Explore the sections in this guide
The short answer
For employees covered by Part 382, employers need a full pre-employment Clearinghouse query before safety-sensitive work. A query is also required at least annually for covered employees.
An annual limited query requires driver consent and shows whether information exists. If it does, conduct a full query within 24 hours. Missing that deadline means removing the driver from safety-sensitive work until the full query confirms no prohibition.
A practical example
Your hiring checklist says “Clearinghouse complete,” but only a limited query was run. Check the query type before releasing the driver.
Next steps
- Identify covered drivers and assign a query owner.
- Track annual due dates and the required consent.
- Give a positive limited-query result an immediate follow-up owner.
Keep the query milestones separate
| Record or decision | What it addresses | What to check |
|---|---|---|
| Required query type | Hiring full query or applicable annual query | A limited query does not replace the hiring full query. |
| Consent | Required driver authorization | Check the consent appropriate to the query. |
| Result | What the completed query establishes | Do not confuse a started request with a completed result. |
| Follow-up | Required action when information appears | Track the result and deadline separately. |
A roster should show the employment population being checked
Annual-query administration can miss drivers added between scheduled roster reviews or retain former employees as active. Reconcile the roster with the actual covered workforce. Keep query completion and the next due date distinguishable. A provider may assist, but the employer needs to understand which task was performed and what still requires action.
Example: consent is requested but the hiring query is incomplete
The recruiter marks the task complete when a consent request is sent. Dispatch sees the completed checkbox and assumes the driver can start. The process should distinguish consent requested, consent obtained, query completed, and the result reviewed. Those are different events. A hiring release decision should reflect completed applicable requirements rather than the fact that administration has begun.
Questions to ask a service provider
Ask who initiates the query, obtains or verifies consent, monitors results, informs the employer of a result needing action, and documents completion. Identify the process when the usual contact is unavailable. Do not share driver accounts or assume an email notification proves that the required query and review are complete.
A limited-query hit starts a time-sensitive follow-up
A limited query reports whether information exists. When it does, the employer must complete the required full query within 24 hours. If the full query is not completed within that period, the driver must stop performing safety-sensitive functions until the completed full query confirms no prohibition. Assign the result to someone who can act immediately, including outside the usual contact’s work schedule.
Consent and the employer’s responsibility
The full query uses the driver’s specific electronic consent through the Clearinghouse. Limited-query consent uses the applicable consent process and can cover multiple queries when properly worded. A service provider’s involvement does not eliminate the employer’s duty to complete required queries and respond to results. Maintain your own view of the covered-driver roster, annual completion dates and outstanding full-query requests. Track consent requests separately from completed queries.
Official source
A focused federal summary. Check applicability, exceptions, and current requirements for your operation.
