Safety Compliance: How to Prevent and Survive Roadside Inspections

Every year, commercial motor vehicle enforcement personnel across Canada, Mexico, and the U.S. conduct thousands of roadside inspections as part of initiatives like the International Roadcheck. In May 2024, inspectors performed 48,761 inspections during this annual event, designed to improve safety and enforce compliance. The outcomes turned out rather promising: 77% of vehicles and 95.2% of drivers passed without any out-of-service (OOS) violations.

A total of over 13,500 vehicles and nearly 3,000 drivers were found with violations, leading to 9,345 vehicles and 2,290 drivers being temporarily taken out of service.

These inspections highlight the importance of safety compliance. This is because knowledge of inspection procedures and keeping prepared can actually go a long way in avoiding those violations that end up costing a lot of money to the drivers as well as the carriers. Here, we'll explore key inspection areas and share tips on how to pass with ease.

How Are Drivers and Vehicles Chosen for Inspections?

Several key factors can trigger a roadside inspection for a driver and their vehicle….

1. Traffic Violations: If a driver is pulled over for a traffic infraction, it often leads to a full inspection.

2. Visible Vehicle Issues: Officers may spot a defect while on patrol or at a facility, prompting them to stop the vehicle for an inspection.

3. ISS Score and Recommendation: The Inspection Selection System (ISS) helps officers determine who to inspect. Based on a carrier’s Compliance, Safety, and Accountability (CSA) scores, a high Behavior Analysis and Safety Improvement Category (BASIC) score could lead to an “Optional” or “Inspect” recommendation, increasing the likelihood of roadside inspections.

4. Post-Crash Inspections: After a serious accident involving a commercial vehicle, inspections are often mandatory, with violations reported separately for pre-existing and post-crash issues.

5. Random Selection: Though there is an element of randomness, the factors above are the most common reasons a vehicle and driver may be selected for inspection.

CSA BASICs: Key Tips for Safety and Compliance

The FMCSA's Compliance, Safety, and Accountability (CSA) program evaluates carriers using the Behavior Analysis and Safety Improvement Categories (BASICs). These categories organize data from roadside inspections and assign scores based on performance. Keeping your scores low is essential for avoiding penalties and ensuring smooth operations. Here’s a breakdown of the seven CSA BASICs and actionable steps to improve compliance.

1. Unsafe Driving BASIC

The simplest way to avoid inspections? Drive safely and follow the law. That said, tickets can happen. A proactive approach is key:

• Use nationwide legal services to challenge tickets and reduce their impact on your BASIC score.
• Encourage drivers to report all citations promptly for better dispute management.
• Implement consistent driver education programs focused on safe driving practices.

2. Vehicle Maintenance BASIC

Proper vehicle upkeep can drastically reduce violations. Here’s how:

• Keep vehicles clean to signal a well-maintained fleet.
• Ensure drivers complete Driver Vehicle Inspection Reports (DVIRs) regularly.
• Analyze CSA reports to identify recurring maintenance issues and address them in pre-trip inspections.
• Introduce a Preventative Maintenance Program to catch small issues before they escalate.

3. Hours of Service (HOS) BASIC

Hours of Service violations rank among the most common during roadside inspections. Mitigate them by:

• Providing regular HOS training to drivers.
• Ensuring drivers have required in-cab documents, such as ELD manuals and paper logs.
• Scheduling loads with ample time to prevent rushed driving and HOS violations.
• Auditing logs periodically, focusing on drivers with frequent errors.

4. Crash Indicator BASIC

Preventing accidents is about compliance and safety. Consider these steps:

• Offer defensive driving courses to reinforce safe practices.
• Use technology like telematics to monitor and improve driver behavior.
• Conduct post-incident reviews to identify and address root causes.

5. Controlled Substances and Alcohol BASIC

Establishing a clear substance policy can help avoid violations:

• Adopt a zero-tolerance policy or create a structured return-to-duty process.
• Ensure compliance with FMCSA Clearinghouse regulations.
• Regularly test and monitor drivers to maintain a safe work environment.

6. Hazardous Material Compliance BASIC

For carriers handling hazardous materials, safety is non-negotiable. To stay compliant:

• Follow all regulations set by the Pipeline and Hazardous Materials Safety Administration (PHMSA).
• Conduct specialized training for drivers handling hazardous materials.
• Maintain detailed records of hazmat shipments and inspections.

7. Driver Fitness BASIC

Driver fitness violations often stem from preventable administrative issues. To stay ahead:

• Use license monitoring services to track CDL status and get alerts for suspensions.
• Verify that medical card updates are entered correctly into state databases. Check drivers’ MVRs 15 days after updates.

The 8 Levels of Roadside Inspections

Roadside inspections are categorized into eight distinct levels, each designed to address specific aspects of compliance and safety. The first level is the most thorough, while the eighth is a new, technology-driven process that has emerged in recent years.

Level 1: North American Standard Inspection

The most detailed of all inspections, this 37-step procedure evaluates both the vehicle and the driver. Key areas inspected include:

• Vehicle: Tires, suspension, cargo securement, braking systems, fuel systems, and hazardous material compliance.
• Driver: CDL, Hours of Service (HOS) logs, medical certificates, and seatbelt use.

This level ensures both operational safety and regulatory compliance.

Level 2: Walk-Around Inspection

This inspection focuses on areas that can be evaluated without the inspector physically getting under the vehicle. Key checks include:

• Driver credentials, such as CDL and medical certificates.
• Visible components like tires, lights, and brakes.

Level 3: Driver-Only Inspection

This level exclusively examines the driver’s credentials and compliance. Items reviewed include:

• CDL and medical certificates.
• Hours of Service logs and seatbelt use.

Level 4: Special Inspections

Specialized inspections conducted to investigate a specific issue or trend, often tied to research studies or suspected safety violations.

Level 5: Vehicle-Only Inspection

Similar to Level 1 but limited to the vehicle. These inspections can occur anywhere and do not require the driver’s presence.

Level 6: Inspections for Radioactive Materials

This level ensures compliance with regulations for transporting radioactive materials or transuranic waste. These inspections involve rigorous checks for safety and regulatory adherence.

Level 7: Jurisdiction-Specific Inspections

Mandated by specific jurisdictions, this level applies to vehicles like school buses and shuttle services. These inspections often have unique criteria set by local authorities.

Level 8: Electronic Inspections

The newest addition, this inspection leverages technology to evaluate compliance while the vehicle is in motion. Data is transmitted electronically and includes:

• Driver identification and licensing.
• Hours of Service compliance.
• GPS-based location details.

4 Essential Tips for Preparing for a Roadside Inspection

Preparing for roadside inspections is a crucial part of ensuring compliance and avoiding delays. Here are some practical steps to help you breeze through the process.

1. Perform a Pre-Trip Inspection Regularly

Conducting a thorough pre-trip inspection every time you hit the road is vital. Use a Driver’s Vehicle Inspection Report (DVIR) as a checklist to ensure nothing is overlooked. Key areas to inspect include:

• Battery
• Brakes
• Clutch
• Defrost system
• Exhaust system

Being meticulous in your pre-trip inspection can save time and reduce stress during an official roadside inspection.

2. Review Annual Inspection Reports

Familiarize yourself with your vehicle’s annual inspection records, especially before peak Department of Transportation (DOT) inspection periods, such as the summer blitz. Staying proactive with these reviews can help identify and address issues in advance.

3. Master Your ELD System

Electronic Logging Devices (ELDs) are a critical part of roadside inspections. Make sure you’re comfortable exploring your ELD system and can quickly access or email your logs to the inspector. Knowing how to operate your ELD efficiently can significantly speed up the inspection process and get you back on the road faster.

4. Organize Your Documents with Ease

Keeping your paperwork organized is essential for a smooth roadside inspection. Instead of fumbling through stacks of paper or worrying about missing documents, why not simplify the process?

With tools like the Digital Permit Book, staying compliant has never been easier. This app now includes a Safety Compliance Feature, which allows you to store and access all critical documents digitally, such as:

• Driver’s license
• Registration and insurance
• Medical certification
• Record of Duty Status (RODS)
• Annual vehicle inspection records
• Hazardous materials paperwork (if applicable)
• Permit credentials

Having everything in one place, accessible at the tap of a screen, not only saves time but also ensures you're fully prepared for any inspection. The Safety Compliance Feature further enhances your readiness by providing reminders for expiring permits or certifications, so you’re always up to date.

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