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2017 National Fleet Safety Awards - Eligibility & Rules
Purpose of Contest
The 2017 National Fleet Safety Awards honor the safest truckload fleets in North America.
To participate in the Truckload Carriers Association’s 2017 National Fleet Safety Awards, you must comply with the following:
Deadline: November 3, 2017
Phase 1 requires you to complete the 2017 National Fleet Safety Awards application. The application must be completed online and must be submitted no later than 5:00 p.m. ET on Friday, November 3, 2017. The application must include all company and contact information, the accident and mileage information as defined on the application, and the 2017 Accident Frequency Ratio. The application must also include electronic acknowledgement that all information is correct to the best of the individual’s knowledge and agreement with all awards program obligations and rules.
A U.S. DOT Recordable Accident is defined as follows:
An “accident” required by DOT to be recorded is defined in Title 49, Code of Federal Regulations, Section 390.5 as: “An occurrence involving a commercial motor vehicle operating on a highway in interstate or intrastate commerce (as defined in 390.5) that results in:
The term “accident,” as defined in Title 49, Code of Federal Regulations, Section 390.5, does not include:
Mileage is defined as follows:
Mileage is intra- and interstate as reported on the carrier’s International Fuel Tax Agreement (IFTA) quarterly forms for the months of October 1, 2016 through September 30, 2017. If you operate outside the United States, the miles run outside the U.S. must be included in the total mileage and all accidents, whether they occur within or without the U.S., that meet DOT recordable criteria must be included. Additionally, other documents may be required during the verification and auditing process if you operate outside of the U.S.
Based on each company’s entry, TCA will notify the three companies with the best 2017 Accident Frequency Ratios in each of the six divisions by November 3, 2017 (see the online application form for division sizes). Each of the eighteen companies will be invited to participate in Phase II – Verification and Auditing.
Please note: If your company’s U.S. DOT number or its equivalent, actual number of miles, or actual number of accidents differs from the submitted U.S. DOT number, number of miles, or number of accidents, resulting in a lack of verification, your company’s 2017 National Fleet Safety Awards application will be disqualified and your company and its subsidiaries will be ineligible to participate in next year’s National Fleet Safety Awards. Any determination is at the sole discretion of TCA and final.
Conducted between November 6, 2017, and December 8, 2017
An independent, qualified, objective auditor of TCA’s choosing will be notified of the top three companies in each division and will schedule an audit at each carrier that will take place no later than December 8, 2017. The auditor will verify and audit the following information:
Should an auditor determine that an error was made in accurately completing the entry form, he/she will notify the appropriate representative of the Truckload Carriers Association. Should that entry be disqualified, the next best entry will be selected and placed in line for one of three prizes in the respective category. All decisions by TCA are final.
Based on successful completion of Phase 2, companies will be invited to participate in Phase 3 – Grand Prize Entry. However, if you are invited to participate in Phase 2, we highly recommend you start Phase 3 before invitations to participate are sent out to allow yourself plenty of time. The deadline for Phase 3 is January 26, 2018, but your company’s Phase 2 audit may take place as late as December 8, 2017.
A Word about Confidentiality
The auditor assigned to verify your entry will schedule the audit with the person submitting the entry. The auditor will not copy or distribute any information obtained during the auditing process. When verifying mileage and/or accident data, the auditor will be prohibited from photocopying or reproducing any information obtained and is only there to verify the data supplied on the entry form. In the unlikely event that a discrepancy requiring supporting documentation for verification occurs, it will be the decision of the carrier to provide to TCA the required documentation or to withdraw.
Deadline: January 26, 2018
The Grand Prize is the highest safety honor presented to a member of the Truckload Carriers Association. Each year, TCA recognizes two carriers judged to have the most outstanding safety record and safety program. Carriers with annual mileage of 25 million or fewer miles will compete for one Grand Prize award, while carriers with annual mileage of more than 25 million miles will compete for a separate Grand Prize award.
How to Prepare Your Entry
Entries must be submitted electronically via an e-mail to Crystal Gitchell. No hard copies will be accepted. Please follow the guidelines below when preparing your entry. Note that page 1 will be the title page and pages 2-15 should describe the company's overall safety program and policies as they relate to the areas listed below.
Entries are limited to 15 or fewer pages with no exceptions. Be sure to use at least a 12-point font. Descriptions of each area are limited to single-spaced, one-sided, 8-1/2" x 11" typed pages as described below. Unused space may not be used elsewhere in the entry. For example, if the description of your company’s training procedures only requires one-and-a-half pages, you may not use the extra half-page to make another area longer. By following the guidelines below, your entry will be a maximum of 15 pages in length, but may be shorter if necessary. No appendices, documents, or other supporting material will be considered.
Any entry not following these guidelines will be disqualified:
Page 1: Title page with the following information:
Pages 2-4: Safety Program and Supervision (25 points)
Pages 5-6: Employee Driver/Independent Contractor Selection Procedure (15 points)
Pages 7-8: Training (20 points)
Pages 9-10: Accident Investigation and Prevention (15 points)
Pages 11-12: Inspection and Maintenance of Equipment (15 points)
Pages 13-14: Outside Activities and General Highway Safety (5 points)
Page 15: What Makes Your Safety Program Shine Above the Rest (5 points)
Judging will be based on the thoroughness of programs and policies. Especially important are company efforts to exceed minimum state and federal safety requirements. By reading an entry, a judge should be able to determine the content and effectiveness of a company's overall safety program.