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HomeMy Public PortalAbout006-2023 - Update to Res. No. 3-2023 for RVT and the Drug-Alcohol - policy addendum BOARD OF PUBLIC WORKS AND SAFETY RESOLUTION NO. 6-2023 A RESOLUTION APPROVING REVISIONS AND POLICY ADDENDUMS TO THE SUBSTANCE ABUSE POLICY FOR THE ROSE VIEW TRANSIT DEPARTMENT WHEREAS, On November 10, 2010, the City of Richmond, Indiana (City), by and through its Board of Public Works and Safety (Board), passed the Rose View Transit Substance Abuse Policy for the Richmond Rose View Transit rural transit system as required by the Federal Transit Administration (ETA) and the Indiana Department of Transportation (INDOT) and subsequent updated policies were approved by the 13oard through prior Resolution No. 7-2016, prior Resolution 11-2018, and prior Resolution 3-2023; and WHEREAS, An updated policy titled as the "Revised USDOT Drug & Alcohol Testing Regulation" with. its associated "Policy Addendum" (collectively "Policy") for the Rose View Transit System has been provided by INDOT to he approved by all Rural Transportation Assistance Program (RTAF) clients, effective as of June 1, 2023, which Policy is attached hereto as Exhibit A, and is incorporated by reference; and WHEREAS, It is in the best interest of the City of Richmond that the updated Policy be approved by the Board of Public Works and Safety of the City of Richmond, Indiana, for the Rose View Transit System. NOW THEREFORE, BE IT RESOLVED by the Board of Public Works and Safety of the City of Richmond, Indiana, that said Board hereby approves the updated Policy attached as Exhibit A for the Rose View Transit System, which policy is to be effective as of June 1, 2023, arid which policy may be signed by the Manger of Rose View Transit Passed and adopted tLis jvh* day of '0,.(2)--- , 2023, by the Board of Public Works and Safety of the City of Richmond, Indiana, BOARD OF PUBLIC WORKS AND SAFETY Vicki Robinson, President „„.,. Emily Palm r,Member Matt Evans, Member Approved: ( `—'-'4+ParittaM Snow . ' REVISEDKYSDOT DRUG &ALCOHOL TESTING REGULATION: 49 CFR Pf&R8 ~_�� `~ This Gocucneut will provide, a brief but comprehensive summary Ofthe 2077 final revisions tO4q [FA Part40 T�i3 �VCurocntvv�[l di��U�Sh0vvthese revisions On3y i[8paCtyou aDdyour drug/�a\C0hV| ' �i i� testing prograrn. This dOCuDoeDtvVi}\ also discuss any @C OD items which you may need to take to � ensure ongoing compliance with 49CF{l Part 4O `~ e �e�uU ��1���R1�I���� tbolJS[)81� is�ued � 0otice0 4q ���( Part4Uis f Proposed Ruleonaking /��PT{Y�l for 4q [F[<Part4U. Oo February 28 ' ' ---Z02�-� \atiOn ��at[n8od3teSdrUg8oda\c0h0lte5tiDg [Vrthe [|oitrd3tatcs i f\ ���[5�4 �Af\ �tC) i ([}�D�TlandUSD0T �\�enC �5 (i.e.,C ' , , �/' Dopartrnco� nfTranSpor�atno , / ^ r , ^ '-' ' - On May OZ Z0Z3 tbnliSDO7 �ub\ishcdn �oa} ru\vvvithal| boalreviniousto49CFRPart 4A. n|i ,5 ' ' � �� l}5D0T Of�c8V[Drugand �\|cOb0\ pO}iCygndC0rD'- 3u[� � Tbe �oalrulecan�c�ccesse 0n c - [OD'�PCl vvebsito: b m/m/v« t�pa�// .traosyortaLion.gov/odapc/[rpubs ~ - The Oevvk/ revised version of 49 CPT\Part40 will become effective on lVoe 1, 2023 After reviewing this dOCV]0eDt, please fee} free to contact your State Tl[)7. and/or (lLS &Associates, Inc. [RLS) with any questions. - `- Table #fCDDtents .l Revised USDOT Drug&A|Cohm]Testing Regulation: 49 Cl,&Part 40--......-~-. ...... ...... -------- ...... -- ............. -� '--~^------'--------------'---'~-`-~-'~^~^^^'-'^'~� Overview-.......... .... -....... ...----........ ______,~_,. -^-~~^^-^'^^^^-'--^~~--''^--------------- ~ Summary ofCbaoges ... ---_- .............--------- ....... - When does the new rule go�utoeffect?-- .....------ .......... ------- ...... ----- ---2 Can { start cnodurho�D0T'��eu|atcd oral fluid druetcsts?----_-----------_---------_-- - What else was opdatad?-_-^-~~.-.-.~--_^^_.-~^_-~-_^---_' __________--_3 -^ TAB�E I -l�HATELS6\�A3 UPDA7ED7--------------------------_-' ._ ___________'_.^,._~,....,..6 What Does This Mean FOR ... ��o7__------------''--------------' .______,____~_-_6 \�hatDoco Tbis Mean FOR - So�p|oyer�7__--_--_--_---_-_--_-------- 7 What Does This Mean FOR _ Employer DRUG 8�ALCOHOL TESTlNG POLICY?----_------_---_--- -- What Does This Mean Ernp\oyees?-......-_------...... --_----_----------' What Does This Mean FOR - Collectors?-...-------.......-............ --------._~~.... VVhmtDoes7bis Mean FOR- C/TP�s?-__--_---__--__'__-_--._-_-----------'-------- � What Docs This Mean FOR ...Labs'?....---'-----....... -_----_---...... ......... _� ~ _______,_~,._.~.._,.,,,^,.,^________--�lO � Education.—..,.. -.~~-'--^.___-~.----_-__-_''--� --- Employee Education-------____----~''--'-^_--_.---- ~----~---------------~~--.-I0 Service Agent Education......... ....... ........ .~.^ ....... ..._-~''~'-^'--'-'~� Exhibit A - Part 40Rzdeui adOoTnhle----.------_--_-------'_----- � . � � Summary and Discussion: 2023 Update and Revisions to 49 CFR Part 4O Page l oflI V�AGE t OF_/�1 � � _ SUMMARY OF CHANGES On May 2, 2023, the Department of Transportation (DOT) published a final rule in the Federal Register (88 FR 27596). This final rule, among other items, amends the DOT's regulated industry drug testing program to include oral fluid drug testing. WHEN DOES THE NEW RULE GO INTO EFFECT? • The final rule is effective June 1, 2023 CAN I START CONDUCTING DOT-REGULATED ORAL FLUID DRUG TESTS? • No. Not yet! a The conduct of DOT-regulated oral fluid drug tests will not be permitted until DHHS certifies at least two (2) laboratories for specimen testing • One lab will be the primary lab • The second lab will serve as the split specimen laboratory (when needed). o As of the time of the publication of this document (05/07/2023), DHHS has not yet certified two laboratories. • Are you REQUIRED to start conducting oral fluid drug tests? o No. o Urine drug testing will still be permitted. DOT is not requiring the use of oral fluid specimens for drug tests (with a very limited exception, see Pages 4 and 9). The final rule is simply allowing oral fluid testing as an option, once available. WHAT ELSE WAS UPDATED? The allowance of oral fluid specimens for drug testing wasn't the only change that occurred within this new final rule. 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The summary of changes presented in the preceding pages provide an overview of the 05/02/2023 major updates to 49 CFR Part 40. The sections below try to clarify what these changes mean to the major stakeholders in your USDOT-FTA drug and alcohol testing program. WHAT DOES THIS MEAN FOR ... EMPLOYERS? * The decision on WHICH specimen type (i.e., Urine or Oral Fluid) will be utilized for drug testing is the choice of the EMPLOYER- not the employee o The EMPLOYER chooses the collection methodology for each test reason • For example, an employer could have a policy that all random tests will start with a urine specimen collection, while all post-accident, reasonable suspicion, return-to- duty, and follow-up tests will start with an oral fluid collection,etc. o The EMPLOYER chooses the collection methodology for any subsequent collection following a shy-bladder, dry mouth, or other test that requires a directly observed collection. a It is a BEST PRACTICE to have a standing order in place with your collection site(s): • This will be the "guiding document/direction" to your collection site(s) so they know what kind of collection you want performed (i.e., oral fluid vs urine) for each testing circumstance. • All oral fluid collections are considered directly observed collections o DOT recognizes that directly observed specimen collections have long been the most effective method for preventing donors from cheating. o Directly observed URINE collections are only permitted in certain circumstances due to the donor privacy concerns. o However, oral fluid collections are not restricted to those same specific circumstances. al Unlike directly observed URINE collections, an oral fluid collection is much less intrusive on the tested donor's privacy. • Having the flexibility of both options allows an employer the ability to perform directly observed collections as an oral fluid test without concerns about the gender of the observer. • Designated Employer Representatives (DERs) must still remain available to collectors at all times. o This has ALWAYS been the case, but it is now more important than ever. o DERs must be available to discuss problem collections and standing orders on what type of test the employer wants in problem collection scenarios. • Such as if an employee does not provide a sufficient urine specimen, does the employer want the collector to switch to an oral fluid collection? Summary and Discussion: 2023 Update and Revisions to 49 CFR Part 40 Page 6 of 11 iEXH1BlT PAGE (A OF L.( WHAT DOES THIS MEAN FOR ... EMPLOYER DRUG &ALCOHOL TESTING POLICY? • ETA has stated there is no need for employers to make any changes to their D&A testing policies unless the policy specifically refers to "urine" as the only specimen authorized for drugtesting 0 If that is the case, the policy needs to be updated to read "urine and/or oral fluid" • If an employer is going to authorize oral fluid testing, the policy will need to: o State the testing events for which an oral fluid collection will occur (e.g., pre-employment, random, etc.). o State if oral fluid collections will be authorized for shy bladder situations and directly observed collections. WHAT DOES THIS MEAN FOR ... EMPLOYEES? • Employees could be subject to either an oral fluid collection or a urine collection for any DOT- regulated test. o The choice of whether to conduct an oral fluid or a urine test is up to the EMPLOYER. • In circumstances when a second collection is needed during a testing event. o e.g., initial temperature of urine specimen is out of range, or insufficient quantity for either oral fluid or urine, etc. o The employer may choose to change to the other specimen type of collection to finish the testing event. • SAP evaluations may be conducted remotely. [SPACE LEFT BLANK INTENTIONALLY] Summary and Discussion:2023 Update and Revisions to 49 CFR Part 40 Page 7 of 11 — IEXHT PAGE WHAT DOES THIS MEAN FOR ... COLLECTORS? • Collectors (and collection sites) must know the employer's preferences and standing orders for regular and problem collections. • Employee ID on the CCF can be any of the following: o SSN o Unique identifier issued by the employer to the employee o State-issued identification card number o State-issued driver's license number (including a CDL number) o Any other state or federally-issued identification number • For tests regulated by FMCSA- Must be CDL number and State Code * Since either urine or an oral fluid collection may be required: o Ensure that either you or a coworker is qualified to collect either specimen type. o If no one is qualified to conduct the alternate collection, contact the DER so the employer can make arrangements to have the employee tested at another collection site. • Oral Fluid Collectors must: o Obtain training to proficiency in the operation of the particular oral fluid collection device you will be using. If you will be using more than one, you need to prove initial proficiency on each device. o Ensure that you complete the correct line on Step 2 of the CCF — ORAL FLUID. o Check the expiration date on the device or the package and show it to the employee. o Not use the device after its expiration date. • This would be a "fatal flaw" o Check"each device within expiration date?" in Step 2 of the CCF after ensuring the device is within its expiration date. o Enter the "Split Specimen Device Expiration Date" in Step 4 (Copy 1) of the CCF. o Use a new CCF when switching from one collection methodology to another (urine to oral fluid, or vice a versa). • You must also document the reason for the change in the remarks section of the CCF. [SPACE LEFT BLANK INTENTIONALLY] as Summary and Discussion: 2023 Update and Revisions to 49 CFR Part 40 Page 8 of 11 !EXHiBiT PAGT :41asooptlya htc. WHAT DOES THIS MEAN FOR ... C/TPAS? • As a Consortium/Third Party Administrator (C/TPA), if you are administering a program foran employer, you must: o Know the employer's decision about the testing methodologies to be used in each testing circumstance. o Make sure there are agreements in place for both oral fluid and urine collections and laboratory testing. • Remember, while an employer may opt for only one methodology, oral fluid testing must be available for directly observed collections for transgender and nonbinary individuals. • A best-practice will be to establish "standing orders" for each employer. o These would be shared with the collectors so everyone is aware of what specimen they need to collect for regular collections, directly observed collections, and other circumstances(such as shy bladder and dry mouth scenarios). WHAT DOES THIS MEAN FOR ... LABS? • For oral fluid collections: o If you receive an expired device, you must reject it from testing. o If the collector fails to enter the expiration date, or it was entered incorrectly, in Step 4 of the CCF, you must reject the specimen for testing,UNLESS: • The lab is able to determine expiration date by inspecting bottles A and B. • In which case the lab will note the correct date and proceed with the testing process. • Labs must provide data to USDOT bi-annually that is categorized by: o DOT operating administration (FRA, FTA, FAA, PHMSA,FMCSA) o Test reason (pre-employment, random, return-to-duty, follow-up,post-accident, reasonable suspicion/cause) o Specimen type (urine or oral fluid) Summary and Discussion: 2023 Update and Revisions to 49 CFR Part 40 Page 9 of 11 1EXHI-BiT A PAGE ThF t EDUCATION EMPLOYEE EDUCATION As a best-practice,your agency should consider conducting some form of employee education about the changes to the regulation.This training will help ensure the employees understand the changes and the potential impacts of the revised regulation.This document could be used as an outline to assist you in providing a brief training. Furthermore, USDOT-ODAPC has provided a "summary of changes" on their website, which includes a paragraph for employees: https://www.transporta_tin.gov_Lodapc/Notice Summary May 2023 SERVICE AGENT EDUCATION As a best-practice, you should contact your collection site(s), MR0(s), SAP(s), and C/TPAs to ensure they are aware of the revised regulations, as well as the areas of the new regulation which pertain specifically to their responsibilities. • DDAPC Summary of Changes: • https://www.transportation.gov/odapc/Notice Summary May 2023 • https://wwvv.transportation.gov/odapc/Notice Ma_y_2023 • Published Final Rule: http.s.j/www.transportation,govioda_pf/frpubs Summary and Discussion: 2023 Update and Revisions to 49 CFR Part 40 Page 10 of 11 EXHIBIT PAGE-11(2_2,3r c-( Assocotos,by. EXHIBIT A - PART 40 REDESIGNATION TABLE As an effect of publishing this updated version of 49 CFR Part 40, DOT is redesignating (i.e., renumbering and -,_ reordering) numerous sections of Part 40 to provide a more easily followed flow for users. .,. REDESIGNATIONS OF SECTIONS IN PART 40 Old Section New Section 40.35 40.36 40.41 40.42 40.45 40.40 -------- ---------- 40.47 40.41. 40.49 40,44 40.51 40.45 40.73 40.79 40.85 40.82 40.87 40.85 40.89 40.86 40.91 40.87 — — ------ ----- 40.93 40.88 _ __ .._ 40.95 40.89 40.96 40.90 40.99 40.84 _ -------WpendiXB Appendix D Appendix7C--- ----AppWalXE------- _ ApperidixD —AppenaixF _________ Appendix E Appendix G --- Appendix F Appendix H Appendix G Appendix I -...,_ Appendix H Appendix J -„ Summary and Discussion: 2023 Update and Revisions to 49 CFR Part 40 Page 11 of 11 r.l.X1-11BIT..A PAGE 1( OF !cas.v.go.roc. DRUG AND ALCOHOL POLICY ADDENDUM EFFECTIVE: JUNE 1, 2023 On May 02, 2023, the United States Department of Transportation (USDOT) - Office of Drug and Alcohol Policy and Compliance (ODAPC) has issued an update to USDOT's drug and alcohol testing regulation (49 CFR Part 40). The new regulation has been revised and the changes become effective on June 1, 2023. This final rule, among other items, amends the DOT's regulated industry drug testing program to include oral fluid drug testing.The changes that impact the D&A policy are summarized below. The [Insert Name of Transit Agency] drug and alcohol testing policy is amended as follows: 1. ORAL FLUID DRUG TESTING a. Any reference to "urine" drug testing throughout the policy is updated to reflect"urine and/or oral fluid" drug testing. 2. MODIFICATIONS TO DEFINITIONS FOUND IN 49 CFR PART 40 a. The following definitions have been removed: i. "Invalid drug test" and "Screening drug test" ii. 'Initial drug test (also known as "Screening drug text") has been removed and replaced with a definition for"Initial drug test" iii. 'Limit of Quantification" has been removed and replaced with a definition for "Limit of Quantification (LOQ)" b. The following definitions have been added: i. 'Alternate specimen" ii. 'Commercial Driver's License Drug and Alcohol Clearinghouse T„Clearinghouse)" iii, "Cutoff" iv. 'Oral fluid specimen" v. 'Specimen" vi. "SSN or Employee ID No." vii. "Undiluted (neat) oral fluid" viii. "Urine specimen" c. The foLowing definitions have been revised: i. 'Collection container" ii. "Collection site" Drug and Alcohol Policy Addendum — Effective Date: June 1, 2023 - Page 1 of 3 EXH!FlT Y.% PACE OF t` „, iii. "Confirmatory drug test" iv. "Initial specimen validity test" v. "Invalid result" vi, " aboratory" vii. "Limit of Detection (LOD)" viii. "Non-negative specimen" ix. "Primary specimen" x. "Reconfirmed" xi. "Shipping container" xii. "Specimen bottle" xiii. "Split specimen" xiv. "Split specimen collection" xv. "Substituted specimen" NOTE: The revisions listed in this addendum include only those revisions to 49 CFR Part 40 which may be referenced in our drug& alcohol testing policy. All revisions of 49 CFR Part 40 not specifically listed in this addendum, but which may still have an impact on the provisions of the drug and alcohol testing policy, are also in full force and effect even if they are not specifically listed in this addendum.A list of all the revisions made to 49 CFR Part 40 can be found at htt s: www. ovinfo. ov content kg/PR-2023-05-02/pdf/2023- - 08041.pdf. Addendum Authorization Date: [INSERT DATE HERE] Authorized Official (Printed Name): [PRINT NAME HERE] Authorized Official (Signature): Drug and Aohol Policy Addendum—Effective Date: June 1, 2023 - Page 2 of 3 iT)---C-id-BiT A PAGE IOF -c-T1 ACKNOWLEDGEMENT OF "JUNE 1, 2023" DRUG AND ALCOHOL TESTING POLICY ADDENDUM , the undersigned, hereby Print Full Name acknowledge that I have received a copy of the addendum (effective on June 1, 2023) to the anti- drug and alcohol misuse program policy mandated by the U.S. Department of Transportation, Federal Transit Administration for all covered employees who perform a safety-sensitive function. I further understand that receipt of this policy addendum constitutes a legal notification of the contents, and that it is my responsibility to become familiar with and adhere to all provisions „. contained therein. I will seek and get clarification for any questions concerning the provisions contained in the policy. I further understand that the information contained in the approved policy is subject to change, and that any such changes, or addendum, shall be disseminated in a manner consistent with the provision of 49 CFR Part 655, as amended. Signature of Employee Date Drug and Alcohol Policy Addendum—Effective Date: June 1, 2023 - Page 3 of 3 FZ-XHIBIT Ps PAGE t-{ OF