FEBRUARY 2009 How to use and complete your new work diary FACT SHEET 9 HEAVY VEHICLE DRIVER FATIGUE REFORM Introduction New fatigue laws, implemented in September 2008, set revised work and rest limits for heavy vehicle drivers and require better management of driver fatigue. The fatigue reform makes all parties in the supply chain legally responsible for preventing driver fatigue. The new laws also include the introduction of a driver work diary to replace the driver log book. What is a work diary? A work diary must contain a record of the driver’s work/rest history as required under the legislation. The work diary contains similar information to the log book and is issued by VicRoads. Drivers must complete daily sheets to record their work/rest history. Who must use a work diary? Drivers must use a work diary if they are driving a heavy vehicle with a gross vehicle mass of over 12 tonnes or a combination, if the total of the GVM is over 12 tonnes, or a bus with more than 12 seats (including the driver). When should a driver use a work diary? The work diary must be used and carried at all times if the driver is working: Standard hours and works more than R 100 km from work base; Basic Fatigue Management (BFM); or R Advanced Fatigue Management (AFM). R Drivers must always keep a work diary in their vehicle that contains current records of work and rest time within the last 28 day period. This includes any supplementary records (eg records kept if the work diary is lost – see relevant section below) relevant to the period. If a driver travels in WA or the ACT for less than seven days he or she must continue to use the work diary. Important: regardless of whether a driver is required to keep a work diary, he or she is still required to comply with the work/rest hours limits and appropriate records of work/ rest hours must be kept. See Fact Sheet 8, ‘What records you need to keep’. Information that must be recorded Drivers must record all the required information (as specified in the work diary instructions) in their work diary on a daily basis. Drivers must continue to record the information until their next major rest break (five hours continuous rest or more). How to record information Drivers must record the required information on a separate daily sheet in a current work diary. Ensure adequate pressure is applied to ensure a readable record of the driver’s information appears on duplicate sheets.
Transcript
february 2009
How to use and complete your new work diaryFACT SHEET 9
HeaVy VeHICLe DrIVer faTIGue refOrM
Introduction
New fatigue laws, implemented in September 2008, set revised work and rest limits for heavy vehicle drivers and require better management of driver fatigue. The fatigue reform makes all parties in the supply chain legally responsible for preventing driver fatigue. The new laws also include the introduction of a driver work diary to replace the driver log book.
What is a work diary?
A work diary must contain a record of the driver’s work/rest history as required under the legislation.
The work diary contains similar information to the log book and is issued by VicRoads. Drivers must complete daily sheets to record their work/rest history.
Who must use a work diary?
Drivers must use a work diary if they are driving a heavy vehicle with a gross vehicle mass of over 12 tonnes or a combination, if the total of the GVM is over 12 tonnes, or a bus with more than 12 seats (including the driver).
When should a driver use a work diary?
The work diary must be used and carried at all times if the driver is working:
Standard hours and works more than R100 km from work base;
Basic Fatigue Management (BFM); or R
Advanced Fatigue Management (AFM). R
Drivers must always keep a work diary in their vehicle that contains current records of work and rest time within the last 28 day period. This includes any supplementary records (eg records kept if the work diary is lost – see relevant section below) relevant to the period.
If a driver travels in WA or the ACT for less than seven days he or she must continue to use the work diary.
Important: regardless of whether a driver is required to keep a work diary, he or she is still required to comply with the work/rest hours limits and appropriate records of work/rest hours must be kept. See Fact Sheet 8, ‘What records you need to keep’.
Information that must be recorded
Drivers must record all the required information (as specified in the work diary instructions) in their work diary on a daily basis. Drivers must continue to record the information until their next major rest break (five hours continuous rest or more).
How to record information
Drivers must record the required information on a separate daily sheet in a current work diary. Ensure adequate pressure is applied to ensure a readable record of the driver’s information appears on duplicate sheets.
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False or misleading records
A driver or record keeper must keep an accurate work record in their possession. Severe penalties apply to drivers and/or record keepers who:
record information in a work diary that Rthey know, or ought to know, is false or misleading;
keep a spare work diary (other than a Rfilled-up work diary);
record information for the same period in Rmore than one work diary;
deface or change a work record they Rknow, or ought to know, is correct;
pretend they have made a work record or Rmade an entry in a work record when this is not the case;
make an entry in someone else’s work Rrecord (unless otherwise permitted, eg a police officer making an annotation or a two-up driver’s counter-signature); and
destroy a work record before the end of Rthe period for which they are required to be kept (the law requires records to remain readable and easily understood as evidence).
Storage of work diary pages
Each daily sheet (marked oRIGINAl) must remain in the work diary. Each daily sheet has two copies. You must give the first copy (marked DUPlICATE) to the person you are currently working for as soon as possible or within 21 days of the date recorded on the daily sheet.
you should keep the second copy (also marked DUPlICATE) in the work diary unless you have worked for two separate employers within the same 24 hour period. In this case give a copy to each employer. otherwise retain the second copy in the work diary unless it is requested by an authorised enforcement officer who may remove it.
If you are self-employed you must keep copies of your work diaries and daily sheets for three years for audit purposes. If you are an employed driver, your employer must keep these copies for three years.
Replacing work diaries
If a driver has nearly filled up his or her work diary, a new one can be obtained by applying in person to VicRoads. VicRoads will cancel the unused pages of the current work diary.
If a work diary is lost, stolen, destroyed – or filled up before the driver can get a new work diary – he or she must report this in writing to VicRoads within two business days. The driver has a maximum of seven business days before he or she must get a new work diary.
Until the driver is issued with a new work diary, he or she must continue to record all work and rest time in a supplementary record. This record must contain the same information that would be required in his or her work diary.
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Supplementary records
Any supplementary record must be treated the same way as work diary. The driver must keep a copy of each daily supplementary record in the vehicle for 28 days after it is made and give a copy to his or her record keeper within 21 days, who must store it for three years.
If the driver’s lost work diary has been found after a new one has been issued the driver must:
immediately cancel any unused daily Rsheets in the old work diary by writing CANCEllED across each unused page; and
notify VicRoads at once. R
Supplementary record information
The following information must be recorded after starting work:
the day of the week and date; R
the driver’s name, current driver’s licence Rnumber and State or Territory issued;
the work/rest hours the driver is working Runder (Standard Hours, BFM or AFM);
the operator’s BFM or AFM accreditation Rnumber (if applicable);
details of the driver’s base and the time Rzone; and
details of the driver’s record location. R
Immediately before and after each work/rest changeover drivers must record the:
nature of the work/rest change; R
work/rest time spent anywhere by the Rdriver since the last work/rest change;
time and place of the work/rest change; R
odometer reading at that time; R and
registration number shown on the number Rplates of the heavy vehicle being driven.
If the driver is or becomes a two-up driver the following information must also be recorded:
the two-up driver’s name and work diary Rnumber;
the two-up driver’s licence number; and R
the State or Territory that issued the two- Rup driver’s work diary.
Immediately before finishing work the driver must record the total number of work and rest hours for that day. The driver (and two-up driver if applicable) must sign the form stating the information is true and correct.
Roadside inspection of work diaries
If a driver is stopped by an authorised officer or a police officer for a roadside inspection, the driver must produce his or her work diary for inspection. The officer may ground the driver for 24 hours if a work diary cannot be produced. The officer may remove a duplicate of each work diary daily sheet from the driver’s work diary if required. The driver can ask the officer to make a note in the work diary if they have stopped for more than five minutes.
How to complete the Work Diary Daily Sheet
The following pages provide you with a step by step guide on filling in each section of the daily sheet in the work diary.
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Step-by-step guide to filling in the daily sheet of the work diary
Enter all details clearly using a permanent blue or black pen.•
Record all entries legibly and ensure you use enough pressure so your entries are recorded on duplicate sheets.•
Don’t wait until the end of the day to complete your work diary – keep it up to date.•
You can use abbreviations, but only if they make sense to a reasonable person.•
Ensure driver base and record location details are current1. Ensure accreditation details are current2. Recording driver and two-up driver identification details3.
Solo driver
Before you start work you must record:your full name and licence number;•
the date ( day / month / year );•
the time zone (State or Territory where you are based);•
the State or Territory where your licence was issued; and•
the day of the week by placing either a • or a cross x in the correct box (S=Sunday, M=Monday etc.)
Two-up driver
Before you start working as a member of a two-up team, the other Two-up driver must provide the following details in your work diary:
Two-up driver’s name and work diary number; and•
Two-up driver’s driver licence number and State or Territory •their work diary was issued.
The two-up driver must verify this information is correct and sign your work diary where indicated.
Recording your work/rest option4.
Place a • or a x in the box to record which option you are working under and whether you are driving solo or Two-up.
If you are working under the BFM or AFM options record •your operator’s BFM/AFM accreditation number.
If you are working under the Standard Hours option •(including bus) you do not need to record an accreditation number.
Note: If you are changing from one work/rest hours option to another one, or if you start work for a new transport operator, you must start recording your work and rest time on a new page in the work diary.
You also have the option of noting whether you completed •a pre-trip check and at what time. However, this is not mandatory.
Q002
QUEENSLAND
QUEENSLAND
QUEENSLAND
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Recording when you start5.
The timeline runs from midnight to midnight and is broken up into 15 minute, 30 minute and hourly sections. Use a vertical line to connect the horizontal lines recording rest and work in the columns on the timeline. Please note that the time leading up to when you commence work is recorded as rest along with the time after you finish work.
Solo driverIf you are a solo driver, use the • Solo Work column in the timeline to record your work activities. Note what time you start work and mark the point on the timeline to indicate when you start work.
Two-up driverIf you are working as a two-up driver, use the • Two-up Work column in the timeline to record your work activities. Note what time you start work and mark the point on the timeline to indicate work.
Recording work6.
Under the legislation, work includes any time driving your vehicle and doing activities related to your vehicle’s operation. Remember work also includes any time you are sitting in the driver’s seat while the engine is running – this could include waiting in a queue, loading and unloading, paperwork, refuelling, cleaning or servicing your vehicle etc. (See Fact Sheet 1, ‘Heavy vehicle driver fatigue laws: Overview’.
Solo driverIf you are a solo driver, record your work time in 15 minute intervals in the Solo Work column of the timeline. Draw a horizontal line through the column to indicate the time you have worked. Remember to include driving and all other work related activities. Also record any local pick-ups or deliveries as work carried out in the same 24 hour work period as your long distance trip.
Two-up driverIf you are working as a two-up driver, record work by drawing a horizontal line through the timeline in the Two-up work column to indicate work.
Recording rest7.
Record your hours of rest in 15 minute intervals in the Rest column on the timeline. Draw a horizontal line through the column to record any rest breaks you take. If the rest break is less than 15 minutes in total it cannot be recorded as a rest break. Remember, you can only record rest if you are not doing any work.
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Recording the location of a work/rest change8.
Use the column Location of Work/Rest Change to record your location when you change from:work time to rest time;•
rest time to work time;•
solo driving to two-up driving; and•
two-up driving to solo driving.•
Starting work
When you start work this is a change from rest to work so you will need to record the location where you start work.
Do you drive your heavy vehicle from home before starting your shift? If so, you should record this time as work time, even if you are not paid for it. Your home location should be recorded as where you started working from.
During the work day
Record the name of the rest area, truck stop, town, or suburb where you stop for a rest with sufficient detail so that it can be identified, eg put the name of a suburb rather than a large city like Sydney.
Finishing work
Record the location you are at when you finish work, eg the location of your base where your vehicle is garaged or your home location, if you drive it home.
Changing from solo to two-up and vice versa
Record the location if you are a two-up driver and you are taking over the driving of the vehicle or if you are changing back to operating as a solo driver.
GYM
PIE,
QLD
ACAC
IA R
IDGE
BLAC
KBUT
T
KING
AROY
GYM
PIE,
QLD
Recording odometer readings9.
Starting work
Record the odometer reading on your vehicle when you first start work.
During the work day
You only need to record the odometer reading immediately before or after a work or rest change.
Finishing work
Record the odometer reading again at the end of your work period when you finish work.
Changing vehicles
If you change vehicles in the same 24 hour period you must record the odometer reading of each new vehicle when starting to use the vehicle. When you stop using that vehicle again record the odometer reading from the vehicle.
Note: If your odometer is not working correctly make a note in the work diary against the timeline and notify your employer and the transport operator you are working for as soon as possible (within two business days).
5306
93
5308
86
5310
38
5311
01
5312
43
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Recording the number plate10.
Starting work
Record the registration number of the vehicle you are driving when you first start work.
During the work day
You need to record the registratration number of the vehicle immediately before or after a work or rest change.
Finishing work
Record the registration number for the vehicle you are driving at the end of your work period when you finish work.
Changing vehicles
If you change vehicles in the same 24 hour period you must record the registration number in full of each new vehicle when starting to operate the vehicle.
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BC24
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BC24
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BC24
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BC24
14
Recording totals of work and rest11.
Once the timeline is completed, add up all of the hours you have recorded for rest, work and two-up and enter the totals at the bottom of the Solo work, Two-up Work and Rest columns in the boxes provided.
If you are a two-up driver, add up the hours for Two-up Work and Rest for this work period and enter the totals at the bottom of the Two-up Work and Rest columns in the boxes provided.
Signing your work diary12.
Once all of the other sections of the daily sheet are completed, you must sign the completed daily sheet to say that the information you are providing on this sheet is correct.
For further information: Please visit www.vicroads.vic.gov.au. Telephone: 1300 360 745
Completed Work Diary Daily Sheet
VR
PIN
02052/1 2.09 FS9
Further informationFor further information on managing fatigue and details of driver, operator and consignor responsibilities under the new regulations contact VicRoads on 1300 360 745 or visit VicRoads website:
