Transcript Available technology

Enhancing Driver Qualification
Standards
This webcast will cover ...
• DOT Driver Qualification Requirements,
• Qualifying Drivers v. Driver
Qualification,
• The Hill’s Pet Nutrition, Inc.
Experience, and
• Question & Answer
Moderator
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they are not covered in the presentation.
Dr. Gary Petty, President & CEO, NPTC
Panelists
Tom Bray, Editor, Transportation Management, J. J. Keller & Associates, Inc.
Tom Moore, Vice President of Education, NPTC
Bill Perry, CTP, CDS, Safety and Compliance Specialist, Hill’s Pet Nutrition, Inc.
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Introduction
Dr. Gary Petty
President & CEO
National Private Truck Council
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Gary Petty
National Private
Truck Council
Introduction
• DOT Driver Qualification Requirements - Tom Bray
• Qualifying Drivers v. Driver Qualification
- Tom Moore
• The Hill’s Pet Nutrition, Inc. Experience - Bill Perry
• Housekeeping issues:
Gary Petty
National Private
Truck Council
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DOT Driver Qualifications
Requirements
Thomas Bray
Editor, Transportation Management
J. J. Keller & Associates, Inc.
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Tom Bray
J. J. Keller &
Associates, Inc.
What Drivers Are Covered?
• Any driver of a commercial motor vehicle
as defined in §390.5 must be qualified under
Part 391. This definition includes vehicles
used in commerce that are:
Tom Bray
J. J. Keller &
Associates, Inc.
 Over 10,000 pounds actual or rated weight, single or
combination
 Designed to transport more than 8 (including the driver) for
any compensation
 Designed to transport more than 15 (including the driver) if
not done for compensation
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DOT Driver Qualification
Requirements
• Part 391 includes:
 General qualifications (age, speak
English, having the correct license, etc.)
 Background checks (driver application and
Safety Performance History)
 Road testing
 Physical qualifications
 DQ file requirements
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Tom Bray
J. J. Keller &
Associates, Inc.
Additional DOT Driver
Qualification Requirements
• Drivers operating vehicles requiring
a CDL to operate have additional
qualification requirements including:
Tom Bray
J. J. Keller &
Associates, Inc.
 Entry-level driver and LCV, if applicable (Part 380)
 Drug and alcohol testing (Part 382)
 CDL licensing requirements (Part 383)
 CDLIS Check
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Hiring a Driver
• Before operating:
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
Tom Bray
J. J. Keller &
Associates, Inc.
Complete a DOT application
Road test (or equivalent)
Driver must have valid fed-med card
DQ file started documenting the above
Provided a copy of the company drug and alcohol
policy, and tested negative for drugs (if operating
a vehicle requiring a CDL to operate)
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First 30 Days
• Within 30 days of hire:
 Procure driving records from all states
the driver was licensed in during the three
(3) previous years
 Perform safety performance history inquiry
(completed within 30 days of hire)
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Tom Bray
J. J. Keller &
Associates, Inc.
Recordkeeping
• Basic documents contained in a DQ
file:
Tom Bray
J. J. Keller &
Associates, Inc.
 The application
 Driving records
 Entry-level and/or Longer Combination Vehicle
(LCV) certificates (if required)
 Copy of CDL w/o air brake restriction, if qualifying
driver to inspect air-brake systems
 Copy of Fed-Med card (and waiver if required)
 Road test (or equivalent)
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Recordkeeping
• Can be placed in DQ file if privacy
provisions are met:
 Safety Performance History records
 Drug and alcohol policy receipt and testing
paperwork (CDL drivers only)
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Tom Bray
J. J. Keller &
Associates, Inc.
Records Maintenance and
Retention
• Annually (within 12 months of the
last one)…
Tom Bray
J. J. Keller &
Associates, Inc.
 The driver must complete and submit a
“Certificate of Violations”
 The company must get a driving record from each
states the driver was licensed in during the
previous 12 months
 The company must review each driver’s
performance and document the review
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Records Maintenance and
Retention
• Can be removed after one (1) year (if
kept in DQ file):
 Documentation pertaining to drug and
alcohol tests with a negative result
Tom Bray
J. J. Keller &
Associates, Inc.
• Can be removed after three (3) years of execution:
 Annual review paperwork (Certificate of Violations,
annual MVRs, and documentation of the annual
review)
 Copies of fed-med cards and physical waivers
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Records Maintenance and
Retention
• Can be removed after five (5) years
of execution:
 Positive Drug & Alcohol Test paperwork
Tom Bray
J. J. Keller &
Associates, Inc.
• DQ file is to be kept for three (3) years after
termination
 Can still purge annual review and
fed-meds as they reach three years
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Qualifying Drivers v. Driver
Qualification
Tom Moore, CTP
Vice President of Education
National Private Truck Council
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Tom Moore
National Private
Truck Council
Common Pitfalls
• When hiring:
Tom Moore
 Not having negative pre-employment results on
National Private
file before allowing the driver to operate
Truck Council
 Not starting a DQ file for all drivers
 Not documenting/conducting Safety Performance History
 Using a driver without having a valid fed-med card and MVR
in the DQ file
 Not using a DOT application
 Hiring and using a disqualified/unqualified driver
 Record of inquiries into past employment
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Common Pitfalls
• Keeping current:
Tom Moore
 Not getting annual reviews done within one (1)
National Private
Truck Council
year (Certificate of Violations, MVRs and
actual review)
 Using a driver who has an expired or suspended license
(poor annual reviews)
 No valid fed-med in DQ file
 Not spotting a driver that is no longer qualified
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Risks of Not Fully
Qualifying Drivers
• Compliance
• Litigation
• Good business
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Tom Moore
National Private
Truck Council
Raising the Bar
• Minimum Age = 22.7
• Minimum Experience = 2.3 years
• Driver selection Criteria Background
Checks
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Tom Moore
National Private
Truck Council
Raising the Bar
• Not DOT-required but good business
practice:
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Criminal Background Search
Non-DOT Previous Employer Checks
Credit Checks
Personality Profiling and Aptitude Tests
Tom Moore
National Private
Truck Council
• Caution: Be aware of privacy and labor laws
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The Hill’s Pet
Nutrition, Inc. Experience
Bill Perry, CTP, CDS
Safety and Compliance Specialist
Hill’s Pet Nutrition, Inc.
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Bill Perry
Hill’s Pet Nutrition
Hill’s Pet Nutrition, Inc.
Fleet Operations
• Fleet consists of :
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175 Class 8 straight trucks
50 Class 8 tractors
50 Trailers 26’ and 32’
285 Customer Service
Representatives. NO Drivers!
• 35 Locations consisting of
distribution and cross dock
facilities.
• Nationwide distribution with
private fleet.
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Bill Perry
Hill’s Pet Nutrition
Paperwork and
Qualification
•
•
•
•
•
Application
Bill Perry
Hill’s Pet Nutrition
No gaps in employment history
Background checks
Prior employment, drug and alcohol
MVR for all states resided in for previous 3
years
• DUI policies
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Pre-employment
Verifications
• Good faith letters when other
verification cannot be made
• Road tests-like equipment, qualified
examiner
• Performed prior to extending an offer
• Don’t forget your leased drivers!
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Bill Perry
Hill’s Pet Nutrition
Testing and Physicals
• Drug & Alcohol Testing
 Nationwide provider versus local facility
 Verify Collector/BAT is certified
Bill Perry
Hill’s Pet Nutrition
• Physicals
 Nationwide provider versus local facility
 Review physical post offer
 Physical conductor -- doctor, nurse practitioner,
physicians assistant, chiropractor
 Verify knowledge of the regulations
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Maintaining DQ Files
• Secure and limit access to DQ files
Bill Perry
Hill’s Pet Nutrition
• Pull MVRs twice per year or more
frequently if required
• Conduct annual review twice per year
• Audit physical forms
• Verify license for equipment being used
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MVRs and DQ File
Management
• Verify restrictions match the license
Bill Perry
Hill’s Pet Nutrition
• Identify when employee resides in a
state other than the state issuing their
license
• Reminder notifications versus outside
provider to monitor expiring documents
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Drug & Alcohol Testing
• Random Tests
Bill Perry
• Protocol specifying who provides the Hill’s Pet Nutrition
cups and Chain of Custody forms
• Verify collection site open for at least 3 hours
and can provide up to 40 ounces of fluid to
drink before sending a driver for a test
• Ensuring proper test collection/lab work is
performed
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Return to Work Tests
• No relation to DOT’s “Return to Duty”
Bill Perry
Hill’s Pet Nutrition
requirements
• Required by Hill’s if the CSR is out
for any reason other than vacation
for a period of 30 days or more
• Includes a drug test and DOT physical
• Drug contra-indicators/interactions and
medical qualification to drive a CMV
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Roadside Inspections
and Citations
• Review all roadside inspections and
Bill Perry
Hill’s Pet Nutrition
citations
• Compare with Motor Carrier Profile
• Investigate any inspections on the Motor
Carrier Profile that have not been received
• Use a spreadsheet to track compliance
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Compliance Awareness
•
•
•
•
Sleep apnea
Second jobs
Citations in personal vehicle
Serious violations
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Bill Perry
Hill’s Pet Nutrition
Question & Answer
Gary Petty
National Private
Truck Council
Tom Bray
J. J. Keller &
Associates, Inc.
Tom Moore
National Private
Truck Council
Please submit questions to “Q&A”
using the Q&A tool
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Bill Perry
Hill’s Pet Nutrition
Closing Remarks
• Checkout the archive of past topics at:
http://www.jjkeller.com/nptcinfo
 PowerPoint slides and recording up in 1 week
Gary Petty
National Private
Truck Council
• Topics for 2009:
 June 3 - Vehicle Maintenance, Inspections and Fuel
Economy
 August 19 - How “Green” Policy Initiatives and Government
Policies are Changing Operating and Equipment Standards
 October 21 - Accident Management: A Nuts and Bolts
Approach
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