The trucking and transportation industry is tightly controlled by the US Department of Transportation (DOT), which means employers need to stick to strict rules when hiring new commercial drivers. To make sure you hire trustworthy and skilled truck drivers and transportation staff, it's essential to do a thorough background check on all job applicants. This article explains everything you need to understand about a background check for commercial drivers. It includes details on the steps involved in the process and how to ensure you follow state, federal, and industry regulations at every stage.
What is a background check?
A truck driver background check is a detailed examination of candidates' records to determine their suitability for a CDL position. It helps employers assess the candidate's driving history, employment past, previous drug and alcohol test results, and criminal background. Interstate CDL truck drivers are regulated by the Department of Transportation (DOT) and are required by the Federal Motor Carrier Safety Administration (FMCSA) to undergo background checks before employment. The FMCSA, a branch of the DOT, ensures safety in interstate commerce and aims to reduce accidents involving commercial motor vehicles (CMVs). Employers hiring interstate truck drivers must adhere to DOT guidelines for background checks. However, if drivers only operate within a state, federal guidelines may not apply. Nonetheless, states often have their own laws for intrastate commerce. Failure to comply with these regulations can lead to penalties, fines, or suspension of business licenses. Employers may also choose to conduct additional background checks based on company policies and unique requirements. Many states align their intrastate trucking standards with federal guidelines, so overlapping requirements are common.
How is a background check for truckers different?
A background check for truck drivers differs from regular ones in several ways. While most employers may not consider an employee's behavior on the road, it's crucial in transportation. Trucking background checks focus on specific records, particularly driving history, to identify any patterns of bad behavior on the roads. Additionally, employers verify the driver's license endorsements and status to ensure they meet regulatory requirements. This emphasis on good driving and proper licensing sets trucking background checks apart from other hiring procedures.
4 steps in the screening process
In the transportation industry, where the stakes are high and regulations are strict, conducting comprehensive background checks is not just advisable – it's essential. By systematically screening applicants, you can mitigate risks, protect your business, and uphold industry standards.
To conduct an effective background check for potential truck drivers, it's crucial to follow a series of steps designed to gather accurate information and assess candidates against specific criteria. Here's a step-by-step guide to conducting a thorough screening process:
-
Obtain written consent
The screening process should always begin with obtaining written consent from the candidate. This consent ensures that the candidate is aware of and agrees to the background check being conducted. The consent form should clearly outline the purpose of the background check, the types of information that will be collected, and how the information will be used. Conducting a background check may violate privacy laws and regulations without proper consent.
-
Collect necessary information
Once consent is obtained, gather all relevant information from the candidate. This includes personal details such as full name, date of birth, address history, and social security number. Also, collect comprehensive employment history, including previous truck driving experience, past employers, dates of employment, and reasons for leaving previous positions. This information serves as the foundation for conducting thorough background checks.
-
Review results
Once all background checks are complete, carefully review each report for accuracy and completeness. Compare the findings against your hiring criteria and evaluate whether the candidate meets the necessary qualifications and standards for the position. Look for any red flags or discrepancies that may warrant further investigation.
-
Follow up
In case of any discrepancies or concerns identified during the screening process, follow up with the candidate for clarification. Provide them with an opportunity to explain any discrepancies or address any issues that may have arisen. Open communication ensures fairness and transparency throughout the hiring process.
7 best practices for a background check
When establishing your company’s procedures for pre-employment background checks, it’s essential to incorporate the following best practices to ensure compliance with all laws.
-
Check for the law in your state
Familiarize yourself with the background check regulations applicable to your company, including those at the local, state, and federal levels. Incorporate these laws into your background check policies and procedures.
-
Use the same process for everyone
Maintain uniformity in your application process to avoid allegations of discriminatory hiring practices and ensure fairness for all applicants.
-
Seek medical officer review for drug tests
Ensure that any drug and alcohol test outcomes are evaluated by a medical professional. This step verifies the accuracy of results and safeguards the confidentiality of applicants' medical data.
-
Issue disclosure forms to all drivers
Give each potential driver a dedicated disclosure form outlining your intention to conduct a pre-employment background check. Separate forms for federal and state checks should be provided.
-
Secure written consent before background checks
Ensure you obtain written approval from your applicants before proceeding with background checks.
-
Provide copies of outcomes to applicants
Applicants should receive a copy of their background check results along with a summary of their rights under the FCRA. Include contact details for the CRA and allow applicants to contest any inaccuracies.
-
Follow FCRA's action protocol
If you opt not to hire an applicant based on their background check findings, adhere to the FCRA's two-step adverse action procedure before concluding your decision.
How does a background check minimize risks?
A background check is crucial in mitigating hiring risks, particularly in transportation. Below are five common risks that background checks help address:
-
Unsafe driving habits
A background check can unveil past incidents of unsafe driving, such as speeding, reckless driving, DUIs, and traffic violations. By screening candidates with a history of risky driving behavior, employers can avoid hiring individuals prone to accidents, thereby minimizing potential liabilities for the trucking company.
-
Verification of credentials
A background check confirms if a candidate holds a valid commercial driver's license (CDL) and any necessary endorsements or certifications. This verification process ensures that all drivers have the required training and qualifications to operate commercial vehicles safely. By confirming proper credentials, a background check helps reduce the likelihood of accidents caused by inexperienced or inadequately trained drivers.
-
History of substance abuse
Candidates with a history of substance abuse present a significant risk in the transportation sector, as they may be more prone to driving while impaired. A background check, which includes reviewing drug-test records and examining criminal histories related to substance abuse, identifies individuals who pose heightened risks. These checks are often part of comprehensive drug screening initiatives.
-
Previous accidents or safety violations
A candidate's history of accidents or safety violations can indicate future risks. Background checks that examine driving records and Department of Transportation (DOT) reports can identify individuals with past accidents or safety infractions.
-
Fraudulent employment history
Background checks help employers uncover false claims about a candidate's employment history or identity. Verifying personal identifying information, such as a candidate’s Social Security number, ensures employers hire truthful individuals about their experience and credentials.
Contact CDL Worker for the best driver-company match today
Hiring truck drivers can be tough. Skipping background checks when you find a candidate might seem tempting, but screening new hires is crucial for your business. Background checks protect you from hiring someone who could harm your company. They help identify both wrong and right candidates.
Pre-employment screening also ensures your hiring process is legally compliant. Laws require businesses hiring drivers to conduct specific background checks. These checks help filter out drivers who may be unsafe on the road. Including background checks in your hiring process helps you meet these legal requirements.