SECTION 8: Recruiting, Vetting and Hiring

 

8.1 Hiring Practices

Recruitment Procedures

Beeline Charters and Tours and Show Me Seattle accept Driver Candidate inquiries through industry reference, word-of-mouth, online advertising, or other media

                Candidates selected to interview are generally selected based on the following criteria;

1. Previous Industry experience
2. For CDL positions, Current CDL Class B with a P2 Passenger Endorsement (for commercial drivers)
3. Pre-hiring vetting to include:
   1. Completing a “ride-along” observational trip (UNPAID)
   2. Completing and signing an application for employment

• Providing a satisfactory driving abstract (for employment) pulled within the past 30 days

1. Background Check Waiver signed
2. Previous Employer Safety Performance History (previous DOT Safety Sensitive Job)
3. Previous Employer Drug & Alcohol History (previous inclusion in a DOT random pool)

• FMCSA Clearinghouse background checked (Commercial drivers only)

4. Upon completion of this, once favorable results are obtained, then candidates are selected for an in-person interview with the Safety & Compliance or Operations Manager

        Candidates selected to interview in person are given an interview time and asked to bring the following to the interview:

               

1.                   A copy of their current medical card, driver license, and social security card/passport
2. Original copy of their driving abstract (if previously sent via email)

 

8.1.1 Interview Process 

To be prepared for the interview, all Interviewers take time prior to interviewing candidates to review

• Interview Process
• Driver Hiring Criteria
• Interviewing Parameters
• Potential candidates’ files

The interview is an important time to determine a potential candidate’s character, qualifications, and overall “best fit” for the company. To aid in this process, all interviewers use The Interview Process  as their guideline in assessing driver qualifications

If candidate is selected to continue with the interview process, they are asked to complete the following:

1. Passing a DOT mandated Pre-employment drug and alcohol screen
2. Passing a company supervised Road Test

 

 

 

8.1.2 Offer of Employment

 

Following SATISFACTORY results from previous employers, and passing of all background checks relevant to each company drivers are sent an Offer of Employment letter that are selected to join

 

Beeline Charters and Tours

or

Show Me Seattle

 

  

• Upon acceptance of the employment offer, they are given their Orientation Date/ Letter and any other specific instructions for their training

 

 

8.2 The Interview Process

 

Review of files and materials:

All interviewers owe it to potential candidates to be as prepared as you expect them to be prior to the interview. Before meeting a potential employee, review the following:

• Interview Parameters (PP )
• Driver Hiring Criteria (PP )
• Potential candidates’ files:
  • Resume
  • Driving abstract (if available)
  • Any notes from the phone interview

 

Meeting the Candidate (Interviewer scores each area on 1-4 scale)

_____ Was the interviewee on time?

_____ Is he/she well-groomed/presenting professionally?

_____ Does the interviewee maintain eye contact?

_____ Did the interviewee follow instructions given on the phone by bringing the necessary

            paperwork?

_____ Is their abstract consistent with what they told the interviewee verbally?

 

Interviewer reviews abstract, making sure that it is the type of abstract requested; abstracts that show commercial driving record only or personal driving record only will not be accepted and the interviewer can either conclude the interview there or choose to have the interviewee pull one online; based on the information contained in the abstract, proceeds as follows:

If the abstract has serious violations: ie speeding at 15mph or more, running a red light, citation for reckless or aggressive driving, or a drunk driving violation within the past ten years: Interview may conclude at this point and with Interviewer discretion, with an explanation that the candidates driving record is not up to the standard that we require.

If the abstract has violations that are not serious and that, ideally, the candidate has notified the   interviewer about on the phone interview, interviewer inquires about the offense and listens to interviewee response for the following:

  _____ Does the candidate take the infraction seriously?

  _____ Do they take responsibility for it or place blame elsewhere?

Based on candidate’s response, interviewer may continue the interview of conclude the interview at this point. Defensive responses, light-hearted joking or placing the blame elsewhere are all red light indicators that this may not be the best candidate.

The ideal candidate will have no violations on their abstract. It is Beeline Charters and Tours and Show Me Seattle’s policy to give the interviewee the chance to take responsibility for minor infractions and to use this as an opportunity during the interview to get to know the candidate better as well as highlight the company culture of safety.

 

Interviewer then reviews driver’s previous commercial driving history and makes relevant inquiries to    gather further information about the candidate’s (Score on 1-4 scale)

 ______ safety history

 ______ knowledge of DOT requirements laws and best practices

 ______ experience

 ______ personality

 ______ ability to problem-solve

 ______ exercise good judgment

 

 ______ work independently

 

 Interviewer scores candidates on a ( 1-4 scale) for each area and then makes further inquiries about the following:

               

______ Availability to work, and finally, any questions that the candidate has

 

Scoring Interviewees on their questions: (Interviewer rates on 1-4 scale)

 

______ Did the candidate review the company website or other online material pertaining to the   

                company prior to the interview?

______ Were the questions asked something that the candidate could have discovered by looking at the

                company’s online material?

______ Did the interviewee seem overly concerned about the hours/days/or time commitments 

                required for the job?

 

______ Did the interviewee try to negotiate salary or compensation at this time?

______ Were their questions relevant to what would be required of them on the job?

______ Did the interviewee seem generally interested in and enthusiastic about the company and              about the prospect of working for the company?

 

At this time, the interviewer will explain more about the position, what the company’s needs and requirements are, including company requirement for background checks, signed agreements for hours of service reporting, entry into the company’s Transportation Safety System (TSS) and offer explanations to questions as well as let the candidate know by when they will be informed if the company is extending an offer of employment. All candidates will be selected based on a combination of Interviewer discretion and on the overall scores for Beeline Charters and Tours and Show Me Seattle’s  Driver Hiring Criteria

8.3 Driver Hiring Criteria

           

Beeline Charters and Tours and Show Me Seattle 

are equal Opportunity Employers and use the following Standards and Criteria in the selection of each candidate for hire In addition to being able to meet the Company’s basic requirement for Driver Hiring Standards. Potential candidates will ideally meet the following criteria:

 

                ___ On time to interviewee

                ___ Able to maintain eye contact

                ___ Friendly, professional demeanor

                ___ Followed all instructions given in phone interview

                ___ Was able to demonstrate that they had the necessary past experience driving to operate

                       Company vehicles    

                ___ Demonstrated knowledge of FMCSA requirements and a positive attitude regarding these

                        requirements

                ___ Understood the company’s needs for driver availability and stated that they were available

                       during these times

                 ___ Was able to satisfactorily explain and take responsibility for any past non-serious                                              violations on driving abstract

                 ___ Was given a briefing on the following company policies and was amenable to these:

                 ___ conducting of background checks

                ___ requirement of signed agreements from company drivers to accurately report hours of service performed for all employers while in the employ of Beeline Charters and Tours or Show Me Seattle

 

8.3.1      Interview Parameters

All Company Supervisors responsible for conducting interviews are required by the Company to review the following Equal Employment Opportunity Parameters prior to beginning the interview process

1. The focus of this interview is to determine if a candidate has most or all of the qualifications, based on written Company Criteria, to satisfactorily perform the occupational duties of this job
2. During the interview, it is the job of the interviewer to treat as equal all job candidates. To this end, questions concerning any of the following topics are strictly prohibited by company policy, as well as illegal to ask
   • Marital status
   • Age
   • National Origin or Race
   • Religious affiliation
   • Handicaps
   • Arrest or Conviction beyond legally specified time frames
   • Height or weight except when it is directly relevant to performance of job duty
   • Family of applicant
   • Questions about pregnancy or related issues

 

3. Respond to questions regarding eligibility for employment in general terms. Candidate selection is based on a number of factors, including how well a potential employee meets the criteria set forth by Beeline Charters and Tours and Show Me Seattle’s State and Federal Standards for hiring, and the interviewers’ educated assessment of the best possible fit for the company based upon interviewee score, availability, and overall consideration of all these factors. Candidates are measured by this criteria to keep the selection process as fair and equal as possible.

8.4 Onboarding procedures

 

The following is an explanation of the components of the Onboarding Process.

 

1. Application for Employment via company website(s)

 

2. Background forms and pre-employment documents populated and vetting process begins

 

3. Candidate selected for Road test and in-person Interview

 

4. Based on results of background checks and hiring criteria being met, candidate sent a letter of offer

 

5. Once Candidate accepts, they are sent a welcome letter, their orientation date, and further instruction

 

6. Candidate is sent for pre-employment drug screen

 

7. Once pre-employment is passed, driver is added to the Drug Pool and Company Insurance

 

6. Candidate attends orientation

 

7. Candidate is entered further into the company TSS safety system

 

8. Candidate completes required pre-employment training

 

9. Candidate is then scheduled for first safety sensitive function

 

10. Candidate fills out Hours of Serviceform 1^st time driving

 

11. Operations manager completes assembly of DOT file within 30 days of hire

     

8.5 Application for Employment Procedure

 

All candidates interested in employment with Beeline Charters and Tours or Show Me Seattle are directed to their respective Company websites, where an online application is available.

In the process of filling out and submitting the application, the following forms are also populated for eventual inclusion in the Driver Qualification file:

 

• Background Check Waiver
• Consent for release of driving Record
• Declaration of surrender of out of state Driver Licenses
• Fair Credit Reporting Act Disclosure Statement
• Hours of Service Form
• Previous Employer Investigative History forms
• Receipt of Show Me Seattle’s Drug and Alcohol Policy and appendices
• Violation Record Review

8.6 Driver Performance Evaluation | Road Test

Driver Name: _____________________________________________ SSN#: ______-____- ________

License No: __________________ State: ______ Class: _____  Endorsements: __________________

                           (Examiner: have driver show their CDL to record this information)

Equipment Driven: Bus#: _____________ Bus Length: _____________ Bus Make: _______________

Date of Test: _________________ Length of Test (Miles): __________________

Start time: ________________ Finish Time: ________________ Weather conditions: ____________

 

Instructions to Examiner: Check (✓) items that the driver performs satisfactorily, use (x) where performance is  unsatisfactory and explain in the remarks section. Any item not evaluated leave blank.

 

PART 1 – PRE TRIP INSPECTION & EMERGENCY EQUIPMENT
Checks general condition when approaching unit(s)
Checks fuel, oil, water and for excessive oil on engine
Checks around unit – tires, lights, brake and electrical lines, doors, and inspects for body damage
Tests steering, brake action, and parking break
Checks horn, windshield wipers, mirrors
Checks emergency equipment; reflectors, fuses, tire chains, fire extinguisher, registration/licensing
Cleans windshield, windows, mirrors, lights, and reflectors (no standing on tires)
PART 2 – PLACING VEHICLE IN MOTION & USE OF CONTROLS
A. ENGINE
Places transmission in neutral before starting engine
Properly starts engine without difficulty and checks instruments for normal readings
Checks instruments at regular intervals
Maintains proper engine RPM while driving
B. BRAKES
Knows proper use of and checks tractor protection valves
C. TRANSMISSION
Starts unit moving smoothly
Selects proper gears
D. LIGHTS (IF CONDUCTING DRIVING TEST AT NIGHT)
Adjusts speed for range of headlights
Dims lights when approaching another vehicle or following other traffic
PART 3 – BACKING & PARKING
A. BACKING
Gets out and checks area before backing
Understands and utilizes mirrors properly
Signals when back (if appropriate)
Avoids backing from blind side
B. PARKING (CITY)
Parks without hitting any other vehicles or stationary objects
Parks correct distance from the curb
Secures unit properly – sets parking brake, transmission in correct gear, shuts off engine
Carefully enters traffic from parked position
C. PARKING (ROAD)
Parks off pavement
Uses emergency warning signal or devices when necessary
Secures unit properly
Parks legally
PART 4 – SLOWING & STOPPING
Starts without rolling back
Tests brakes at top of hills
Uses brakes properly on grades
Makes proper use of mirrors
Plans stop far enough in advance to avoid hard braking
Stops clear of crosswalks
PART 5 – OPERATING IN TRAFFIC, PASSING & TURNING
A. TURNING
Signals intention to turn well in advance
Gets into proper lane well in advance of turn
Checks traffic conditions and turns only when intersection is clear
Restricts traffic from passing on right when preparing to complete right hand turn
Completes turn promptly and safely and does not impede other traffic
Eliminates right-turn squeeze
B. TRAFFIC SIGNS & SIGNALS
Plans stop in advance and adjusts speed correctly
Obeys all traffic signals
Comes to a complete stop at all stop signs
C. INTERSECTION
Yields right of way
Checks for cross traffic regardless of traffic controls
Prepared to stop at all intersections
D. GRADE CROSSINGS
Stops at a minimum 15 feet but not more than 50 feet before crossing if stop is necessary
Knows and understands FMCS rules governing grade crossings
E. PASSING
Allows sufficient space ahead for passing
Passes only in safe locations
Signals changing lanes before and after passing
Warns driver ahead of his/her intention to pass
Passes only when appropriate to avoid impeding other traffic
Returns to right lane promptly but only when safe to do so
F. COURTESY & SAFETY
Yields right of way
Consistently strives to drive in a safe manner
Allows faster traffic to pass
Uses horn only when necessary
PART 6 – LANE CHANGE
Demonstrates Lean-and-Lock method
Utilizes proper mirror(s)
Restricts lane change near exit/entrance ramps
Signals intention

 

PART 7 – SAFE FOLLOWING DISTANCES
Explains safe following distance practice
Explains 4-6 second rule
Maintains adequate spacing with other vehicles
PART 8 – SPEED
Observes speed limits
Drives at speed consistent with ability
Adjusts speed to weather, traffic conditions
Slows down in advance of curves, intersections
Maintains consistent speed when possible
PART 9 – MISCELLANEOUS
A. GENERAL DRIVING ABILITY & HABITS
Consistently alert and attentive
Consistently aware of changing traffic conditions
Anticipates problems
Performs routine functions without taking eye from road
Checks instruments regularly while driving
Personal appearance is professional
Remains calm under pressure
Use of seat belt
B. DEMONSTRATES/DESCRIBES PERSONAL PROTECTIVE EQUIPMENT
Proper non-slip footwear
Personal protective equipment (if applicable)
C. USE OF SPECIAL EQUIPMENT
Septic System
DVD system
PA System
AC/Heat system
Bus lift system

 

 

Instructions to examiner: This section should be used to summarize your thoughts on the drivers performance, including skills performed particularly well, those needing improvement and why. 

Remarks:__________________________________________________________________________________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

General Performance: Satisfactory _____ Needs Training _____ (if marked, document training was provided)

Performance judged less than satisfactory requires documentation of corrective action taken in the area provided below. 

Corrective action taken: __________________________________________________________________________________________________________________________________________________________________

 

___________________________________ ___________________________

          Signature of Examiner                                                   Date

___________________________________ ___________________________

          Signature of Driver                                                          Date

8.7 Pre-Employment Invitation

                                                     

Pre-Employment Invitation

 

 

Dear ________________________________________________, based on your previous experience and on meeting the initial requirements for employment with Beeline Charters and Tours | Show Me Seattle you have been selected for further consideration to join our team of professional drivers. Offers of employment will not be made until you have successfully completed the next portion of your pre-employment screening. Please contact us at your earliest convenience to schedule an appointment. We look forward to hearing from you soon!

 

With warm regard,

 

______________________________________________________

 

 

Jeffery Brennan

Director of Safety and Human Resources

BEELINE CHARTERS AND TOURS

SHOW ME SEATTLE

(206) 632-5162 x 708

 

8.9 Fair Credit Reporting Act Disclosure Statement

 

Fair Credit Reporting Act Disclosure Statement

 

In accordance with the provisions of Section 604(b)(2)(A) of the Fair Credit Reporting Act, Public Law 91-508, as amended by the Consumer Credit Reporting Reform Act of 1996 (Title II, Subtitle D, Chapter 1, of Public Law 104-208), you are being informed that reports verifying your previous employment, previous drug and alcohol test results, and your driving record may be obtained on you for employment purposes.

These reports are required by sections 382.413, 391.25, and 391.25 of the Federal Motor Carrier Safety Regulations.

 

 

___________________________                    ____/____/_______

Applicant Signature                                                         Date

 

___________________________

Print Name

 

8.10 PSP Background Report Notice / Consent

MANDATORY USE FOR ALL ACCOUNT HOLDERS

IMPORTANT NOTICE REGARDING BACKGROUND REPORTS FROM THE PSP ONLINE SERVICE

 

1. In connection with your application for employment with Beeline Charters and Tours, its employees, agents or contractors may obtain one or more reports regarding your driving, and safety inspection history from the Federal Motor Carrier Safety Administration (FMCSA). When the application for employment is submitted in person, if the Prospective Employer uses any information it obtains from FMCSA in a decision to not hire you or to make any other adverse employment decision regarding you, the Prospective Employer will provide you with a copy of the report upon which its decision was based and a written summary of your rights under the Fair Credit Reporting Act before taking any final adverse action. If any final adverse action is taken against you based upon your driving history or safety report, the Prospective Employer will notify you that the action has been taken and that the action was based in part or in whole on this report. When the application for employment is submitted by mail, telephone, computer, or other similar means, if the Prospective Employer uses any information it obtains from FMCSA in a decision to not hire you or to make any other adverse employment decision regarding you, the Prospective Employer must provide you within three business days of taking adverse action oral, written or electronic notification: that adverse action has been taken based in whole or in part on information obtained from FMCSA; the name, address, and the toll free telephone number of FMCSA; that the FMCSA did not make the decision to take the adverse action and is unable to provide you the specific reasons why the adverse action was taken; and that you may, upon providing proper identification, request a free copy of the report and may dispute with the FMCSA the accuracy or completeness of any information or report. If you request a copy of a driver record from the Prospective Employer who procured the report, then, within 3 business days of receiving your request, together with proper identification, the Prospective Employer must send or provide to you a copy of your report and a summary of your rights under the Fair Credit Reporting Act. The Prospective Employer cannot obtain background reports from FMCSA unless you consent in writing. If you agree that the Prospective Employer may obtain such background reports, please read the following and sign below:
2. I authorize Beeline Charters and Tours to access the FMCSA Pre-Employment Screening Program (PSP) system to seek information regarding my commercial driving safety record and information regarding my safety inspection history. I understand that I am consenting to the release of safety performance information including crash data from the previous five (5) years and inspection history from the previous three (3) years. I understand and acknowledge that this release of information may assist the Prospective Employer to make a determination regarding my suitability as an employee.
3. I further understand that neither the Prospective Employer nor the FMCSA contractor supplying the crash and safety information has the capability to correct any safety data that appears to be incorrect. I understand I may challenge the accuracy of the data by submitting a request to https://dataqs.fmcsa.dot.gov. If I am challenging crash or inspection information reported by a State, FMCSA cannot change or correct this data. I understand my request will be forwarded by the DataQs system to the appropriate State for adjudication.
4. Please note: Any crash or inspection in which you were involved will display on your PSP report. Since the PSP report does not report, or assign, or imply fault, it will include all Commercial Motor Vehicle (CMV) crashes where you were a driver or co-driver and where those crashes were reported to FMCSA, regardless of fault. Similarly, all inspections, with or without violations, appear on the PSP report. State citations associated with FMCSR violations that have been adjudicated by a court of law will also appear, and remain, on a PSP report. I have read the above Notice Regarding Background Reports provided to me by Prospective Employer and I understand that if I sign this consent form, Prospective Employer may obtain a report of my crash and inspection history. I hereby authorize Prospective Employer and its employees, authorized agents, and/or affiliates to obtain the information authorized above.

                                                                                                               

Signature                                                                                                         Print Name

Date: _____/_______/________                                       

 

8.11 FMCSA Clearinghouse

8.11.1      Using the Clearinghouse

All Commercial licensed drivers that perform safety sensitive function job duties and operate a CMV on public roads must be checked through the FMCSA Clearinghouse beginning January 6, 2020.   Authorized users will be required to complete the actions described in the Clearinghouse final rule. At this time, employers will be required to conduct both electronic queries and traditional manual inquiries with previous employers to meet the three-year timeframe, required by FMCSA’s drug and alcohol use testing program, for checking CDL driver violation histories. Drivers may also view their own records for information recorded on or after January 6, 2020.

JANUARY 6, 2023: Once three years of violation data are stored in the Clearinghouse, employers are no longer required to also request information from the driver’s previous FMCSA-regulated employers under 391.23(e); an employer’s query of the Clearinghouse will satisfy that requirement.

EMPLOYERS Report drug and alcohol violations and check that no current or prospective employee is prohibited from performing safety-sensitive functions, such as operating a CMV, due to a drug and alcohol program violation for which a driver has not successfully completed a Return-To-Duty (RTD) process.

CDL DRIVERS View own record, provide consent to current or prospective employers to access details about any drug and alcohol program violations, and select a Substance Abuse Professional, if needed.

 

8.11.2      What will it contain?

 

• Report for duty/remain on duty for safety-sensitive function with alcohol concentration of 0.04 or greater or while using any drug specified in the regulations (Part 40), other than those prescribed by a licensed medical practitioner
• Alcohol use while performing, or within four hours of performing, a safety-sensitive function
• Alcohol use within eight hours of an accident, or until post-accident test, whichever occurs first
• Test positive for use of specified drugs
• Refusing to submit to a required alcohol or drug test

8.11.3    Clearinghouse Record Check

Beeline Charter and Tours is required under Section 382 to perform both pre-employment full inquiry and an Annual limited inquiry for all existing employees who operate a CMV on public roads.

• Limited Query: For a limited query, a general consent is required. This is obtained outside the Clearinghouse. Employers may obtain a multi-year general consent from the driver for limited queries.
• Full query: For a full query, the driver must provide specific consent to the employer prior to each full query. This consent must be provided electronically within the Clearinghouse.

 

8.11.4               Violation Reporting Requirements

 

Beeline Charter and Tours is required to report driver drug and alcohol program violations in the FMCSA Commercial Driver’s License Drug and Alcohol Clearinghouse. Both Beeline Charter and Tours |and medical review officers (MROs) are required to report drug and alcohol program violations in the Clearinghouse per Section 382.705. The table below identifies who is responsible for reporting each type of violation.

8.12 Previous Employer Inquiry Form

Previous Employer Inquiry

 

 

To: _______________________________________

       (prospective employer)

 

Please fill out the following DOT-required paperwork on your previous (or current if still employed)

 

employee for our records and return to us by ____/____/________.

 

Thank You!

 

Director of Safety & Human Resources

Beeline Charters and Tours | Show Me Seattle

 

Return Attn: Director of Safety & Human Resources by fax:

206-770-6549

 

Scan and E-mail:

HR@Beelinetours.com

 

8.13 Previous Employer Safety Performance History

 8.16 CRIMINAL BACKGROUND CHECK WAIVER AND INFORMATION FORM

 

As part of my application for employment, with Beeline Charters and Tours | Show Me Seattle

                                                                                                                

I attest that I am voluntarily submitting to a criminal record check to be conducted as a condition of my employment.

 

I am providing confidential information to be used only for this background check. I waive any claim I may have or that could arise due to the use of such information for background records check purposes only. This waiver does not include claim for damages resulting from any intentional or grossly negligent release of my confidential information by Beeline Charters and Tours or Show Me Seattle or their employees.

 

 

Name (full)________________________________________________________________________

 

Other names used: _________________________________________________________________

 

Race:_________________  Sex:____  Date of Birth: ____/____/__________  State of Birth:_________

 

Social Security Number        __________/________/______________

 

 

I direct that this information be used only for the purposes of obtaining a background records check as part of my application for employment. No other release of my confidential information may be made without my further consent.

 

 

 

__________________________________________________

(Applicant signature)

 

 

________________________________

(Date)

 

8.17 Certification of Compliance with Driver License Requirements

8.18 Driving record request/release form

8.19 Violation/Review Record