
uncontrolled hypertension (High BP), uncontrolled diabetes, heart conditions
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• Musculo-skeletal conditions affecting mobility
26.2 Frequency of Medicals for regular drivers

• For Drivers aged 35 years and below- Once in 2 years
• For drivers above 35 years of age -Every Year
26.3 Return to Work Medicals

A driver who suffered serious illness or injury shall undergo medical check-up to ascertain
fitness before resuming the duties. The contractor will send copies of medical records
to CIL doctor at site to confirm clearance for resuming duties with CIL.
The contractor shall maintain an updated record of medical records of his staff on CIL
duties which will be produced on demand by CIL.
27. Drivers of Spot Hire/Call out Vehicles

Spot hiring of vehicles will be a last resort under exceptional conditions. Spot-hire drivers shall
have a minimum understanding of defensive driving techniques
Before being deployed for CIL duties, all spot hired drivers will be briefed by the contractor rep
responsible for road transport operations. This will be monitored by CIL Road safety coordinator
and/ or Journey Management coordinator. The briefing will include the following
• Cairn road safety norms – Speed limits, seat belts, mobile phone use, defensive driving
essentials
• Journey Management norms –night journey, Norms for halting, fatigue management
• Hazards on the routes
• Routes to Cairn sites and other critical locations during emergencies like hospitals and
police stations
• Briefing on actions during emergencies
• Emergency contact numbers
28. Fatigue Management

It must be ensured that the drivers have sufficient rest hours and off periods to enable safe
driving. Drivers should have a minimum rest period of continuous 8 hours per day
Contractor should maintain a duty roster of drivers and ensure a fatigue management policy
that never encourages driving over speed limits, working overtime and never have additional
trips for commercial gains. This will be checked during road safety audits and penalties will be
imposed as per norms
For night journeys, shift should be properly planned so that the same driver does not operate
vehicles for long periods stretching to day and night.
Maximum duration of duty hours within a 24 hour rolling period should not exceed 10 hours
of driving time in a day
28.1 Driver’s Duty Hours and Rest Breaks

A halt for 15 minutes after every 2 hours of driving shall be ensured.
CONDITION RECOMMENDED PRACTICE
Maximum driving time between 4.5 hours followed by a 30 min break. However it is strongly
breaks and minimum break time recommended to have 15 minute break every two (2) hours, or
more frequent breaks during periods of circadian lows
Maximum duty hours within a 14 hours (i.e. driver cannot drive after 14 duty hours) This
rolling 24-hour period should include driving, loading, unloading, waiting ,rest breaks,
and any other work
Maximum driving hours within a Ten (10) hours total excluding commuting time. Eleven (11)
rolling 24- hour period hours including any commuting
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Maximum duty hours in a rolling 7 14-day period: 120 hours, subject to an 80 hour /7 day
day and 14 day period. maximum, and an average of 60 hours per week over an
extended period
At Journey Management Plan (JMP) briefings prior to journey the driver fitness shall be
checked for the following:
• Hours rested. Hours worked.
• No alcohol consumed (Breath analyser test is to be conducted in case of doubt).
• Any ailment or illness or any medication being used.
28.2 Duties and Rights of Drivers

Drivers must not operate vehicles unless appropriately rested and alert. Drivers must
inform management if they have a disability or condition that could prevent them from
driving safely.
Drivers shall have right to refuse to drive when they feel that they are not fully rested or
alert.
Driver shall have right to pull over at a safe location when they feel sleepy; a 15 minute
nap should be allowed. If the driver is still feeling tired, further rest should be given or an
alternative driver requested.
28.3 PPE
Drivers should wear PPE where applicable as per site rules. Drivers of tankers carrying
hazardous material should wear appropriate PPE’s like Safety shoes, Safety Goggles,
Helmet, Oil resistant PVC / Nitrile Gloves, appropriate masks (Organic Vapour Mask) and
PVC Full body suit.
29. Alcohol, Drugs, Narcotics or Medications

Drivers shall not operate a vehicle while under the influence of alcohol, drugs, narcotics or
medication that could impair the driver’s ability to safely drive the vehicle. Testing shall be
carried out randomly (by CIL & contractors) for alcohol and drugs. Zero Tolerance policy
should be ensured for alcohol/drugs and the services of the driver found under the influence
of alcohol or drugs will be immediately terminated and blacklisted. For further details refer to
CIL Drug and Alcohol Policy Guidance CIL/HSE/000002.
30. Safety Meeting

Road safety should be discussed as an agenda in CIL safety meetings and joint meetings
with contractors.
A safety meeting should be conducted by the Contractor’s supervisor or Road Safety Officer
at least once every month. This will also include sub-contractors drivers and supervisors
Minutes of meeting will be maintained of such meetings with records of attendance which will
be checked during road safety audits.
Some of the issues recommended to be covered in the safety meetings are:
• Lapses noticed through IVMS/VTS
• Road safety related incidents and lessons learnt
• Briefing on findings from road safety audits and corrective actions
• Speed limits Communication procedures Use of fire extinguisher
• First aid
• Emergency procedure
• Any changes in site /local/ government orders on road safety. Existing weather conditions
and precautions to be taken
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31. Sub-contractors
The principal /main contractor will ensure full road safety compliance of sub- Contractor
drivers and maintain identical records and ensure training, competence and discipline of the
sub- contractors drivers
32. Records of Drivers

The following records of drivers (including sub- contractors) will be maintained by the
contractor and monitored by CIL site coordinator for road safety and Logistic coordinator,
• Drivers basic data –Name , licence with expiry date, contact details , vehicle numbers
• Drivers Passports Training records
• Records of warnings
• Records of rewards
• Copies of medical records
• Behavioural observations of driving and feedback from passengers
• Records of accidents
• Salary payment records and other applicable legal documents. Duty roster of drivers and
hours worked
All the above documents will be checked during the annual road safety audits by CIL.
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Section C: Journey Management Requirements

33. Evaluation and Risk Management of Land Transport
A systematic and comprehensive hazard identification and risk assessment of land transport
operations pertaining to all routes used for normal business travel should be performed at
the earliest opportunity and at suitable intervals thereafter, by experienced and suitably qualified
personnel / agency. This will include separate journey risk management for night journey
where applicable. The following are conditions when a new journey risk management of the
route will be undertaken
• A new route of movement is planned.
• Change of condition of road due to engineering modifications and conversions of lanes
• Need to operate at night
The following elements will form part of the journey risk management
survey
• Hazards along the road (Black spots, potential risk areas, dangerous intersections, broken
roads etc.)
• Landmarks along the route.
• Services & facilities along the route (Emergency stations, Lodging, Recreation, Restaurants,
Transportation, fire brigades, Petrol stations etc.)
• Risk rating maps along with the type of risks and recommendations supported with
photographs of the hazards and the potential risk areas.
• Maps showing the different types of facilities, their location and distances.
• Emergency numbers for Police Stations. Traffic Aid Centres, Hospitals, Medical
• Facilities, Service and repair shops and other important services and facilities
• Additional hazards at night and mitigation measures
Once the journey risks are identified, the following action will be taken
• Suitable briefing of drivers and journey managers on the risks
• Suitable journey management plan to mitigate the risks.
34. Journey Management Plan

Each site will nominate a journey management coordinator who will coordinate all journeys
and ensure compliance
A site specific journey management plan will be issued to all vehicles in local language and
English prior to commencing the journey. The format is attached as per Annexure 1. The
plan will be approved by the installation/Terminal /site manager
Managers at every level are empowered to question the need for journeys, always making
efforts to eliminate road journey or find an alternative means to achieving the journey
objective. Where the journey is necessary, all risks will be assessed and a journey
management plan (JMP) affected .Journeys within city boundaries of NCR do not require a
JMP. However any move out of NCR beyond a travelling time of 2 hours (including team
building or off site events) would require a JMP. A risk assessment of the routes will be done
as per procedures.
All journeys shall be managed by following the Journey Management Plan and Procedure.
Periodic audits of journey management will be conducted on the system to assess
effectiveness.
Pre-trip briefing of drivers will be done by the journey management coordinator and contractor
rep at site
• Route ,
• Main hazards on the routes
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• Locations for halts

• Safety and security instructions Emergency response actions Special instructions for night
moves
• Instructions on completion of journey
• Check communication
35. Speed Limits

Speed limits will be observed in all cases. As per Motor Vehicles Act, 1988, the Central
Government fixed the maximum speed limits in respect of class of motor vehicles.
•80 kmph - On dual carriage highways for light vehicles
•65 kmph – On highways not having dual carriage
•50 kmph - For all tankers and articulated vehicles (viz., trailers) the limit is or lesser
speed where indicated by road signage.
• 30 kmph –While driving near villages
• 25 kmph-When passing a body of troops, police or workmen engaged in road repair
• 15 kmph – Near Schools and in CIL operating premises
Inside the boundary of the sites/terminals/installations the applicable local speed limits as
the local site rules will be followed.
Driving Speed shall be reduced when driving in hilly areas or during rainy/foggy conditions
and negotiating blind spots as appropriate for the conditions such that the driver is able to
maintain full control of the vehicle at all the times.
36. Cellular Telephones and Two-way Communications Devices

Drivers shall neither initiate nor answer a mobile telephone call, while driving a vehicle.
This includes the sending and receiving of text messages. Hands-free devices shall not be
used.
The driver should safely leave the road and bring the vehicle to a complete and safe stop
before answering any radio (VHF) calls or mobile telephone call.
Phones should not be carried in the pockets of the driver while driving to guard against driver
distraction when the phone rings.
Cell phones should always be in a charged state and should enable 2 way
communications.
The contractor should ensure sufficient talk value for pre-paid mobile phones carried by the
drivers.
37. Night Driving

Night driving outside of city limits is prohibited except under certain circumstances as
under
• Routine shift journeys for operations
• Routine patrols by quick reaction teams
• Responding to emergencies
• Move of tankers where authorised
37.1 Approving Authorities for Night Journey

In emergency situations, permission for night driving may be granted by the following
designated authority:
• Operating Sites : Installation / Terminal Manager
• Project Sites : Project Manager
• Seismic / Drilling Operations : Company Representative
• Corporate Office : DGM Administration
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In situations where night working is required e.g. projects or operations with 24 hours
activities, night driving may be allowed where necessary supported by an appropriate JMP
and risk assessment.
Night driving should be done only after adequate risk assessments including route risk
survey and approved. All journeys should be reflected in the Journey Management Plan
with authorisation
37.2 Additional Precautions for Night driving
37.2.1 Driver
Ensure driver is fit to drive at night and had adequate rest, A critical consideration
that of fatigue management of drivers should be ensured
Keep a record of duty hours of each driver to ensure fatigue management. If
there are 4 shifts per day (including general shift) ensure no driver is over worked
and employed continuously.
A pool of pre- approved and trained drivers to be maintained for night journey.
No change of drivers by contractor without prior approval from journey manager. In
case drivers are changed ensure prior notice is given. Check the fatigue
competence of drivers before deploying them
An adequately rested spare driver should be taken along who may be able to
take over the driving for longer distances (not applicable for shift journeys)
No spot hired (call out) vehicles should be used for night journey as both the
driver and vehicle may not be fit to drive at night
37.2.2 Routes
Ensure routes are pre-approved for night journey. Alternate routes should also be
worked out based on risk assessment.
37.2.3 Before any night journey

Check all lights (headlights, indicators etc.) to ensure that they are in working
order.
Check wipers of wind screens
37.2.4 Check in
Inform control rooms of respective terminals/installations/sites when starting the
journey. Details of vehicle and passengers should be informed to the control
rooms. Vehicle number, names and mobile numbers of passengers and drivers
should be informed to the radio room /Control room before any journey. This should
be logged in the daily journey book. Inform the contact person at the destination
about the journey.
Plan the return journey and ensure adequate rest for the driver before return journey
Allow cushion time for bad weather like rain, sand storms etc.
On arrival at the destination report arrival to the Control Room/ Radio Room
and confirm all OK
37.2.6 Radio Room/Control Room Log of Journey

Control room and JMP coordinator should maintain a log of journey for each
trip. Ensure all timings are entered
It is the responsibility of JMP coordinator and Radio Room to monitor the night
journey.
Minimum 2 people to travel at night in a vehicle
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Maximum speed to be reduced to 50 kmph or less depending on visibility. A good

rule of thumb is to never drive beyond the driver’s range of vision - that is, he should
be able to stop under within the length of road illuminated by the headlights.
Check in calls by one passenger to Radio Room/ Control room every 30 mins to
confirm all OK
Regular breaks for fatigue management at a safe place and call in to Radio
Room. Plan halts and rest even earlier than 2 hours if required
Do not halt in unlit isolated areas.
Stop safely if the driver feels drowsy (have a power nap for 15 mins or so or wash
the face and move around)
As safety is a shared responsibility, passengers (especially those on the front seat)
should avoid taking naps as they might inspire driver for the same.
37.3 Hitch-hikers
Hitch-hikers are not allowed to travel in company hired vehicles. The Policy explicitly
prohibits drivers on Company business from providing lifts for hitch-hikers.
37.4 Smoking
Smoking inside vehicles is strictly prohibited.
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Section D: Road Safety Requirements at Site

38. Site Road Safety Coordinator
Contractor (for more than 10 vehicles) / Cairn will nominate a Site Road Safety Coordinator
responsible for managing and coordinating road safety for that location/area. Duties of the Site
Road Safety Coordinator are as follows:-
• Participate in prequalification and selection of transport vendors
• Coordinate pre induction inspection of vehicles
• Monitor road safety compliance of contractors
• Maintain record of violations by the contractor
• Compile annual road safety performance of the contractor
• Random inspections and audits of vehicles, drivers and journey management
• Assist site management in monitoring corrective and preventive actions based on the
findings and recommendations from investigations
• Coordinate with road safety coordinators of contractors to ensure compliance
• Monthly reporting on road safety to site managers and corporate HSE
• Carry out trend analysis of accidents and assist site managers to prevent repeats
• Ensure implementation of fatigue management norms
• Assist management in follow up of road safety audit recommendations
• Coordinate training in road safety
• Random monitoring of VTS records on driver behaviours and compliance
• Plan and coordinate road safety promotion initiatives
• Coordinate road safety among various operators /contractors at the site /installation/terminal
area of operational responsibility
39. Leadership
Line managers should demonstrate visible leadership and proactive commitment to road safety
through personal example (E.g. Road safety inspections , reviews , meetings ,site tours,
behavioural observations and active follow up of recommendations of accident investigations )
as listed in Para 4.4 of this document.
40. Site specific Journey Management Plan

A JMP specific to the site to suit the operating conditions should be prepared.
A journey controller will be nominated per site.
• Common routes of movement
• Alternate routes of movement
• Scheduled halts
• Authorities nominated who are permitted to authorize night move halts
• Types of vehicle permitted night movement
41. Site Specific Documents for Road Safety Compliance

Each site shall have specific documents to ensure compliance of CIL Road Safety Policy as per
the nature of operations and type of vehicles being deployed.
A custodian (Road Safety coordinator) should be assigned for the document that ensures that
Page 30 of 45
these documents are updated

List of documents:
• Current list of vehicles at sites
• List of drivers with all details of licenses and other details
• No. of kilometres travelled
• List and number and details of Road incidents /accidents, oil spills where applicable.
• Accident /Incident Investigation reports and recommendations
• Trend Analysis of Accidents
• MVAFR ( Motor Vehicle Accident Frequency Rate)
• Record of HSE inspections / audits/ violations and follow up actions
• Minutes of meetings of safety meetings on road safety
• Record of road safety promotion activities at site
• Warnings and rewards to drivers
• Record of road safety training carried out for CIL employees and contractors
• Data base of black listed drivers
• Progress of corrective actions
• Training reports and observations after defensive driving training
• VTS report monitoring summary , behavioural observations and follow up actions taken
• Site specific documents on road safety.
42. Site Traffic Control & Management

Each site will have a documented traffic management plan which includes the following:
• Entry
o Which all vehicles are permitted into the sites
o Site entry procedures for vehicles with a system of stickers and permits
• Specify speed limits within the site at various areas
• Road Markings /Signage
o Ensure appropriate traffic signals for traffic control
o Barricading equipment adjacent to the road to protect pipes, lamp posts and vital
equipment
o Ensure retro reflective tapes to enhance visibility
o Retro reflective signage to be installed along the roads and junctions.
• Traffic Management
o Specify norms for right of way at road junctions ( e.g. : who has right of way – heavy
vehicle /earthmoving /light vehicles )
o Communication and warning signals between vehicles and traffic controllers
o Location of speed breakers, rumble strips.
• Segregation
o Need to segregate routes of move of pedestrians, light and heavy vehicles. routes –
methods
o Pedestrian crossing points identification and marking
• Specify site loading and unloading procedures and areas.
• Parking Areas
o Earmark parking areas for light and heavy vehicles
o Earmark parking areas for emergency vehicles
• Control of vehicle access to hazardous areas, blind corners and round about management.
• Route planning
o Routes of move for light vehicles , heavy vehicles , special vehicles like cranes
o Shuttle routes between buildings for on-site activities, or emergency access routes for
fire engines, ambulances etc.
o Vehicle traffic routes to be suitable for the type and quantity of vehicles which use them
o Designate routes of move of emergency vehicles .Check width and access of roads.
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o Test and confirm emergency vehicles can reach the locations

o Identify and mark roads designated as one way
• Plans for illumination of roads
• Organisation for traffic management with trained personnel
42.1 Pedestrian Safety

a) Each operation shall ensure the hazard and risk assessments include a site based
review of pedestrian vehicle interaction, including road design and layout, (entry exit
points, intersections etc.).
b) Pedestrians shall be segregated from vehicles and mobile equipment. Systems shall be
in place to control movements of vehicles and mobile equipment in areas accessible to
pedestrians, into and out of workshops and for controls on pedestrian and light vehicle
movements around mobile equipment.
c) Clear instructions shall be established for pedestrians and right of way rules;
d) Systems to alert mobile operators of pedestrian presence shall be implemented
e) Pedestrian walkways shall be provided in all areas where vehicles and mobile
equipment is used; walkways shall be located at a safe distance from the roadways,
be a suitable width and be constructed of a suitable surface to avoid slips and trips.
f) Barriers shall be provided on pedestrian walkways where they are located beside
roadways or where there is a high pedestrian flow.
g) Designated and suitably designed pedestrian crossings shall be provided at strategic
locations and crossing warning signs shall be in place.
h) Operations shall ensure high visibility clothing is provided to pedestrians who
work or pass through operational areas involving vehicle movement.
i) Adequate protection and controls shall be provided where pedestrians exit buildings.
j) Visitors shall be informed of relevant requirements for vehicle pedestrian safety upon
arrival at the operations.
43. Road Safety Promotion at Sites

Some suggestions for road safety promotion at sites
• Safety posters displayed in drivers’ rooms (posters need to be changed regularly
if they are to have an impact);
• Safety quiz competitions;
• Safety notice boards showing number of kilometres driven without an
incident; Warning notices of road works and incident black spots; and
• Road safety theme of the week/month.
44. Movement of Vehicles within Plant Premises

Vehicles NOT meeting the site specific vehicle safety requirements shall not be permitted to
enter Company operational areas.
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Section E: Contractor Management and Compliance

45. Pre-Qualification Stage
• Contractor to respond to HSE questionnaire sent by PSCM Department
• Review of past performance of existing contractors by site road safety coordinator and
HSE
• Pre bid HSE meeting with contractors
46. Bidding and Selection stage

• HSE audit of approved bidders by onsite visits and document inspections by Road Safety
Coordinators to verify existing standards of Contractor’s Road Transportation Management
controls
• HSE Send report to PSCM Department and line department Final peer review and clearance
47. Pre Mobilisation

• Meeting with approved contractors to brief on HSE expectations
• Completion of HSE Improvement plan for road safety
48. Mobilisation
• Contractor gap analysis and improvement plan
• On Site pre-induction inspection of vehicles with drivers by CIL road safety site coordinators
49. Execution Stage

• Monitoring of compliance and Improvement plans
• Annual Road Safety audit of contractors
50. Demobilisation and Renewal /extension Stage

Review of HSE performance of existing vehicle contractors (to include statistics of violations,
incidents, road safety audit findings etc.
51. Duties of Contractors

Compliance: Ensure Compliance and monitoring of HSE Requirements as stated in CIL
Road Safety Policy and Guidance documents
Road Safety Coordinator: Nominate a Road Safety Coordinator where the vehicles deployed are
more than 10, for ensuring road safety policy compliance
Driver Management: Ensure training and competence, fatigue management, medical fitness,
discipline of drivers
Preventive Maintenance &Fitness of Vehicles: Ensure preventive maintenance and fitness
of vehicles .All drivers should check their vehicles daily. Contractor to enforce a
documented system of inspection checking of vehicles
Documentation: Ensure up to date documentation of vehicles and produce the same for
inspection/audit
Sub Contract: Vehicle service contractors will not assign either the contract or any part
thereof to other sub-contractors without written approval of CIL. When a sub-contractor is
permitted, the main contractor will be fully accountable and responsible to manage sub-
contractors road safety management including all documentation and communication.
Emergency Response: Ensure adequate systems are in place to ensure effective
management of emergencies with a 24x7 helpline. Have systems in place to manage clean
up and recovery of spills of fuels, lubricants, motor oils, paints, solvents and other items. Tie
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up with local hospitals and recovery agencies to handle emergencies including recovery of
vehicles and casualty evacuation.
Investigations: Take immediate corrective actions as recommended by process of
investigations and report back the actions to CIL site management and site CIL Road Safety
Coordinator
Road safety Audit findings: Take immediate actions to settle non-conformance observed
during road safety audits. Report actions to CIL site Management and e Road Safety
Coordinator
Maintenance of Records: Ensure records of road safety are maintained and up-to-date
51.1 Reporting by Contractors:
Contractor will ensure reports to CIL from time to time as required by the local CIL site. All
incidents will be reported immediately not later than 2 hours of the incident. Ensure timely
reports and returns to CIL Road Safety Coordinator at site by 5th of every month
Monthly reporting to CIL by 5th of every month
• No. of Kilometres travelled
• List and number and details of Road incidents /accidents, oil spills where
applicable. MVAFR ( Motor Vehicle Accident Frequency Rate) =
• (Total Number of Motor Vehicle Accidents x 1,000,000)/Total Number of Kilometres
Run
• No. of transport safety related inspections / audits
• Minutes of meetings of safety meetings by the contractor
• List of drivers with all details of licenses( showing updates for the month like renewals
of licenses’ , replacement of drivers )
• Current list of vehicles indicating any changes
• Warnings and rewards to drivers
• Actions taken on transportation safety related violations reported
• Training carried out during month and current status and updates
• Progress of corrective actions taken
• Observations after defensive driving training
• Recommendations of investigations
• VTS report summary and behavioural observations
52. Penalties
Suitable penalties as per Contractor HSSE Requirements Manual (DOC No CIL/HSE
/09/001737) a n d contractor HSE requirement for small contractor G210 CIL- RX-R- MAN-5001
will be applicable for contractors for violation of road safety policy.
Below is the typical Penalty Matrix for Unsafe Behaviour by Driver
Penalty Clauses First offence Second offence Third offence
Driving under the influence of drugs or Dismissal
alcohol
Driver or passengers without seatbelts Final warning Dismissal
Speeding in relation to speed limits Warning letter Final warning Dismissal
Using GSM while driving, handheld or Final warning Dismissal
handsfree
Not following journey plan rules Warning letter Final warning Dismissal
Driver involved in Motor Vehicle Incident Dismissal
resulting in a serious injury or major
crash who is found to be guilty of causing
the accident
Page 34 of 45
Section F: Additional Requirements

53. Incidents
All Incidents shall be reported immediately in accordance to Company procedure. Relevant
agencies and people involved in road safety related emergency response should be informed.
Drivers shall be trained in the emergency response procedures associated with travel.
Vehicle recovery involved in accidents is hazardous and should only be undertaken by a
trained specialist using equipment dedicated for recovery purposes.
Vehicles and drivers involved in accidents will not be returned to work
unless
• Fitness of driver is confirmed by CIL site doctor
• Fitness of vehicle is confirmed by the authorised workshop and reviewed by site road
safety coordinator
54. Incident Learning System

An incident learning system should be set up to prevent repeat incidents. Site Road Safety
coordinators and HSE staff should carry out trend analysis of incidents which includes:
• Time of accident
• Location
• Causes – primary and contributing causes
• Type of vehicle
All employees and drivers should be periodically briefed on the lessons from various
incidents. A record of such briefings should be maintained with the details of attendance.
55. Investigation Reports

Recommendations of investigation Reports should be quickly followed up by managers at all
levels and effectiveness of corrective and preventive actions should be reviewed by the
management with personal involvement.
There should be a clear time line for actions for investigation reports. Tracking should be done
using action tracker.
In case there are delays in follow up and implementation it should be escalated to the next higher
level of management, Any delay in close out of actions may cause another repeat incident. Hence
time is of paramount importance.
Close out of actions should be monitored by the line management and HOD.
Line management to ensure that the actions on the recommendations of investigations are
effective.
Regular feedback should be given to Corporate HSEQ on progress of close out of actions on
ground.
56. Compliance and Performance:

Cairn India shall ensure it complies with the requirements of Vedanta standard on Transport and
Logistics Management. Performance against meeting the requirements of this Standard shall be
assessed periodically documented and, where required, reported to Vedanta Group. The
assessment of performance shall include setting and reporting on key performance indicators
(KPIs) where these have been established at Vedanta Group, Company or local level. The
evaluation of performance shall include, as a minimum, confirmation that:
• Transport and logistics hazard identification and risk assessments undertaken;
• Transport and logistics management plan in place.
• Traffic routes and speed limits established and signposted, and are of suitable construction
and maintained.
Page 35 of 45
• Pedestrian vehicle segregation is in place.

• Vehicle procurement processes established with defined minimum safety criteria.
• Vehicles are subject to preventative and reactive maintenance.
• Driver competency and training processes in place.
• Incident procedures in place for transport and logistics incidents.
• Audits of the transport and logistics management plan undertaken.
57. Audit and Review

A system of planned and systematic audits of land transport operations together with
management reviews of performance should be established and maintained as an integral
part of road transport operations.
The requirements of the Road transport safety policy guidance will form part of the basis of
the audits protocols to be used by the Safety and Operation Audit.
• Annual Road safety audits of all sites as part of the integrated corporate HSEA audit.
This includes audits of all contractors involved with the CIL site
• HSEA audit of short listed contractors who have bid for vehicle service contracts
• Annual HSEA audit of all vehicle service contractors
• Spot checks by managers during visits
• On commencement of drilling, exploration, ops in new areas
58. Review
This document will be reviewed once in 2 years or earlier if there are significant changes in local
legislation, operating conditions or environment.
Page 36 of 45
Annexure 1 – Journey Management Plan

Cairn India Limited
Journey Management Plan
Location: Passenger Details
JMP No
Date: Names Department Mobile number
Vehicle Registration No:
Type of Vehicle:
Driver's Name:
Mobile number
Trained in Defensive driving?

Last duty completed at
On date ------------- Time --- (check fatigue)
Journey Details
Route Starting Time Travel Time Arrival Time Halt Time & Location
Approved By :
Night Journey Details Reason :
Communication Details Driver's General Instructions
Emergency Telephone Speed Limit is maximum 65 kph
Local radio Room/Control Room Halt for 15 minutes after every travel of 2 hours
No night driving without approval
Local Doctor
Follow RTO rules & carry documents (RC Book, Insurance, Fitness &
PUC) & Route Map
Drive slowly near villages max 30 kph and schools max 15 kph
Checklist No consumption of alcohol during duty hours
Emergency contact card Do not alter journey unless in case of emergency.
First Aid box Inform change of journey plan to starting and destination point.
Check vehicle condition before start of every journey.
Cell phone fully charged Do not indulge in conflicts with local people.
Route chart /map Do not drink or eat while driving.
Water & Emergency snacks
Driver Passport
Passenger's Feedback
Driving Skill: Obeying Traffic Rules:

Name Signature:
I am fit to drive and agree to undertake the journey as per Journey Management Plan.
Driver Name: Sign: Contact No:
JMP issued by(Coordinator) Designation Signature:
Page 37 of 45
Road Transport Safety Policy Guidance
Annexure 2 - CIL Driver Medical Assessment Form
1 DRIVER’S INFORMATION Driver completes this section

Driver’s Name (Last, First, Middle) Birth date (DD/MM / Age Sex M F Date of Medical Exam
YYYY)
Address City, State, Pin Code Contact No.: Driver License No. License Class State of Issue
Motorcycle License,
Light Motor Vehicle (LMV)
Heavy Motor Vehicle (HMV)
2 HEALTH HISTORY
Yes No Yes No Yes No
Tuberculosis, Shortness of breath, Lung disease, Fainting, dizziness
Any illness or injury in the last 5 years?
emphysema, asthma, chronic bronchitis Sleep disorders, pauses in breathing while
Head/Brain injuries, Disorders or illnesses Kidney disease, dialysis asleep, daytime sleepiness, loud snoring
Seizures, epilepsy Liver disease Stroke or paralysis
Eye disorders or impaired vision (except corrective lenses Digestive problems Missing or impaired hand, arm, foot, leg,
Ear disorders, loss of hearing or balance Diabetes or elevated blood sugar controlled by: finger, toe
Heart disease or heart attack; other cardiovascular condition Diet Tablet Insulin Spinal injury or disease
Heart surgery (valve replacement/bypass, angioplasty, Nervous or psychiatric disorder, e.g., severe depression Chronic low back pain regular,
pacemaker) Loss of or altered consciousness frequent alcohol use Narcotic or
High blood pressure habit forming drug use
Muscular disease
For any YES answer, indicate onset date, diagnosis, treating physician’s name and any current limitation. List all medications (including
Over-the –counter medications) used regularly or recently. _
I certify that the above information is complete and true. I understand that inaccurate, false or missing information may invalidate the examination and my
Medical Examiner’s Certificate.
Driver’s Signature Date _
Medical Examiner’s Comments on Health History (The medical examiner must review and discuss with the driver any “Yes” answers and potential hazards of
medications, including over-the-counter medications while driving. This discussion must be documented below.)
Page 38 of 45
Road Transport Safety Policy
TESTING (Medical Examiner completes Section 3 through 7) Name: Last, First, Middle,
Standard: At least 6/9 acuity (Snellen) in each eye with or without correction.
3 VISION
INSTRUCTIONS: When other than the Snellen chart is used, give test results in Snellen-comparable values if the applicant wears corrective lenses, these should be worn while visual acuity is being
tested. If the driver habitually wears contact lenses, or intends to do so while driving, sufficient evidence of good tolerance and adaptation to their use must be obvious. Monocular drivers are not qualified.
Partial or complete colour vision deficiency disqualifies the driver.
Numerical readings must be provided. Yes No

Applicant has partial or complete colour blindness on Ishihara chart or equivalent.
ACUITY UNCORRECTED CORRECTED Applicant meet visual acuity requirement only when wearing corrective Lenses
Monocular Vision:
Right Eye 6/ 6/
Left Eye 6/ 6/ Complete next line only if vision testing is done by an ophthalmologist or optometrist
_
Both Eyes 6/ 6/ Date of Examination Name of Ophthalmologist Registration No. Tel. No Signature
or optometrist
4 HEARING Standard: Must first perceive forced whispered voice > 5 ft., with or without hearing aid: Rinne Test: +ve / -ve
BLOOD PRESSURE/ PULSE RATE / Numerical readings must be recorded. Medical Examiner should take at least two readings to confirm BP.
5
ECG
Pulse t : I ECG: (If age is 40 years or more):
Blood Systolic Diastolic X-ray Chest:
Pressure t :
Driver qualified if ≤140/90
Urinalysis is required. Protein, blood or sugar in the urine

6. LABORATORY AND OTHER TEST FINDINGS may be an indication for further testing to rule out any SP. G . OT I OO G
underlying medical problem. URINE I
Other Testing (Describe and record)
2
7 PHYSICAL EXAMINATION Height: (cms.) Weight: (kg) BMI: (wt (kg) / ht (m) )
_ _ _
Name: Last, First, Middle
The presence of a certain condition may not necessarily disqualify a driver, particularly if the condition is controlled adequately, is not likely to worsen or is readily amenable to treatment. Even if a
condition does not disqualify a driver, the medical examiner may consider deferring the driver temporarily. Also, the driver should be advised to take the necessary steps to correct the condition as
Page 39 of 45
Document Number: CIL/HSE/08/001221 Page 34 of 40
Road Transport Safety Policy
soon as possible particularly if the condition, if neglected, could result in more serious illness that might affect driving.
Check YES if there are any abnormalities. Check NO if the body system is normal. Discuss any YES answers in detail in the space below, and indicate whether it would affect the driver's ability to
operate a commercial motor vehicle safely. Enter applicable item number before each comment.
BODY SYSTEM CHECK FOR: Yes No BODY SYSTEM CHECK FOR: Yes No
1General Appearance Marked overweight, tremor, signs of alcoholism, problem 7. Abdomen and viscera Enlarged liver, enlarged spleen, masses, bruits,
drinking, or drug abuse. hernia, significant abdominal wall muscle
weakness.
2 Eyes Papillary equality, reaction to light, accommodation, ocular
motility, ocular muscle imbalance, extra ocular movement, 8. Vascular System Abnormal pulse and amplitude, carotid or
nystagmus, exophthalmos. Ask about retinopathy, cataracts, arterial bruits, varicose veins.
aphakia, glaucoma, macular degeneration and refer to a
specialist if appropriate 9. Genito-urinary System Hernias.
3. Ears Scarring of tympanic membrane, occlusion of external canal, 10. Extremities- Limb Loss or impairment of leg, foot, toe, arm, hand,
Perforated eardrums. impaired.. finger, Perceptible limp, deformities, atrophy,
weakness, paralysis, clubbing, edema,
4. Mouth and Throat Irremediable deformities likely to interfere with breathing or hypotonia. Insufficient grasp in upper limb to
Swallowing. maintain steering wheel grip. Insufficient mobility
5. Heart and strength in lower limb to operate pedals
Murmurs, extra sounds, enlarged heart, pacemaker, properly.
6. Lungs and chest, Implantable defibrillator.
11. Spine. Other Previous surgery, deformities, limitation of
Abnormal chest wall expansion , abnormal respiratory rate Musculoskeletal motion, tenderness.
Abnormal breath sounds including wheezes or alveolar rales,
Impaired respiratory function, cyanosis. Abnormal findings on 12. Neurological Impaired equilibrium. Coordination or speech
Physical exam may require further testing such as pulmonary pattern; asymmetric deep tendon reflexes,
tests and/ or x ray of chest. sensory or positional abnormalities, abnormal
patellar reflexes, ataxia
Page 40 of 45
MEDICAL EXAMINER’S CERTIFICATE

I certify that I have examined _ .
D I find this person is medically fit for the job

OR
D I find this person is medically fit for the job only when he fulfils following condition(s):
OR
D I find this person is not medically fit due to _
The information I have provided regarding this physical examination is true and complete. A complete examination form with any attachment embodies by findings
completely and correctly, and is on file in my office / given to the candidate.
_ __ _
SIGNATURE OF MEDICAL EXAMINER TELEPHONE DATE
_ _
MEDICAL EXAMINER’S NAME MD MBBS REGISTRATION NO
AND SEAL
_ _ _ _
SIGNATURE OF DRIVER DRIVER’S LICENSE NO. Date
Page 41 of 45
Annexure 3 - Frequently Asked Questions
Questions Answers
Are spot contractors covered under Yes. Where spot contractors are associated with Company
this Policy / Guidelines? business vehicles this Standard Policy applies in respect of
those vehicles
What is a “controlled site”? See definition.
Do Assets / Corporate office need Yes, this is a Cairn India Group document with global scope.
to be consistent in the application of
this standard?
Who w i l lbe responsible for Each of the Assets, Business Functions and Corporate
the implementation of office will be responsible for their own implementation
these Guidelines?
What is the pace of implementation With immediate effect. Vehicles should be upgraded within
for these Guidelines? one year.
Are v i s i t o r s t o C o m p a n y If the visitor is not a Company Employee / contractor then
facilities required to comply with this the Guidelines do not apply to the visitor, unless they
Standard? travel in a Company hired vehicle. However, the visitor will
be expected to comply with applicable site HSSE rules.
We want to comply with the new The expectation is that Business functions and Assets will
Policy / Guidelines, but are fund and resource the implementation and on-going
concerned that our resources are maintenance of the guidelines within the specified timeline.
already fully committed. Where are Any variance to the timeline must be approved by the Head
the resources going to be provided of QHSS Risk & Assurance
from in order to implement the new
standard?
Do the Guidelines c ov er spot hire Yes.
vehicles?
I travel on Company business to off- Yes. It specifically requires that all Company employees /
site on an occasional basis. Do the consultants who travel on company business, however
Guidelines apply to me? infrequently, must follow company Guidelines / Policy.
Do these Guidelines apply to non- Yes. Contractor freight drivers and vehicles are covered
company contracted freight (e.g., within the scope of the Guidelines.
contractor vehicles)?
Who will conduct annual adherence This will be part of relevant Business Function and Assets
audits for the Road Transport Safety HSSE assurance and self-verification process as also part
Policy / Guidelines? of Integrated Corporate HSE audit.
What is the deviation process? The process for deviations is explained in the Paragraph
Deviation from the Policy / Guidelines.
We use contractor and sub- These Guidelines form part of any contract document and
contractor road transport. How do adherence to the Guidelines is binding upon a contractor.
we demonstrate documented Monitoring of compliance by the contractor is part of
evidence for adherence contract management. It is the contractor’s responsibility to
enforce these Guidelines and monitor it in their company.
purposes?
Contractors should recommend these requirements in any
sub-contract. Likewise, it is the sub-contractor’s responsibility
Page 37 of 45
to enforce and monitor it in their company.

How will the implementation be This will depend on local circumstances, which will be
affected by the presence of a addressed by Business Functions and Assets as part of the
Union? implementation process.
Page 38 of 45
Vehicle specification:
Questions Answers
Do vehicles used exclusively within a Yes, All vehicles used exclusively on a controlled site must
controlled site, have to meet the be maintained to manufacturers specifications and be in
standard? compliance with this requirement as a minimum.
Can personal vehicles, which do not No. If the vehicle does not meet the specifications then an
meet the specifications, be used for alternative means of transportation should be secured.
Company business?
Does “vehicles" include motorcycles Some clauses apply to motorcycles. Bicycles are not
or bicycles? included in the scope of the Guidelines.
I drive my personal vehicle to Yes, your vehicle needs to comply with the light vehicle
attend off site meetings on public specification, which means that it is fit for purpose,
roads on an occasional basis. Does inspected and confirmed to be in safe working order.
my vehicle need to comply with the
light vehicle specification?
Is Rollover protection meant for the No, Rollover protection is meant for the light vehicles only.
Heavy vehicles also?
Driver competency and assessment:

Questions Answers
Is Driver Tiredness/Fatigue Training is mandatory for all drivers
awareness training required for all
drivers or just professional drivers?
What are the training & assessment All drivers, on Company business (except spot hired
requirements for drivers"? vehicles/ drivers), are required to complete Defensive Driving
Training. Spot hired vehicles in the pre- approved pool
should be trained in defensive driving.
Does the whole workforce have to
be medically assessed as fit for No. This applies only to drivers.
driving?
If a driver is involved in an accident,
what refresher training should be Business Functions/ Assets should consider providing
provided? additional coaching or re-training.
Can I introduce a driver passport? Yes. .
For company provided vehicles, are
family members entitled to drive the
vehicle? No.
Yes. Drivers must let their supervisor know of any change

Must licence changes be declared to their licence, which affects their ability to drive, and this
and documented? must be recorded.
Who is qualified to conduct dr i v er Business Functions and Assets will have list of competent
assessments? assessors.
What will the process be for
approving a driver trainer? Corporate HSE will assess and approve driver trainers.
Page 39 of 45
Driver alertness:
Questions Answers
If unclear, you should consult your local HSE Manager. Drivers
What hours of work and driving do should have a minimum rest period of 8 hours per day.
drivers follow?
What records should I keep to Records of vehicle kilometres and driver working hours should
demonstrate adherence to the policy if be maintained.
I do not have an IVMS?
Mobile phones and other two way communication devices:

Questions Answers
Does the mobile phone process Yes. A Crane is a mobile plant vehicle and thus is
apply to cranes? covered under this clause.
It says that a mobile phone must The simple answer is no, the phone does not have to be
not be used when a vehicle is in turned off. However, one means of meeting the requirement
operation. Does this mean I have is to have an "engine-on, phone-off" policy. Some Business
to turn the phone off? functions / Assets have already adopted such a policy,
others meet the requirement through other controls
Can a mobile plant operator use a No. A two-way communication device may not be used
two-way communication device while while a vehicle is in operation.
driving?
Can I operate a mobile phone, if I Yes. Provided you are in an environment where the
am outside my vehicle and the engine operation of a mobile phone outside of a running vehicle
is running? does not cause an additional hazard.
What is included within definition of
two-way communications device?
See definition.
Can I use a vehicle-integrated t e x t
messaging devices?
Only if the vehicle is not in operation at the time.
Can I use a mobile phone while
riding as a passenger in a vehicle?
Yes.
Can I use a mobile p h o n e w h i l e
parked at the side of the road?
Yes, if you are legally parked.
Can I use a mobile p h o n e w h i l e No. The vehicle is deemed to be in operation and not
stopped at a stop sign, or traffic legally parked.
lights?
If I use my personal mobile phone, The policy only applies to the workforce while on Company
while driving on non-business and I business, however, we strongly encourage following the
receive a company call, how should I policy in your personal life. We recommend that you do
handle this? not talk on any mobile phone while driving
Journey risk management:
Page 40 of 45
Questions Answers
What journey length is All road journeys undertaken by any employee / consultant /
applicable for the journey contractor in the conduct of Company business outside of city limits
management plan? should have a JMP.
Does this process cover Driving within controlled sites must be managed by application
journeys within a controlled site? of these rules, which have fully considered local risks.
Is JMP applicable for all Yes, JMP is required for all intercity move except movement of
intercity travels? vehicles within city limits of NCR
Seatbelts:
Questions Answers
Are seatbelts required Yes. However, vehicles not capable of a speed in excess of 16
for vehicles in facilities & kph, where seatbelts are not fitted, are excluded.
other sites?
We are hiring a bus/coach to To minimize the risk it is recommended that the front passenger
transport people to a company seats (those immediately up to the windscreen) are not used,
event and there are no suitable and that passengers are requested to stay seated throughout the
vehicles with seatbelts journey and to sit well back in their seat.
available.
What should we do? If the driver is an employee of one the Company’s transport
contractors, then the driver should be wearing a seatbelt when
the vehicle is in operation. You should inform the driver of the
When I enter a transport vehicle policy and ask the driver to fasten the seatbelt. If not done, you
(e.g., a taxi or limo) and the should ask for the vehicle to stop and arrange alternate
driver is not wearing a seatbelt, transport. The infringement should be reported. Business
how should I handle the functions, and Assets must make wearing of seatbelts a
situation? condition of hire for term drivers and taxi services. If using a
spot hire taxi fitted with seatbelts we recommend you encourage
the driver to wear his seatbelt for his/her personal safety, although
in many countries taxi drivers are exempted from seatbelt
wearing. If the driver will not wear a seatbelt we recommend that
you seek alternative transport if at all possible.
When I enter a vehicle and find You must ask the co-passenger to wear the seatbelt and
a co-passenger not wearing a remind him of company’s policy on the subject. Do not allow driver
seatbelt, what should I do? to proceed unless all passengers wear seat belts.
Are passengers permitted to
travel on side facing seats at the
rear having seatbelts? NO
Page 41 of 45

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Road Transport Safety Policy Guide

Document Change History

Rev Date Editor Section Nature of Change

25.4 Re-entry of Blacklisted / Dismissed Drivers ................................................................... 20

40. Site specific Journey Management Plan .......................................................................... 30

HSEA Health, Safety, Environment, Quality, Security and Sustainability.

4.2 Deviation from Policy/Guidelines

4.3 Duties of Passengers/ Employees for Road Safety

4.4 Management Responsibilities

• Provide appropriate training for all involved in road transport operations

Section A: Vehicle Specifications

6. Side Facing Seats

declared “fit/non fit for-purpose.

8. Pre mobilisation Inspection

10. Air Bags

11. Roll over Protection

12. Unauthorised Local Modifications

13. High Visibility Colour

14. Heavy Vehicles

15. Documents in the Vehicle

• Driving license as per the type and class of vehicle

16. Contents of First-aid Kit

17. Load Arrangements

18. Condition of Tyres

19. In Vehicle Monitoring Systems (IVMS) / Vehicle Tracking System (VTS)

20. Data Monitoring

21. Use of Personal Vehicles

22. Spot Hire Vehicles

Section B: Driver Requirements

24. List of Drivers with Details

25. Driver Requirements

• Driving skills including defensive driving

25.3 Background Verification

25.4 Re-entry of Blacklisted / Dismissed Drivers

25.5 Change of Drivers

25.6 Driver’s Training

Road Safety Training Matrix

All Drivers - LMV, HMV

Notes: Typical Defensive Driving Courses required to attend:

Syllabus of Defensive Driving Training

25.7 Corrective Action plan

26. Driver Fitness and Alertness

26.1 Conditions for Rejection on Medical Grounds

• Musculo-skeletal conditions affecting mobility

26.2 Frequency of Medicals for regular drivers

26.3 Return to Work Medicals

27. Drivers of Spot Hire/Call out Vehicles

28. Fatigue Management

28.1 Driver’s Duty Hours and Rest Breaks

28.2 Duties and Rights of Drivers

29. Alcohol, Drugs, Narcotics or Medications

30. Safety Meeting

32. Records of Drivers

Section C: Journey Management Requirements

34. Journey Management Plan

• Locations for halts

35. Speed Limits

36. Cellular Telephones and Two-way Communications Devices

37. Night Driving

37.1 Approving Authorities for Night Journey

37.2 Additional Precautions for Night driving

37.2.3 Before any night journey

37.2.6 Radio Room/Control Room Log of Journey

Maximum speed to be reduced to 50 kmph or less depending on visibility. A good