Module 7: You Have to Make the Call!

Module 7:You Have to Make the Call! Supervisors signs and symptoms Training Supervisors Signs and Symptoms Training

Module Toolbar • The module toolbar is located in the upper right corner of the module screen. • Click each tab for more information. • Attachments: • Video Script (Print before viewing the video) • Reasonable Cause Supervisor Checklist • AES Non-DOT Substance Abuse and Alcohol Misuse Prevention Policy • DOT Modal Alcohol & Drug Testing Rules Comparison Chart • DOT Modal Quick Rule Reference. • Exit: Exit the Module Supervisors Signs and Symptoms Training

Introduction In this section, we are going to follow a supervisor who is faced with an employee who may be unfit for duty. His decisions and actions demonstrate in action the steps of a reasonable suspicion determination. Like this supervisor, you will be faced with unexpected problems and you need to be prepared. Supervisors Signs and Symptoms Training

Introduction As a trained supervisor - You Have to make the Call! You have to decide when to test somebody based on reasonable suspicion. Document, Don’t Diagnose Supervisors Signs and Symptoms Training

When Does Reasonable Suspicion Testing Happen? • Based on the determination made by a trained supervisor when there are articulable, contemporaneously facts that suggest the employee may have used a prohibited substance. • Contemporaneously – Means it’s happening now. • Articulable - Means you can speak it or write it. Supervisors Signs and Symptoms Training

Key Point As Bill Judge said earlier - If you do not test, if you do not require someone to take a drug test when facts or circumstances warrant it, you are at risk. If you test, we already know from his analysis, that there is almost no risk to you at all. Supervisors Signs and Symptoms Training

In Football Terms All you need to do is prevent a safety. You just have to get out of the end zone! That is reasonable suspicion. You need to have some facts that take you out of the end zone. Supervisors Signs and Symptoms Training

What Facts Would Take You Out of the End Zone? The smell of alcohol. The same for marijuana. If you have some facts that take you beyond a mere hunch that somebody may have violated the company’s drug and alcohol use policy, that’s all you need to test somebody based on reasonable suspicion. Supervisors Signs and Symptoms Training

Key Point Bill said: If you don’t test when there is reasonable suspicion and someone goes out and hurts or kills someone, that’s the standard your going to be held accountable to. The jury will judge you based on whether or not something more than a hunch existed at that time. Supervisors Signs and Symptoms Training

Video: You Got to make the Call! Supervisors Signs and Symptoms Training

AES Policy You must have two trained supervisors involved in determining a reasonable suspicion. You must contact the company HR manager for assistance in making such a determination. If the incident occurs outside normal business hours, contact your manager who will work with the appropriate departments. Supervisors Signs and Symptoms Training

AES Policy Some circumstances may not warrant Reasonable Suspicion testing under DOT’s specific parameters, but may qualify for testing under AES’ Non-DOT Company Policy. Please report all substance use/abuse concerns for testing guidance to your supervisor/manager. Supervisors Signs and Symptoms Training

Steps of a Reasonable Suspicion Determination Observe, Investigate and Identify Document Remove Confirm Confront Notify Escort Stick to the Plan Supervisors Signs and Symptoms Training

Observe, Investigate and Identify Abnormal appearance Unsafe Conduct Impaired walking, stumbling, or staggering Unauthorized leave from work Excessive sick leave Monday and/or Friday absences Repeated 2-4 day sick leave Remember observations that trigger a reasonable suspicion test must be observed by a trained supervisor and they must be contemporaneous – now! Supervisors Signs and Symptoms Training

Document Get a second manager Only document discrepancy to company policy. You should include a statement of the specific problem and or policy violation, what the company policy is and what expectations are for improvement. The statement should be signed by the employee and filled with HR. It isn’t mandatory to get the employee signature, some employees may refuse to sign. Supervisors Signs and Symptoms Training

Remove Never use physical force Notify them that not following request is grounds for disciplinary actions. Notify your manager and arrange for help. Supervisors Signs and Symptoms Training

Confirm Let employee explain their behavior. Once you have confirmed what appears to be a company policy violation, you should check the employees personnel file to make sure the employee was appraised of the company policy and disciplinary action. Supervisors Signs and Symptoms Training

Confront Ask employee to submit to testing. Advise them that both DOT and the company guidelines state a refusal is the same as a positive and the employee will be terminated. Confrontation occurs when the supervisor determines what are articulable and contemporaneous documented policy violations that indicate alcohol and/or drug testing is necessary. Supervisors Signs and Symptoms Training

Notify The collection site, and your Designated Employer Representative (DER). Once you have made the decision to test and the employee has agreed to testing you should notify the collection site that you are coming. This ensures that they are ready to conduct the appropriate testing. Supervisors Signs and Symptoms Training

Escort You must escort or have the employee escorted to the collection site. Under no circumstances should the employee be allowed to drive themselves to the test site in either a company or personal vehicle. To protect the employee and the company, arrange for their transportation home. Supervisors Signs and Symptoms Training

Stick – To the Plan Treat everyone equally and document everything as soon as possible Supervisors Signs and Symptoms Training

Learning Check • Thislearningcheckcontainsquestions.Eachquestionmayhaveoneormorecorrectanswers.Noscorewillberecorded.A passingscore is100%. • Employ the following steps for each quiz question: • Click the check box to the left of each possible response to select that response as your answer. • Click the Submit button when you are satisfied with your selections to check your answer. • Click the Next Question button after reviewing and closing the small box that scores your answer. • Click the View Results button to see the learning check score. • Click the Review Quiz button to review the learning check (correct and incorrect responses). • Click the Finish button to exit the learning check. • Click the Next button to begin the learning check. Supervisors Signs and Symptoms Training

Module 7 Learning Check

End of Module 7 Click the X in the upper right corner of your web browser to exit this module. Click on ‘Continue’ to advance to the next module. Supervisors Signs and Symptoms Training

Module 7: You Have to Make the Call!