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How to use analysis to set discipline policies

It is no longer sufficient just to have charts analysed and to bring the breaches of the legislation to the drivers attention. If a driver continues to break the law he/she must be disciplined.  Given below are different types of letter which may be used as principals for use in the disciplining of drivers. You may adopt these letters within your discipline procedure, or change them to suit your needs.

 

One method is to use a points system, whereby if a driver reaches a certain limit they will be disciplined.  To determine what the limit should be is different with each company but is normally based on a three month period, over which the driver is assessed.

 

Companies using  our analysis can utilise the driver summary sheet, which is split into two parts. Infringements on the left and faults on the right.  Many companies use 1 infringement as one point and 4 faults to make one point.  So how do you determine the number of points before you take disciplinary action.  You may wish to use the following:-

Check how many infringements that you have for a month and how many faults.i.e 100 infringements and 400 faults.  Divide the faults by 4 = 100 and add this to the infringements=200.  Divide this by the number of drivers i.e. 50 = 4 and multiply this by 3 = 12.  So your limit for the points over three months is 12.  

 

When a driver reaches this limit he should be disciplined and then his slate wiped clean and started again.

 

You may however decide to give a warning straight away and the second example may give some pointers in this direction.


Dear (Driver)

 

Letter should be formulated to say something similar to the below:

From (date) the following procedure will be introduced regarding tachograph offences.

1. Each infringement will carry 1 point ( or any number that you decide)

2. Four faults will equal 1 point ( or any number that you decide)

When a total of (X) points is reached a verbal warning will be issued and you will return to zero. Once again points will be given as above until (X) is again reached when a second verbal warning will be issued. You will again return to zero and points given as previous but on this, the third occasion, if (X) points is reached you will be given a written warning and may face further disciplinary action such as suspension or dismissal.

Let me once again emphasize that the company in no way endorses any breaches of the drivers hours and tachograph legislation and it is your responsibility to ensure that you comply with the law at all times.

 

Yours faithfully

Transport Manager


Dear (Driver)

 

RE TACHOGRAPH AND DRIVERS HOURS OFFENCES

A recent analysis of your tachograph charts revealed :-

A failure to take sufficient break for driving periods. (four and a half hour driving)[ ]

A failure to comply with daily or weekly rest requirements. [ ]

Exceeding the maximum daily driving period, or fortnightly driving allowance. [ ]

Incorrect use of the mode switch. [ ]

A failure to complete centrefield details. [ ]

Incorrect use of the tachograph or charts. [ ]

Defective tachograph head. [ ]

Overspeeds. [ ]

Failing to notify a malfunction of the speed limiter. [ ]

It is your responsibility to comply with the legislation in relation to drivers hours and the use of tachographs. The company does not tolerate breaches of this legislation.

 

If you are unsure of your obligations in respect of this legislation please seek advice from myself or my nominee. Be warned that any further breaches of the legislation may result in disciplinary or other action and ultimately dismissal.

 

Yours faithfully

Transport Manager


 

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