Entering Driver and Vehicle Information

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1 The Oil Well Service Vehicle Cycle Exemption Permit, Water Well Drilling Rig Exemption Permit, and the Municipal Firefighting Vehicle Permit require driver and/or vehicle information as part of the application requirements. There are two ways to enter this information in the online application. Step-by-step processes for both methods are outlined in this document and in the document entitled Walkthrough of Carrier Services Online Permit Applications. Each driver/vehicle authorized under the permit must be entered in the online application sections, either by entering the information one-by-one (for smaller carriers) or by using the electronic templates provided within the respective driver and vehicle sections of the application. Once the information is entered in the online application, the information can be copied into renewal applications. There may be some provisions for larger carriers with multiple drivers and/or vehicles to use the Attached Documents section of the online application to upload their own driver and/or vehicle spreadsheets, in addition to the information entered in the driver and/or vehicle sections of the application. Carriers must enter 1-20 drivers and/or vehicles in the driver/vehicle sections. Carriers may use the Attached Documents section to attach an additional list(s) of driver and/or vehicles. In this case, the carrier may utilize their own templates and/or modify the templates provided in the system. However, the documents attached must contain all required driver and/or vehicle information, which includes: For Vehicle Information: Plate Number Vehicle Identification Number (VIN) Gross Vehicle Weight (GVW) Style Plate No. VIN GVW Style CJP305 TESTGARY door For Driver Information: Driver Name (including Middle Name, if applicable) Identification of (indicate yes or no, y or n ) Licence Number and Jurisdiction of issuance Jurisdiction Licence # Name Alberta, CA Johnson, Noel Wayne GODI HoS FMP OH CAODC Yes Yes Yes Yes Yes Yes LDV Any questions regarding the entry of multiple drivers and/or vehicles within online applications can be directed to Carrier Services at or by to 1

2 Description of Courses for Drivers Minimum Course Criteria (Alberta Transportation) Hours of Service and Fatigue Management For more information you can review the document entitled Minimum Course Criteria for Hours of Service and Fatigue Management available at: ice_vehicle_cycle_exemption_permit_sample.pdf To ensure that training in hours of service and fatigue management is successful to meet the requirements of the Hours of Service exemption Permit, it is required that the course Instructor or the Carrier Representative ensure that the following minimum criteria are met. A. Course Administration: Course Duration: minimum of 4 to 14 hours depending on the needs of the company and/or driver(s). If required by permit or exemption, managers and supervisors should have a minimum of 8 to 14 hours training. Learning methods: May use self study, classroom, computer CD or on-line, practical exercises, etc. Material Required: Traffic Safety Act (relevant sections), Federal and/or Provincial Hours of Service legislation, Application Guide to Federal Regulations (if applicable), sample log, etc. Instructor and the carrier are required to retain: course date and location, record of class list, individual test marks, copy of course material delivered and instructor s name. Owner/Operators who have NO other drivers except the owner also need to take appropriate actions to meet these minimum requirements. This may be done by acquiring and retaining the necessary information and learning it themselves (e.g. by obtaining the relevant modules from Carrier Services Education Manual). Although it would not be necessary for the Owner/Operator to write an exam, it would be of value. Information regarding completion of the training must be added to the owner s driver file (e.g. date, material covered, etc.). B. Learning Objectives: Overview Fatigue and the Human Biological Clock Recognizing Fatigue Interpretation and Definitions Responsibilities of Motor Carriers, Shippers, Consignees, and Others Responsibilities of driver s safety officers, dispatchers, and managers Required Off-Duty Time Limitations on Driving and On-duty times Cycles, if applicable Daily Log Requirements Sleeper Berth Usage by Teams and Single drivers Permits Emergency and Adverse Driving Conditions Radius Record Requirements Monitoring of Driver s Compliance by Motor Carriers Carrier s policies/procedures that may be beyond regulatory requirements Enforcement (on road and administrative) Scheduling and dispatching 2

3 Carrier internal monitoring to determine if the program is effective C. Evaluation Method(s): Test participant s knowledge of the subject matter taught. The test may be open book but must be written and quantifiable. e.g.: conduct knowledge test with sample log exercises, etc. (Duration: minimum 1/2 to 1 hour) Provide the student with results of test and review it (e.g.: return test to student and review areas of concern). Reissue a second different test, as necessary. Student must retake course if they don t pass a second exam. D. Issuance of Certificate: Issue certificates to successful students (pass mark should be at least 80% for any regulatory subject). Record the results of knowledge testing with the class list and retain the original list and tests for your records. Retain a copy of the certificate on the individual driver s file. General educational information is available on the Carrier Services Website at: The federal Commercial Vehicle Drivers Hours of Service Regulations are available at: The hours of service Application Guide is available at: The provincial regulations ( including the Drivers' Hours Of Service Regulation) are available at: The Alberta Reference Guide For Hours of Service (Federal) and the Education Manual (Federal and Provincial) can be found on our website at: 3

4 Description of Courses for Drivers Industry Related Requirements General Oilfield Driver Improvement (GODI ) Oilfield Haulers (OH ) Canadian Association of Oilwell Drilling Contractors (CAODC) Driver Program (CAODC ) Light Duty Vehicles (LDV ) Course Overview (Enform, 2012) Topics include defensive driving skills, professional driving attitude, regulations and policies, National Safety Code requirements, proper vehicle inspection, log books, securing of loads, off-highway driving techniques, road conditions and hazards, and non-driving skills (map reading, hand signals, vehicle equipment operations, load securement, and tire chain installation). Enform, 2012 This course provides oilfield truck drivers with the knowledge to improve their onroad safe driving behaviors and attitudes. The target audience is oilfield truck drivers operating vehicles with GVW of 5500 kg and over. Topics include professional driving attitude, defensive driving skills, regulations and policies, National Safety Code (NSC) requirements, proper vehicle inspection, off-highway driving techniques, road conditions and hazards, and non-driving skills (map reading, hand signals, vehicle equipment operations, load securement and tire chain installation). Enform, 2012 This program provides field superintendents and rig managers with guidelines for completing a competency assessment of a floorhand, derrickman or driller. Topics covered include competence, responsibilities of the assessor, and performing successful assessments. Enform, 2012 This course provides oilfield truck drivers with the knowledge to improve their onroad safe driving behaviours and attitudes. The target audience is personnel who drive light-duty vehicles, such as pick-ups, cars and hot shot units to and from field locations. Designed to reduce company vehicle accidents, it covers professional driver attitude, defensive driving skills, safe vehicle operation, safety and survival equipment, driving practices for off-highway and adverse conditions, and nondriving skills (map reading, hand signals, vehicle equipment operations, load securement and tire chain installation). Enform, 2012 NOTE: CAODC Member companies may implement CAODC s driver training program (approved by Alberta Transportation). If the company s drivers have completed the training as per the permit requirements, then no other industry training is required to meet this standard. When entering driver information, the carrier would enter NO for all the training that does not apply, and YES for the training that does apply. By selecting the training that does apply or by entering YES in relation to the training that does apply, you are confirming that the driver training took place at some point in time. We do not require specific training dates to be entered. 4

5 Driver Information You must enter a list of drivers that will be authorized to use the permit. You can either add the drivers one at a time, or use the Drivers Template provided to upload multiple drivers at the same time. You must enter the driver s name as it appears on their driver s licence. The Middle Name field may need to be entered. You can review pages 2 to 4 of this document for information related to driver training. Single Driver Entry Section G: Driver Information 1. Please add a list of drivers that will be authorized to operate using this permit. You are required to provide updates of the Driver List to the Director, Carrier Services when staffing changes are made. Add Driver Open Drivers Template Load Drivers Template Click on the Add Driver link to add drivers one-by-one Driver Entry * Jurisdiction: Alberta, CA * Licence #: * First Name: Middle Name: * Last Name: Confirm driver has been trained in the following: GODI : HoS : FMP : OH : CAODC : LDV : Save Cancel Remember that all data fields with an asterisk (*) are mandatory and must be entered. 5

6 Fill in all the necessary information related to the driver and training, then Click Save. You will receive a message that says your driver information has been created and a summary table will automatically display the driver information. The system automatically checks to ensure that Alberta driver licence information is valid. New permit driver has been created. Jurisdiction Licence # Alberta, CA Name Johnson, Noel GODI HoS FMP OH CAODC LDV No Yes Yes Yes Yes No Edit Delete Non-Alberta driver licence numbers and driver information must be entered as well, and can be added in the same manner as Alberta driver licences. You can continue to add each driver one-by-one using the Add Driver link as outlined on pages 5 and 6, or upload multiple drivers at the same time using the Drivers Template provided (steps outlined on pages 6 to 10). Multiple Driver Entry Section G: Driver Information 1. Please add a list of drivers that will be authorized to operate using this permit. You are required to provide updates of the Driver List to the Director, Carrier Services when staffing changes are made. Add Driver Open Drivers Template Load Drivers Template NOTE: To use this function, you must use the template provided in the application, otherwise an error will occur. The function validates the drivers names entered with our internal database. If you wish to upload a template(s) in another format, then use the Associated Documents section. Click on the Open Drivers Template link. An Excel Spreadsheet will open and you can use this template to enter multiple drivers at once. Fill in data for each driver in columns A to K. Enter the First Name, Last Name, Middle Name (if required), Jurisdiction of Driver s Licence, and Licence Number. Also, enter Yes or No ( Y or N ) if the driver has completed GODI, HOS, FMP, OH, CAODC, and LDV (see pages 2 to 4 for more information related to training). You cannot enter N/A, as an error message will display. 6

7 Ensure that all driver information is entered in the Drivers Template, including drivers with licences from other jurisdictions. Please note the following Province and Territory Codes accepted in the Drivers Template. Jurisdiction Province/Territory Codes Alberta British Columbia Saskatchewan Ontario Manitoba New Brunswick Newfoundland and Labrador Nova Scotia North West Territories Prince Edward Island Quebec Yukon AB BC SK ON MB NB NL NS NT PE QC YT Ensure that all information is entered correctly. You must enter the driver s name as it appears on their driver s licence. Also, you must use correct spacing and dashes when entering drivers licence numbers. Jurisdiction Licence # First Name Last Name Middle Name GODI HoS FMP AB,CA Noel Johnson Wayne Yes Yes Yes OH BC,CA Beckie Choi Yes Yes y Yes y CAODC LDV Once the information is complete for each driver, you must save the document to your computer, and rename the file to include the carrier name and date that the Drivers Template was created. You must save the file in its original format, as an Excel Workbook. E.g. ABC Trucking-Drivers List-August

8 Once the Drivers Template is complete, you can click on the Load Drivers Template link. Section G: Driver Information 1. Please add a list of drivers that will be authorized to operate using this permit. You are required to provide updates of the Driver List to the Director, Carrier Services when staffing changes are made. Add Driver Open Drivers Template Load Drivers Template Click Browse to find the Drivers Template file that you previously saved to your computer. Select the appropriate file on your computer to upload to the Driver Information section of the application. You can do this by double clicking on the file name, or by highlighting the file name and then click Open. 8

9 Once the appropriate file is selected, you can then click the Upload button on the online application. The online system will automatically verify if the Alberta licence numbers entered are valid and correspond to the drivers names. 9

10 All drivers authorized to use the respective permit must be entered into the Drivers Template, including drivers with licences from other jurisdictions. If all the driver information is current and valid, then the Drivers Template will upload successfully to the Driver Information Section of the application. Once the Drivers Template is uploaded, a summary chart of the driver information entered in the template will automatically display within the online application, along with a message stating that The list of drivers has been successfully uploaded. 10

11 Vehicle Information A similar function is available for entering vehicle information. You can enter each vehicle plate one-by-one, or use the Vehicles Template provided to upload multiple plates at one time. Single Vehicle Entry Click on the Add Vehicle link to add vehicles one-by-one. Section J: Vehicle Information Please add a list of Alberta-plated vehicles that will be covered by this permit. Add Vehicle Open Vehicles Template Load Vehicles Template Vehicle Entry * Plate No.: Save Cancel Enter the Alberta Plate number then click Save. The system will automatically check if the vehicle plate entered is registered to the carrier applying for the permit. You will receive a message that says your vehicle information has been created and a summary table will automatically display information related to the vehicle entry. New permit vehicle has been created. Plate No. VIN GVW Style Seats CVIP Certificate # CVIP Inspection Issue Date CVIP Inspection Expiry Date CVIP Status OOP CVIP No CVIP CVIP Expired ROBTESVEH door N Y N Edit Delete You can continue to add each vehicle one by one using the Add Vehicle link as outlined on page 11 or you can upload multiple vehicles at once using the Vehicles Template provided. 11

12 NOTE: For the Oil Well Service Vehicle Cycle Exemption Permit and the Municipal Firefighting Vehicle Permit, you only need to enter Alberta-plated vehicles in the vehicle section. You may use the Attached Documents section of the application to upload a list of non Alberta-plated vehicles, if necessary. The Water Well Drilling Rig Exemption Permit requires a list of Alberta-plated vehicles and non Alberta-plated vehicles, as shown below. For this application, you must enter both vehicle lists separately using the Add Vehicle functions. Please add a list of Alberta-plated vehicles in your fleet requiring a Commercial Vehicle Inspection Certificate (CVIP) and that will be operating under the authority of this permit. Add Vehicle Open Vehicles Template Load Vehicles Template Please add a list of non Alberta-plated vehicles in your fleet requiring a Commercial Vehicle Inspection Certificate (CVIP) and that will be operating under the authority of this permit. Add Vehicle Open Vehicles Template Load Vehicles Template Multiple Vehicle Entry NOTE: To use this function, you must use the template provided in the application, otherwise an error will occur. The function validates the vehicle plates entered with our internal database. If you wish to upload a template(s) in another format, then use the Associated Documents section. If you have multiple vehicle plates to enter and do not want to add each plate one-by-one, then you can use the Vehicles Template provided. Click on the Open Vehicles Template link. An Excel Spreadsheet will open and you can use this template to enter multiple vehicles at the same time. Section J: Vehicle Information Please add a list of Alberta-plated vehicles that will be covered by this permit. Add Vehicle Open Vehicles Template Load Vehicles Template 12

13 A Plate No. CJP378 CJP681 CJP693 CJP801 B Enter all Alberta-plated vehicles in Column A. Only use Column A. Enter all vehicle plates related to the permit. Ensure that the plate letters, numbers, and dashes are entered correctly. Capitalization is not required. Do not enter spaces. Once the vehicle plates are entered in Column A (entitled Plate No. ), you must save the document to your computer. Ensure that only Alberta-plated vehicles are entered in the Vehicles Template. Rename the file to include the carrier name and the date that the Vehicles Template was created. You must save the file in its original format, as an Excel Workbook. E.g. ABC Trucking-Vehicles List-August You may use the Attached Documents section of the application to upload a list of non-alberta plated vehicles, if necessary. You only need to enter Alberta-plated vehicles in this section. Once the Vehicle Template is complete, you can click on the Load Vehicles Template link to find and upload the Vehicles Template document that is saved to your computer. Section J: Vehicle Information Please add a list of Alberta-plated vehicles that will be covered by this permit. Add Vehicle Open Vehicles Template Load Vehicles Template Click Browse to find the Vehicles Template file that you previously saved to your computer. 13

14 Select the appropriate file on your computer to upload to the Vehicle Information section of the application. You can do this by double clicking on the file name, or by highlighting the file name and then click Open. 14

15 Once the appropriate file is selected, you can then click the Upload button on the online application. The online system will automatically verify if the Alberta vehicle plates entered are registered to the carrier. If all the vehicle plates entered in the Vehicles Template are registered to the carrier, then the Vehicles Template will upload successfully to the Vehicle Section of the application. Once the Vehicles Template is uploaded, a summary chart of the vehicle information entered in the template will automatically display within the online application, along with a message stating that The list of vehicles has been successfully uploaded. 15

16 The list of vehicles has been successfully uploaded. Plate No. VIN GVW Style cjp378 TESTGARY Edit Delete cjp681 TESTGARY Edit Delete NOTE: For the Oil Well Service Vehicle Cycle Exemption Permit and the Municipal Firefighting Vehicle Permit, you only need to enter Alberta-plated vehicles in the vehicle section. You may use the Attached Documents section of the application to upload a list of non-alberta plated vehicles, if necessary. The Water Well Drilling Rig Exemption Permit requires a list of Alberta-plated vehicles and non Alberta-plated vehicles, as shown below. In this application, you must enter both vehicle lists separately using the Vehicles Template functions. Please add a list of Alberta-plated vehicles in your fleet requiring a Commercial Vehicle Inspection Certificate (CVIP) and that will be operating under the authority of this permit. Add Vehicle Open Vehicles Template Load Vehicles Template Please add a list of non Alberta-plated vehicles in your fleet requiring a Commercial Vehicle Inspection Certificate (CVIP) and that will be operating under the authority of this permit. Add Vehicle Open Vehicles Template Load Vehicles Template Using the Attached Documents Section Carriers may use the Attached Documents section to attach an additional list(s) of driver and/or vehicles. In this case, the carrier may utilize their own templates and/or modify the templates provided in the system. However, the documents must contain all required driver and/or vehicle information, which includes: For Vehicle Information: Plate Number Vehicle Identification Number (VIN) Gross Vehicle Weight (GVW) Style Plate No. VIN GVW Style CJP305 TESTGARY door 16

17 For Driver Information: Driver Name (including Middle Name, if applicable) Identification of (indicate yes or no ) Licence Number and Jurisdiction of issuance Jurisdiction Licence # Name Alberta, CA Johnson, Noel Wayne GODI HoS FMP OH CAODC Yes Yes Yes Yes Yes Yes LDV Section P: Attached Documents Attach Upload File File to Upload: File Name: Short Description: Description: Upload Cancel Carriers may also use the Associated Documents section to attach additional documentation pertaining to driver and/or vehicle information, beyond the criteria outlined in the section. Examples of attachments may include: Photos of vehicles Additional documents related to driver information Additional information related to driver/vehicle information from jurisdictions other than Alberta 17

18 Validation Error Messages Driver Information Errors Using the Add Driver Function If an invalid Alberta driver licence is entered using the Add Driver function, then an error message will appear on the screen. You can edit the information and then click Save again. The Licence # " " is not found. Please make sure you specify a valid Licence #. Driver Entry * Jurisdiction: Alberta, CA * Licence #: * First Name: Noel Middle Name: * Last Name: Johson Non-Alberta driver s licence numbers and driver information must be entered as well, and can be added in the same manner as Alberta driver licences. Driver Information Errors Using the Drivers Template If a driver licence number(s) entered in the Drivers Template does not all correspond with the driver name(s) entered, then an error message(s) will appear within the Drivers Template. Section G: Driver Information 1. Please add a list of drivers that will be authorized to operate using this permit. You are required to provide updates of the Driver List to the Director, Carrier Services when staffing changes are made. Add Driver Open Drivers Template Load Drivers Template > There was a problem uploading the file "drivertemplate(1)-test.xls". Validation Failed. Please click here to correct the errors. If an error occurs, you must edit the driver information in the Drivers Template and then resave the document to your computer. You will then need to re-upload the revised Drivers Template to the Driver Information Section of the application. Last Revised: June 23,

19 Non-Alberta driver s licence numbers and driver information must be entered in Drivers Template in the same manner as Alberta driver licences. Jurisdicti on AB,CA AB,CA BC,CA Jurisdicti on - Validatio n Status Licence # OK OK Licence # - Validation Status First Name OK Kim First Name - Validation Status Last Name Last Name - Validatio n Status Middle Name Middle Name - Validation Status OK OK Johns OK OK Noel on Wayne The Licence # " " is not found OK OK OK Jones GODI Yes y HoS Yes y Vehicle Information Errors Using the Add Vehicle Function If the vehicle plate number entered using the Add Vehicle function is not registered to the carrier, then an error message will appear on the screen. You can edit the information and then click Save again. > The vehicle is not registered to the stakeholder on this permit application. Vehicle Entry * Plate No.: CJP681 Save Cancel NOTE: For the Oil Well Service Vehicle Cycle Exemption Permit and the Municipal Firefighting Vehicle Permit, you only need to enter Alberta-plated vehicles in the vehicle section. You may use the Attached Documents section of the application to upload a list of non-alberta plated vehicles, if necessary. The Water Well Drilling Rig Exemption Permit requires a list of Alberta-plated vehicles and non Alberta-plated vehicles in the vehicle section. In this application, you must enter both vehicle lists separately using the Add Vehicle functions. Last Revised: June 23,

20 Vehicle Information Errors Using the Vehicles Template If the Alberta vehicle plates entered in the Vehicles Template are not all registered to the carrier, then an error message(s) will appear within the Vehicles Template. Section J: Vehicle Information Please add a list of Alberta-plated vehicles that will be covered by this permit. Add Vehicle Open Vehicles Template Load Vehicles Template > There was a problem uploading the file "vehicletemplate(1)-test2.xls". Validation Failed. Please click here to correct the errors. You must edit the vehicle plates entered in the Vehicles Template and then re-save the document to your computer, and re-upload the revised template to the Vehicle Information Section of the application. Plate No. Plate No. - Validation Status OK The Plate No. "052666" is not found cjp681 OK The vehicle is not registered to the stakeholder on this permit application NOTE: For the Oil Well Service Vehicle Cycle Exemption Permit and the Municipal Firefighting Vehicle Permit, you only need to enter Alberta-plated vehicles in the vehicle section. You may use the Attached Documents section of the application to upload a list of non-alberta plated vehicles, if necessary. The Water Well Drilling Rig Exemption Permit requires a list of Alberta-plated vehicles and non Alberta-plated vehicles in the vehicle section. In this application, you must enter both vehicle lists separately using the Vehicles Template functions. Last Revised: June 23,

21 Updating Driver and Vehicle Information If a carrier s permit requires driver and/or vehicle information, it is the responsibility of the carrier to provide updated driver and vehicle information on a consistent basis. It is expected that carriers submit revised driver and/or vehicle lists to Carrier Services at least every 3 months, if operational changes have occurred. You can submit the revised lists via mail, fax, or . Administrative staff will update your permit application. The updated driver and/or vehicle lists do not affect the official Published (issued) permit document(s). The updated lists are required for internal recordkeeping purposes. You may use the Drivers Template and Vehicles Template provided in the system to use for update purposes, or use a template in another format. Updated lists must include all required driver and/or vehicle information. For Vehicle Information: Plate Number Vehicle Identification Number (VIN) Gross Vehicle Weight (GVW) Style For Driver Information: Driver Name (including Middle Name, if applicable) Identification of (indicate yes or no) Licence Number and Jurisdiction of issuance Updated driver and/or vehicle lists can be sent to: Carrier Services Branch Alberta Transportation #401, Street Red Deer, AB T4N 6K8 Fax: If you wish to use the Copy for Renewal function available through the online system for easy renewal purposes, you must review the driver and/or vehicle sections prior to submitting the application to Carrier Services for review. Updated driver and/or vehicle information must be entered in renewal applications in order for Carrier Services to conduct a review based on valid and current information. If you have questions you can contact Carrier Services at (toll-free by first dialing ). Last Revised: June 23,

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