Saturday, July 7, 2012

Bus, Rail and Facilities Maintenance; Human Resources; Safety; Information Technology










Transportation Operations; Bus, Rail and Facilities Maintenance;
Human Resources; Safety; Information Technology
Title: CDL/DOT Requirements and Expiration Tracking
SOP 015
Date: REVISED 3/14/2012
Page 1 of 19

1.0 Purpose:

This procedure outlines the Commercial Drivers License (CDL) and Department of Transportation Medical Examiner’s Certificate (DOT) requirements for TriMet Transportation and Maintenance employees.

Per Federal requirements, an employee in a CDL-required job classification who does not have a valid CDL, for any reason, may not perform CDL-required work. A DOT medical card, which certifies that the holder is physically fit per Federal criteria to operate a vehicle, must be current and a copy must be maintained on file with the State DMV (i.e., Oregon or Washington, as applicable) for a CDL to be valid.

Administrative requirements of TriMet departments to maintain CDL records, track expiration dates, and provide notification to employees prior to expiration dates are also outlined in this procedure.

2.0 Procedures:

TriMet has established general CDL/DOT medical card requirements by job classification:

Transportation Operations classifications
class B CDL, with passenger endorsement and without air brake restriction
Bus Maintenance Journeyworker/Apprentice classifications
class A CDL, with passenger endorsement and without air brake restriction
Rail Equipment Maintenance, Rail Maintenance of Way,
Facilities Maintenance, and Commuter Rail Vehicle Journeyworker/Apprentice classifications
class A CDL, without air brake restriction; passenger endorsement is not required
Maintenance Helper (Service Worker) classifications (Bus & Rail)
class B CDL, with passenger endorsement and without air brake restriction
Note: Detailed list by job title is maintained by Human Resources (Exhibit 2)

2.1 Hiring Employees in Job Classifications Requiring CDL

1.    Human Resources shall specify CDL requirements in all applicable TriMet job descriptions and job postings.
2.    Human Resources maintains a listing of job titles for which CDL requirements apply for reference by all other departments (Exhibit 2)
3.    Human Resources shall make any initial offer of employment for job classifications requiring a CDL a conditional offer. The offer letter shall state that obtaining a CDL permit with proper endorsements and DOT card is required prior to start of TriMet employment. This requirement also applies to an existing TriMet employee in a CDL-not-required position being accepted for transfer into a CDL-required position.
4.    Human Resources shall verify that a CDL permit has been obtained and shall not issue a confirmed offer of employment letter without this verification. In the case of a transfer, verification shall be required prior to final processing of the transfer Personnel Order and informing the Employee and the Employee's leaving Supervisor that the transfer shall occur.
5.    The new employee shall show his/her CDL permit (or license) and DOT card to the appropriate administrator in their department - this may be the Administrative Specialist, Bus Operator Training department (Mini-Run Operator trainees), or the Maintenance Timekeeper, Bus Maintenance department (Service Worker new hires) - at the start of employment. These personnel shall:
a.)   Make a copy of the employee's CDL permit (or license) and DOT card as part of the traveling file for the employee, and shall record CDL expiration date information (along with other Employee data) in the Human Resources information system;
b.)   Schedule the employee for CDL driver training, provided by the Bus Operator Training department; and
c.)   Upon successful completion, the CDL expiration date information will be updated in the Human Resources information system.

2.2 Requirements for Employees in Job Classifications Requiring CDL

·         New-hire employees to which CDL requirements apply shall obtain a DOT card and CDL permit prior to beginning TriMet employment.
·         TriMet provides at company expense a medical evaluation service for employees' use (including new hire employees) in order to obtain a DOT card. Employees who opt to use a different provider are responsible for the expense; it is not reimbursed by TriMet or covered under TriMet medical plans.  The physical examination is on the employee's personal time. TriMet does not reimburse mileage for the use of an employee's personal car to travel for this examination.
·         New-hire employees must successfully complete TriMet’s CDL drive test to continue employment.
·         Employees whose job requires a CDL/DOT must carry the CDL and DOT card upon their person while on-duty (see examples, Exhibit 1).
·         Employees are required to show renewed CDL and DOT cards, and new CDL and DOT cards issued due to a change of residence, to their Transportation Station Management or Maintenance Timekeeper, as applicable so that TriMet may record the new date(s) of expiration.
·         CDL holders are notified by their State DMV (i.e., Oregon or Washington, as applicable) prior to CDL expiration, but not for DOT card expiration. TriMet notifies employees within 45 days and again within 14 days of CDL or DOT card expiration.
·         TriMet reimburses an employee's CDL renewal fee, including fees for any endorsements (or upgrade from class B to class A) required by TriMet for the employee's job classification, but not including fees for any endorsements purchased for personal use.
·         Employees with an expired CDL or DOT card will not be allowed to work and will be considered AWOL as of the expiration date.
·         Failure to obtain a valid DOT card or CDL within five (5) days after the expiration date will result in discipline, up to termination.
·         Employees shall notify their Supervisor/Manager within 30 calendar days of conviction for any traffic violations, except parking, no matter what type of vehicle was being driven. (Federal requirement)
·         Employees shall notify their Supervisor/Manager within one business day if their license is suspended, revoked, or canceled, or if they are disqualified from driving for any reason. (Federal requirement)

Note:  Oregon DMV issues an interim license (a paper card), which expires 30 days after it is issued.  Employees must show the interim CDL at the time it is obtained, and show the actual CDL license (laminated plastic card) with the actual expiration date, for renewal fee reimbursement, when it is obtained.


2.3 Record-keeping, Notification, and Management Requirements

Human Resources Department: Shall maintain a listing of job titles for which CDL requirements apply, for reference by all other departments and shall specify CDL requirements in all applicable TriMet job descriptions (Exhibit 2).

Safety Department: Shall maintain and manage a contract for TriMet-provided medical evaluation services for employees' use (including new hire employees) in order to obtain a DOT card.

Information Technology Department: Shall maintain information systems for the purpose of CDL/DOT expiration records and tracking.

Operations Assistants/Specialists in Transportation Operations, Maintenance Timekeepers:
1.    Retain a copy of each employee's current CDL and DOT card in the employee's traveling file.
2.    Enter employee's CDL and DOT card expiration date information in Human Resources information system. Record the expiration date for the interim CDL at the time it is shown, and record the expiration date for the actual CDL license (laminated plastic card) when it is shown.
3.    At least once weekly, on a consistent day of the week:
  • Use the CDL/DOT reporting tool within the TransHR information system to identify employees with upcoming CDL/DOT expirations (see Exhibit 7 for sample expiration report).
  • Issue notifications to employees within 45 days and 14 days of CDL or DOT card expirations. (see Exhibits 3 and 4 for Transportation expiration notices; see Exhibits 5 and 6 for Maintenance expiration notices).
  • For Transportation employees, an Operator Receipt Form (501) is included, with the renewal notice which the Employee signs and returns to the OA, who retains it in the employee's traveling file until a copy of the renewed CDL or DOT card is received. A copy of the expiration notice is sent to the employee's Station Management, or a current posting of upcoming expirations is maintained in the Station Manager's office.
  • For Maintenance employees, a copy of the expiration notice is sent to the employee's Supervisor and to the Maintenance Manager.
4.    Submit expense reimbursement requests on behalf of the employee for the CDL renewal fee (excluding fees for any endorsements purchased by the Employee for personal use).

Transportation and Maintenance Managers:
1.    Ensure ongoing timely performance of the CDL/DOT expiry notifications process within their department.
2.    Ensure that employees who are issued not-less-than 14-day expiration notices are personally contacted by their Assistant Station Manager (Transportation) or Supervisor (Maintenance) and reminded of the necessity for renewal and consequences for failure to renew.
3.    Implement discipline for employees who do not maintain a valid DOT card or CDL, including hardship modification, when warranted, if a license is suspended, revoked or canceled (see Section 2.4).
4.    Implement disability accommodation, when warranted under ADA guidelines, if an employee is disqualified from driving due to a qualifying disability. (see Section 2.4)


2.4 Suspension or Non-renewal of CDL by Employees in Job Classifications Requiring CDL and DOT:
1.    When an employee’s driving record disqualifies the employee from holding or maintaining a valid CDL/DOT:
a.    Transportation department Managers and Maintenance department Managers will send an AWOL notice letter upon discovery of a loss of CDL and may implement termination as the first discipline step.
b.    The employee has the option to request a hardship modification as the first discipline step. If a hardship modification is requested:
·         The employee shall furnish documentation from Oregon State DMV or Washington State DOL (as applicable) as to the earliest date a renewed, valid CDL may be obtained. No more than 90 days shall be allowed from the date of the hardship modification agreement for the Employee to obtain a new, valid DOT card or renewed, valid CDL.
·         Job or job duties as determined by the Transportation or Maintenance Manager which do not require a valid CDL to perform must be available. If such a job or duties are not available, the Manager shall not offer the employee a hardship modification agreement.
·         If CDL can be obtained within 90 days of the hardship modification and a non-CDL job or job duties are available, the Manager may exercise the option to provide a hardship modification. The hardship modification agreement shall contain the following information:
a.)   A specific date by when a renewed, valid CDL shall be obtained. No more than 90 days shall be allowed from the date of the hardship modification agreement for the Employee to obtain a new, valid DOT card or renewed, valid CDL.
b.)   Specification of the job or job duties that the employee may perform for which a CDL is not required; and the job or jobs which the employee may sign at the next work signup for which a CDL is not required, until the date specified in (a);
c.)   A clear and explicit statement that the employee's failure to obtain a renewed, valid CDL by the date specified in (a) shall result in the employee’s termination within five (5) days of that date; and
d.)   The employee’s signature accepting the agreement.

IMPORTANT NOTE: the employee's signature is not required for the hardship modification to be effective. In any event, the Transportation or Maintenance Manager shall document that the Employee has received the hardship modification.

2.    When an employee fails to renew their CDL, Transportation department Managers, and Maintenance department Managers, shall implement discipline according to the standards outlined in the CDL/DOT expiration notification letters to Employees:

"If you allow your DOT medical card / CDL to expire, you will be marked off AWOL until you show that you have obtained a new, valid DOT card / renewed, valid CDL. Failure to obtain a new, valid DOT card / renewed, valid CDL within five (5) days after the expiration date will result in discipline, up to termination."

An employee facing termination for failure to obtain a new, valid DOT card or renewed, valid CDL as required by their job classification may seek a different job at TriMet that does not require a CDL, if available, through sign-up bid or application.

3.    When an employee is fails to obtain a new, valid DOT card or renewed, valid CDL due to the employee's medical or health condition:
a.    The employee may ask their Transportation or Maintenance Manager or the Human Resources Department for accommodation under the Americans with Disabilities Act (ADA).
b.    The District will follow the legal requirements for evaluating such requests and, if appropriate, for determining whether a reasonable accommodation must be made.
c.    If the employee’s medical or health condition does not come under the coverage of the ADA, a hardship modification may be requested and accommodated if possible and/or the employee may seek a different job at TriMet that does not require a CDL, if available, through sign-up bid or application.

4.    In individual cases where the facts and circumstances surrounding the loss of an employee's CDL are present, compelling, and mitigate the suspension of the employee's CDL, the General Manager at his/her sole discretion may grant a leave of absence without pay, not to exceed one year:
a.    The employee shall provide a written statement requesting the leave, the period of the leave requested and the reason why the leave is needed.
b.    If the reason for the leave request is beyond the control of the employee, this shall be clearly stated. If it is not beyond the control of the employee, the employee shall state clearly the extraordinary reasons such an exception should be granted. Included in the request shall be a description of the steps taken (being taken) by the employee to ensure that the circumstance will not recur.
c.    If there is a professional working with the employee, a formal submission from that professional addressing the reason that led to the suspension, steps being taken to deal with those reasons and the expected outcome shall be required.

References:

Exhibit 1          Sample Commercial Driver's License and DOT Medical Card
Exhibit 2          Human Resources department listing of job classifications requiring a CDL
Exhibit 3          Transportation Operations CDL Expiration Notification to Employee
Exhibit 4          Transportation Operations DOT Expiration Notification to Employee
Exhibit 5          Maintenance departments CDL Expiration Notification to Employee
Exhibit 6          Maintenance departments CDL Expiration Notification to Employee
Exhibit 7          Sample expiration report from CDL/DOT web-based reporting tool in TransHR

Exhibit 1
Commercial Driver’s License (example) and DOT Medical Card



Exhibit 2 - Listing Maintained by Human Resources Department (as of 5/08)
Page 1 of 2

Positions requiring Commercial Drivers License (CDL)
Validated by each department

Position Title
Pos.#
CDL Required Y/N
Required in Job Description Y/N
Employee
Reimbursement
For CDL Y/N
Apprentice Mechanic
934
Y
Y-Class A
Y
Assistant Station Manager
820
N
N
N
Assistant Supervisor/Facilities
964
Y
Y-Class A
Y
Assistant Supervisor Fare Lift
550
Y
Y-Class A
Y
Assistant Supervisor/Bus Maintenance
930
Y
Y-Class A
Y
Assistant Supervisor/OCS and Substation
566
Y
Y-Class A
Y
Asst. Supv./Commuter Rail Veh. Maint.
872
Y
Y-Class A
Y
Assistant Supervisor/Rail Maintenance
529
Y
Y-Class A
Y
Assistant Supervisor/Signals
556
Y
Y-Class A
Y
Assistant Supervisor/Track
564
Y
Y-Class A
Y
Assistant Mgr. Field Operations
1140
N
Optional
N
Assistant Mgr. Rail Transportation
511
Y
Y-Class B
Y
Assistant Mgr. Rail Transp.Training
514
Y
Y-Class B
Y
Chief Fare Inspector
341
N
N
N
Chief Station Agent
830
N
N
Y
Cleaner (hired before 7/1/04)
940
N
N
Y
Command Center Lead
700 & 538
N
N
Y
Communications Technician
505
Y
Y-Class A
Y
Communications Technician Assistant
504
Y
Y-Class A
Y
Commuter Rail Veh. Maint. Technician
888
Y
Y-Class A
Y
Dispatcher
836
N
N
Y
Fare Inspector
342
N
N
Y
Fare Maintainer
542
Y
Y-Class A
Y
Fare Maintainer Apprentice
544 & 567
Y
Y-Class A
Y
Field Operations Coordinator
819
N
N
Y
Helper/Bus
933
Y
Y-Class B
Y
Helper Rail Equipment/Wayside Cleaner
533
Y
Y-Class B
Y
Journeyman Mechanic
931
Y
Y-Class A
Y
Lead Road Supervisor
489
Y
Y-Class B
Y
Maintenance Mechanic
932
Y
Y-Class B
Y
Maintenance Trainer
918
Y
Y-Class A
Y
Manager, Bus Maintenance
910
N
N
N
Manager MOW Operations
530
N
Optional
N
Manager MOW Programs
565
N
N
N
Manager Rail Equipment
911
N
Optional
N
Manager, REM Training & Engineering
575
N
Optional
N
Manager Rail Transportation
517
N
N
N
Mgr. Bus Operator Training
814
N
N
N
Mini-Run Operators/Bus Part-time
881
Y
Y-Class B
Y

MMIS/Timekeeper Clerks/Bus
937
N
N
Y
MMIS/Timekeeper Clerks/Rail
543
N
N
Y
MOW Laborer
561
Y
Y-Class A
Y
MOW/Facilities Landscapers
974
N
N
N
MOW Supervisor
563
N
Optional
N
MOW Supervisor/Communications
525
N
Optional
N
Operators/Bus Full-Time
0880
Y
Y-Class B
Y
Plant Maintenance Mechanic/Apprentice
809 & 572
Y
Y-Class A
Y
Plant Maintenance Mechanic/Bus
968
Y
Y-ClassA
Y
Plant Maintenance Mechanic/Rail
557
Y
Y-Class A
Y
Plant Maintenance Technician
965
N
N
N
Power Maintainer (OCS)
531
Y
Y-Class A
Y
Power Maintainer/Apprentice (OCS)
547 & 569
Y
Y-Class A
Y
Rail Controller
538
N
N
Y
Rail Equipment Engineer
539
N
N
Y
Rail Mechanic
551
Y
Y-Class A
Y
Rail Mechanic/Apprentice
534 & 573
Y
Y-Class A
Y
Rail Operator
580
Y
Y-Class B
Y
Rail Supervisor
536
Y
Y-Class B
Y
Road Supervisor
834
Y
Y-Class B
Y
Service Worker /Bus (hired after 7/1/04)
944
Y
Y-Class B
Y
Service Worker /Rail (hired after 7/1/04)
945
Y
Y-Class B
Y
Signal Maintainer
541
Y
Y-Class A
Y
Signal Maintainer/Apprentice
546 & 568
Y
Y-Class A
Y
Spotter
936
Y
Y-Class B
Y
Station Agent
835
N
N
Y
Station Manager
815
N
N
N
Streetcar Operator
488
Y
Y-Class B
Y
Streetcar Superintendent
146
Y
Y-Class B
Y
Supv. Rail Transp. Training (Non-Union)
582
Y
Y-Class B
Y
Supervisor/Bus Maintenance
916
N
Optional
Y
Supervisor/Engineering Training
415
Y
Y-Class A
Y
Supervisor/Rail Maintenance
526
Y
Y-Class A
Y
Tireman
941
Y
Y-Class B
Y
Track Maintainer
540
Y
Y-Class A
Y
Traction Substation Maintainer
531
Y
Y-Class A
Y
Traction Substation Maintainer Appr.
545 & 570
Y
Y-Class A
Y
Training Assistant/Rail
462
Y
Y-Class B
Y
Training SupervisorBus Transp.
832
Y
Y-Class B
Y
Training Supervisor/Rail Transp.
775
Y
Y-Class B
Y
Wayside Clnr./Pressure Washer/Steamer
537
Y
Y-Class B
Y
Exhibit 2 - Listing Maintained by Human Resources Department (as of 5/08)
Page 2 of 2



Exhibit 3
Transportation Operations CDL Expiration Notification to Employee





Date:                    «date»

To:                       Operator (if applicable) «name» «last name», Badge #«badge»

From:                   (name) , (title) , (facility name) (mailstop)

Subject:               CDL Renewal Reminder


Our records indicate that your Commercial Driver's License (CDL) will expire on «date of expiration».  Your CDL must be valid, as a requirement of your job. This memo is a reminder for you to renew your CDL if you have not already done so.

It is your responsibility to renew your CDL, and show TriMet that you have renewed it, before your current CDL expires.

You may renew your CDL for four (4) or eight (8) years. After you show your renewed CDL, TriMet will reimburse you for the renewal fee (for either 4 or 8 years, as applicable), but not for any endorsements which you purchase for your personal use.

After you have obtained your renewed CDL card, show it along with your current DOT medical card to (Station Agent, Assistant Station Manager, Operations Assistant, Rail Control, as applicable), who will make a copy for TriMet's records. We will update our CDL expiration date information so that we can provide you a reminder in the future before the next expiration.

Beginning in 2007, Oregon DMV issues an interim license (a paper card), which expires 30 days after it is issued. We will need a copy of your interim CDL to update records, but we will not reimburse you for the renewal fee until we have received a copy of the actual CDL license (laminated plastic card) with the actual expiration date. You should receive your actual CDL about two weeks after DMV issues your interim CDL; if you don’t, you need to contact the Oregon DMV.

As of January 30, 2012, you are required to submit a copy of your current Medical Examiner’s Certificate (DOT) to your State DMV (i.e., Oregon or Washington, as applicable) when you renew or replace your CDL.

If you allow your CDL to expire, you will be marked off AWOL until you show that you have obtained a renewed, valid CDL. Failure to obtain a renewed, valid CDL within five (5) days after the expiration date will result in discipline, up to termination. Also, you must carry your DOT medical card with you at all times to validate your CDL. Thank you.



Exhibit 4
Transportation Operations DOT Expiration Notification to Employee




Date:                    «Date»

To:                       «Name» Operator #«Number»

From:                   (name) , (title) , (facility name) (mailstop)

Subject:               DOT Medical Card Renewal Reminder

Our records indicate that your DOT Medical Card will expire on «Expires». Your DOT card must be current for your Commercial Driver's License (CDL) to be valid, which is a requirement of your job. This memo is a reminder for you to renew your DOT card if you have not already done so.

It is your responsibility to schedule and receive a medical exam, show TriMet that your DOT card has been renewed, and submit a copy of your renewed DOT card to your State DMV (i.e., Oregon or Washington, as applicable) before your current DOT card expires. TriMet provides free DOT medical exams through Northwest Occupational Health Services, 9370 SW Greenburg Road, Suite 101, Tigard. Call (503) 246-7030 between 8:00 am and 4:30 pm Monday through Friday, to schedule your exam. Exams may also be available on a limited basis at Gresham Urgent Care, 2850 East Powell Valley Road, Gresham, [call 503-246-7030 for Gresham hours]. Please schedule your appointment as soon as possible to be sure it occurs before your DOT card expires; last-minute appointments may not be available. Attached is the DOT medical examination form, which you should fill out before your appointment. The physical examination is on the employee's personal time, as per Human Resources SOP HR332.3.

You may choose your own physician to perform the DOT medical exam; however, TriMet will not reimburse you for the cost of the exam, if you choose your own physician. If you choose your own physician, the physician must provide a DOT card. Be sure that the completed card shows the date of expiration (in addition to the date of the exam).

If you have a medical problem that must be corrected, please be sure to return to the original examining physician after the problem has been corrected. Failure to do so may result in a statement of medical disqualification being sent to the DMV.

After you have obtained your renewed DOT card, show it along with your current CDL to (Station Agent, Assistant Station Manager, Operations Assistant, Rail Control, as applicable), who will make a copy for TriMet's records. We will update our DOT card expiration date information so that we can provide you a reminder in the future before the next expiration. You must also submit a copy of your renewed DOT card to your State DMV (i.e., Oregon or Washington, as applicable), failure to do so will result in the cancelation of your CDL.

If you allow your DOT medical card to expire, you will be marked off AWOL until you show that you have obtained a new, valid DOT card. Failure to obtain a new, valid DOT card within five (5) days after the expiration date will result in discipline, up to termination. The DOT medical card must be carried with you at all times to validate your commercial driver's license. Thank you.

Attachment: DOT Medical Examination Report & letter to your physician regarding sleep apnea. It is important that you complete and review both of these attachments with your doctor.

Exhibit 4 – Continued
Transportation Operations DOT Expiration Notification to Employee



Commercial Drivers and Sleep Apnea


Dear Examining Physician:

Sleep apnea is a major contributor to drowsiness-a condition that could prove deadly for commercial bus and light rail operators, and involved passengers.

Studies have shown that individuals with undiagnosed sleep apnea are at greater risk of being involved in an accident.  Because of this, the Federal Motor Carrier Safety Administration is encouraging DOT medical examiners to pay close attention to the issue of operator fatigue and sleepiness.

Given the safety sensitive nature of public transportation, it is important for examining physicians to:

n  Assess the compliance / effectiveness of CPAP use in those with diagnosed sleep apnea

n  Screen for sleep apnea in those most at risk for the problem

As you are aware, the risk of sleep apnea increases with obesity and neck circumference.  Some physicians screen for sleep apnea by measuring neck circumference and examining the Body Mass Index (BMI).

n  If an individual has a neck circumference of 17.5 inches and a BMI over 35, there is a strong chance they have sleep apnea.  A formal sleep study should be considered, even in the absence of any symptoms of sleep apnea.

We appreciate your careful assessment of our employees.  Thank you for considering important issue of sleep apnea and sleepiness in bus / rail operators as well as other TriMet employees working in safety sensitive positions requiring a DOT examination.

TriMet Safety Department

Exhibit 4 – Continued
Transportation Operations DOT Expiration Notification to Employee

Northwest Occupational
Health Associates                                                                                                      Medical Examination Report
FOR COMMERCIAL DRIVER FITNESS DETERMINATION

1.
DRIVER’S INFORMATION

Driver Completes this section
Driver’s Name (Last, First, Middle)
Social Security No.

Birth Date

MM/DD/YYYY
Age
Sex
q M
q F
q New certification
q Recertification
q Follow up
Date of Exam
Address
City, State, Zip Code

Work Tel: (   )


Home Tel: (   )
License Class
State of Issue
q A
q C
q Other
q B
q D
2.
HEALTH HISTORY
Driver completes this section, but medical examiner is encouraged to discuss with driver.
    Yes    No
q  q Any illness or injury in the last 5 years?
q  q Head/Brain injuries, disorders or illnesses
q  q Seizures, epilepsy
        q Medication                                            
q  q Eye disorders or impaired vision (except corrective lenses)
q  q Ear disorders, loss of hearing or balance
q  q Heart disease or heart attack ; other cardiovascular condition
                           q Medication                                            
q  q Heart surgery (valve replacement/bypass, angioplasty, pacemaker)
q  q High blood pressure
                           q Medication                                            
q  q Muscular disease
q  q Shortness of breath
   Yes   No
q  q    Lung disease, emphysema, asthma, chronic bronchitis
q  q Kidney disease, dialysis
q  q Liver disease
q  q Digestive problems
q  q Diabetes or elevated blood sugar controlled by:
       q diet
       q pills
       q insulin
q  q Nervous or psychiatric disorders, e.g. sever depression
                         q Medication                                             
q  q Loss of, or altered consciousness
   Yes    No
q  q   Fainting, dizziness
q  q Sleep disorders, pauses in breathing while asleep, daytime sleepiness, loud snoring
q  q Stroke or paralysis
q  q Missing or impaired hand, arm, foot, leg, finger or toe
q  q Spinal injury or disease
q  q Chronic low back pain
q  q Regular, frequent alcohol use
q  q Narcotic habit forming drug use
For any YES answer, indicate onset date, diagnosis, treating physician’s name and address, and any current limitation. List all medications (including over-the-counter medications) used regularly or recently.
                                                                                                                                                                                                                                                                                                                           
                                                                                                                                                                                                                                                                                                                           















I certify that the above information is complete and true.  I understand that inaccurate, false or missing information may invalidate the examination and my Medical Examiner’s Certificate.

                                                                                                                                                                                                                                               
                Driver’s signature                                                                                                  Date

Medical Examiner’s Comments on Health History (The medical examiner must review and discuss with the driver any “YES” answers and potential hazards of medications, including over-the-counter medications, while driving.)
                                                                                                                                                                                                                                                        
                                                                                                                                                                                                                                                        
                                                                                                                                                                                                                                                        

Exhibit 4 – Continued
Transportation Operations DOT Expiration Notification to Employee

D.O.T. EXAMS






























We are pleased to offer TriMet employees work-related physical exams. We are located just East of Washington Square.

Please call 503-246-7030 for appointments, directions or questions.

ASK ABOUT GRESHAM CLINIC APPOINTMENTS, IF DESIRED (LIMITED AVAILABILITY)





Exhibit 5
Maintenance Departments CDL Expiration Notification to Employee





Date:                    «date»

To:                       «name» «last name», Badge #«badge»

From:                   (name) , (title) , (facility name) (mailstop)

Subject:               CDL Renewal Reminder

Our records indicate that your Commercial Driver's License (CDL) will expire on «date of expiration».  Your CDL must be valid, as a requirement of your job. This memo is a reminder for you to renew your CDL if you have not already done so.

It is your responsibility to renew your CDL, and show TriMet that you have renewed it, before your current CDL expires.

You may renew your CDL for four (4) or eight (8) years.  After you show your renewed CDL, TriMet will reimburse you for the renewal fee (for either 4 or 8 years, as applicable), but not for any endorsements which you purchase for your personal use.

After you have obtained your renewed CDL card, show it along with your current DOT medical card to (Timekeeper, Supervisor, or “me,” as applicable), who will make a copy for TriMet's records. We will update our CDL expiration date information so that we can provide you a reminder in the future before the next expiration.

Beginning in 2007, Oregon DMV issues an interim license (a paper card), which expires 30 days after it is issued. We will need a copy of your interim CDL to update records, but we will not reimburse you for the renewal fee until we have received a copy of the actual CDL license (laminated plastic card) with the actual expiration date. You should receive your actual CDL about two weeks after DMV issues your interim CDL; if you don’t, you need to contact the Oregon DMV.

As of January 30, 2012, you are required to submit a copy of your current Medical Examiner’s Certificate (DOT) to your State DMV (i.e., Oregon or Washington, as applicable) when you renew or replace your CDL.

If you allow your CDL to expire, you will be marked off AWOL until you show that you have obtained a renewed, valid CDL.  Failure to obtain a renewed, valid CDL within five (5) days after the expiration date will result in discipline, up to termination. Also, you must carry your DOT medical card with you at all times to validate your CDL. Thank you.

Exhibit 6
Maintenance Departments DOT Expiration Notification to Employee




Date:                    «Date»

To:                       «Name» Operator #«Number»

From:                   (name) , (title) , (facility name) (mailstop)

Subject:               DOT Medical Card Renewal Reminder

Our records indicate that your DOT Medical Card will expire on «Expires». Your DOT card must be current for your Commercial Driver's License (CDL) to be valid, which is a requirement of your job. This memo is a reminder for you to renew your DOT card if you have not already done so.

It is your responsibility to schedule and receive a medical exam, show TriMet that your DOT card has been renewed, and submit a copy of your renewed DOT card to your State DMV (i.e., Oregon or Washington, as applicable) before your current DOT card expires. TriMet provides free DOT medical exams through Northwest Occupational Health Services, 9370 SW Greenburg Road, Suite 101, Tigard. Call (503) 246-7030 between 8:00 am and 4:30 pm Monday through Friday, to schedule your exam. Exams may also be available on a limited basis at Gresham Urgent Care, 2850 East Powell Valley Road, Gresham, [call 503-246-7030 for Gresham hours]. Please schedule your appointment as soon as possible to be sure it occurs before your DOT card expires; last-minute appointments may not be available. Attached is the DOT medical examination form, which you should fill out before your appointment. The physical examination is on the employee's personal time, as per Human Resources SOP HR332.3.

You may choose your own physician to perform the DOT medical exam; however, TriMet will not reimburse you for the cost of the exam, if you choose your own physician. If you choose your own physician, the physician must provide a DOT card.  Be sure that the completed card shows the date of expiration (in addition to the date of the exam).
  
If you have a medical problem that must be corrected, please be sure to return to the original examining physician after the problem has been corrected. Failure to do so may result in a statement of medical disqualification being sent to the DMV.

After you have obtained your renewed DOT card, show it along with your current CDL to (Timekeeper, Supervisor, or “me,” as applicable), who will make a copy for TriMet's records. We will update our DOT card expiration date information so that we can provide you a reminder in the future before the next expiration. . You must also submit a copy of your renewed DOT card to your State DMV (i.e., Oregon or Washington, as applicable), failure to do so will result in the cancelation of your CDL.

If you allow your DOT medical card to expire, you will be marked off AWOL until you show that you have obtained a new, valid DOT card. Failure to obtain a new, valid DOT card within five (5) days after the expiration date will result in discipline, up to termination. The DOT medical card must be carried with you at all times to validate your commercial driver's license. Thank you.

Attachment: DOT Medical Examination Report & letter to your physician regarding sleep apnea. It is important that you complete and review both of these attachments with your doctor.


Exhibit 6 – Continued
Maintenance Departments DOT Expiration Notification to Employee



Commercial Drivers and Sleep Apnea


Dear Examining Physician:

Sleep apnea is a major contributor to drowsiness-a condition that could prove deadly for drivers of commercial buses and light rail vehicles.

Studies have shown that individuals with undiagnosed sleep apnea are at greater risk of being involved in an accident.  Because of this, the Federal Motor Carrier Safety Administration is encouraging DOT medical examiners to pay close attention to the issue of operator fatigue and sleepiness.

Given the safety sensitive nature of public transportation, it is important for examining physicians to:

n  Assess the compliance / effectiveness of CPAP use in those with diagnosed sleep apnea

n  Screen for sleep apnea in those most at risk for the problem

As you are aware, the risk of sleep apnea increases with obesity and neck circumference.  Some physicians screen for sleep apnea by measuring neck circumference and examining the Body Mass Index (BMI).

n  If an individual has a neck circumference of 17.5 inches and a BMI over 35, there is a strong chance they have sleep apnea.  A formal sleep study should be considered, even in the absence of any symptoms of sleep apnea.

We appreciate your careful assessment of our employees.  Thank you for considering important issue of sleep apnea and sleepiness in bus / rail operators as well as other TriMet employees working in safety sensitive positions requiring a DOT examination.

TriMet Safety Department

Exhibit 6 – Continued
Maintenance Departments DOT Expiration Notification to Employee

Northwest Occupational
Health Associates                                                                                                      Medical Examination Report
FOR COMMERCIAL DRIVER FITNESS DETERMINATION

1.
DRIVER’S INFORMATION

Driver Completes this section
Driver’s Name (Last, First, Middle)
Social Security No.

Birth Date

MM/DD/YYYY
Age
Sex
q M
q F
q New certification
q Recertification
q Follow up
Date of Exam
Address
City, State, Zip Code

Work Tel: (   )


Home Tel: (   )
License Class
State of Issue
q A
q C
q Other
q B
q D
2.
HEALTH HISTORY
Driver completes this section, but medical examiner is encouraged to discuss with driver.
    Yes    No
q  q Any illness or injury in the last 5 years?
q  q Head/Brain injuries, disorders or illnesses
q  q Seizures, epilepsy
        q Medication                                            
q  q Eye disorders or impaired vision (except corrective lenses)
q  q Ear disorders, loss of hearing or balance
q  q Heart disease or heart attack ; other cardiovascular condition
                            q Medication                                            
q  q Heart surgery (valve replacement/bypass, angioplasty, pacemaker)
q  q High blood pressure
                            q Medication                                            
q  q Muscular disease
q  q Shortness of breath
   Yes   No
q  q    Lung disease, emphysema, asthma, chronic bronchitis
q  q Kidney disease, dialysis
q  q Liver disease
q  q Digestive problems
q  q Diabetes or elevated blood sugar controlled by:
       q diet
       q pills
       q insulin
q  q Nervous or psychiatric disorders, e.g. sever depression
                         q Medication                                             
q  q Loss of, or altered consciousness
   Yes    No
q  q   Fainting, dizziness
q  q Sleep disorders, pauses in breathing while asleep, daytime sleepiness, loud snoring
q  q Stroke or paralysis
q  q Missing or impaired hand, arm, foot, leg, finger or toe
q  q Spinal injury or disease
q  q Chronic low back pain
q  q Regular, frequent alcohol use
q  q Narcotic habit forming drug use
For any YES answer, indicate onset date, diagnosis, treating physician’s name and address, and any current limitation. List all medications (including over-the-counter medications) used regularly or recently.
                                                                                                                                                                                                                                                                                                                           
                                                                                                                                                                                                                                                                                                                           















I certify that the above information is complete and true.  I understand that inaccurate, false or missing information may invalidate the examination and my Medical Examiner’s Certificate.

                                                                                                                                                                                                                                               
                Driver’s signature                                                                                                  Date

Medical Examiner’s Comments on Health History (The medical examiner must review and discuss with the driver any “YES” answers and potential hazards of medications, including over-the-counter medications, while driving.)
                                                                                                                                                                                                                                                        
                                                                                                                                                                                                                                                        
                                                                                                                                                                                                                                                        

Exhibit 6 – Continued
Maintenance Departments DOT Expiration Notification to Employee

D.O.T. EXAMS






























We are pleased to offer TriMet employees work-related physical exams. We are located just East of Washington Square.

Please call 503-246-7030 for appointments, directions or questions.

ASK ABOUT GRESHAM CLINIC APPOINTMENTS, IF DESIRED (LIMITED AVAILABILITY)



Exhibit 7

Example from CDL/DOT expiration reporting tool in TransHR information system; showing employees with 52 or less days to CDL or DOT expiration; report date 5/14/08; badge numbers and names omitted


Department
Badge
Full Name
CDL
Expires
CDL
Days
Left
DOT
Expires
DOT Days
Left







Bus Op: Powell 


10/15/2013
1980
06/10/2008
27
Bus Op: Powell 


11/15/2013
2011
05/26/2008
12
Bus Op: Powell 


01/05/2014
2062
06/25/2008
42
Bus Op: Powell 


01/30/2014
2087
06/14/2008
31
Bus Op: Powell 


06/29/2014
2237
06/15/2008
32
Bus Op: Powell 


01/04/2015
2426
06/11/2008
28
Bus Op: Powell 


02/02/2015
2455
06/03/2008
20
Bus Op: Powell 


04/21/2015
2533
07/01/2008
48
Bus Op: Powell 


05/11/2015
2553
06/11/2008
28
Bus Op: Powell 


07/26/2015
2629
06/15/2008
32
Bus Op: Powell 


08/29/2015
2663
06/03/2008
20
Bus Op: Powell 


11/29/2015
2755
05/20/2008
6
Bus Op: Powell 


02/15/2016
2833
06/12/2008
29
Bus Op: Powell 


03/30/2016
2877
06/29/2008
46
Bus Op: Timekeeping Center


06/08/2008
25
08/25/2008
103
Bus Op: Timekeeping Center


03/11/2009
301
06/30/2008
47
Bus Op: Timekeeping Center


04/18/2009
339
06/24/2008
41
Bus Op: Timekeeping Center


06/15/2013
1858
06/30/2008
47
Bus Op: Timekeeping Center


11/14/2014
2375
06/15/2008
32
Facilities Mgmt: Merlo


01/28/2009
259
06/16/2008
33
Facilities Mgmt: Powell


07/02/2008
49
12/20/2009
585
Facilities Mgmt: Ruby


10/30/2011
1264
06/03/2008
20
Facilities Mgmt: Ruby


03/16/2013
1767
06/01/2008
18
Fare Maintenance: Ruby


06/19/2008
36
06/28/2008
45
Fare Maintenance: Ruby


10/13/2012
1613
05/18/2008
4
Fare Revenue: Fare Maintenance


06/30/2013
1873
06/23/2008
40
Field Operations: Rail Operations


03/11/2009
301
06/05/2008
22
Field Operations: Road Operations


05/22/2008
8
04/16/2009
337
Field Operations: Road Operations


07/01/2008
48
03/27/2010
682
Field Operations: Road Operations


05/29/2009
380
05/18/2008
4
Field Operations: Road Operations


10/27/2013
1992
06/29/2008
46
Field Operations: Road Operations


10/29/2015
2724
06/30/2008
47
Light Rail Operators: Elmo


06/07/2008
24
12/10/2009
575
Light Rail Operators: Elmo


06/10/2008
27
04/28/2010
714
Light Rail Operators: Elmo


07/01/2008
48
01/16/2010
612



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