What Does It Take to Qualify a New Driver?

BY MICHAEL DODD

It’s no secret that truck drivers are in high demand, but when a company is successful in hiring one, there are certain steps necessary before that driver can take to the road. Some of the common questions I get when someone is trying to put on a new driver are: How quickly can I put a new driver on the road? What items do I need to have in my hands before letting a driver go out on the road? What minimums should I have for hiring a driver?

THE “MUST HAVE” ITEMS BEFORE LETTING A PERSON DRIVE INCLUDE:

• DOT employment application • Current medical card certifi cation (either a medical card or an motor vehicle record showing current medical certifi cation) • Medical examiner certifi cation where you have checked the National Registry of Medical Examiners to be sure that the driver used a certifi ed examiner • A negative pre-employment drug test • Clearinghouse Full Query with no prohibitions • A road test form and certifi cate (391.31(g)) or CDL license or certifi cate accepted in lieu of road test (391.22). • A CDL is acceptable. Doubles/triples or cargo tankers must have a road test certifi cation for the specifi c vehicle within the previous three years.

ITEMS THAT YOU MUST HAVE WITHIN 30 DAYS INCLUDE:

• A motor vehicle record from states (391.23), which must be obtained within 30 days of employment and must be for the prior three years. Note that regulations require this within 30 days, but I suggest that you have this and review it prior to letting the driver operate your vehicles. • Previous employer information (391.23), which much be obtained within 30 days of employment, must be for the prior three years. The information must be verifi cation of employment, and include any information on

DOT accidents, or any other accidents that the previous employer may want to provide), and the drug and alcohol test results/violations. The drug and alcohol inquiries from previous employers will be phased out by Jan. 6, 2023.

This is being replaced by the Clearinghouse Full Query as it adds three years of data to the database.

ITEMS THAT ARE NEEDED LATER DOWN THE ROAD INCLUDE:

• An annual review of driving record (391.25), which must be done at least annually and must keep a copy of the state inquiry results in the fi le. The motor carrier must consider the driver’s accident record and any evidence that the driver has violated laws governing the operation of motor vehicles and must give great weight to violations, such as speeding, reckless driving and operating while under the infl uence of alcohol or drugs, that indicate that the driver has exhibited a disregard for the safety of the public. • Lists of violations (291.27) — part of the annual review — include the driver provide a list of driving violations for the previous 12 months. The driver shall sign this list if the driver has already provided this information as required by 383.31, then they don’t have to repeat the information. 383.31 requires that drivers notify their carrier within 30 days of any vehicle violations, other than parking tickets of which they have been convicted.

The notifi cation must be in writing and contain the seven items listed in 383.31 • Medical examination kept current, or motor vehicle record as required, kept current. • Medical Examiner’s Certifi cation kept current • Annual limited or full query from the Clearinghouse.

Suggest items for the driver qualification file include: • A copy of their current driver’s license (although this is not required but highly suggested).

Another question I’m often asked is: What do I do about an existing employee who I want to make a driver? The easiest and best thing to do is to treat the employee as a brand new hire. Make sure you have used a DOT driver application form. If not, then have the employee fi ll out a new DOT employee application. You must still do the previous employer background checks for the previous three years, but you are able to count the time the employee was working for you in another capacity in that time period. Be sure to do the pre-employment drug screening.

Some of the suggestions above are minimum requirements and, if not met, could possibly disqualify someone from being considered for a driver position. These are only suggestions, and you are free to modify these to meet your local hiring environment and driver availabilities

ELIGIBLE DRIVERS MUST:

• Have at least two years driving experience or have completed a course of instruction from a driver training school that operates equipment similar to the company. • The appropriate license for the type of vehicle to be operated and the applicable endorsements. • A current medical examiner’s certifi cation (medical card or MVR showing current medical examination certifi cation). • The ability to read and write in English. • An acceptable driving record.

AN ACCEPTABLE DRIVING RECORD MEANS:

• No major violations in the last three years. A major violation is a citation that involves any drug or alcohol violation in connection with the operation of a motor vehicle; homicide, manslaughter or the use of a motor vehicle for felonious purposes, hit and run, reckless driving, a speeding violation 15 mph or more above the posted limit, speed contests, drag racing or attempting to elude an offi cer of the law; driving while a license is suspended or revoked, use of a cell phone while driving, failure to use a seatbelt. • A maximum of three minor moving violations in the last three years. A minor violation is any moving traffi c citation other than a major violation (e.g., speeding less than 15 mph above the posted limit, failure to stop or yield, improper lane change, etc.). The following are not moving citations: motor vehicle equipment, load or size requirements; improper display or failure to display license plates; or failure to sign or display registration card. • A maximum of one at-fault accident in the last three years

Following these guidelines and collecting this information will help ensure that your new driver is road ready.

Michael Dodd is a DOT consultant for GAWDA.