MODULE 4: Pre-Trip Activities

The goal of pre-trip planning, meetings, and inspections is to avoid unpleasant surprises after load movement starts. Vehicle repairs and towing, time lost to a disabled vehicle, a lack of appropriate paperwork, and/or costs of downtime and fines for noncompliance are all more difficult and expensive to fix from the side of the road than before a trip begins. But perhaps the biggest risks are those inherent in roadside operations generally. Repairing, towing, even parking an oversize load vehicle on the side of a roadway enhances risk to the load, to any person operating in the roadside activity area, and to highway users. These enhanced risks can frequently be avoided by a proactive mindset and properly targeted planning activities.

Lesson 1 in this module provides information about pre-trip planning—those activities that should be performed in advance of the pre-trip meeting, which is the subject of Lesson 2.

Lesson 3 provides detailed information about vehicle inspections.

LESSON 1: PRE-TRIP PLANNING AND PROCEDURES

Assignment Confirmation

To facilitate the movement of the oversize load, it is critical that the pilot/escort vehicle operator (P/EVO) must get as much information about the load, the vehicle configuration, the route, the load driver, the carrier, and all aspects of the job as far in advance as possible. Trip details should be confirmed and the date and source of confirmed information should be documented and included as part of the trip log.

It is important to point out that sharing information is a matter of safety—good decisions are not likely to come from inadequate or inaccurate information. The P/EVO can initiate and maintain critical communication exchanges among the load movement team. The key to safe oversize load movement is that each team member understands the needs of and plans for the move, is clear about his or her own specific responsibilities, and understands the specific situations that require vigilance for hazards related to the movement of a specific oversize load. It is critically important to cultivate a climate of cooperation in which any member of the team can safely raise any question, issue, or concern at any time, about any aspect of the project. The importance of a well-informed movement team and an open climate of cooperation among team members must not be underestimated.

When confirming an assignment, the P/EVO should get as much information as possible about the load: height, length, width, weight, and any overhangs, as well as the configuration of the vehicle. Find out about the origination point, the target departure and arrival dates, the route, and destination. This information can be used to identify risks and the need for any special equipment and personnel. As soon as possible, contact other P/EVOs involved in the move. P/EVOs should introduce themselves to each other, at least by phone, and when possible, the load driver(s), too, in order to make it easier to identify voices later on the radio, for example. Direct communication among team members has many benefits, including more efficient and safer operations.

Getting information about these aspects of the move prior to departing also increases the time available for developing contingency plans, contacting local jurisdictions, or pre-running portions of a route, for example. Advance notifications can be made, and emergency numbers and other contact information can be verified in advance. Another advantage of confirming assignments in advance is that it establishes open and active information exchange networks among team members, including law enforcement escorts when required, and develops a pattern of information sharing and the free exchange of ideas and suggestions. Again, information sharing is a matter of safety.

Contingency Planning

Preparing for the unexpected involves a critical assessment of the risks involved in a particular project and putting into place a method for deciding how to address a situation in which a risk becomes a reality. Contingency planning is also another opportunity to involve all members of the load movement team and support staff in assessing risk and developing appropriate and adequate responses, further strengthening the relationships among team members. Effective contingency plans address realistic possibilities and are known and understood by all personnel involved in the project.

Contingency plans are not useful unless everyone on the team knows and understands the plan. Producing contingency plans has at least four benefits:

1. They assist in identifying risks and potential risks.
2. They assist in identifying the measures that should be in place to protect lives and property.
3. They help identify individual, group, and organizational roles and responsibilities.
4. They establish and promote interpersonal networks among team members and support staff.⁵⁶

Emergencies require fast response in order to reduce or eliminate a threat to health, safety, or property. An effective contingency plan is one that includes the "5 W's and an H" model used in journalism schools for decades; in this context, we are talking about the who, what, when, where, why, and how of the response to a given emergency or heightened threat.

As part of pre-trip planning, P/EVOs should ask about emergency policies and request any written documents outlining emergency procedures. Any documents related to emergencies should be kept with copies of the permit and route survey.

It is important for P/EVOs themselves to have a clear policy for dealing with emergencies. At least three or four times a year, all P/EVOs should review their own emergency procedures, including finding incident report forms, ensuring copies are in each vehicle, and reminding drivers about the location of the forms and policy documents. Another activity includes conducting tailgate safety talks about emergencies and making sure all new drivers are fully informed about emergency procedures.

Contingency planning involves discussions that address "what if" scenarios based on:

1. Hypothetical incidents involving high damage potential but low likelihood.
2. Potential incidents that are more likely to occur and involve lower negative impacts.
3. Situations in between.

Obviously, contingencies developed to address risks to highway users, team members, or other people involved in load movement must be prioritized over other risks such as damage to the load or other property.

Again, the most important part of contingency planning is ensuring everyone involved in the load movement knows what his or her responsibilities are if certain situations arise. Drivers and others do not have time to find and read a plan once an emergency develops. It is this kind of proactive thinking that also suggests wearing a safety vest at all times to avoid being on the side of the road looking for the vest with traffic zooming by.

Working out contingency plans in the team context, as mentioned, strengthens relationships, produces high-quality ideas, engages team members in discussions about safe load movement, and provides "practice" at managing emergencies in a general sense. Even if the team doesn't experience the specific emergency for which the contingency plan was made, it drills the team in dealing with emergencies generally.

When discussing contingencies, start with such questions and scenarios as:

• What if an escort vehicle breaks down? Explore various breakdown scenarios. Conduct an inventory of spare parts, bulbs, belts, fluids, basic tools, owner's manual or shop manual, etc.
• What if the load strikes a bridge or other overhead obstruction? Check to make sure emergency numbers are available to all team members along with numbers for each permit office along the route, for local jurisdictions, railroads and utilities, carrier dispatcher, emergency contact information for each driver, etc.
• What if the load becomes lodged on a railroad crossing? Ensure that emergency contact numbers for railroads, local officials, emergency responders, etc., are available to all team members.
• What if the load movement requires a non-stationary transfer of P/EVO responsibilities? When will a meeting be possible? How much information can be gathered prior to the transfer of responsibility?
• What if there is a wildfire? A vehicle fire?
• What substances or dangerous cargo are involved with the load? Hazardous materials? What are the specific rules about transporting the cargo?
• What if the load shifts, or spills? What if a container leaks or tie-downs fail?
• What if weather conditions make the road impassible? Where can the load be safely parked? Will flaggers be needed to remain with the load? What if emergency flashers do not work or are ineffective in the conditions?

Emergency preparedness is part of the P/EVO's responsibilities. A positive attitude toward identifying potential emergencies and planning for their occurrence is of primary importance.

When emergencies occur, it is important for P/EVOs to document all actions taken in response to the emergency and maintain a record of calls made and any activity performed and by whom. These observations should be compiled as soon after the emergency as possible in a post-trip report. The primary focus of Module 6 is post- trip activities.

In summary, planning saves lives and protects property. Advance planning for load movement produces other benefits as described in this section. Effective contingency planning, permit and route review, and engaging with other load movement team members are all activities central to safely moving oversize loads.

LESSON 2: PRE-TRIP SAFETY MEETING

A pre-trip safety meeting is strongly recommended, and in many States, this meeting is required before load movement; Minnesota is one such State. According to Minnesota's Administrative Rules, the pre-trip safety meeting should include the load drivers, P/EVOs, law enforcement escorts (when required), as well as permit officials, representatives from public utilities and local jurisdictions, and others who may be involved in the movement of an oversize load.⁵⁷

It is perhaps obvious that permitting officials and utility representatives would not typically be physically present at these meetings. These officials would be involved in planning meetings involving only the largest superloads; however, these individuals should be contacted during the meeting whenever possible to address questions and concerns of any of the movement team members. The individual conducting the meeting should use the speakerphone feature, for example, to allow all members of the team to have their concerns and questions addressed. And, it is important to document these meetings as part of the trip log.

In Washington State, for example, required pre-trip procedures for the P/EVO include discussing aspects of the vehicle configuration, the route, and any additional responsibilities to be assigned by or shared with the load driver. In addition, reviewing the permit conditions—including any special requirements for entering local jurisdictions—reviewing the route survey, and establishing the need to pre-run any portions of the route should be discussed. Proper and preferred positioning of P/EVOs and the need for any additional flaggers and law enforcement escorts should be discussed, along with determining procedures to be followed based on the load dimensions, weather conditions, and other factors. In addition, all members of the movement team should conduct vehicle inspections, ensure all required equipment is on board and working, and check driver's licenses, certifications, and insurance verifications for all drivers. Finally, the members of the team must check the communication system to ensure clarity and to determine the channel to be used.⁵⁸

Communication Issues

All team members should (or as required by the State) be equipped with operable two-way communication capability. During the pre-trip meeting, confirm equipment compatibility and review communication procedures, including the channel and the alternate channel to be used. Review communication procedures for emergency response situations and test the system, including back-up equipment. During contingency planning, determine what forms of communication are to be used if two-way radio communication equipment fails. If all forms of electronic communication are unavailable, the load should be parked until communication capability is restored.⁵⁹

Although the pre-trip meeting is the responsibility of the permit holder (typically the load driver as representative of the carrier), the P/EVOs must be in attendance. The pre-trip meeting should be considered one of the most important responsibilities of the P/EVOs, and it is important to note that P/EVOs are required to abide by the permit. Therefore, each P/EVO should have a copy of the permit and be in attendance at pre-trip meeting(s); it is crucial each P/EVO be prepared to raise any issues, questions, and concerns about the load movement during this meeting.

The pre-trip meeting establishes team dynamics, informs team members about the permit and route risks, specific hazards related to the specific load, and contingency planning. In addition, communication equipment must be tested and the team must prepare for the movement of the load.

Establishing Team Dynamics

As with any job requiring multiple individuals, the load movement team will have escorts and load drivers of varying levels of expertise and experience. In the pre-trip meeting, it is of primary importance to establish visual and voice recognition for each team member. The meeting should address individual roles and preferences. Keep in mind that exhibiting a spirit of cooperation, professionalism, and competence benefits the team. As mentioned, these issues are directly related to safe load movement. The better the communication among team members, the greater the flexibility and speed with which decisions can be made. This is most apparent in emergency situations.

The ability to negotiate and maintain a cooperative attitude are important in this team context. Compromise is necessary, as is accommodation, within the terms of the permit, to the preferences of other team members. Some behaviors are blatantly unsafe, such as the load vehicle following the lead P/EVO too closely or ignoring the permit in terms of route or curfew. These are not open to negotiation. The ability to negotiating and maintaining a cooperative attitude are important for solving problems that inevitably arise during load movement. Issues must be addressed and resolved as they arise. Failure to address a hazardous condition is irresponsible and unsafe.

Goals for the team should be realistic in terms of distance traveled per day, delivery times, fueling and safety breaks, and other aspects of the move. Adequate breaks enhance safety and are, therefore, necessary. It is important to avoid the tendency to "push on" when the team has been moving for more than 4 hours without a break. The American Automobile Association, better known as AAA, recommends a break after every 2 hours of driving, especially when in a vehicle alone.⁶⁰

Finally, it may be necessary to stop the load and conduct a safety meeting when conditions change, such as if a member of the team is unable to complete his or her duties, or weather conditions change. It is necessary for all team members to work together and to establish a culture of collaboration and safety. Team members should not be reluctant to raise issues related to potential hazards or unsafe behavior.

Load Issues

Each load is unique. This is true even if the P/EVO has escorted the same load with the same load driver in the same configuration. Something will make the load movement different: different team members, different weather, different number of daylight hours, etc. Each load must be assessed for its unique risks.

P/EVOs must understand ground clearance, load height, and maneuvering and turning limitations. They are expected to use common sense, knowledge, and experience to assess the potential risks associated with the particular load they are escorting.

With respect to limited ground clearance, it is railroad grade crossings or other uneven ground surfaces that are of primary concern. A route survey, as described in the previous module, is very important for loads with limited ground clearance. P/EVOs should make certain they have all the contact information necessary for railroads and emergencies. Whenever possible, the lead P/EVO escorting the load should also complete the route survey. This enhances safety in that the P/EVO who completes the route survey has seen first-hand the risks and obstacles the load will encounter.

For tall loads, skid boards may be needed to mitigate problems with utility lines. It should be noted that many States prohibit anyone other than utility company employees from touching lines, and P/EVOs should never touch utility lines for safety reasons. The team should carefully check the route survey, ask questions, and make measurements before the load moves. A height pole may be required. As with so many of the P/EVO requirements, each State defines what "tall" means (typically 13 feet 6 inches or taller, though Western States frequently have higher thresholds), and when a height pole is required. (See height pole information in Module 5, Lesson 2.)

Knowing the number of axles of the load vehicle, the space between them, and the ground clearance is important because this affects the maneuverability of the load vehicle and the ability to successfully traverse railroad crossings and other sloped or angled surfaces. States also vary in regulations dealing with axle spacing and weight distribution, with some requiring special bridge analyses. This is the carrier's responsibility, of course, but knowing about the maneuverability and limitations of the load are necessary for the P/EVO to operate safely and to properly inform load drivers of all relevant potential hazards for that particular load on that particular route at that particular time.

Hazardous Materials

While it is not a common situation, drivers, including P/EVOs, should have at least basic information about any hazardous materials that are being transported. It is important for the P/EVO to know about the cargo and the required paperwork (and the location of that paperwork) in case the load driver becomes incapacitated, for example. Hazardous materials are substances that pose a risk to health, safety, and property during transportation. When escorting loads with hazardous material, containment rules are in place to:

Contain the product. Many hazardous products can injure or kill on contact. To protect drivers and the general public from contact, rules tell shippers how to package safely. Similar rules tell drivers how to load, transport, and unload bulk tanks.

Communicate the risk. The shipper uses a shipping paper and diamond shaped hazard labels to warn dockworkers and other load handlers of the risk. In the event of an accident, the load driver may be injured and unable to communicate the hazards being transported. Firefighters and police can prevent or reduce the amount of damage or injury at the scene if they know what hazardous materials are in the vehicle. Lives may depend on quickly locating the hazardous materials shipping papers. The P/EVOs must know where these documents are kept in the event the load driver becomes unable to communicate. Load drivers are instructed to keep shipping papers in a pouch on the driver's door and either in clear view within reach while driving or on the driver's seat when out of the vehicle. It is vital that the P/EVO know the location of these documents.

It is important for the P/EVO to have a chart that shows the kinds of hazardous materials being transported, and knowledge of the basic codes used by first responders to identify hazardous materials. Knowing this puts the P/EVO in a position to help limit injuries by keeping people away from the incident scene and helping inform first responders. The P/EVO can find lists of chemicals and the identification numbers assigned to them in the U.S. Department of Transportation's Emergency Response Guidebook (ERG).⁶¹ All of this should be covered during the pre-trip meeting.

Given these and other considerations, it is perhaps easy to understand the statement: for the P/EVO, every job is a prototype.

This is a profession that requires continuous information exchange, vigilance, and plan modification. However, while this job is seriously important, it does not preclude the P/EVO from seeing the irony in adversity, and a sense of humor goes a long way.

Permit and Route Review

P/EVOs must check all permits and route survey documents to make sure they are clear. The Federal Highway Administration (FHWA) maintains a list of all State permit offices (as well as Canadian provinces) that include websites and telephone numbers.⁶² It is necessary for P/EVOs to have adequate information about the load dimensions, the route, obstacles on the route, traffic control plans, curfews, local jurisdictional requirements, and every other aspect of the move in order to perform their duties. Permits dictate the route to be followed, times of travel, and are the final authority on these issues. Every member of the load movement team should have a copy of permits, route survey documents, relevant maps, and any cargo information related to hazardous materials.

Permits, as mentioned, and discussed on page 52, are required for oversize load movement [23 CFR §658.17(h)]. Permits have many functions beyond simply granting permission to transport a load, however. A permit also:

• Specifies the route, load, and period of time for which it is valid.
• Outlines applicable curfews.
• Identifies the local jurisdictions that must be notified when the load arrives in the city or county.
• Indicates how many escorts are required.

It is unlawful to move a load before or after the designated times and dates shown on the permit. The carrier must have a permit for each State the load will travel through. The permit may not be altered by anyone other than the agency that issued the permit. A permit is void if discrepancies exist between the load description and the actual load being moved, or if the load deviates from the route specified on the permit.

Permits often provide a 5-mile allowance for fueling, food, rest, or parking; however, this allowance is not to be used for changing the permitted route. A 5-mile allowance is also granted sometimes when the load must travel on local roads (this flexibility is useful when delivering oilfield equipment, windmill blades and bases, and other loads delivered in near-roadless areas). If a problem occurs in which the load cannot travel on the route specified on the permit (due to an extreme weather event or an accident that makes a segment of the route impassable, for example), the best solution is for the load driver and escort(s) to pre-drive an alternate route, then contact the permit office to request a modified permit.

When reviewing the permit, P/EVOs should confirm:

• Dates of travel.
• Point-of-origin, permitted routes, and destination point.
• Load dimensions.
• Travel restrictions and curfews.
• Equipment requirements.
• Escorts required (P/EVOs and law enforcement escorts, when specified).
• Notifications required (utility companies, railroads, etc.).⁶³
• Any other special provisions.⁶⁴

Everyone on the load movement team should review the route survey and compare it to the permitted route and an actual map. Any information about road construction or work zone detours should be considered. Each member of the team should have a thorough understanding of the planned route, all related potential risks, and the planned response to the risks. To shortcut the planning phases of load movement compromises safety.

Team members should exchange personal information. Everyone should provide contact information and at least two family contacts; vehicle description and any special equipment, capabilities, or limitations; any health conditions that may arise including symptoms and responses required. All team members should have the emergency contact information for the carrier.

Team members can check each other's paperwork, licenses, certification cards, and other documents to make sure nothing is expired or inappropriate for a certain State. It is important to share information in this way in order to take advantage of the wealth of information available from the experiences of others. Developing strong networks of reliable professionals in the industry is a worthwhile investment. Openly sharing information benefits not only the individual in particular, but also the industry in general.

Comply with State-specific age requirements for P/EVOs, and the certification requirements in each State. It is the P/EVO's responsibility to know and comply with rules that govern P/EVO operations in each State.

As noted, States vary in their definition of "tall" loads, and they vary in the number of escorts they require for loads of various sizes—width, length, as well as height. However, there are some areas of substantial convergence in terms of basic load size and the number of escorts required.

In summary, it is vital to safe operations that all load movement team members share in the process of planning for contingencies, discussing load dimensions and configurations, and in reviewing permit requirements, the route, and route survey.

When Pre-Trip Activities Are Not Possible: The Modified Pre-Trip Meeting

In some situations, P/EVOs engage in non-stationary transfers of responsibilities, or what is referred to by some as a "pick up on the move." This situation occurs when the load doesn't stop, but the escorts do stop traveling with the load as new escorts "pick up" the departing escorts' responsibilities. This arrangement is challenging because of the lack of information, lack of contingency planning, and lack of knowledge of team members and their preferences and skills. As described during the discussion of the benefits of planning in the previous section, a "pick up on the move" happens initially without any of those benefits. Sharing information, planning for contingencies, and developing team dynamics are delayed in a non- stationary transfer, but they should be delayed no longer than absolutely necessary.

These transfers of responsibility occur for a variety of reasons. Sometimes P/EVOs are not needed to accompany a load on interstate highways but are required on two-lane roads. Sometimes escorts are not certified to operate in a certain State, or the load driver needs the particular skills of a P/EVO in certain places.

At the first opportunity to conduct the delayed safety meeting, the procedure for the pre-trip meeting should be followed, including permit review, route review, inspections of vehicles, correcting any issues with communication equipment, exchanging of information including contact information, and anything that is unique to this load and route.

This modified pre-trip meeting should be conducted with as little pressure to "get back on the road" as possible. Understanding the tasks, hazards, and limitations saves substantial time when one considers how long getting back on the correct route after making a wrong turn can take, or prompting enforcement officials to conduct safety checks that can be very time consuming, and sometimes very costly.

At a minimum, the successor escort must know how the transfer is to take place. Will the P/EVOs overlap or will the transfer be an abrupt change? If P/EVOs overlap, it is possible for the successor P/EVOs to have a few miles to "read" what the departing escorts are doing and this overlap, when it lasts until the location for the safety meeting is reached, creates a safer environment for highway users and the load and driver. If an overlapping P/EVO transfer isn't possible, the load and successor escorts should take the first safe opportunity to conduct the meeting, inspections, and reviews. This abrupt-change option should be the exception rather than the rule as it poses the greater risk of the two "pick up on the move" options.

Until the meeting place is reached, safety procedures must be followed:

• First, ensure effective radio communication is possible.
• Identify team members and their positions.
• Be clear when giving your own name and position in order to help others recognize your voice.
• Ask for information about the load and current status of the move.
  • For example, have the P/EVOs who are departing been monitoring anything in particular such as low tires, loose tie downs, or load shifting.
• Ask if there have been any recent problems or repairs that should be monitored.
• Verify where the load will stop for the meeting, and if there are any turns between the load's current location and the pullover area.

Once safely parked, conduct the safety meeting just as described in the preceding section. This includes a detailed review of the P/EVO responsibilities as described by the load driver and law enforcement escorts (when present), identification of risks associated with the specific load (fire, explosive potential, hazardous material, load configuration, time sensitive or perishable materials) and confirm the load dimensions, configuration, and maneuvering limitations, as mentioned. Make sure all required equipment and signs are displayed or onboard the escort vehicle, and review contact information and contingency plans.⁶⁵

LESSON 3: VEHICLE INSPECTIONS

Pre-trip Inspections and Opportunity Inspections

According to a 2010 study by the Transportation Research Record,⁶⁶ almost 55 percent of trucks that crashed had at least one mechanical violation and almost 30 percent had at least one condition serious enough to have taken the vehicle immediately out of service. Violations in the brakes (36 percent) and lighting (19 percent) were most frequent. A truck with an out-of-adjustment brake condition was almost twice as likely to be the vehicle that precipitated the crash.

As these findings suggest, safety is the most important reason for inspecting vehicles, and all vehicles, load and escorts, should be inspected at every opportunity. Inspections improve safety for the public, the load driver, the P/EVO(s), as well as the load vehicle and the load, escort vehicles, transportation infrastructure, and other property. Vehicle defects found during pre-trip and other inspections not only improve safety, but also reduce on-the-road breakdowns, violations, and fines. Of course, on-the-road breakdowns are expensive, but unsafe vehicles contribute to crashes and disabled vehicles contribute directly to crashes.⁶⁷

As part of the vehicle inspection, review requirements for each jurisdiction issuing permits for the load movement. Ensure required equipment, certifications, vehicle stickers and/or signs, insurance coverage, and other rules are followed. Failure to comply with permit requirements and/or restrictions can result in a voided permit, delays, and financial consequences, regardless of which member of the team is out of compliance.⁶⁸

Federal and State laws require that drivers with commercial driver's licenses inspect their vehicles [49 CFR part 396]. As mentioned, many States also require pre-trip meetings, including inspections, for P/EVOs. Regardless of whether a State specifically requires a pre-trip meeting and inspection or not, it is a practice that should be adopted by P/EVOs in the interest of safety and professionalism.

Beyond the safety and other issues discussed, there is at least one more thing to consider: when a P/EVO has mechanical problems, the load doesn't move until that vehicle is repaired or another P/EVO can take over. It is important to do everything possible to avoid this situation by having well maintained vehicles and equipment, an adequate array of spare parts and tools, and contingency plans for who can take over in the event that a vehicle cannot be repaired in a reasonable time, or if the P/EVO becomes ill, for example.

This is important for P/EVOs, especially those in front of the load vehicle, to know and mitigate to the greatest extent possible potential hazards. This is similar to the idea that the rear P/EVO should check and monitor the load, tiedowns, securement devices, under-ride prevention devices, brake and tail lights, etc., in part because of the direct danger posed to the rear P/EVO. The front P/EVO has a great interest in the safe operation of the braking systems on the load vehicle, the vigilance and experience of the driver, the driver's familiarity with the load and the route, and his or her willingness to follow the P/EVO at a safe distance.

Finally, vehicle inspections should not be limited to those completed prior to the trip. Vehicle inspections are not only safety enhancing activities, they can be significant time and money savers, too. Inspections should be conducted at every opportunity, including during breaks, fuel stops, and at the end of each day. Post- trip inspections and activities are covered in Module 6.

During the pre-trip walk-around inspection, the P/EVO should check all mandatory equipment for each State in which the team will be operating. Mounting signs, checking lights, adjusting mirrors, checking radios, and other activities must be completed during this time, and, on longer trips, this routine should be repeated every morning before the load moves.

This is also a good time to make sure each driver has railroad emergency and other safety information, maps, routes, exit numbers for fueling stops and breaks, copies of the carrier's accident policy and incident report forms, extra copies of licenses, certification cards, medical cards, and other trip-related documents before the team rolls. A brief reminder about the dangers and inexcusability of distracted driving is important. One in four crashes now involve at least one distracted driver. See also Module 7, Lesson 1: Distracted Driving for a more in-depth discussion of this important safety topic.

As mentioned, it is the P/EVO's responsibility to be familiar with the rules and regulations governing pilot car operations in every jurisdiction in which they work. States vary substantially in the training and certifications required of P/EVOs, in the equipment P/EVOs are required to carry in the escort vehicle or display on the vehicle, and in the insurance they must have in place to operate lawfully.

It is important to verify that all licenses are in force (not expired or suspended), that escort certifications are up-to-date, and that P/EVOs meet the age requirements. The P/EVO should be free of health conditions — physical, mental, and emotional — that may negatively affect driving. In addition, P/EVOs must not be under the influence of any substance (prescription drugs, over-the-counter medications, or illicit drugs) that potentially impairs their ability to fulfill their responsibilities safely.⁶⁹

This process is critical for orienting new drivers to the open climate of cooperation and support among team members, and should be handled in a non-threatening manner. For example, load movement team members should not ask another team member for any documentation they would not be willing to provide themselves. The process of review is about safety and about team members helping each other stay in compliance and operate safely.

In the interest of safety, as well as preventing expensive repairs and avoiding breakdowns and down time, P/EVOs must monitor gauges for signs of trouble. Be familiar with all warning messages and icons in the dashboard display of the vehicle being used. And, just as with the load driver, look, listen, smell, and feel. Check critical items on the escort vehicle when stopped for fuel, rest, or food, including tires, wheels, and rims; brakes, lights, reflectors, and flags; and on the load vehicle, help the load driver check tires and wheels, brake and electrical connections, load vehicle lights, and trailer coupling and cargo securement devices. Check the load for any shifting or loose tie-downs. Look for fluid leaks underneath the vehicles. Each major area that should be included in vehicle inspections is described below.

Specific Parts of the Vehicle to Address

Tire Problems. Too much or too little air pressure, or a bad pattern of wear should be addressed. At least 4/32-inch tread depth for front tires and at least 2/32-inch on other tires is recommended. P/EVOs should check for cuts or other damage to tires, tread separation, and cut or cracked valve stems. If the escort vehicle has dual tires, check to make sure they aren't in contact with each other or with any parts of the vehicle. Tread requirements for commercial vehicles are found in 49 CFR 393.75.

Wheels and Rims. P/EVOs should look for damage to rims, rust around wheel nuts (this can indicate the nuts are loose), or missing clamps, spacers, or lug nuts. After a tire has been changed, re-check the tightness of the nuts at the next stop.

Brakes and Steering System. Check for any leaking fluids. Test brakes and steering before entering roadway.

Suspension System. Broken suspension parts can be extremely dangerous, especially to vehicles following the load. P/EVOs should look for cracked or broken spring hangers, leaking shocks, torque rod or arm, u-bolts, or other parts.

Exhaust System. Broken exhaust systems can let poison fumes into the vehicle (including a sleeper berth on the load vehicle). P/EVOs (and load drivers) should look for loose, broken or missing exhaust pipes, mufflers, tailpipes, mounting brackets, clamps, bolts, or nuts.

Emergency Equipment. P/EVOs and load drivers must be certain all emergency equipment is in/on the escort vehicle, and that it is in working order. When stopped and parked at hotels and restaurants, check to make sure no equipment has been taken, moved, or damaged. Fire extinguishers, warning devices, and traffic control equipment must be on board and easily located.

During the pre-trip inspection, check to make sure spare parts including bulbs, hoses, and belts, spare electrical fuses, and other parts are onboard. Make sure the full-size spare tire is inflated properly and that tools needed to change the tire are in place.

The Seven-Step Inspection Method⁷⁰

Pre-trip (and other) inspections should be done the same way, and in the same order each time in order to avoid leaving out steps or forgetting something that should be checked.

1. In P/EVO fleet situations, drivers should review the reports of previous drivers and address any issues in the reports.
2. Check the engine compartment; look for bulging hoses, loose belts, leaks, empty reservoirs, loose caps or cables, etc.
3. Start the engine and inspect inside the vehicle; listen for unusual noises and look at the gauges including oil pressure, voltmeter, coolant temperature, and warning lights. Check the following: the windshield for cracks, wipers and wiper blades; the windshield washer fluid indicator; the lights, including headlights (high and low beam), turn signals, four-way flashers, parking lights, brake lights, and fog lights; mirrors for cracks, dirt, and obstructions; and the safety belt for wear, rips, or fraying. Adjust the seat position, ensuring seat mechanisms are operating properly. Also check the head restraints for proper positioning.
4. Turn off the engine and check the lights. Make sure the parking brake is set, and turn on the headlights. Get out of the vehicle and look at the lights, etc. Have someone help with checking brake lights, high beams, etc. Clean the glass in the windows, inside and out, and all mirrors.
5. Perform a walk-around inspection. Go to the front of vehicle and check that low beams are on and both of the four-way flashers are working. Push the dimmer switch and check the high beams. Turn off the headlights and four- way flashers. Turn on the parking lights and check the right and left turn signal lights. Walk around and inspect (and clean when necessary) the lights and lenses.
   1. On the left side, check the driver's door glass, and ensure that the locks are working properly. Evaluate the left front wheel. Check the condition of wheel and rim, lug nuts, and tread depth and look for uneven wear. Check to see that tire is properly inflated, that the valve stem and cap are in place and have no serious cuts, bulges, or tread wear. Use a wrench to test rust-streaked lug nuts and the lugs on tires recently changed. Check for leaks from hubs. Look at the left front suspension and brake elements.
   2. Move to the front of the vehicle. Look at the condition of the front axle steering system, checking for loose, worn, bent, damaged, or missing parts. Check the condition of the windshield and clean it inside and out.
   3. On the right side of the vehicle, check all items listed above for the left side list.
   4. At the rear of the vehicle, check the spare tire pressure and that tire changing tools are securely in place and operable. Check the tailgate, license plate and tag light, and ensure the license plate is securely mounted.
   5. Rear P/EVOs should assist the driver with checking the load to ensure all signs and flags are in place and mounted properly. Look at the load to see if it is secure, with cargo blocked, braced, tied, chained, etc. Ensure tarps are in place, if required, and placed and secured in a way that avoids tearing or billowing. Secure anything that may fly off and strike the P/EVO or other highway users.
6. Get inside the vehicle. Check for all paperwork, including P/EVO's license, certification card, insurance verifications, permits, route surveys, emergency phone numbers, maps. Secure all loose articles in the vehicle that may interfere with operation of controls or hit occupants in a crash. Check that all required equipment for each State on the route is in/on the escort vehicle. Ensure all equipment is properly stowed, and in operable condition. Check for additional equipment or materials that should be in the truck in case of emergencies or unexpected events; for example, contact information for the carrier and load driver, accident reporting kit, company insurance policy information, etc. Put on a safety vest and ensure that a hardhat, STOP/SLOW paddle, and warning devices are easily located. Check the radio and channel.
7. Start the engine and check the brakes, parking brakes, and the safety belt. Check the dash lights for any warning indicators, and set the dimmer for interior lights.

In summary, vehicle inspections are significant ways to solve problems before the trip begins and to make the load movement safer, less costly, and more efficient. Inspections should be considered an ongoing activity. Inspect vehicles continually: watch gauges and warning indicators while on the road, monitor the load vehicle, and inspect all vehicles at every fuel and safety/rest stop, as well as every evening and every morning.

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