HEALTH, SAFETY, SECURITY, AND ENVIRONMENT

SAFE WORK PRACTICE – SAFE DRIVING

SWP-124

1 PURPOSE
Driving is among the most hazardous tasks performed by employees; therefore, it is imperative
to follow safe driving practices. Where driving cannot be eliminated, employees are expected
to develop journey management plans, to perform pre-trip vehicle inspections, and to drive
with care and without distraction.

2 SCOPE
Only authorized employees will drive a motor vehicle in the course and scope of work or
operate a company-owned vehicle.

While driving on company business, Stantec expects its employees to comply with local traffic
regulations, while also being conscious of general safe driving practice. The following actions
are viewed as serious breaches of conduct:
• Being under the influence of drugs or alcohol while driving
• Driving while disqualified or not correctly licensed or insured
• Driving without proper care and control of the vehicle
• Driving without regard for local traffic regulations
• Failing to stop after an accident

3 RESPONSIBILITIES
3.1 Health, Safety, Security, & Environment (HSSE)
• Maintain this SWP
• Assist with interpretation and methods of compliance with this standard
• Perform an annual program review, to verify that:
o Employees are aware of the requirements of this practice, and
o Employees are meeting the requirements of this practice

3.2 Project Manager (PM)

The Project Manager will only use mobile equipment (owned, leased, rented, or hired by
Stantec, or a Stantec employee) that:
• Complies with all relevant Occupational Health and Safety (OH&S) requirements
• Is operated only by a qualified person, who is trained in the use and maintenance of that
equipment and who is experienced in the type of work to be performed. This would include
proficiency in road conditions and driving characteristic of a geographical region (for
example, left-hand versus right-hand drive).
• Does not pose a threat to the health and safety of any person
• Is appropriate for the planned work activity as well as the inbound and outbound travel

3.3 Employee
An employee who drives as part of Stantec business will:
• Hold a current driving license valid for the class of vehicle being operated
• Immediately notify their supervisor if the license is suspended, cancelled, or has limitations
placed upon it, or if they have personal limitations (e.g., difficulty driving at night or driving
on icy roads, driving standard transmission vehicles, the use of medications that cause
drowsiness, medical conditions, etc.)

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HEALTH, SAFETY, SECURITY, AND ENVIRONMENT
SAFE WORK PRACTICE – SAFE DRIVING
SWP-124
• Perform and document a pre-use vehicle inspection prior to each Long-Haul Trip, which
also includes taking time to become familiar with the vehicle (including its safety features);
use SWP-124a – Vehicle Pre-Use Checklist
• It is recommended that all vehicles are inspected at least visually prior to each trip
• Conduct a journey management plan in accordance with Section 5.11, which is
communicated to and verified by the PM
• Report rental vehicle defects to the rental company before the start of the trip
• Always wear a seat belt in vehicles so equipped and require all passengers to wear seat
belts. Never allow the number of passengers to exceed the number of available seat belts.
• Transport passengers only in the vehicle cab.
• Where possible, park in a drive-out position (reverse into the parking stall). When reversing,
the driver of a truck or towed equipment must sound the horn. Use a spotter when reversing
whenever practical.
• Be directly responsible for the safe operation of the vehicle, while observing all relevant
regulations (e.g., obeying posted speed limits). This includes verification that loads are
secured and within the vehicle manufacturer’s specification and legal limits for the vehicle.
• Observe the company policy regarding insurance coverage and operating use where
personal vehicles are used for work
• Obtain driving directions prior to travel. Determine potential traffic and construction that
could impact the trip.
• Assess driving hazards and anticipate “what if scenarios.” Be alert and attentive.
• Carry a reliable method of communication, such as a cell phone, in case of emergency
(Note: cell phone cannot be used while driving – see section 5.2.)
• Inform at least one other person of their itinerary, including estimated time of arrival at their
destination
• Always secure the vehicle when not behind the wheel (i.e., put vehicle in “park” or “in
gear” and turn off engine when not required to be running, always use the emergency
brake and/or chock wheels to prevent movement, roll up windows, lock doors, hide all
items of value, etc.)
• Take an HSSE Event Report (RMS3) form on all trips
• Immediately report every incident (including those that do not result in damage or injury) to
Risk Management, the HSSE group, and their supervisor, and follow-up with a completed
HSSE Event Report (RMS3)
• Report motor vehicle incidents as required to the local police. Where police respond to the
incident, a copy of the police report is to be submitted by the employee to the HSSE group
with the incident report.
• When driving their personal vehicle, verify it is roadworthy and appropriately maintained

4 HAZARDS
Driver hazards include:
• Drowsiness/fatigue
• Personal health or vision limitations
• Distractions within or around the vehicle
• Environmental conditions (e.g., weather, landscape topography, driving at night,
vegetation, etc.)
• Road (or route) conditions

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HEALTH, SAFETY, SECURITY, AND ENVIRONMENT
SAFE WORK PRACTICE – SAFE DRIVING
SWP-124
• Alcohol and/or drug consumption
• Other drivers in the area
• Pedestrians, and wildlife
• Vehicle condition
• Lack of driving skill
• Lack of familiarity with size/type of vehicle

5 CONTROLS
5.1 Fatigue and Drowsiness
• Plan ahead and take into consideration pre-trip work duties, the length of the trip, and
post-trip commitments.
• When driving long distances, consider traveling the day before, or stay over an extra day.
• Stay overnight if driving time and non-driving duties exceed 16 hours or 500 miles (805 km)
in one day. If for unavoidable reasons you need to drive over these limits, approval must be
obtained from your supervisor; regional variations may exist, so please contact your HSSE
representative.
o In Alberta, the legislatively approved maximum work time is 12 hours.
o In the UK, the limit is 12 hours.
• It is the responsibility of each employee to come to work rested and alert in order to carry
out work duties safely.
• When driving, take regular and adequate rest breaks.
o At least 15 minutes for each 2 hours driven
o Stop when tired
o Share driving if travelling with other employees
• At no time should an employee put themselves in a position where they feel unsafe,
whether it is on location or driving to a location.
• If a client asks an employee to drive to the client’s location and the employee believes the
road conditions are unsafe, the employee will discuss the matter with their supervisor.

5.2 Distractions
• The use of mobile phones while driving is prohibited.
• The use of any portable electronic device (including tablets, cell phones, and laptops) for
texting or email while driving is prohibited.
• GPS and portable music devices will be set up before driving – adjusting them while driving
is prohibited.
• Driving distractions can assume multiple forms – inappropriate use of electronic devices
such as a cellular phone or any other electronic device to make a phone call, text a
message, read email messages, manipulate music files or search for information; eating,
drinking, putting on makeup, reading a newspaper, operating any other electronic device,
or some other type of distracting activity where the driver's mind, eyes, and hands are
engaged elsewhere than the road ahead and the steering wheel.
• Using a hands-free phone while driving does not significantly reduce risks, because the
problems are caused mainly by the mental distraction and divided attention. Use of hands-
free phones while driving is not permitted.
• Mobile phones cause distractions in three ways:
o Taking hands off the wheel

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HEALTH, SAFETY, SECURITY, AND ENVIRONMENT
SAFE WORK PRACTICE – SAFE DRIVING
SWP-124
o Becoming engrossed in a conversation and not concentrating on the road
o Mental distraction
• Phones can be switched off while the vehicle is in motion, which will divert all calls to
voicemail.
o The driver will pull off the road (in a safe position) to make a call or take a call.
o The only exception to this rule when it is necessary to contact law enforcement,
medical, or other emergency personnel.
o Drivers should also be aware that if they have an accident while using a cell phone,
they will be held accountable for all repairs and citations resulting from the accident.

NOTE: Regulations in some jurisdictions have restrictions which exceed Stantec’s requirements.
Be aware of the expectations for the area in which you are driving.

5.3 Environmental and Road Conditions

• Wherever practicable, avoid driving in adverse weather conditions. If that is not possible,
drivers must adapt when conditions deteriorate due to bad weather or otherwise. Only use
a vehicle that is in good condition and be aware of weather and road conditions.
• The internet is a good tool to assess road and weather conditions along the route, before
setting out. Tune in to regional radio stations to gain further awareness of accidents and
road closures in that area.
• Check the condition of wipers and volume of washer fluid. For snowy conditions, a brush
with scraper, a shovel, and where necessary, a blanket and adequate survival gear should
be available. Some Stantec offices make emergency kits available to employees when
they are driving on company business. Please direct your questions to your local OSEC.
• Do not exceed posted speed limits.
• Following distance should be increased in bad weather, construction zones, and at night.
Be patient and slow down.
• If you cannot see, do not drive.
• Remember that puddles can hide dangerous potholes.
• Avoid driving at night, if possible.
• Use your headlights and beware of other drivers.
• Be aware that the surrounding landscape can affect your safety. Park your vehicle safely
on firm ground, in gear where appropriate, and always use the emergency brake. When
on a hill facing down, turn wheels to the curb/ditch; when facing uphill, turn wheels to the
centerline. Chock your wheels and use traffic cones where necessary. Where possible,
position your vehicle such that you have a clear line of sight for oncoming vehicles, while
always ensuring the ability to safely exit and enter the vehicle.
• If an employee is required to drive a vehicle to a hazardous location (place were fire or
explosion hazards may exist due to flammable gases, vapors, combustible or flammable
liquids, combustible dust or ignitable fibers or flyings), the vehicle MUST be parked outside
the hazardous location.
• Do not operate a cellular telephone in designated blast zones, at service stations, bulk fuel
storage sites, petroleum product refineries, or any other site where the owner restricts the
use of cellular telephones.

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HEALTH, SAFETY, SECURITY, AND ENVIRONMENT
SAFE WORK PRACTICE – SAFE DRIVING
SWP-124
5.4 Driving in Remote and Outback Areas (Australia)
• Rural and outback Australia includes everything from off-road remote areas to developed
townships and experiences a range of weather conditions ranging from cyclones to
extreme dry periods. Please refer to SWP-124c – Driving in Remote and Outback Areas for
additional information on applicable guidance and controls.

5.5 SPOT Tracker Program (Australia and New Zealand)

• For operations in Australia and New Zealand, use of a SPOT Tracker device (or similar) is
mandatory for driving in remote areas, and its use will be included in the safety
documentation and understood by the project team. For more information on the SPOT
Tracker program for Australia and New Zealand, click here.

5.6 Alcohol and Drug Use

• Stantec employees are prohibited from operating a motor vehicle while under the
influence of alcohol or drugs.
• Refer to HSSE-100 – Alcohol and Drug Practice on The Lens for more information.

5.7 Other Drivers, Pedestrians, and Wildlife

• The defensive driver assumes that pedestrians and other drivers may make mistakes and is
on guard in the event an error is made.
• The defensive driver will:
o Anticipate that pedestrians or wildlife may do the unexpected.
o Scan around the vehicle thoroughly when a pedestrian is present. Pedestrians may
walk or stand in a vehicle’s blind spots.
o Adjust driving speed to safely avoid pedestrians or wildlife. It is difficult for pedestrians to
correctly judge how fast a vehicle is approaching.
o Yield the right-of-way to the pedestrian or the wildlife.
o Be extra careful at night as pedestrians may assume a driver can see them since they
can see the vehicle headlights so easily.
o Be vigilant at all times for presence of wildlife; never assume they will act predictably.

5.8 Vehicle Condition

• Check vehicle regularly and prior to each Long-Haul Trip. Checks should include:
o Tire inflation and condition; note that off-road vehicle use may require heavier-duty tires
o Cleanliness of windows
o Mirror adjustment
o Function of horn, lights, and brakes (including emergency brake)
o Fluid levels, including washer fluid, engine oil, brake fluid, transmission fluid, power
steering fluid, fuel, etc.
o Condition of windshield wipers and washer fluid
o Closure of doors, trunk, and tailgate
o General condition and functionality of vehicle
o Obstructions
o Prior to each Long-Haul Trip, complete SWP-124a – Vehicle Pre-Use Checklist and SWP-
124b – Journey Management Plan

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HEALTH, SAFETY, SECURITY, AND ENVIRONMENT
SAFE WORK PRACTICE – SAFE DRIVING
SWP-124
o All defects in company vehicles must be noted on the SWP-124a and/or in the vehicle
logbook (where one is present) and made known to the relevant supervisor who in turn
will ensure repairs are completed according to manufacturers’ specifications.
o Secure all loads, tools, material or equipment against movement, or store in tool or
gang boxes. Particular attention must be paid to transporting gasoline.

5.9 Emergency Equipment

• Each company vehicle should contain the following emergency equipment, as a
minimum:
o First Aid Kit
o Fire Extinguisher
o Safety Warning Devices (Flares, Road Triangles, etc.)
o Flashlight
o Jumper Cables
o Basic Tool Kit
o Duct Tape
o Water
o Blanket
o Copies of HSSE Event Report (RMS3) form
• It is recommended that personal vehicles used for company business contains the above
emergency equipment.

5.10 Towing
• Towing of anything will be prohibited unless the vehicle is specifically designed and
equipped for the task.
o Read the owner’s manual and find the vehicle’s towing capacity.
o Make sure the hitch is rated for the weight of trailer and load you are planning to tow
o The tongue weight, the amount of pressure exerted by the trailer on the hitch, should
be between 10 and 15 percent of the trailer’s total weight.
o Reversing with a trailer adds a new dimension to maneuvering caused by the pivot
point of the hitch between vehicle and trailer.
 The steering wheel must be turned in the opposite direction of where you want the
trailer to go.
 A spotter may be needed to assist/guide the driver while backing up.
 The spotter must remain visible to the driver by standing on the side of the
vehicle/trailer, never behind them.
 If the spotter needs to move from one side of the vehicle to the other, they should
walk in front of the vehicle, not between the vehicle and trailer or behind the trailer.
 Using both verbal and hand signals, the spotter will help guide the driver while
backing up.

NOTE: Some vehicles are now equipped with trailer backup assist. Drivers should practice with
such systems in open areas before using them in more congested areas.

• Only tow-approved trailers will be used; the use of homemade trailers is prohibited.
o Trailers will be rated for the load being towed.

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HEALTH, SAFETY, SECURITY, AND ENVIRONMENT
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SWP-124
o Hitching to the trailer is best accomplished with two people, even if your vehicle is
equipped with a backup camera.
 The person assisting with the hitching must stand on the side of the vehicle/trailer,
never between the two.
 Preferably, they will stand on the driver’s side of the vehicle.
 Using both verbal and hand signals will help guide the driver to line-up the hitching
points of the vehicle and the trailer.
o Make sure the safety chains are properly connected to the vehicle.
 Cross the chains over each other when connecting them to the tow vehicle.
 Should the trailer slip free of the hitch, the tongue will land on top of the crossed
chains, preventing the trailer from hitting the pavement.
o To increase stability and control at highway speeds, place approximately sixty percent
(60%) of the load on the front half of the trailer.
o Before leaving, walk around the trailer and verify that the lights are working properly,
the tires are properly inflated, and the load is properly secured.
 Tie-down equipment will be rated for the load being restrained.
 Cargo nets will be used to restrain smaller objects and minimize the risk of these
objects being ejected from the trailer.
o Some jurisdictions require trailers to be equipped with an independent braking system.
 This requirement is largely based on the trailer’s gross weight and/or the weight of
the trailer as a percentage of the tow vehicle weight.
 A breakaway system capable of applying all required brakes in the event of a
separation from the towing vehicle may also be required.
 See the following link for requirements in Canada and the United States:
https://drivinglaws.aaa.com/tag/trailer-brakes/.
• Employees are not authorized to ride in or on a trailer while it is in motion other than to
launch a boat when the operator is seated in the boat with a PFD on.
• Do not attempt to pull stuck vehicles with any other vehicle than a tow-truck. Chains can
snap, and vehicles not designed for towing can be damaged.

5.11 Journey Management Plan

• Conduct a journey management plan for each Long-Haul Trip. A trip is a Long-Haul Trip if it
meets any of the following conditions:
o Exceeds 250 miles (400 km)
o Is more than 4.5 hours driving one way from the starting point
o The driving time for the workday is six hours or more in total
• The journey management plan will clearly outline the planned route, arrival times, duration
of trip, etc. Use SWP-124b – Journey Management Plan.
• The journey management plan form will be approved by the employee’s supervisor or
Project Manager. If the Long-Haul Trip will be repeated on a recurring basis, additional
approvals may be required. Please contact your HSSE representative.
• NOTE: Some Stantec clients require Journey Management Plans for all travel related to their
projects, regardless of distance or travel time; discuss with your project manager.

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HEALTH, SAFETY, SECURITY, AND ENVIRONMENT
SAFE WORK PRACTICE – SAFE DRIVING
SWP-124
6 TRANSPORTATION OF EMPLOYEES
• Employees and materials or tools must not be transported in the same compartment of a
vehicle except where approved seating is provided for the employees and the material or
tools are secure against movement.
• A vehicle driver or passenger must not ride with any part of the body outside the vehicle.
• Employees must not board or leave any vehicle while it is in motion.
• Except for cases of dire emergency, seriously injured or ill persons will be transported for
medical treatment by ambulance only.
• Vehicles that are used for transporting employees must have within the enclosed portion of
the vehicle:
o Effective ventilation (independent of doors) to provide clean air
o Adequate lighting and means of heating and cooling

7 TRAINING
All employees who drive company vehicles will receive Defensive Driver training. It is
recommended, but not required, that those who drive personal or rental cars for business more
than 80 hours a year should receive Defensive Driver training. This training will be refreshed if
employee is involved in an at-fault accident.

Defensive Driver training will be provided via a corporate-approved provider. Refer to the HSSE
tab on The Lens, or contact your Regional HSSE Manager, Regional HSSE Advisor, or OSEC for
more information.

8 OUTSIDE AUTHORITIES TO BE CONTACTED

In addition to any required internal reports, employees will report all motor vehicle accidents to
the appropriate local authorities.

Copies of accident reports to local authorities will be obtained and forwarded for inclusion with
the internal incident report.

9 DEFINTIONS
Long Haul Trip: A trip that meets any of the following conditions:
• Exceeds 250 miles (400 km)
• Is more than 4.5 hours driving one way from the starting point
• The driving time for the workday is six hours or more in total

10 RESOURCES AND RELATED DOCUMENTS

• SWP-124a – Vehicle Pre-Use Checklist
• SWP-124b – Journey Management Plan
• SWP-124c – Driving in Remote and Outback Areas (Australia)
• HSSE-100 – Alcohol and Drug Practice

11 DOCUMENTATION SUMMARY
File these records in the Office Safety File:
• Driver MVR check performed as pre-employment screening, held in HR files.
• SWP-124a – Vehicle Pre-Use Checklist – non project-based drivers
• SWP-124b – Journey Management Plan – non project-based drivers

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HEALTH, SAFETY, SECURITY, AND ENVIRONMENT
SAFE WORK PRACTICE – SAFE DRIVING
SWP-124
File these records in the Project Health & Safety File:
• SWP-124a – Vehicle Pre-Use Checklist – project-based drivers
• SWP-124b – Journey Management Plan – project-based drivers

12 REVISION HISTORY

Date Changes Acknowledgments Approval

April 21, 2021 Minor edits throughout. Updates to s. N. Gilbert, C. J. Lessard

1.0, 3.2, 4.0 related to personal health Ferguson-Scott
and vision risks, and 5.1 identifying
length of working day for UK. Added
section 9.0 Definitions.

March 15, 2021 S. 5.11-corrected incorrect conversion K. Bayer R. Roy

from miles to kilometers; minor
corrections to punctuation.

August 3, 2020 Updates to links and references for K. Bayer C. Ferguson-Scott

migration from StanNet to The Lens;
minor changes to formatting.

November 20, Minor fixes to formatting and K. Bayer, R. Roy C. Ferguson-Scott

2018 correction to internal section
reference.

July 6, 2018 Updates to form names and C. Ferguson-Scott J. Lessard

incident/accident terminology.
Addition of s. 5.4 Driving in Remote
and Outback Areas (Australia) and s.
5.5 Spot Tracker Program (Australia
and New Zealand). Addition of
reference to HSSE 100 – Alcohol and
Drug Practice in s. 5.6 and 9.0.

April 11, 2017 Small edits throughout for punctuation M. Philipp, C. J. Lessard
and wording. See s. 3.3 for mention of Ferguson-Scott
a spotter, and s. 5.2 for clarification on
phone use.

October 15, Review and modification by PS K. Robinson P. Salusbury

2012

August 10, 2011 Updated for review by CGC K. Robinson Corporate

Governance
Committee

April 11, 2011 Updated document to better reflect K. Robinson

inspection and training requirements

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