Partial Sample Personnel action form:


starts work or transfers prior to a negative drug screen report. Sometimes, the certified leter will


indicate that inspectors want records of drug and alcohol testing results for the last 24 months. Although I keep mine for two years, remember that the regulations state you only have to keep negative testing results for one year. You must keep all positive records for five years and various other documents for several years. Familiarize yourself with the record retention requirements. I can assure you, if you have all the


necessary documents, organized in the order the inspectors requested, you will do well. At the end of the inspection, which can


be one to five days, depending on how many employees you have and records to review, you will have an out-briefing. Tis should include the manager of your program, the Quality Manager (repair station certificate holder), and the keeper of the records. Te inspectors will advise you of any


Information on the personnel action form should include: Name, start date, job position for every new hire/transfer into safety-sensitive position.


Make this form the first page of the file. 22 datia focus


findings, and give you an opportunity to ask questions regarding your program. Don’t be afraid to ask questions. Aſter all, we are in this business to make our drug and alcohol


programs the best they can be. If inspectors give you suggestions for improvement, take them and work them into your program. Finally, a few weeks aſter your


inspection, your program manager will receive an official writen leter from the Drug and Alcohol Abatement inspectors. If there are any serious findings, you will be given an opportunity to address them. When my manager and I took over our


drug program, it wasn’t up to standards. We went through an audit that could be compared to the movie “Nightmare on Elm Street.” We had a new manager who had only been at the site a couple of days, and felt blindsided by the audit. Needless to say, aſter that experience, we are on top of our game now. We have had several perfect audits, and we keep very good records and documentation. • We organized a group meeting, called “Drug Council” with the Designated Employee Representatives (DERs) from all of our sites, to review potential risks, anticipate any problems, and conduct a general review of our processes. Generally, we have a


summer 2017


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