Driver Qualification & Hiring


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NameDriver Qualification & Hiring
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Driver Qualification & Hiring

Policy

[____Enter company name____] believes that our employees are our most valuable assets, and that the success of the company is determined by the quality of its employees. Because of these beliefs, the personnel selections of the company are extremely important. The company is committed to hiring only the best and most qualified available drivers. 

To help carry out this commitment, [____Enter company name____] has implemented the following driver qualification procedures. 

Responsibility

All driver recruiters, safety managers, and other involved in the hiring process must be familiar with and apply all hiring standards set forth in this policy.

Each candidate must be compared against the criteria set forth with no variations. Based on this policy, each candidate must be treated equally and consistently by the parties involved in the selection and screening of driver applicants.

Procedures

[____Enter company name____]'s driver hiring qualification standards and procedures have been developed to achieve two goals. The first goal is for the company to meet or exceed all Federal Motor Carrier Safety Regulations (FMCSRs) concerning driver qualification. The second goal is to select only the best available drivers: Drivers who share [____Enter company name____]'s values and goals of operating in a safe, legal, and professional manner. 

Hiring standards

[____If subject to interstate age requirements____] Under the FMCSRs, all drivers must be at least 21 year of age to participate in the transportation of interstate commerce. (Sec. 391.11(b)(1))

[____If subject to intrastate age requirements____] The state of [____Enter state____] has adopted a minimum age requirement of [____Enter age____] years old to operate a commercial motor vehicle in intrastate commerce.

[____Enter company name____]'s hiring standards require all driver applicants have a minimum of [____Enter number____] years of verifiable driving experience.

[____Enter company name____]'s hiring standards require that only those driver applicants with [____Enter number____] or fewer chargeable or preventable motor vehicle accidents within the past [____Enter number____] years will be considered for employment. Because of [____Enter company name____]'s commitment to safety, the company will not consider driver applicants who fail to meet the above standard.  

[____Enter company name____]'s hiring standards also require that only those driver applicants with [____Enter number____] or fewer violations of motor vehicle laws (other than violations involving parking only) within the past [____Enter number____] years will be considered for employment. An applicant who has incurred more violations than the above standard has demonstrated a pattern of unsafe driving behavior which [____Enter company name____] finds unacceptable in any prospective driver associate. (Secs. 383.51, 391.15, and 391.23)  

[____Enter company name____] will not consider for employment a driver applicant convicted of any offense involving the operation of a motor vehicle while impaired by alcohol.

[____Enter company name____] will consider for employment a driver applicant who has been convicted of an offense involving the operation of a motor vehicle while impaired by alcohol only if the applicant has had no similar incidents within the past [____Enter number____] years.

[____Enter company name____] will not consider for employment a driver applicant who has been convicted of any careless or reckless driving of a motor vehicle offense within the past [____Enter number____] years. Drivers convicted of operating a motor vehicle with willful or wanton disregard for the safety of persons or property are considered to be unsafe by the company. This kind of behavior is unacceptable in any prospective [____Enter company name____] driver. (Secs. 383.51 and 391.15)

[____Enter company name____] will not consider any driver applicant who has been convicted of a criminal offense involving a commercial vehicle, including operating while under the influence of a controlled substance, transporting a controlled substance, or a felony involving the use of a commercial motor vehicle. (Secs. 383.51 and 391.15)

Drivers will be expected to converse with other company employees, our customers, and the general public. Therefore, [____Enter company name____] requires all driver applicants to be able to read and speak English sufficiently to be able to perform all duties and functions of the job. (Sec. 391.11(b)(2))  

Driver applicants will also be required, because of experience, training, or both, to be able to:

  • safely operate a [____Enter company name____] vehicle; and

  • determine and execute proper cargo securement procedures.

Application for employment

All driver applicants shall complete an application for employment, furnished by [____Enter company name____], with the application form containing all of the information required under section 391.21 of the FMCSRs.

[____Enter company name____]'s hiring standards require that driver applicants list all former employers for the past [____Enter number____] years. Any gaps in employment for more than a one-month period must be satisfactorily accounted for on the application. 

[____If applicable____] A sample of the Driver's Application Form is attached to this policy. 

Due process rights

Drivers hired after October 29, 2004, will be notified of their due process rights as specified in Sec. 391.23(i) regarding the information received as part of the background investigation. This notification will be given to the driver prior to a hiring decision in a written form, stating his/her right to review and refute erroneous information. 

The written notification will appear on the driver application, requiring a signature immediately below the information by the driver applicant as acknowledgment of his or her receipt and understanding. 

The written notification will be given to the driver in a form separate from the driver application. The applicant will be required to sign and date the form as acknowledgment of his or her receipt and understanding. 

License

[____Enter company name____]'s Safety Department will obtain a legible copy of the license of all driver applicants. The Safety Department will conduct a review of the license to be certain it is valid, has not expired, is the appropriate class for [____Enter company name____] vehicles, has the appropriate endorsements, is issued by the applicant's current state of residence, and that the applicant possesses only one license. (Secs. 383.21, 391.23 and 391.11 (b)(7)) 

Fair Credit Reporting Act Disclosure (FCRA)

Driver applicants will be given a copy of the FCRA Disclosure Statement. If an applicant is not hired based on background information obtained, the applicant will receive a copy of the record and the summary of consumer rights.

[____If applicable____]A sample of the Fair Credit Reporting Act Disclosure Statement is attached to this policy. 

Motor vehicle record (MVR)

[____Enter company name____] will request an MVR for driver applicants being considered for employment after the company has received the completed and signed employment application. An MVR will be requested from every state the applicant has lived in during the past [____Enter number, minimum of 3____] years. If an MVR request from a former state of residency comes back indicating "no record found," the MVR request will be placed in the driver's qualification file (if hired) as verification that [____Enter company name____] attempted to obtain the information.  

[____Enter company name____]'s Safety Department will review all MVR information to determine if driver applicant meets company hiring standards regarding driving records, and will compare the MVR against the employment application to check for completeness and accuracy.  (Sec. 391.23) 

[____If applicable____] A sample MVR Request for Check of Driving Record form is attached to this policy. 

Background investigation of DOT-regulated employers - Safety Performance History

[____Enter company name____] will contact all former and current DOT-regulated employers of the driver applicant for the previous [____Enter number, minimum of 3____] years to verify as much of the following as possible:

Employment verification including:

  • Driver identifying data (date of birth and Social Security Number);

  • Dates of employment,

  • Type of work performed,

  • Type of vehicle(s) operated;

  • DOT-recordable accidents; and

  • DOT-alcohol and drug testing information.  

Additional questions, outside of the scope of the Safety Performance History information, will be asked, including: [____Enter additional questions____] 

Driver applicants must provide written authorization to the company to obtain the DOT drug and alcohol testing information. All former and current employer information gathered under [____Enter company name____]'s inquiries must be in writing and retained in the driver’s investigation history (DIH) file, if hired. In the event a former or current employer refuses to release information, a note stating this will be placed in the DIH file. This DIH file will be in a secured location with access limited to those involved in the hiring process. 

[____Enter company name____]'s Safety Department will review all former and current employer information to determine if the driver applicant meets company hiring standards regarding past and current employment, and to determine if the applicant was truthful about information listed on the employment application. (Sec. 391.23) 

DOT-regulated employers who employed the driver between 3 and [____Enter number____] years will also be contacted and asked the following questions:

[____Enter additional questions____]

[____If applicable____] A sample Safety Performance History Records Request form is attached to this policy. 

Background investigation of non-DOT-regulated employers

[____Enter company name____] will contact all former and current non-DOT-regulated employers of the driver applicant for the previous [____Enter number____] years to verify as much of the following as possible:

  • Driver identifying data (date of birth, and Social Security Number);

  • Dates of employment; and

  • Type of work performed.

  • Attendance and reliability;

  • Overall work history and performance; and

  • Record of misconduct regarding employment policies.  

All former and current employer information gathered from [____Enter company name____]'s inquiries must be in writing and will be retained in the driver's (if hired) personnel file. In the event a former or current employer refuses to release information, a note stating this will be placed in the file.

[____Enter company name____]'s Safety Department will review all former and current non-DOT-regulated employer information to determine if the driver applicant meets company hiring standards regarding past and current employment, and to determine if the applicant was truthful about information listed on the employment application. 

DOT drug and alcohol test information from previous employers

[____Enter company name____] requires driver applicants to provide written authorization to the company to obtain drug and alcohol test information for each previous and current employer during the preceding [____Enter number, minimum of 3___] years.

All information from former DOT-regulated employers regarding DOT drug and alcohol test results must be in writing and will be retained in a separate file for the driver (if hired). In the event no response is received from a former or current employer, a note stating this will be placed in the file. (FMCSR, Sec. 382.413) 

[____If applicable____] [____Enter company name____] will still consider for employment any driver applicant who, under a DOT-required drug and alcohol testing program, refused a drug or alcohol test, failed a random, reasonable suspicion, post-accident, return-to-duty, or follow-up alcohol test, or tested positive for controlled substances while with a previous employer. For procedures on hiring of driver applicants who have failed an alcohol or drug test, or have refused to be tested, at a previous employer, see [____Enter company name____]'s Drug and Alcohol Policy and Procedures. 

[____If applicable____] [____Enter company name____] will not consider for employment any driver applicant who, under a DOT-required drug and alcohol testing program, refused a drug or alcohol test, failed a random, reasonable suspicion, post-accident, return-to-duty, or follow-up alcohol test, or tested positive for controlled substances while with a previous employer. For procedures on hiring of driver applicants who have failed a DOT-required alcohol or drug test, or have refused to be tested, at a previous employer, see [____Enter company name____]'s Drug and Alcohol Policy and Procedures. 

[____If applicable____} A sample Drug & Alcohol Request/Consent From Previous Employer form is attached to this policy. 

[____If subject to Parts 40 and 382____] Previous DOT pre-employment tests

A driver applicant will be asked whether he or she has tested positive, or refused to be tested, on any pre-employment drug or alcohol test administered by a DOT-regulated employer to which the employee applied for, but did not obtain, safety-sensitive transportation work covered by DOT agency drug and alcohol testing rules during the past two years.  

A copy of this statement will be retained in the driver’s confidential drug and alcohol testing information, along with any supporting documents. 

[____If applicable____] A driver who failed or refused a DOT pre-employment drug or alcohol screen in which he or she was not hired will not be considered for employment. 

[____If applicable____] A driver who failed or refused a DOT pre-employment drug or alcohol screen in which he or she was not hired will still be considered for employment.

Physical examination and certificate

[____Enter company name____] requires applicants to be fully qualified physically to perform all duties and functions of driving and safely operating a commercial motor vehicle. Pre-employment Department of Transportation (DOT) physical examinations will be performed by [____Enter if it must be a designated medical examiner of the motor carrier or driver’s choice____]. 

[____Enter who is responsible to pay for the medical examination, i.e., driver or carrier____]

Applicants who successfully pass the physical examination will be issued a Medical Examiner's Certification card. A copy of the Medical Examiner's Certification card will be placed in the driver's qualification file, and the original will remain in the possession of the driver at all times while on duty or operating a company vehicle. (Sec. 391.41, 391.43, and 391.45)  

[____If applicable____] [____Enter company name____] will accept unexpired, valid physical cards from driver applicants in lieu of their passing a pre-employment physical examination. 

[____List any additional company procedures concerning physical examinations____]

[____If applicable____] A sample Medical Examination Report form is attached to this policy. 

[____If subject to Part 382____] Pre-employment drug test

[____Enter company name____] requires applicants for or transferring into safety-sensitive positions to submit to a DOT pre-employment drug screen to be conducted at a collection site designated by the company. These driver applicants shall not be offered employment until a negative test result has been reported. (Sec. 382.301) 

[____If applicable____] A sample Controlled Substances Test Results form is attached to this policy. 

Driver screening tests

All driver applicants will be required under our policy to take a [____Enter company name____] pre-hire screening test. These tests help [____Enter company name____] maintain a consistent hiring standard, and increase the chances of finding a good, long-term fit for both the driver and the company. 

Road test and certificate

[____Enter company name____] requires all driver applicants to successfully complete a road test examination conducted by [____Enter department or qualified company employee____] prior to an offer of employment. The road test examination shall be performed in the type of vehicle the driver will operate for the company. The company's road test examination will be a minimum of [____Enter number____] miles in length, and cover the following areas:

  • A complete pretrip inspection

  • Placing the vehicle in operation

  • Using the vehicle's controls and emergency equipment

  • Driving in traffic and passing other vehicles (if safely feasible)

  • Turning

  • Braking, and slowing by means other than braking

  • Backing and parking

  • Other slow-moving operations

  • Safe coupling and uncoupling procedures of a combination tractor and trailer  

[____Enter additional driving skills examined during the road test____]

[____Enter company name____] is required to provide a record of road test examination form on which the driver's skill in each operation listed above is to be rated. The form is to be signed by the company official conducting the test. The original of this record will be recorded and placed in the driver's qualification file.

Upon successful completion of the road test examination, the [____Enter company name____] official who administered the test will complete a certificate of road test. A copy of the certificate will be given to the driver, and the original will be placed in the driver's qualification file. (Secs. 391.31 and 391.33) 

[____If applicable____] A sample Record of Road Test and Road Test Certificate are attached to this policy. 

[____If applicable____] [____Enter company name____] will accept a valid Commercial Driver's License from driver applicants in lieu of passing a pre-employment road test, providing the candidate is not hired to operate a double, triple, or tanker vehicle. (Sec. 391.33(a)(1))

Written examination and certificate

[____Enter company name____] driver applicants are required under company policy to pass a written examination on the federal safety regulations with a score of [____Enter percentage____] correct or better. A company Written Examination form will be used, and the applicant may refer to a copy of the FMCSRs which will be provided by the company. The examiner giving the written test will complete a Certificate of Written Examination form for each driver applicant passing the exam. The form will be placed in the driver's personnel file along with the actual test. 

[____If applicable____] A sample Written Examination form is attached to this policy.

Driver orientation

As a condition of employment, all newly hired drivers will be required to successfully complete [____Enter company name____]'s driver orientation program.

Additional qualification and hiring requirements 

[____Enter additional company-specific qualifications or hiring requirements____]

Driver hiring programs

[____Enter a brief description of other hiring programs, such as driver apprenticeships, hiring zero-experienced drivers, leased driver program, owner-operator contracts, etc.____] 

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