DOT / SAP Evaluations Explained Step-by-Step
If you are a CDL holder, employed as a truck driver, pipleine worker, pilot, or in another safety-sensitive position; and failed a DOT alcohol or drug test at work, or left the testing site before successfully providing a sample, your ability to work is paused until you complete a DOT SAP evaluation.
Your employer is required under federal guidelines to immediately suspend you from safety-sensitive duties. Some employers may temporarily move employees to non-safety-sensitive roles while the issue is being resolved.
It is often unclear to employees what to do next if they want to remain with their company. In other cases, you might consider whether to continue working in the same occupation under DOT rules. The process for a rule violation, regardless of whether the employee had a positive test, is always the same. This guide explains it step-by-step and addresses one of the most essential questions on your mind: how long does a SAP program take to complete?
What’s a SAP?
A SAP (Substance Abuse Professional) is a qualified specialist who evaluates employees after a positive drug or alcohol test. In the DOT return-to-duty process, the SAP plays a critical role in helping employees get back to safety-sensitive work.
The SAP must meet with you in-person or by video conference to assess your history and current status regarding alcohol or drug use.
This meeting involves completing a questionnaire online, followed by an in-person or video interview with a professional evaluator.
Learn How Our DOT SAP Assessment Process Works
How Long Does the SAP Program Take?
SAP programs have variable timeframes.
Because employees have different circumstances, there is not a standard “drug and alcohol class” or treatment "program" for this process. It is the SAP’s responsibility to assess and determine what is appropriate for each individual.
After the first meeting with your selected SAP, you will have know how long your program is expected to last. Some situations may require only a brief educational intervention, while others may need a few counseling sessions while others may need weeks or months of treatment.
The DOT requires all employees in a SAP program to complete at least some substance abuse education. There is no such thing as "no recommendation" in a SAP evaluation. This is a federal DOT rule.
While completing the recommendation given by the SAP, you can contact them with questions or inform them when you have finished. The SAP will require verification that you successfully completed the recommendation. You must provide written proof of completion and expect the SAP to communicate with the service provider.
How the SAP Helps You Return to Work
At the end of your first meeting (the "initial evaluation" or "SAP assessment" with the SAP, you will be directed to participate in education, counseling, or treatment. The purpose of this meeting is to determine the appropriate level of intervention.
The SAP is responsible for finding local resources to help you meet DOT requirements. By law, the SAP cannot refer you to themselves or anyone within their organization, protecting you from conflicts of interest.
It’s All About Safety
Once you have completed the recommended actions, you must return to the SAP for a follow-up evaluation. This second meeting reviews how effective the initial evaluation recommendation was for you, and determines whether it is safe and reasonable for your employer to begin the return-to-duty process. Safety is the always the primary concern of the SAP, the DOT, and your employer.
Getting Approval to Return-to-Duty
The SAP will prepare three documents for your return-to-work process.
- The first document provides the initial evaluation and recommendations.
- The second document shows whether you have complied with the recommendations and whether a safety-sensitive employer can allow your return to normal duties after successful testing.
- The third document outlines your follow-up testing schedule, prepared for the employer only, as it contains your specific testing requirements within limits and guidelines set by the DOT.
Follow-up Drug and/or Alcohol Testing
The follow-up testing schedule rules involve a minimum of 6 tests in the first 12 months of your return to work. After that, the SAP may set a testing schedule of any amount per 12-month period of safety-sensitive duty for up to 5 years total.
If you have tested positive for marijuana or cannabis products, you need to be particularly careful not to take a DOT return-to-duty drug test until you are certain you are not going to test positive for THC.
What If Someone Fails the SAP Program?
If the evaluator believes the person is unable to return to work, they typically will extend the time in the SAP return-to-duty process until they can reach an appropriate level of safety and recovery stability. This allows them to be approved for a return-to-duty test.
If the employee is non-compliant, the SAP can also complete a non-compliance report. In this situation, the employee being assessed will need to restart the process with another initial evaluation when they are ready to return to work.
Alternatively, the employee may choose to stop applying for roles in the safety-sensitive field where DOT regulations apply and compliance is enforced.
How Much Does the SAP Program Cost?
Costs vary depending on the provider. Please keep in mind that it helps to find a credible provider with a number of years of experience.
For information on New Directions’ costs, please call 1-800-671-8589. Our team members will walk you through rates and the assessment process.
What Happens After I Complete the SAP Program?
After successfully completing an SAP program:
- The employee should contact their human resources department, safety coordinator, or the person in charge of alcohol and drug testing for the company.
- The employee should inform the company representative (also known as the DER or Designated Employer Representative) that they are ready to return to duty. Ensure the company representative communicates with the SAP who provided the evaluation, follow-up evaluation, and return-to-duty testing schedule.
- The SAP will confirm the employee’s compliance and share the testing schedule with the DER.
- The DER will then inform the employee when they can report to a testing center for a DOT alcohol and/or drug test.
After proof of a negative drug test, the DER provides further instructions about the day, time, and any other procedures necessary to resume work. The DER or director of the company’s alcohol and drug testing program oversees all return-to-duty tests according to the testing schedule set by the SAP.
The SAP is no longer involved in the process, except for sharing the original SAP evaluation compliance information with any new employers. If the employee seeks new employment after the original SAP evaluation, they should provide the company representative (DER or safety/substance use testing program director) with the SAP's name and contact information to initiate transfer of your SAP compliance and testing documents.
For greater detail on the follow-up testing period, visit www.transportation.gov or read below.
How Long Does a SAP Program Stay on Your Record?
A SAP program generally stays on your record for five years.
This timeframe can be longer if you stop your safety-sensitive job for a period of time and, as a result, stop receiving DOT tests. In this circumstance, the five-year clock halts until you are employed in a safety-sensitive position again.
If You Have More Questions…
There are many regulations involved in workplace testing and returning to work after a positive test or rule violation, but this blog covers the big picture of the process. If you have further questions about the duration of a SAP program or the assessment process, call us today at 800-671-8589 for a free consultation.
We have been serving DOT-regulated employees for the past 15 years. Read our DOT SAP program reviews for more information.
Our team would be happy to assist you, whether in person or online.
