DOT D&A binder: add driver enrollment guidance + Form G roster
Customers (the DER) had no concrete how-to for onboarding/enrolling drivers or what information to collect. Add: - Section 1 'Enrolling a driver (new-hire onboarding)' subsection: exact info to collect, the onboarding sequence (collect info, sign Forms A/B, Clearinghouse query, prior-employer inquiry, add to C-TPA pool, pre-employment test, wait for MRO negative), and a driver-removal note. - Form G — Driver Enrollment & Covered-Employee Roster: per-driver enrollment block (name, DOB, SSN last4, CDL #/state, contact, hire date, test result, Clearinghouse/prior-employer status) plus a roster table for the covered pool. - TOC, email, and handler text updated A-F -> A-G.
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justin
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3 changed files with 110 additions and 4 deletions
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@ -15,7 +15,7 @@ program under the applicable DOT testing regulation:
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6. Violations, SAP access, return-to-duty / follow-up
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7. EAP / rehab / treatment resources
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8. Recordkeeping instructions + retention schedule
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9. All required compliance forms (Forms A-F), each on its own page
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9. All required compliance forms (Forms A-G), each on its own page
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10. The regulations (citations + how to read the actual rule text)
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(+ optional state Drug-Free Workplace addendum)
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@ -424,7 +424,7 @@ def generate_da_binder(
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"**Section 7 — EAP, Rehab & Treatment Resources.** Employee Assistance "
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"Program information and treatment referrals.",
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"**Section 8 — Recordkeeping.** What to keep, where, and for how long.",
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"**Section 9 — Required Forms (A-F).** Every form you need, ready to "
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"**Section 9 — Required Forms (A-G).** Every form you need, ready to "
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"use, each on its own page.",
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"**Section 10 — The Regulations.** Citations and how to read the actual "
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"rule text.",
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@ -510,6 +510,56 @@ def generate_da_binder(
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"Make sure selected employees proceed to collection immediately.",
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"Maintain the confidential records file and produce it on audit.",
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])
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b.h3("Enrolling a driver (new-hire onboarding)")
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b.body(
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"Every covered employee must be enrolled in your testing program and "
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"random pool, and must pass a pre-employment drug test, **before** they "
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"first perform safety-sensitive functions. Use Form G to capture each "
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"driver's information and add them to your roster. Follow this sequence "
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"for every new hire:")
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enroll = [
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"**Collect the driver's information** (Form G): full legal name, date "
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"of birth, the last four digits of the SSN (or the full SSN if your "
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"C-TPA requires it for lab matching), CDL number and state, address, "
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"phone, email, hire date, and position.",
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"**Have the driver sign Form A** (policy acknowledgment) and **Form B** "
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"(pre-employment consent and prior-employer release).",
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]
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if meta.get("clearinghouse"):
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enroll.append(
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"**Run the FMCSA Clearinghouse pre-employment full query** (with "
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"the driver's electronic consent in the Clearinghouse) and confirm "
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"the driver is **not prohibited**.")
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enroll.append(
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"**Request the prior-employer DOT testing history** for the past "
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"three years (Form B); for CDL drivers the Clearinghouse covers "
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"violations on/after 1/6/2020 — still request manual records for "
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"the period before that.")
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else:
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enroll.append(
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"**Request the prior-employer DOT testing history** for the past "
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"two years (Form B) and document the inquiry.")
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enroll += [
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"**Add the driver to your C-TPA roster / random pool.** Send Form G to "
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f"{provider_name} (or enter it in their portal) so the driver is in the "
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"next random selection. Do this on or before the hire date.",
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"**Send the driver for the pre-employment drug test** at an approved "
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"collection site. The site uses the federal chain-of-custody form "
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"(CCF) — you do not supply it. Give the driver the collection site "
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"name, address, hours, and any donor pass/authorization your C-TPA "
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"issues.",
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"**Wait for the MRO-verified negative result** before letting the "
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"driver perform any safety-sensitive function. Keep the negative "
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"result and all enrollment records in the driver's confidential file.",
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]
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b.numbered(enroll)
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b.body(
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"**Removing a driver:** when a covered employee leaves or stops "
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"performing safety-sensitive functions, notify your C-TPA to remove "
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"them from the random pool and note the departure on your roster "
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"(Form G). Keep their records for the required retention period "
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"(Section 8).")
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b.page_break()
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# ── Section 2 — Written policy ──────────────────────────────────────────
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@ -895,6 +945,7 @@ def generate_da_binder(
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"**Form D** — Reasonable-Suspicion Observation Record.",
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"**Form E** — Post-Accident Testing Decision Worksheet.",
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"**Form F** — Supervisor Training Completion Record.",
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"**Form G** — Driver Enrollment & Covered-Employee Roster.",
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])
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_form_a(b, carrier_name, meta)
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@ -903,6 +954,7 @@ def generate_da_binder(
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_form_d(b, carrier_name)
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_form_e(b, carrier_name)
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_form_f(b, carrier_name)
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_form_g(b, carrier_name, meta, provider_name)
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# ── Section 10 — Regulations ───────────────────────────────────────────
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b.page_break()
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@ -1201,6 +1253,60 @@ def _form_f(b, carrier_name):
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"reasonable-suspicion testing decision.")
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def _form_g(b, carrier_name, meta, provider_name):
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_form_header(b, "G", "Driver Enrollment & Covered-Employee Roster")
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b.body(
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f"Complete one enrollment block for each covered employee of "
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f"{carrier_name or 'the Company'} and add them to the roster below. "
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f"Send the information to {provider_name} so the employee is placed in "
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"the random pool, and keep this form in your records. Enroll a driver "
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"**before** they perform any safety-sensitive function.")
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b.h3("New-driver enrollment")
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for label in [
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"Full legal name:",
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"Date of birth: SSN (last 4): ____ ____",
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"CDL number: CDL state:",
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"Address:",
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"Phone: Email:",
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"Position / job title:",
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"Hire date: Date added to random pool:",
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]:
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b.fill_line(label + " " + "_" * max(4, 58 - len(label)), gap=15)
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b.spacer(4)
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for label in [
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"Pre-employment drug test result: [ ] Negative [ ] Pending "
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"[ ] Positive/Refusal (do NOT place on duty)",
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]:
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b.fill_line(label, gap=8)
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if meta.get("clearinghouse"):
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b.fill_line(
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"Clearinghouse pre-employment full query: [ ] Not prohibited "
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"[ ] Prohibited Date run: ____________", gap=8)
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b.fill_line(
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"Prior-employer DOT testing history requested: [ ] Yes [ ] No "
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"[ ] No prior DOT employer", gap=8)
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b.fill_line(
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"Forms collected: [ ] Form A (policy ack.) [ ] Form B "
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"(consent/inquiry)", gap=12)
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b.h3("Covered-employee roster")
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b.body(
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"Keep this roster current. Add each new hire and mark the date a "
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"departing employee was removed from the random pool.", italic=True)
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b.table(
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["Employee name", "CDL # / state", "Position", "Added to pool",
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"Removed (date)"],
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[["", "", "", "", ""] for _ in range(9)],
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[2.0, 1.4, 1.1, 1.0, 1.1],
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alt=False,
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)
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b.small(
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"Retain enrollment records and the negative pre-employment result in "
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"each driver's confidential file. Notify your C-TPA promptly of every "
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"addition and removal so your random rate stays accurate.")
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# ── Misc helpers ────────────────────────────────────────────────────────────
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def _covered_count(cdl_drivers, owner_operators) -> str:
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try:
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@ -859,7 +859,7 @@ def _send_instant_delivery(
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"testing policy, step-by-step instructions for your Designated "
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"Employer Representative, supervisor reasonable-suspicion training "
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"materials, SAP and treatment resources, a recordkeeping schedule, "
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"and every form you need (Forms A–F).",
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"and every form you need (Forms A–G).",
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"<strong>What to do next:</strong> open the document, fill in the "
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"blanks (DER name, testing provider, effective date), have it "
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"reviewed by your counsel if you wish, then sign the policy, give a "
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@ -7,7 +7,7 @@ automatically (no admin step). DOCX is used so the carrier and its counsel
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can review and adapt the program before adopting it. The binder bundles the
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written testing policy, program-management instructions, supervisor-training
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materials and access, EAP / rehab / SAP resources, regulation citations,
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random-testing instructions, all required forms (A-F, each on its own page),
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random-testing instructions, all required forms (A-G, each on its own page),
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and recordkeeping guidance.
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Policy variant (DOT operating administration) selection:
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