Section 8: Recruiting, Vetting and Hiring
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;
- Previous Industry experience
- For CDL positions, Current CDL Class B with a P2 Passenger Endorsement (for commercial drivers)
- Pre-hiring vetting to include:
- Completing a “ride-along” observational trip (UNPAID)
- Completing and signing an application for employment
- Providing a satisfactory driving abstract (for employment) pulled within the past 30 days
- Background Check Waiver signed
- Previous Employer Safety Performance History (previous DOT Safety Sensitive Job)
- Previous Employer Drug & Alcohol History (previous inclusion in a DOT random pool)
- FMCSA Clearinghouse background checked (Commercial drivers only)
- 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:
- A copy of their current medical card, driver license, and social security card/passport
- 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:
- Passing a DOT mandated Pre-employment drug and alcohol screen
- 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
- 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
- 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
- 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.
- Application for Employment via company website(s)
- Background forms and pre-employment documents populated and vetting process begins
- Candidate selected for Road test and in-person Interview
- Based on results of background checks and hiring criteria being met, candidate sent a letter of offer
- Once Candidate accepts, they are sent a welcome letter, their orientation date, and further instruction
- Candidate is sent for pre-employment drug screen
- Once pre-employment is passed, driver is added to the Drug Pool and Company Insurance
- Candidate attends orientation
- Candidate is entered further into the company TSS safety system
- Candidate completes required pre-employment training
- Candidate is then scheduled for first safety sensitive function
- Candidate fills out Hours of Serviceform 1st time driving
- 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 |
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Checks general condition when approaching unit(s) |
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Checks fuel, oil, water and for excessive oil on engine |
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Checks around unit – tires, lights, brake and electrical lines, doors, and inspects for body damage |
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Tests steering, brake action, and parking break |
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Checks horn, windshield wipers, mirrors |
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Checks emergency equipment; reflectors, fuses, tire chains, fire extinguisher, registration/licensing |
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Cleans windshield, windows, mirrors, lights, and reflectors (no standing on tires) |
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PART 2 – PLACING VEHICLE IN MOTION & USE OF CONTROLS |
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A. ENGINE |
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Places transmission in neutral before starting engine |
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Properly starts engine without difficulty and checks instruments for normal readings |
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Checks instruments at regular intervals |
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Maintains proper engine RPM while driving |
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B. BRAKES |
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Knows proper use of and checks tractor protection valves |
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C. TRANSMISSION |
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Starts unit moving smoothly |
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Selects proper gears |
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D. LIGHTS (IF CONDUCTING DRIVING TEST AT NIGHT) |
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Adjusts speed for range of headlights |
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Dims lights when approaching another vehicle or following other traffic |
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PART 3 – BACKING & PARKING |
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A. BACKING |
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Gets out and checks area before backing |
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Understands and utilizes mirrors properly |
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Signals when back (if appropriate) |
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Avoids backing from blind side |
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B. PARKING (CITY) |
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Parks without hitting any other vehicles or stationary objects |
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Parks correct distance from the curb |
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Secures unit properly – sets parking brake, transmission in correct gear, shuts off engine |
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Carefully enters traffic from parked position |
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C. PARKING (ROAD) |
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Parks off pavement |
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Uses emergency warning signal or devices when necessary |
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Secures unit properly |
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Parks legally |
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PART 4 – SLOWING & STOPPING |
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Starts without rolling back |
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Tests brakes at top of hills |
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Uses brakes properly on grades |
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Makes proper use of mirrors |
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Plans stop far enough in advance to avoid hard braking |
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Stops clear of crosswalks |
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PART 5 – OPERATING IN TRAFFIC, PASSING & TURNING |
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A. TURNING |
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Signals intention to turn well in advance |
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Gets into proper lane well in advance of turn |
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Checks traffic conditions and turns only when intersection is clear |
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Restricts traffic from passing on right when preparing to complete right hand turn |
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Completes turn promptly and safely and does not impede other traffic |
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Eliminates right-turn squeeze |
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B. TRAFFIC SIGNS & SIGNALS |
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Plans stop in advance and adjusts speed correctly |
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Obeys all traffic signals |
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Comes to a complete stop at all stop signs |
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C. INTERSECTION |
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Yields right of way |
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Checks for cross traffic regardless of traffic controls |
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Prepared to stop at all intersections |
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D. GRADE CROSSINGS |
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Stops at a minimum 15 feet but not more than 50 feet before crossing if stop is necessary |
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Knows and understands FMCS rules governing grade crossings |
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E. PASSING |
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Allows sufficient space ahead for passing |
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Passes only in safe locations |
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Signals changing lanes before and after passing |
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Warns driver ahead of his/her intention to pass |
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Passes only when appropriate to avoid impeding other traffic |
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Returns to right lane promptly but only when safe to do so |
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F. COURTESY & SAFETY |
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Yields right of way |
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Consistently strives to drive in a safe manner |
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Allows faster traffic to pass |
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Uses horn only when necessary |
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PART 6 – LANE CHANGE |
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Demonstrates Lean-and-Lock method |
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Utilizes proper mirror(s) |
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Restricts lane change near exit/entrance ramps |
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Signals intention |
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PART 7 – SAFE FOLLOWING DISTANCES |
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Explains safe following distance practice |
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Explains 4-6 second rule |
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Maintains adequate spacing with other vehicles |
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PART 8 – SPEED |
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Observes speed limits |
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Drives at speed consistent with ability |
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Adjusts speed to weather, traffic conditions |
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Slows down in advance of curves, intersections |
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Maintains consistent speed when possible |
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PART 9 – MISCELLANEOUS |
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A. GENERAL DRIVING ABILITY & HABITS |
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Consistently alert and attentive |
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Consistently aware of changing traffic conditions |
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Anticipates problems |
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Performs routine functions without taking eye from road |
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Checks instruments regularly while driving |
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Personal appearance is professional |
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Remains calm under pressure |
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Use of seat belt |
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B. DEMONSTRATES/DESCRIBES PERSONAL PROTECTIVE EQUIPMENT |
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Proper non-slip footwear |
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Personal protective equipment (if applicable) |
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C. USE OF SPECIAL EQUIPMENT |
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Septic System |
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DVD system |
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PA System |
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AC/Heat system |
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Bus lift system |
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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
- 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:
- 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.
- 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.
- 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