UAE Standard Operating

Procedure

Motor Vehicle Drive Safe Policy

Prepared By:

Reviewed by:

Approved by:

Dinesh Pagar

Mohammed Qasem

Fahad Turbag

Document No:

Page:

UAE-SOP-351

1 of 6

Revision & Effective Date:

Rev. 03, 22-Mar-16

Previous Revision & Effective Date:

Rev. 02, 06-Oct-10

PURPOSE
This procedure states the actions required to implement the corporate Motor Vehicle Safety HSE
Procedure HSEP 21.2 of Companys HSE Program as well UAE-SOP-651- Vehicle Policy

SCOPE OF APPLICATION
This procedure applies to arrangements for personal safety of Jacobs International Holdings Inc.
(JIHI) staff in office locations or engaged in project work at site in the United Arab Emirates. It
applies to all JIHI managers and staff, including temporary and part-time employees while driving
a company owned or leased vehicles or a personal vehicle on company time for company's
business. This procedure may be supplemented by local Work Instructions or project specific
procedure on Safety for a particular area/project in which JIHI is operating.

DEFINITIONS
JIHI
DSC
DDC
GM
OM
HSE CM
PM
RE
FM
MVI

Jacobs International Holdings Inc., United Arab Emirates (UAE)

Drive Safe Committee
Defensive Driving Course
General Manager
Operations Manager
HSE Country Manager
Project Manager
Resident Engineer
Fleet Manager (Office Manager)
Motor Vehicle Incident

A motor vehicle incident (MVI) is an incident that occurs with a motor vehicle being used for
company business regardless of the origin of the vehicle (personal, leased, rental, borrowed,
company owned, etc.) or incident location, but does not include incidents that occur while driving
between a workers home and regular work location in a personal vehicle.
The term motor vehicle includes motorized over-the-road vehicles, i.e.,
cars, trucks, buses,
and vans, but does not include vehicles such as powered carts, all-terrain vehicles, cranes,
forklifts, etc.

METHOD (PROCESS REQUIREMENTS)

Minimum requirements may be performed by the functional equivalent of the function specified
below as defined by the organization. Project team members may perform more than one function
or perform the function concurrently on multiple projects, as determined by the project manager
and respective department manager, to optimize project staffing, productivity, and cost
effectiveness.
No.
1.

Procedure
General Requirements:
Motor vehicle accidents are recognized as a leading cause of work
and non-work related serious injuries and fatalities. While the
operation of a motor vehicle may seem to be a routine task,

Resp.
All Staff

Output
DSC/
OM/
GM/
HSE CM

Copyright 2016 by Jacobs Engineering Group Inc.

All rights reserved. The contents of this document are proprietary and produced for the exclusive benefit of Jacobs Engineering
Group Inc and its affiliated companies. No part of this document may be reproduced, stored in a retrieval system, or
transmitted, in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, without the prior
written approval of Jacobs Engineering Group Inc.
The applicable version of this document resides in the Business Practices section of https://jacobsconnect.jacobs.com. All
copies are considered to be uncontrolled.
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UAE-SOP-351
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practices focused on safe operation and control cannot be over

emphasized.
Operators that have been assigned a company vehicle must
assure that the vehicle is maintained in accordance with
manufacturers recommendations. Other company vehicles must
be properly maintained by the responsible operating unit in a
condition that ensures safe performance. Maintenance of a
personal vehicle is the responsibility of the employee. In the case
of personal vehicles, the mileage reimbursement allowance
includes costs associated with vehicle maintenance. Under no
circumstance should anyone operate a motor vehicle if they believe
it is not in safe working condition.
The motor vehicle operator shall ensure that the vehicle they are
operating has the appropriate vehicle registration and insurance
coverage in place prior to driving. If using a personal vehicle, the
motor vehicle operator must assure that registration and insurance
coverage required by the state/country in which the vehicle is
registered are maintained.
Refer to Corporate HSE Procedures HSEP 21.2, 3, 4, 5 and 5.2 of
Companys HSE Program on Jacobs Connect.
2.

Personal Responsibility for Driving Safety:

All Staff

DSC/
OM/
GM/
HSE CM

DSC

GM

Job responsibilities necessitate driving not only from home to the

job site but also in and around our job sites and vehicles are
provided to support these requirements. Your responsibilities are
to abide by our set HSE Plans, Policies and Procedures, to ensure
the vehicles are safe to drive by following the prescribed vehicle
safety checks, to follow maintenance schedule for these leased
vehicles, to treat these vehicles with care and to avoid risky
behaviours.
3.

Drive Safe Committee (DSC):

The Abu Dhabi Office DSC is composed of Senior Management
Representatives and is responsible for:
A.
B.
C.
D.
E.
F.
G.

Promoting and enforcing driving safety culture at and off work

among all employees;
Developing, upgrading and maintaining these procedures;
Communicating driving safety requirements and alerts;
Investigating all Motor Vehicle Incidents (MVI) and making
conclusions and recommendations;
Consulting with and counselling employees involved in MVIs;
Reviewing, upgrading and maintaining defensive driving
training requirements and provisions; and
Devising and implementing appropriate Incentive Schemes
and Progressive Disciplinary Action Procedures.

Copyright 2016, Jacobs Engineering Group Inc.

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UAE-SOP-351
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Procedure

Resp.

Driving Client (Contractor) Provided Vehicles:

Output

All Staff/
PMs

GM

All Staff

FM/
HSE CM

All Staff

DSC

Management All Staff

DSC

It is absolutely prohibited to drive a client (contractor) provided

vehicle out of site for personal uses unless a special permission is
granted by the Project Director/Manager or the Resident Engineer.
The Project Director/Manager will then be responsible for any
consequences that may arise out of this permission.
5.

Monthly Mileage Reporting:

All those who drive company vehicles are required to report their
mileage on a monthly basis to the FM.

6.

Incentives:
All employees who achieve a milestone set by the DSC will be
rewarded appropriately.

7.

Safe Plan of Action (SPA) and

Procedure (JMP) Requirements:

Journey

All employees who plan to drive a company car need to fill out an
SPA Pocket Card / prior to starting their journey. All SPA Cards are
to be submitted at the end of the month to the FM and to be
recorded properly.
All Company vehicles must have SPA cards in the vehicle upon
issuing the vehicle to the employee. Employees are requested to
check with the OM for SPA Cards.
Please refer to Safe Plan of Action HSEP 21.2f1
Drivers of company vehicles shall have taken and passed the
Defensive Driver course; drivers of vehicles used to visit remote
sites (off road) shall have taken the Desert Driver Training course.
8.

Regulatory and Defensive Driving Training Requirements:

All Staff

DSC

All Staff

DSC

All employees who drive vehicle in the UAE must possess a valid
UAE Driving License and must complete a company approved
DDC organized and approved by the DSC as soon as possible as
per the following:
A.
B.
C.

9.

The DDC is a mandatory and a pre-requisite requirement to

drive on company time for all new drivers;
DDC will end in a driver's assessment based on which the
DSC will decide whether an employee is eligible for driving
company, client, or contractor provided vehicles
The requirement for a refresher DDC will be every three years
or as otherwise decided by the DSC.

More Specific Company Motor Vehicle Driving Safety

Requirements and Expectations:
Jacobs Abu Dhabi Office employees have the duty and obligation
to follow safe practices at all times whether in company vehicles or

Copyright 2016, Jacobs Engineering Group Inc.

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Procedure
their own personal automobiles. Employees are requested to help
remind their colleagues, subordinates, and supervisors of these
policies and safe driving attitude and behaviors. The following
policies are mandatory and will help eliminate avoidable mishaps:
A.
B.
C.

D.

E.

F.
G.

H.

I.
J.
K.

L.

Always drive defensively and adjust speed to road conditions

and hazards;
Observe posted speed limits;
Use seat belts for driver and all passengers in front and back
seats. Drivers are responsible for ensuring that all
passengers in front and rear seats are belted before
embarking on a trip. Refer to Item G of Section 12 for
Disciplinary Action Policy;
Avoid visual or cognitive distractions. That is, keep hands on
the wheel, eyes on the road and brain on driving. Keep chats
with other passengers to a minimum and reduce the sound
volume of the radio to a minimum
Drivers use of mobile phone is strictly prohibited when
vehicle is in motion. The use of hands free, earpiece or a
Bluetooth device or any other aid is strictly prohibited. Refer
to Item F of Section 12 for Disciplinary Action Policy;
Park vehicle by reversing. Please note the reverse parking
safety requirements under Section 14 of this Policy;
Conduct pre-driving vehicle checks before embarking on a
trip such as but not limited circling the vehicle to examine tier
pressure, side mirrors, cargo, lights, general condition of the
vehicle, etc.;
Maintain control of yourself and your vehicle. These are the
only two things you can be in control of. Do not react to other
drivers unsafe behaviors regardless of the its nature and
avoid eye contact with them;
Be courteous to other drivers and road users;
Give pedestrians and cyclists the right of way;
Beware of changing lanes hazards and blind spots around
your vehicle. Adjust your side mirrors to a 90 degrees position
to eliminate and reduce the blind spots to a minimum. Look
over the shoulder before changing lanes; look again;
Avoid tailgating and following too closely. Maintain a safe
following distance and apply the "3+ seconds rule.
The following is the an estimate of the required basic safe
following distance in meters (M) that must be maintained
always corresponding the speed of the vehicle in Kilometers
Per Hours (KPH) based on the "3+ seconds rule:
40KPH/36M, 60KPH/51M, 80KPH/69M, 100KPH/84M,
120KPH/102M, 140KPH/117M
Add one more second for every adverse condition you may
be encountering such as rain, fog, poor visibility, poor
traction, etc. and the following distance will increase
accordingly.

M.

Do not overtake (pass) unless it is absolutely necessary and

safe to do so. Avoid driving on the fast lane (leftmost lane)
unless it is absolutely necessary;

Copyright 2016, Jacobs Engineering Group Inc.

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UAE-SOP-351
Motor Vehicle Drive Safe Policy
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N.
O.
P.
Q.
R.

10.

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Beware of intersections hazards. A big percentage or road

accidents take place at intersections;
Delay acceleration at intersections and traffic light stops to
ensure intersection is free
Secure cargo in vehicle. Small items can cause severe
damage to driver or vehicle during sudden deceleration or
change in direction.
Ensure all children are restrained properly and safely; and
Park vehicles only in approved parking areas only.

Motor Vehicle Incidents (MVI) Notification & Reporting:

All Staff

FL/
HSE CM/
DSC

All Staff

DSC

Verbally notify via phone any MVI to HSE CM immediately and line
manager per the approved Verbal Chain for Reporting all Incidents
and reported in writing within 24 hours in accordance with the
Vehicle Accidents Procedure HSEP 5.2.
Failure to notify company of MVIs immediately may result in
disciplinary action as appropriate by the DSC.
Police reports must be submitted along with all MVIs reports to the
FM and the HSE CM within 24 hours after the MVI.
All employees involved in or witnessing an MVI is expected to
cooperate with any investigation undertaken by the DSC/HSE
Department.
11.

Disciplinary Action Policy:

Depending on the investigation findings of the DSC, failure of an
employee to comply with this Policy may result in a disciplinary
action as that may include any or more of the following:
A.
B.
C.
D.

E.

F.

G.

First at-fault moving MVI: One week driving ban;

Second at-fault moving MVI: One month driving ban;
Third at-fault moving MVI: Permanent driving ban.
Post MVI Remedial DDC: All those involved in an at-fault
moving MVI will have to undertake this remedial DDC at their
own cost and will have to pass the assessment to be able to
continue driving on company time.
Certain at-fault moving MVIs such as those resulting in
injuries may end up in an immediate driving ban and/or
termination of contract employment depending on the DSC's
investigation findings and recommendations;
Drivers Speaking on the mobile phone, 2-way radio, or any
other communication device while vehicle is in motion
including the use of, hands-free, earpiece, Bluetooth devices,
and in-car built-in devices will result severe disciplinary
action. This does not apply to the passengers.
Failure to fasten seat belts for both front and rear seats will
result in severe disciplinary action to the employee involved
and the driver. Drivers must ensure that all passengers wear
their seatbelt before vehicle is in motion. If a passenger
refuses to wear his/her seatbelt, driver must ask this person
to disembark and report the incident to the HSC CM and Line

Copyright 2016, Jacobs Engineering Group Inc.

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Manager.
12.

Traffic Offences:

All Staff

DSC

All Staff

DSC

FM

GM

DSC will investigate all moving violations, when violation occurs on

company time, and will determine appropriate disciplinary action.
Disciplinary action will vary depending on the severity and
frequency of the violation. The recommendation can be anywhere
from a verbal warning, to temporary or permanent driving ban or
dismissal.
13.

Vehicle Backing (Reversing) Safety Guidelines:

A.

B.

C.

D.

E.

F.

14.

Get to know your vehicle:

Taking the time to assess your vehicles blind spots can
minimize the risks associated with backing maneuvers.
Backing mirrors should only be used as guiding tools and are
always secondary to a drivers keen sense of his or her
surroundings.
Be Selective:
Closer may not always prove to be better. When selecting a
parking space, try and choose one that will not limit your view
upon exiting. Consider the easy out option rather than the
easy in for parking spaces.
Recognize a Safe Opportunity:
If you recognize an opportunity to pull forward into a parking
space where you may drive out as opposed to backing out,
you should consider taking it. However, you should be
cautious of drivers who might try and pull into the spot from
the other side as you are parking.
Take a Survey:
Before you enter the vehicle, take a moment to walk around
your vehicle and survey the area for unwanted surprises.
Be looking for persons, pets, potholes, tire hazards and more.
Consider the clearance of your vehicle and the potential for
overhead hazards.
Use a Spotter:
Though not always present, asking a co-worker or family
member to assist you while backing out is a good resource to
have available. Be sure you are able to clearly see the
person to look, listen, and abide by their directions. The
spotter should never place themselves between the vehicle
and an immovable object.
In addition to the other suggestions, consider the following:
Open windows prior to backing up. Listen.
Turn off your radio.
Ease out of your parking spot. Never rush out, a bicycle
or pedestrian may be in the vicinity and can appear
unexpectedly, especially during limited visibility periods.

Safety Equipment and Provisions:

A.
B.

All vehicles shall be provided with first aid kits and fire
extinguishers;
All 4x4 vehicles that are used off-road shall be

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provided with a secure tools box and cabinet support/roller

bars
15.

Policy Communication and Enforcement

This Policy shall be communicated to all JIHI employees and shall
be issued to all drivers upon assigning company owned or leased
vehicles. All drivers shall be requested to sign agreeing and
acknowledging this Policy and records shall be maintained by the
FM.

All Staff/ DSC/

FL/
HSE CM/
Line
GM
Managers

RELATED DOCUMENTATION (REFERENCES)

UAE-SOP-651 Vehicle Policy
HSEP 21-02 Motor Vehicle Safety Procedure
HSEP-021-03 Travel To Remote and Difficult Locations
HSEP-021-04 Travel Safety
HSEP-021-05 Off-Road Vehicles

RECORDS
All related records and forms are maintained by individual driver and send to Facility
Management Department periodically. Records are retained by the Facility Management, either in
paper or electronic format, for a period of 3 years.

Copyright 2016, Jacobs Engineering Group Inc.

File Name: 330177282.doc