1. PURPOSE
This Standard Operating Procedure establishes the minimum requirements for the safe operation of Rossen Glass & Mirror Ltd. cargo vans, including driving practices, on-site parking procedures, reversing with a passenger, and the proper securing of glass and mirror products in interior and exterior vehicle racks. Compliance protects employees, the public, and company assets.
2. SCOPE
This SOP applies to all Rossen Glass & Mirror Ltd. employees who operate a company cargo van, whether driving to customer sites, job sites, the shop, or on any company business. It covers all company-owned or company-leased cargo vans.
3. RESPONSIBILITIES
Driver
- Hold a valid provincial driver's licence appropriate for the vehicle class.
- Complete a pre-trip inspection before every trip.
- Follow all traffic laws and this SOP at all times.
- Report any vehicle defects, damage, or incidents to a supervisor immediately.
Passenger (when present)
- Actively assist the driver during all reversing manoeuvres as described in Section 7.
- Monitor load security and alert the driver to any concerns during transit.
Supervisor
- Ensure all drivers are licensed, trained, and have reviewed this SOP.
- Maintain vehicle maintenance records and arrange repairs promptly.
- Investigate all vehicle incidents and near-misses.
4. HAZARDS & RISK SUMMARY
| Hazard | Potential Harm | Controls |
|---|
| Reversing / backing up | Collision with people or objects | Back-in parking; spotter required with 2+ occupants |
| Unsecured glass shifting | Breakage, laceration, load ejection | Straps, padding, and rack checks before every trip |
| Glass rack failure | Glass falling from vehicle | Inspect racks daily; never overload |
| Distracted driving | Collision | No phone use; hands-free only if permitted by law |
| Fatigue | Impaired reaction time, collision | Do not drive if unfit; report concerns to supervisor |
| Adverse weather / road conditions | Loss of control | Reduce speed; increase following distance |
| Loading / unloading glass | Cuts, strains, crush injuries | PPE; two-person lift for large panes |
| Sharp glass edges | Laceration | Cut-resistant gloves required when handling glass |
5. REQUIRED PERSONAL PROTECTIVE EQUIPMENT (PPE)
| PPE Item | When Required |
|---|
| Cut-resistant gloves (ANSI A4 minimum) | Any time glass or mirror is handled |
| Safety glasses / goggles | When cutting, handling, or loading glass |
| Steel-toed footwear | At all times on job sites and in the shop |
| High-visibility vest | When acting as spotter on job sites or roadways |
6. PRE-TRIP INSPECTION
Before operating the van, the driver must complete all items below. Do NOT drive a vehicle that fails any check — report it and arrange a replacement or repair.
1
Fluid LevelsCheck engine oil, coolant, brake fluid, and windshield washer fluid.
2
TyresCheck all four tyres and the spare for visible damage, correct inflation, and adequate tread depth.
3
Lights & SignalsConfirm headlights, brake lights, reverse lights, and turn signals are all functional.
4
MirrorsAdjust driver-side, passenger-side, and rear-view mirrors before moving.
5
Windshield & WipersNo cracks obstructing vision; wipers in good working order.
6
BrakesTest brake pedal firmness before leaving the yard.
7
HornVerify horn is working.
8
Interior RacksCheck that interior glass racks are clean, undamaged, padded, and that all straps are present and functional.
9
Exterior RacksInspect exterior rack mounting points, uprights, and rubber padding for damage or wear. Confirm rack is securely fastened to the vehicle.
10
Fuel LevelEnsure sufficient fuel for the planned trip.
11
DocumentationValid registration, insurance, and driver's licence are present in the vehicle.
7. ON-SITE PARKING & REVERSING PROCEDURE
7.1 Back-In Parking Requirement
All company cargo vans must be backed into parking spots at job sites. Backing in upon arrival — when the area is familiar and the driver is alert — is significantly safer than reversing out into active traffic or pedestrian areas when departing. The only exception is when offloading requires the rear doors to face a specific direction (e.g., directly to an entrance or loading dock) and backing in would prevent safe unloading.
⚠ WARNING: Reversing is one of the most common causes of workplace vehicle incidents. Always perform a walk-around to check the reversing path BEFORE beginning to back up, regardless of whether a spotter is present.
7.2 Reversing with a Passenger — Spotter Procedure
When two or more people are in the van, the passenger must act as a spotter for every reversing manoeuvre. The following steps are mandatory:
1
Passenger exits the vehicleBefore the driver begins reversing, the passenger gets out of the van and moves to a position where they have a clear view of the rear of the vehicle and all potential hazards — a minimum of 3 metres (10 feet) behind and to one side of the van.
2
Driver waits for spotter signalThe driver does NOT move the vehicle until the spotter has confirmed they are in position and have given a clear 'thumbs up' or agreed hand signal indicating it is safe to proceed.
3
Spotter guides the driverUsing clear, pre-agreed hand signals (or radio if available), the spotter guides the driver: arms raised and waving = continue reversing; arms crossed overhead = STOP immediately. The spotter must remain visible to the driver in the mirror at all times.
4
Driver monitors mirrors continuouslyThe driver reverses slowly (walking pace only), watches both side mirrors, and keeps eyes on the spotter. If the spotter disappears from view, STOP immediately.
5
Spotter calls a stop for any hazardIf any person, object, or unsafe condition enters the reversing path, the spotter signals STOP. The driver must stop and not move until the hazard is cleared and the spotter signals it is safe.
6
Passenger re-enters once parkedOnce the vehicle is fully stopped and in park, the spotter confirms the van is clear, then returns to the vehicle.
8. GLASS & MIRROR LOADING AND SECURING
Improperly secured glass is a serious hazard — to the driver, other road users, and the public. All glass and mirror products must be loaded, secured, and inspected before every trip.
8.1 Interior Racks
1
Inspect the rack before loadingCheck all uprights, cross-members, and padding for damage. Do not use a damaged rack — report it immediately and arrange repair before loading.
2
Clean and pad contact surfacesEnsure all rubber or foam padding is in place and in good condition. Replace any missing or deteriorated padding before loading.
3
Load heaviest / largest panes firstPlace the largest and heaviest panes at the back of the rack, leaning upright and vertical. Never lay glass flat in the rack — always store on edge.
4
Separate panes with dividers or paddingPlace protective cardboard, foam, or rubber separators between individual panes to prevent contact and vibration damage.
5
Apply straps over the loadSecure all glass with the provided ratchet or cam-buckle straps. A minimum of two straps must be used — one across the upper third and one across the lower third of the panes. Straps must be snug but not over-tightened to the point of stressing the glass.
6
Check that glass does not shiftGently attempt to shift each pane by hand. If any movement is detected, re-tighten or add straps before departing.
7
Re-check at every stopAfter arriving at a job site or making any stop of more than 10 minutes, re-inspect straps and load before driving again.
8.2 Exterior Racks
Exterior racks carry glass on the outside of the van and are subject to road vibration, wind load, and weather. Extra care is required.
1
Inspect rack mounting before every useCheck all bolts, clamps, and mounting hardware securing the rack to the van. Any loose or missing hardware must be corrected before loading. Do not use an improperly mounted rack under any circumstances.
2
Check uprights and paddingInspect vertical uprights for straightness and structural integrity. Confirm all rubber or protective padding is present on all contact surfaces.
3
Load glass vertically and centredPosition panes vertically in the rack, centred and balanced. Do not overload one side. Maximum load must not exceed the rack manufacturer's rated capacity.
4
Secure with straps — minimum two points per pane groupUse ratchet straps rated for the load weight. Strap across the upper and lower portions of the glass. Route straps so they do not contact bare glass edges — use edge protectors wherever straps cross a glass edge.
5
Cover exposed glass edgesAll exposed glass edges on the exterior rack must be covered with protective foam tubing or edge guards before the van moves. This prevents injury to passersby and reduces chipping.
6
Confirm no overhang beyond legal limitsGlass must not extend beyond the rear of the vehicle without proper flagging (red flag, minimum 300 mm × 300 mm) as required by Ontario Highway Traffic Act regulations.
7
Final walk-around before departingInspect the exterior rack from all four sides. Confirm all straps are tight, edges are protected, and nothing is loose before moving the vehicle.
8
Re-inspect after highway drivingWind load at highway speeds can loosen straps. Pull over and re-check the exterior rack after the first 15–20 minutes of highway travel and at every stop.
⚠ WARNING: If glass shifts, a strap fails, or anything appears unsafe during transit — pull over safely and immediately. Do NOT attempt to continue driving with an unsecured load. Contact your supervisor for assistance.
9. GENERAL DRIVING RULES
- Always wear your seatbelt. All occupants must be belted before the vehicle moves.
- Obey all posted speed limits and traffic laws at all times.
- No use of a hand-held mobile device while driving — this is illegal in Ontario and a company policy violation.
- Maintain a minimum following distance of 3 seconds in normal conditions; increase to 5+ seconds in rain, snow, or heavy traffic.
- Do not drive if impaired by fatigue, illness, medication, alcohol, or drugs. Notify your supervisor immediately.
- No passengers are permitted in the cargo area of the van while the vehicle is in motion.
- Reduce speed significantly when driving with a loaded exterior glass rack — wind sensitivity and stopping distances increase.
- Avoid sudden braking, hard cornering, or aggressive acceleration when carrying glass loads.
10. INCIDENT & ACCIDENT REPORTING
Any vehicle accident, collision, near-miss, load shift, or glass breakage during transit must be reported to a supervisor as soon as it is safe to do so. Do not leave the scene of an accident involving another vehicle or injury without exchanging information and, where required, notifying police.
- Call 911 if there are injuries or if the collision meets the Ontario Highway Traffic Act reporting threshold (damage exceeding $2,000).
- Document the scene with photographs before moving vehicles if it is safe to do so.
- Complete the company Vehicle Incident Report form within 24 hours.
- Preserve all strap, rack, and load evidence for the incident investigation — do not discard or repair until cleared by a supervisor.
11. REFERENCES & RELATED DOCUMENTS
- Ontario Highway Traffic Act, R.S.O. 1990
- Ontario Occupational Health and Safety Act (OHSA), R.S.O. 1990
- CSA Z1002 — Occupational Health and Safety — Hazard Identification and Elimination
- Vehicle rack manufacturer's load rating and installation documentation
- Rossen Glass & Mirror Ltd. Vehicle Incident Report Form
- Rossen Glass & Mirror Ltd. PPE Policy
12. ACKNOWLEDGEMENT & SIGN-OFF
By signing below, all parties confirm they have read, understood, and agree to comply with this Standard Operating Procedure.
| Role | Printed Name | Signature | Date |
|---|
| Driver | | | |
| Supervisor | | | |
| H&S Representative | | | |