APPLICABILITY & PURPOSE

This Personnel Management Regulation (PMR) establishes the County of Marin policies and procedures to comply with the United States Department of Transportation Federal Highway Administration’s Federal Omnibus Transportation Employee Testing Act of 1991. This federal law mandates that all organizations with 50 or more employees who drive safety-sensitive vehicles ensure their employees are fit to perform these functions by adopting a comprehensive policy and conducting drug and alcohol tests. These tests are to be conducted on a pre-employment, random, post accident, reasonable suspicion, and return to duty basis.

CONTENTS

22.1 General
22.2 Employee Questions
22.3 Covered Employees
22.4 Definitions
22.5 Prohibitions Mandated by the Regulations
22.6 Consequences of Employees Found to have Alcohol Concentration Levels of 0.02 or Greater but Less Than 0.04
22.7 Circumstances Under Which Drug and Alcohol Testing will be Imposed on Covered Employees
A. Pre-Employment Testing
B. Post Accident Testing
C. Random Testing
D. Reasonable Suspicion Testing
E. Return to Duty/Follow Up Testing
22.8 Procedures to be Used for Detection of Drugs and Alcohol
A. Alcohol Testing
B. Drug Testing
22.9 Refusal to Submit to an Alcohol and/or Drug Test
22.10 Consequences of Failing an Alcohol and/or Drug Test
22.11 Employee Assistance Program [EAP]
22.12 Verification of Previous Employment as a Safety Sensitive Employee
APPROVAL

FORMS AND ATTACHMENTS

Not applicable.

22.1 General

Effective January 1, 1995, the County of Marin is required to comply with the United States Department of Transportation regulation implementing the Federal Omnibus Transportation Employee Testing Act of 1991. The regulations were revised effective August 2001 and this policy incorporates the changes. The County must comply with the regulations of the Federal Highway Administration [FHWA]. Adoption of a policy is one of the County’s obligations under the regulations. This policy sets forth the rights and obligations of covered employees. Employees covered by these new requirements (who perform a safety-sensitive function which requires a California Commercial Driver’s License) should familiarize themselves with the provisions of the policy because compliance with this policy is a condition of employment.

22.2 Employee Questions

Employees shall refer any questions regarding their rights and obligations under the new regulations to the Human Resources Department.

22.3 Covered Employees

Employees holding positions in the following classifications are subject to this policy, as well as others who meet the definition under 22.4 below:

Class Title

Deputy Sheriff (Only those performing Jail bus transport driving assignment)
Fire Heavy Equipment Mechanic
Heavy Equipment Mechanic
Road Maintenance Supervisor
Road Maintenance Worker I/II
Senior Road Maintenance Worker
Sign Fabricator
Sr. Road Maintenance Supervisor
Traffic Safety Maintenance Supervisor
Traffic Safety Maintenance Worker

22.4 Definitions

A. Safety Sensitive Function. The regulations of the FHWA prohibit certain conduct (see Section 22.5, below) while performing and prior to performing safety sensitive functions. A safety sensitive function is considered to be driving one of the following vehicles:

1. A vehicle with a gross combination weight of at least 26,001 pounds inclusive of a towed unit with a gross vehicle rating of more than 10,000 pounds;

2. A vehicle with a gross vehicle weight of at least 26,001 pounds;

3. A vehicle designed to transport 16 or more passengers, including the driver; or

4. A vehicle designed to transport those hazardous materials found in the Hazardous Materials Transportation Act.

B. Illegal Drugs. The regulations define illegal drugs as any of the following:

1. Amphetamines

2. Cannabinoids [Marijuana]

3. Cocaine

4. Opiates

5. Phencyclidine [PCP]

C. Alcohol Concentration means the alcohol in a volume of breath expressed in terms of grams of alcohol per 210 liters of breath. Alcohol limits in this policy are expressions of alcohol concentration.

D. An accident occurs when as a result of an occurrence involving the vehicle, any of the following occur: bodily injury, a vehicle suffers disabling damage, an individual dies, or when a State or local law enforcement authority issues a citation to the covered employee for a moving violation arising from the accident.

E. Performance means actually performing, ready to perform, or immediately available to perform any safety sensitive function.

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22.5 Prohibitions Mandated by the Regulations

A. Covered employees shall not be under the influence or in possession of controlled substances or alcohol during any work hours. This includes, but is not limited to:

1. Reporting for duty or remaining on duty requiring the performance of safety sensitive functions while having an alcohol concentration level of 0.04 or greater. Performance means actually performing, ready to perform, or immediately available to perform any safety sensitive function;

2. Performing a safety sensitive function within four hours of using alcohol;

3. Being on duty or operating a vehicle described in Section III above, while possessing alcohol;

4. Using alcohol while performing a safety sensitive function;

5. Reporting for duty or remaining on duty requiring the performance of safety sensitive functions when the employee used any controlled substance, except if the use is pursuant to the instructions of a physician who has advised the employee that the substance does not adversely affect the employee’s ability to safely operate a vehicle;

6. Reporting for duty or remaining on duty requiring the performance of safety sensitive functions if the employee tests positive for controlled substances;

7. Refusing to submit to any alcohol or controlled substance test required by this policy. A covered employee who refuses to submit to a required drug/alcohol test will be treated in the same manner as an employee who tested 0.04 or greater on an alcohol test or tested positive on a controlled substance test;

B. A refusal to submit to an alcohol or controlled substance test required by this policy includes, but is not limited to:

1. A refusal to provide a breath sample for an alcohol test or a urine sample for a drug test;

2. An inability to provide an adequate breath or urine sample without a valid medical explanation;

3. A refusal to complete and sign the breath alcohol or drug testing form or to otherwise cooperate with the testing process in a way that prevents the completion of the test;

4. Tampering with or attempting to adulterate the specimen or collection procedure;

5. Not reporting to the collection site in the time allotted by the supervisor or manager who directs the employee to be tested;

6. Leaving the scene of an accident without a valid reason as to why authorization from a supervisor or manager who shall make a determination whether to send the employee for a post-accident drug and/or alcohol test was not obtained;

7. Consuming alcohol during the eight hours immediately following an accident, unless that employee has been informed that his/her actions have been discounted as a contributing factor, or if the employee has been tested.

C. In addition to the above prohibitions, employees are reminded of their obligations under the Federal Drug Free Workplace Act of 1988. All employees covered by this Policy have previously been provided with a copy of the County’s Drug Free Workplace Statement or new Policy on Drug and/or Alcohol Use (PMR 20.6).

22.6 Consequences of Employees Found to have Alcohol Concentration Levels of 0.02 or Greater but Less Than 0.04

An employee whose alcohol test indicates an alcohol concentration level of at least 0.02 but less than 0.04 will be removed from his or her safety sensitive position for at least 24 hours. Such an employee may be subject to discipline up to and including termination.

22.7 Circumstances Under Which Drug and Alcohol Testing will be Imposed on Covered Employees

A. Pre-Employment Testing. All applicants for classifications which are covered by the DOT regulations (see covered employee above) as well as all employees who transfer from classifications which are not covered to classifications which are covered will be required to submit to pre-employment/pre-duty drug and alcohol testing. Applicants will not be assigned to a safety sensitive position if they do not pass the tests.

B. Post Accident Testing

1. Post accident drug and alcohol testing will be conducted on employees following an accident (see definition of accident above) where the employee’s performance cannot be discounted as a contributing factor. The decision as to whether or not the employee’s performance can be discounted will be that of a supervisory or management employee. The presumption is for testing. The only reason an employee will not be tested following an accident is if a determination is made the employee’s performance could not have been a contributing factor.

2. If a fatality occurs, or bodily injury occurs or a vehicle suffers disabling damage, the employee will be tested irrespective of whether his/her involvement may be discounted.

3. Post-accident alcohol tests shall be administered within two hours following an accident and no test may be administered after eight hours. If the alcohol test is not performed within two hours, the employer must provide written documentation as to why the test was not promptly conducted. A post-accident drug test shall be conducted within 32 hours following the accident. If the post-accident drug test is not conducted within 32 hours following the accident, the employer must provide written documentation as to why.

C. Random Testing

1. Covered employees will be subject to random alcohol and drug testing as follows:

2. A random alcohol test will be administered just prior to the employee performing a safety-sensitive function (i.e. driving), while the employee is performing a safety-sensitive function, or just after the employee has stopped performing a safety-sensitive function. Consistent with Federal law, the County will subject at least 25% of the total number of covered employees to random alcohol testing per year.

3. Consistent with Federal law, a random drug test will be administered to at least 50% of the total number of covered employees per year. Some employees may be tested more than once a year, while others are not tested at all depending upon the random selection.

4. On the date an employee is selected for random drug testing, his/her supervisor will ensure his/her duties are covered. The employee will receive a written notice in the morning indicating the time he/she is to report to the lab for testing. On the day of the random drug test, the County will provide a lunchtime meal reimbursement to any employee required to go for testing.

D. Reasonable Suspicion Testing

1. Covered employees are also required to submit to an alcohol or drug test when a trained supervisor has reasonable suspicion to believe that the employee is under the influence of alcohol or controlled substance. The observation must be based on short-term indicators, such as, but not limited to, blurry eyes, slurring of speech, or alcohol on the breath. The supervisor may not rely on long-term signs such as absenteeism or tardiness alone to support the need for a reasonable suspicion test. Although only one trained supervisor is needed to determine reasonable suspicion, when practicable another trained supervisor may be called upon by the suspecting supervisor to observe the indicator(s).

2. The reasonable suspicion test will be administered within two hours of the observation. If not, the employer must provide written documentation as to why the test was not promptly conducted. No test may be administered after eight hours following the observation.

3. To ensure that supervisors are trained to make reasonable suspicion determination, supervisors vested with the authority to demand a reasonable suspicion drug and alcohol test will attend at least one hour of training on alcohol misuse and at least one hour of training on controlled substance misuse. The training will cover the physical, behavioral, speech and performance indicators of probable alcohol misuse and use of controlled substances.

E. Return to Duty/Follow Up Testing. A covered employee who has violated any of the prohibitions of this Policy (see Section 22.5, above) must submit to a return to duty test before he/she may be returned to his/her position. The test results must indicate an alcohol concentration of less than 0.02 or a verified negative result on a controlled substance test. In addition, because studies have shown that the relapse rate is highest during the first year of recovery, the employee will be subject to follow-up testing which is separate from the random testing obligation. The employee will be subject to at least six unannounced drug/alcohol tests during the first year back to the safety-sensitive position following the violation. Follow-up testing may continue for a period up to five years.

22.8 Procedures to be Used for Detection of Drugs and Alcohol

A. Alcohol Testing

1. Alcohol testing will be conducted by a trained breath alcohol technician (BAT) by using an evidential breath testing device (EBT) approved by the National Highway Traffic Safety Administration.

2. A screening test will be conducted first. If the result is an alcohol concentration level of less than 0.02, the test is considered a negative test. If the alcohol concentration level is 0.02 or more, a second confirmation test will be conducted.

3. The procedures that will be utilized by the lab for collection and testing of the specimen will comply with the regulations set forth in federal law.

B. Drug Testing

1. Drug testing will be conducted pursuant to the procedures set forth in federal law.

2. If the urinalysis of the primary specimen tests positive for the presence of illegal, controlled substances or is determined to have been adulterated or substituted, the employee has 72 hours to request that the split specimen be analyzed.

3. All drug tests will be reviewed and interpreted by a physician (Medical Review Officer) before they are reported to the employee and the County.

4. With all positive drug tests, the physician (Medical Review Officer) will first contact the employee to determine if there is an alternative medical explanation for the positive test result. If documentation is provided and the Medical Review Officer determines that there was a legitimate medical use for the prohibited drug, the test results may be reported to the County as negative.

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22.9 Refusal to Submit to an Alcohol and/or Drug Test

A covered employee who refuses to submit to any required drug/alcohol testing will be treated in the same manner as an employee who tests 0.04 or greater on an alcohol test or a positive test on a controlled substance test.

22.10 Consequences of Failing an Alcohol and/or Drug Test

A. A positive result from a drug or alcohol test may result in disciplinary action, up to and including termination.

B. If a covered employee is not terminated, the employee:

1. Must be removed from performing any safety-sensitive function;

2. Must submit to an examination by a substance abuse professional. Upon a determination by the substance abuse professional, the employee may be required to undergo treatment to cure his/her alcohol or drug abuse. The County is not required to pay for this treatment.

3. May not be returned to his/her former safety-sensitive position until the employee submits to a return-to-duty controlled substance and/or alcohol test (depending on which test the employee failed) which indicates an alcohol concentration level of less that 0.02 or a negative result on a controlled substance test;

4. Will be required to submit to unannounced follow-up testing after he/she has been returned to his/her safety-sensitive position. (See 22.7.E, above.)

5. The employee will not be paid for any time he/she is unable to work because of failure to pass an alcohol or drug test.

22.11 Employee Assistance Program [EAP]

Employees that believe they have a substance abuse problem are encouraged to use the County EAP provider. The designated provider for this service is Managed Health Network at 1-800-227-1060.

22.12 Verification of Previous Employment as a Safety Sensitive Employee

A. Applicants for safety sensitive positions will be required to comply with DOT regulations that require that the County request from a prior employer particular drug and alcohol testing records for a period of two years prior to the date of a new applicant’s application for a safety-sensitive position or the request of a current employee to transfer to or promote to a safety-sensitive position. An applicant or employee who refuses to sign the release form shall not be permitted to be hired, transferred or promoted to a safety-sensitive position.

B. Information to be released shall include alcohol tests with a result of 0.04 or higher alcohol concentration; verified positive drug tests; refusals to be tested; verified adulterated or substituted drug test results; other violations of DOT drug and alcohol testing regulations; and documentation of the employee’s successful completion of DOT return-to-duty requirements. If the previous employer(s) do not have information about the return-to-duty process, the County will require the applicant to provide this information.

C. The information from previous employers must be obtained as soon as feasible before the employee performs safety-sensitive duties but no later than 30 days from the employee’s first performance of such duties. The County shall not permit the employee to perform safety-sensitive duties if the information has not been received in 30 days or if a good faith effort has been made to obtain the information.

D. The County will maintain a written, confidential record of the information for a period of three years from the date the employee first performs safety-sensitive duties.

E. If the County obtains information that an applicant/employee has violated a DOT drug and/or alcohol regulation, the applicant/employee shall not be permitted to perform safety-sensitive duties unless the information indicted that the applicant/employee has subsequently complied with DOT return-to-duty requirements.

F. The County will provide the previous employer(s) with the applicant’s written consent to release the information.

G. The County is required to provide information as indicated in 22.12.A and 22.12.B, above to other employers when information is requested about current or former employees in safety-sensitive positions. The County must maintain a written record of the information released, including the date, the party to whom is was released, and a summary of information provided.

H. In addition to the above, the County is required to ask the applicant/ employee whether he or she has tested positive or has refused to test on any pre-employment drug or alcohol test for any safety-sensitive position applied for but not obtained during the past two years.

APPROVAL

Effective Date: January 2005
Revisions No. : 0
Prepared By: Laura Armor

Approved: ss/President, Board of Supervisors