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Enhancing Driver Qualification Standards

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Enhancing Driver Qualification Standards

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  1. Attention Attendees: • Thank you for attending! • The presentation will start in a few minutes at 1:00 p.m. Central. • You will be muted during the event. • Please use the Question feature to text questions to our Panelists. We’ll try to answer them during the Q&A period if they are not covered in the presentation. 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 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. For audio, use computer speakers or dial: 1-888-824-5783 or 1-617-213-8002, Pass Code: 61156559# Technical difficulties: 1-888-259-8414, Webinar ID: 277644767

  2. Introduction Gary Petty National Private Truck Council Dr. Gary Petty President & CEO National Private Truck Council Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  3. 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: • You will be muted during the event. • Please use the Question feature to text questions to the Q&A Panelist. We’ll try to answer them during the Q&A period if they are not covered in the presentation. • If you lose sound at any point, you can dial-in by phone using the number in your confirmation e-mail or by clicking on the Audio tab and selecting Telephone. Please note that you will need the Access Code to gain access. • If you lose the program window and need to re-loginbe sure to enter a different e-mail address to avoid being denied access for multiple logins. Gary Petty National Private Truck Council Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  4. DOT Driver Qualifications Requirements Tom BrayJ. J. Keller & Associates, Inc. Thomas Bray Editor, Transportation Management J. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  5. 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 Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  6. 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 Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  7. 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 Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  8. 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) Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  9. 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) Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  10. 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) Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  11. 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) Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  12. 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 Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  13. 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 • 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 Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  14. Records Maintenance and Retention • 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 Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  15. Qualifying Drivers v. Driver Qualification Tom MooreNational Private Truck Council Tom Moore, CTP Vice President of Education National Private Truck Council Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  16. 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 Tom MooreNational Private Truck Council Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  17. 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 Tom MooreNational Private Truck Council Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  18. Risks of Not Fully Qualifying Drivers • Compliance • Litigation • Good business Tom MooreNational Private Truck Council Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  19. Raising the Bar • Minimum Age = 22.7 • Minimum Experience = 2.3 years • Driver selection Criteria Background Checks Tom MooreNational Private Truck Council Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  20. 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 Tom MooreNational Private Truck Council Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  21. The Hill’s Pet Nutrition, Inc. Experience Bill PerryHill’s Pet Nutrition Bill Perry, CTP, CDS Safety and Compliance Specialist Hill’s Pet Nutrition, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  22. 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. Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  23. 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 Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  24. 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! Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  25. 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 Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  26. 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 Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  27. 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 Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  28. 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 Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  29. 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 Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  30. 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 Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  31. Compliance Awareness • Sleep apnea • Second jobs • Citations in personal vehicle • Serious violations Bill PerryHill’s Pet Nutrition Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  32. Question & Answer Please submit questions to “Q&A” using the Q&A tool Bill PerryHill’s Pet Nutrition Tom MooreNational Private Truck Council Gary Petty National Private Truck Council Tom BrayJ. J. Keller & Associates, Inc. Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

  33. 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 Gary Petty National Private Truck Council Dial-in: 1-888-824-5783, Pass Code: 61156559#; Tech Support: 1-888-259-8414, Webinar ID: 277644767

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