Both drivers and fleets can be held responsible when rules are violated.

This month we turn our attention to the role of the vehicle itself in determining a fleet's safety rating. The vehicle factor covers inspection, repair, and maintenance of any commercial vehicle with a GVWR of 10,001 lb. or more.

To achieve a rating of "satisfactory" in the vehicle category, carriers must have no critical or acute violations, and their out-of-service (OOS) rate must be less than 34%.

One "acute" violation, one "critical" violation, or an OOS rate greater than or equal to 34% will send a carrier straight to regulatory purgatory - the "conditional" rating.

Anything worse - two critical or acute violations or one of each if accompanied by an OOS rate greater than or equal to 34% - gets the dreaded unsatisfactory rating in this category.

A list of OOS criteria can be obtained from the Commercial Vehicle Safety Alliance.

Violations considered acute include operating an out-of-service vehicle before it's repaired and failing to repair defects noted during inspections. Critical violations include using a vehicle that hasn't been periodically inspected and failing to prepare periodic inspection reports.

Daily driver inspections are an important part of any vehicle compliance program, with responsibility placed on both the fleet and the driver. The specific parts and accessories to be inspected include service brakes; parking brakes; steering mechanism; lights; tires; horns; windshield wipers; mirrors; coupling devices; wheels and rims; and emergency equipment.

This list refers to equipment that is not only pretty basic in terms of operating a vehicle safely, but in most cases necessary to the overall operation of the vehicle in the first place. So common sense would dictate that this equipment should be in working order. Nevertheless, roughly one out of three vehicles pulled over for a roadside inspection is placed out of service.

The daily inspection program is designed to catch vehicle problems that could result in breakdowns or accidents. Federal rules dictate that written inspection reports be completed at the end of each day's operation. The report lists any vehicle defects discovered by the driver. The carrier is required to review the reports carefully and address each defect noted. Carriers must keep the reports for at least three months.

Drivers are required to ensure the vehicle is in a safe operating condition; review the inspection report of the previous driver; and sign the report. In addition to checking emergency equipment, drivers should also inspect their loads to ensure that they are secure in place and properly distributed.

Company maintenance personnel are required to review the driver's inspection reports; make corrections and repairs when needed; and indicate when safety-related items have been corrected.

To encourage the highest degree of cooperation, make your daily inspection forms quick and painless to complete. Provide a checklist of major component systems and include a space for drivers to write down remarks. Make sure there's a place for drivers to sign and date the form, as well as a section for the maintenance department to describe any actions taken.

Only qualified individuals can conduct annual vehicle inspections, which cover the safety-related parts of the vehicle in much greater detail than daily inspections. It's the fleet's responsibility to verify an inspector's qualifications. Some states require that inspectors be certified and registered by the state. Most fleets use a fairly comprehensive inspection form that walks the inspector through the necessary steps.

Fleets should maintain records detailing annual inspections, daily inspections, roadside-inspection work orders, and service performed for every vehicle. The file should also list vehicle identification numbers, tire sizes, dates of service, and warranty contracts.

Fleets that move beyond compliance usually find that daily vehicle inspections are an effective communications tool between driver, management, and maintenance personnel.

In addition to the vehicle factor, a carrier's safety rating is determined by its ability to exhibit compliance in the following areas:

Accidents rates;

* Driver regulations, including qualification, licensing, and drug and alcohol testing;

* General factors such as failing to maintain adequate insurance;

* Operational factors such as hours of service; and

* Transportation of hazardous materials.