Enhancing Driver Qualification Standards This webcast will cover... DOT Driver Qualification Requirements, Qualifying Drivers v. Driver Qualification,

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

ModeratorDr. Gary Petty, President & CEO, NPTC

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PanelistsTom Bray, Editor, Transportation Management, J. J. Keller & Associates, Inc.Tom Moore, Vice President of Education, NPTCBill 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

Gary Petty National Private Truck Council

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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:

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DOT Driver Qualifications Requirements

Thomas Bray

Editor, Transportation Management

J. J. Keller & Associates, Inc.

Tom BrayJ. 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: 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


Associates, Inc.


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


Associates, Inc.


Additional DOT Driver Qualification Requirements

• Drivers operating vehicles requiring a CDL to operate have additional qualification requirements including: Entry-level driver and LCV, if applicable (Part 380) Drug and alcohol testing (Part 382) CDL licensing requirements (Part 383)

CDLIS Check


Associates, Inc.


Hiring a Driver

• Before operating: 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)


Associates, Inc.


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)


Associates, Inc.


Recordkeeping

• Basic documents contained in a DQfile: 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)


Associates, Inc.


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)


Associates, Inc.


Records Maintenance and Retention

• Annually (within 12 months of the last one)… 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


Associates, Inc.



• Can be removed after one (1) year (if kept in DQ file): Documentation pertaining to drug and

alcohol tests with a negative result

• 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


Associates, Inc.



• Can be removed after five (5) years of execution: Positive Drug & Alcohol Test paperwork

• 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


Associates, Inc.


Qualifying Drivers v. Driver Qualification

Tom Moore, CTP

Vice President of Education

National Private Truck Council

Tom MooreNational Private Truck Council


Common Pitfalls• When hiring:

Not having negative pre-employment results on file before allowing the driver to operate

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



Common Pitfalls

• Keeping current: Not getting annual reviews done within one (1)

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



Risks of Not Fully Qualifying Drivers

• Compliance• Litigation• Good business



Raising the Bar• Minimum Age = 22.7• Minimum Experience = 2.3 years• Driver selection Criteria Background

Checks



Raising the Bar• Not DOT-required but good business

practice: Criminal Background Search Non-DOT Previous Employer Checks Credit Checks Personality Profiling and Aptitude Tests

• Caution: Be aware of privacy and labor laws



The Hill’s Pet Nutrition, Inc. Experience

Bill Perry, CTP, CDS

Safety and Compliance Specialist

Hill’s Pet Nutrition, Inc.


Bill PerryHill’s Pet Nutrition

Hill’s Pet Nutrition, Inc.Fleet Operations

• Fleet consists of : 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 dockfacilities.

• Nationwide distribution with private fleet.



Paperwork and Qualification

• Application• No gaps in employment history• Background checks• Prior employment, drug and alcohol• MVR for all states resided in for previous 3

years• DUI policies



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!



Testing and Physicals• Drug & Alcohol Testing

Nationwide provider versus local facility Verify Collector/BAT is certified

• Physicals Nationwide provider versus local facility Review physical post offer Physical conductor -- doctor, nurse practitioner,

physicians assistant, chiropractor Verify knowledge of the regulations



Maintaining DQ Files

• Secure and limit access to DQ files• 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



MVRs and DQ File Management

• Verify restrictions match the license • Identify when employee resides in a

state other than the state issuing their license

• Reminder notifications versus outside provider to monitor expiring documents



Drug & Alcohol Testing

• Random Tests• Protocol specifying who provides the

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



Return to Work Tests

• No relation to DOT’s “Return to Duty”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



Roadside Inspections and Citations

• Review all roadside inspections and 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



Compliance Awareness

• Sleep apnea• Second jobs• Citations in personal vehicle• Serious violations



Question & Answer

Please submit questions to “Q&A”

using the Q&A tool






Associates, Inc.

Closing Remarks• Checkout the archive of past topics at: http://

www.jjkeller.com/nptcinfo PowerPoint slides and recording up in 1 week

• 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



http://www.jjkeller.com/nptcinfo

http://www.jjkeller.com/nptcinfo

Documents

Enhancing Driver Qualification Standards This webcast will cover... DOT Driver Qualification Requirements, Qualifying Drivers v. Driver Qualification,