Drug & Alcohol Testing Protocols
Pre-Employment
Candidate notified to complete drug screening:
Email will include instructions for completing the screening and a Donor Pass if necessary.
An applicant identification number will be provided and shall be used in lieu of a social security number.
The candidate submits to a drug screening on their own, but generally within one week of being notified.
Government issued identification will be required to complete test(s).
Candidates shall sign a consent form provided by the collection site.
Once the test has been completed a waiting period occurs until results have been returned to the Company.
Results typically arrive and are reviewed within a few days.
When results are received they are:
Reviewed by the Company’s Designated Employer Representative (DER) for candidates who applied for positions with safety-sensitive job functions.
Reviewed by the Company’s Human Resources (“HR”) department for candidates who applied for positions with safety-sensitive job functions
If all appropriate results are:
Negative - the candidate shall be notified of the negative result(s) and will proceed with any additional pre-employment tasks.
Results will confidentially be maintain by the receiver until a hire date has been determined, and a subsequent employee profile has been created.
Results will be posted in the incoming employee’s Drug and Alcohol Records table in the Company's Human Resources Information System, BambooHR.
Results for an incoming employee with a Job Function Status of Safety-Sensitive are to be uploaded into the employee's Drug and Alcohol Records folder (Documents tab) in the Company's Human Resources Information System, BambooHR.
Incoming employees with a Job Function Status of Non-Safety Sensitive shall not have their drug results uploaded into BambooHR and are to safely be disposed of.
Positive - the candidate shall be notified of the positive result(s) and their pre-employment process will come to a halt.
Candidate may appeal result by contacting the Medical Review Officer (MRO) or other appropriate contact.
If appeal is not resolved within seven (7) days of the results being received, or the test has been verified as positive, whichever is shorter, the candidate will not be hired and will no longer be considered for future employment opportunities.
Results will uploaded into the candidate’s profile and be kept for a minimum of five (5) years.
Random
An employee is selected from the random drawing pool:
Safety-Sensitive and non safety-sensitive employees are in separate drawings.
Drawing pools may contain employees from a collection of multiple companies.
The current Federal Aviation Administration (FAA) testing rate is 25% for drugs and 10% for alcohol.
The Company receives a list of employees selected to complete a drug or alcohol screening for the quarter:
The Company's Human Resources ("HR") department will determine the general timeframe when notification is to be provided for employee(s) to submit for a random drug and/or alcohol screening.
The Company's HR department shall prepare the Notification of Random Drug Screening record, which will be provided to a designated notifier.
The Government ID # field on the record will contain the primary identification entered within the employee's profile with the Company's Human Resources Information System, BambooHR.
The identification type will typically be a Drivers's License.
The designated notifier's name is included on the record.
Employee(s) (Donor(s)) are discreetly notified to submit to random screening:
Direct superior or acting supervisor (if not the notifier themselves) is privately notified before the employee is intended to be temporarily removed from job responsibilities.
Notice to the employee may be temporarily delayed when the departure would cause significant workplace safety or productivity disruption.
If not an appropriate time to send the employee for a random drug screening, the direct superior shall not provide notice to the employee of an upcoming screening.
Upon notification being provided, the employee shall display government-issued identification to the notifier immediately.
If identification cannot be provided, see the Lack of Government-Issued Identification section found below.
If the provided identification number is different from what is listed on the Notification of Random Drug Screening record, scratch the number and then write in the provided number and identification type (e.g., Drivers License, Passport, etc.).
The employee shall then be provided the Notification of Random Drug Screening record to review and complete.
Notifier (other than the Company's Designated Employer Representative (DER)) shall scan the completed Notification of Random Drug Screening record and email it to drugabatement@dowaero.com.
The original hard copy of this record shall securely be maintained until notified to shred.
The notifier provides the Donor Pass and/or any other appropriate test order documentation to the employee.
If an employee is selected for a drug screening, the notifier may encourage the employee to drink water.
An employee is given reasonable time, but not to exceed fifteen (15) minutes before required to submit to random screening.
The employee submits to a drug and/or alcohol screening on their own:
The employee is expected to only travel directly to and from the collection site and job site.
Only a reasonable amount of time taken by the employee to complete a test is to be paid.
Employee shall provide Donor Pass and/or any appropriate test order documentation to the collection site.
Employee shall provide government-issued identification to the collection site.
Employee shall sign a consent form provided by the collection site.
Once the test(s) have been completed, the employee:
Immediately returns to the job site.
Contacts the notifier of their return.
Reports back to their direct superior and job duties.
When results are received, they are either:
Reviewed by the Company's HR department if the role does not include safety-sensitive duties.
Reviewed by the Company's Designated Employer Representative (DER) if role includes safety-sensitive duties.
If all relevant results are:
Negative - the employee may be notified of the negative result(s).
Results shall be uploaded into the employee's profile in the Company's Human Resources Information System, BambooHR.
Positive - the employee shall be notified of the positive result(s).
Employee shall be removed from safety-sensitive duties at a minimum (if applicable).
Employee may be suspended without pay until final disciplinary action determination can be made.
Employee may appeal result by contacting the Medical Review Officer (MRO) or another appropriate contact.
If an appeal is not resolved within seven (7) days of the results being received or the test(s) have been verified as positive, whichever is shorter, the employee will face appropriate disciplinary action.
Reasonable Suspicion
Trained management observes or is notified of an employee's behavior that may reflect potential drug and/or alcohol use:
Management collects the Reasonable Suspicion Observation Checklist which can be found outside of the Human Resources office.
Or on the Human Resources Information System (HRIS), BambooHR.
This record is required as it documents specific behaviors that create a reasonable suspicion for which the employee is believed to be under the influence of drugs and/or alcohol.
Observations may be made either from a far or directly.
The Company's Designated Employer Representative (DER) and/or Human Resources shall be consulted before notifying an employee to submit to reasonable suspicion testing, if at-all possible
If reasonable suspicion still exist then the employee (donor) is notified to submit to a reasonable suspicion screening:
The employee will be advised that the Company believes there is reasonable suspicion that he or she is under the influence of drugs and/or alcohol and that a test is being mandated to confirm or deny this suspicion.
Employee is required to display government issued identification to notifier.
If identification cannot be provided see Lack of Government-Issued Identification.
Employee shall complete any appropriate documentation before leaving the job-site.
The notifier offers and/or reminds drug screening donor to drink water.
Notifier provides Donor Pass and/or any appropriate test order documentation to the member of management or a designated attendant who will accompany the employee to the collection site.
Employee is to halt job duties and submit to a reasonable suspicion screening immediately.
The employee is transported to complete a drug and/or alcohol screening:
Employee is expected to only be transported to and from the collection site and job-site.
Under no circumstance will the employee be allowed to drive themself to the collections site.
The member of management or the designated attendant shall provide the Donor Pass and/or any appropriate test order documentation to the collection site.
Employee shall provide government issued identification to the collection site.
Employee shall sign a consent form provided by the collection site.
Once the test(s) have been completed the employee:
Is immediately returned to the job-site.
If results were not immediately available at the collection site or came back positive the employee:
Will under no circumstances be permitted to return to safety-sensitive duties if applicable.
Management shall make transportation arrangements to get the employee home.
The employee's vehicle will remain on Company premises.
The Company shall not be held responsible for the security of a personal vehicle in this case.
The employee may decide to have their vehicle towed at their own expense.
The employee may be suspended without pay until results have been collected and reviewed.
When results are received they are either:
Reviewed by Human Resources if role does not include safety-sensitive duties.
Reviewed by the Company's Designated Employer Representative (DER) if role includes safety-sensitive duties.
If all appropriate results are:
Negative - the employee will be notified of the negative result(s).
Compensation will be provided for:
Time taken to complete the test(s);
Time lost from being sent home early;
Time lost from suspension (if applicable).
Results will be uploaded into the employee's profile in the Company's Human Resources Information System, BambooHR.
Positive - the employee will be notified of the positive result(s).
Employee shall be removed from safety-sensitive duties at minimum and if applicable.
Employee may be suspended without pay until determination of final disciplinary action can be made.
Employee may appeal result by contacting the Medical Review Officer (MRO) or other appropriate contact.
If appeal is not resolved within seven (7) days of the results being received, or the test(s) have been verified as positive, whichever is shorter, the employee will face appropriate disciplinary action.
Results will be uploaded into the employee's profile in the Company's Human Resources Information System, BambooHR.
Post-Accident
Trained management observes or is notified of an employee's behavior that may reflect potential drug and/or alcohol use and that may be the cause of an incident:
Management collects the Reasonable Suspicion Observation Checklist which can be found outside of the Human Resources office.
Or on the Human Resources Information System (HRIS), BambooHR.
This record is required as it documents specific behaviors that create a reasonable suspicion for which the employee is believed to be under the influence of drugs and/or alcohol.
Observations may be made either from a far or directly.
The Company's Designated Employer Representative (DER) and/or Human Resources shall be consulted before notifying an employee to submit to post-accident testing, if at-all possible.
If reasonable suspicion still exist then the employee (donor) is notified to submit to a post-accident screening:
The employee will be advised that the Company believes there is reasonable suspicion that he or she is under the influence of drugs and/or alcohol and that a test is being mandated to confirm or deny this suspicion.
Employee is required to display government issued identification to notifier.
If identification cannot be provided see Lack of Government-Issued Identification.
Employee shall complete any appropriate documentation before leaving the job-site.
The notifier offers and/or reminds drug screening donor to drink water.
Notifier provides Donor Pass and/or any appropriate test order documentation to the member of management or a designated attendant who will accompany the employee to the collection site.
Employee is to halt job duties and submit to a reasonable suspicion screening immediately.
The employee is transported to complete a drug and/or alcohol screening:
Employee is expected to only be transported to and from the collection site and job-site.
Under no circumstance will the employee be allowed to drive themself to the collections site.
The member of management or the designated attendant shall provide the Donor Pass and/or any appropriate test order documentation to the collection site.
Employee shall provide government issued identification to the collection site.
Employee shall sign a consent form provided by the collection site.
Once the test(s) have been completed the employee:
Is immediately returned to the job-site.
If results were not immediately available at the collection site or came back positive the employee:
Will under no circumstances be permitted to return to safety-sensitive duties if applicable.
Management shall make transportation arrangements to get the employee home.
The employee's vehicle will remain on Company premises.
The Company shall not be held responsible for the security of a personal vehicle in this case.
The employee may decide to have their vehicle towed at their own expense.
The employee may be suspended without pay until results have been collected and reviewed.
When results are received they are either:
Reviewed by Human Resources if role does not include safety-sensitive duties.
Reviewed by the Company's Designated Employer Representative (DER) if role includes safety-sensitive duties.
If all appropriate results are:
Negative - the employee will be notified of the negative result(s).
Compensation will be provided for:
Time taken to complete the test(s);
Time lost from being sent home early;
Time lost from suspension (if applicable).
Results will be uploaded into the employee's profile in the Company's Human Resources Information System, BambooHR.
Positive - the employee will be notified of the positive result(s).
Employee shall be removed from safety-sensitive duties at minimum and if applicable.
Employee may be suspended without pay until determination of final disciplinary action can be made.
Employee may appeal result by contacting the Medical Review Officer (MRO) or other appropriate contact.
If appeal is not resolved within seven (7) days of the results being received, or the test(s) have been verified as positive, whichever is shorter, the employee will face appropriate disciplinary action.
Results will be uploaded into the employee's profile in the Company's Human Resources Information System, BambooHR.
Return-to-Duty
Employee notified to complete drug screening:
Email will include instructions for completing the screening and a Donor Pass if necessary.
An employee identification number will be provided and shall be used in lieu of a social security number.
The employee submits to a drug screening on their own, but generally within one week of being notified.
Government issued identification will be required to complete test(s).
Employees shall sign a consent form provided by the collection site.
Once the test has been completed a waiting period occurs until results have been returned to the Company.
Results typically arrive and are reviewed within a few days.
When results are received they are:
Reviewed by the Company’s Designated Employer Representative (DER) for employees with safety-sensitive job functions.
Reviewed by the Company’s Human Resources (“HR”) department for employees with safety-sensitive job functions
If all appropriate results are:
Negative - the employee shall be notified of the negative result(s) and will proceed with any additional pre-employment tasks.
Results will be posted in the employee’s Drug and Alcohol Records table, within the Company's Human Resources Information System, BambooHR.
Results for an employee with a Job Function Status of Safety-Sensitive are to be uploaded into the employee's Drug and Alcohol Records folder (Documents tab) in the Company's Human Resources Information System, BambooHR.
Incoming employees with a Job Function Status of Non-Safety Sensitive shall not have their drug results uploaded into BambooHR and are to safely be disposed of.
Positive - the employee shall be notified of the positive result(s) and their return-to-duty process will come to a halt.
Employee may appeal result by contacting the Medical Review Officer (MRO) or other appropriate contact.
If appeal is not resolved within seven (7) days of the results being received, or the test has been verified as positive, whichever is shorter, the employee can be subject to disciplinary action, up to immediate termination of employment.
Results will uploaded into the employee’s profile and be kept for a minimum of five (5) years.
Lack of Government-Issued Identification
When identification is unavailable the employee shall:
Immediately be transported home by a member of management or a designated appointee to collect a form of identification.
As a result of not being able to provide identification at the time of the notice, the employee will not:
Be paid for collecting his or her identification;
Be compensated for completing the drug and/or alcohol screening.
The employee shall then be immediately transported to the collection site:
Regardless of the type of test being performed.
Once testing has been completed the employee shall be transported to the workplace:
If evidence points to intention or suspicion:
Will under no circumstances be permitted to return to safety-sensitive duties if applicable.
Management shall make transportation arrangements to get the employee home.
The employee's vehicle will remain on Company premises.
The Company shall not be held responsible for the security of a personal vehicle in this case.
The employee may decide to have their vehicle towed at their own expense.
The employee may be suspended without pay until results have been collected and reviewed.
Regardless of result, the employee will not be compensated for time or shift(s) missed.