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DOCUMENTS AND PROCEDURES

Version 3.0

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Key – Those standards which have greater significance (all other standards are normal)

Recommendation – Those which do not affect certification

New – A completely new standard which the member must now adhere to

Revised – A standard that has changed and requires the member to take some different or additional action to before

Upgraded – The standard has been upgraded to a Key standard or from a Recommendation to a full standard

Appendix – Referenced in ‘How you will be measured’. Indicates that additional information is provided in the Appendices, which are available at the end of each section.

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Where to find help – at the end of each section we have indicated where you can get extra guidance if you need it.

Aim:

DOCUMENTS AND PROCEDURES

TP.DP.1

Standards

The Transport Business must have a copy of the Red Tractor Assurance for Livestock Transport Standards available

How you will be measured

  • Up-to-date hard or electronic copy of the standards
  • Relevant staff have access to the standards and have been trained in the requirements
  • Standards have been communicated and understood

Copy of standards

TP.DP.2 Key

Standards

The business must hold the relevant licences, authorisations and certificates as required by legislation for all livestock transport vehicles

How you will be measured

  • Valid transporter authorisation, relevant to the journeys undertaken, held
    • a short journey (Type 1) authorisation for journeys over 65km and up to 8 hours
    • a long journey (Type 2) authorisation for journeys over 8 hours
  • Approvals under the APHA (or equivalent in devolved regions) Vehicle Approval Scheme held for all transport vehicles used to transport livestock on journeys in excess of 8 hours
  • Where vehicles with a gross plated weight of over 3500 kg are used, a valid goods vehicle operator's licence is held

Authorisations, approvals, licenses

TP.DP.3

Standards

The business must communicate its relevant policies to customers, through documented Terms and Conditions or similar

How you will be measured

The Terms and Conditions are documented and as a minimum include the policies below:

  • the business’s policy on insuring livestock it transports i.e. Goods in Transit insurance. Where companies decide against taking out insurance cover for this, it is essential that customers are aware, to allow them to decide whether to take out relevant insurance cover
  • the policy on accepting livestock to transport i.e. the fitness requirements, and the categories of animals that will not be transported
    • Conditions of Carriage, or other documents are acceptable, provided the policies above are specifically documented
    • Copies of the Terms and Conditions are made available to customers as requested. Methods include (but are not limited to) keeping printed copies in the cab of each vehicle, or clearly stating them on company websites, customer contracts, customer invoicing
    • See the relevant appendix for a guide on what to include in the Terms and Conditions

Documented Terms and Conditions

TP.DP.4

Standards

Systems must be in place for recording, investigating and resolution of any complaints and feedback received that are relevant to the requirements of the Livestock Transport Standards

How you will be measured

  • Complaints/ feedback from Local Authority, Police, vehicle inspectorate, customers (farmers, markets, abattoirs etc.), general public or other
  • Complaints made against the business and/ or individual drivers
  • Complaints may include, but not limited to welfare, vehicle maintenance, biosecurity, cleanliness, driving offences
  • System includes recording the:
    • complaint / feedback
    • investigation result
    • action taken to prevent the issue happening again

Complaints records

TP.DP.5

Standards

A documented plan for the effective management of serious incidents and potential emergency situations that threaten the welfare of livestock must be in place and known by key staff

How you will be measured

  • Potential incidents and situations have been considered and appropriate actions documented into an emergency/ contingency plan. Incidents to consider include:
    • breakdown, road traffic accident, equipment failure
    • livestock becoming unfit during transport
    • road closure, congestion
    • extreme weather (heat, cold)
    • disease outbreaks
    • reporting activist activity (to police, trade body, certification body, customers)
  • Key staff have access to the plan
  • Plan is kept up-to-date

Emergency/ contingency plan

TP.DP.5.1

Standards

A list of relevant contacts is carried in each livestock transport vehicle, or by each driver

How you will be measured

  • Relevant phone numbers, including out of hours phone numbers, held for:
    • transport business owner/ manager (where applicable)
    • another haulier/ driver
    • a veterinary surgeon
    • roadside recovery/ mechanic
  • Phone numbers recorded on paper/ in a mobile phone

Key contacts (held on each vehicle either paper record/ mobile phone)

TP.DP.5.2

Standards

Information that could assist others in dealing with an emergency (e.g. road traffic accident) must be carried in the cab of each vehicle

How you will be measured

  • Information is easily accessible and visible within the cab
  • Relevant information includes:
    • the contact details of someone relevant to the transport business or driver
    • details of the load, including the source, destination and number of livestock (e.g. movement documentation)

Key contacts and load details visible in cab

TP.DP.5.3

Standards

Relevant staff must be trained in the requirements of the emergency plan

How you will be measured

  • All relevant staff (e.g. driver, transport manager) can demonstrate an understanding of the actions they should take in the event of relevant emergencies

Training records

TP.DP.6

Standards

Any vehicle new to the business must be checked and added to the business’s Red Tractor membership before use

How you will be measured

  • Checks confirm vehicle is suitable for use
  • The Certification Body has been informed of vehicles new to the business, prior to use, along with:
    • if the vehicle was previously used by an assured haulier, their details
    • date of manufacture of the transport box
  • Where applicable (as deemed by the Certification Body, based on the criteria above) the vehicle has been assessed
  • The vehicle has been added to your Red Tractor membership before it is used to transport assured livestock