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Organizational Tips for DFSP Annual Report Success
Another year and that Drug-Free Safety Program annual report has snuck up on me! I can’t find the paperwork and two of our guys haven’t taken the education course. I know I need an organizational system so I’m not scrambling at the last minute, but I don’t even know where to start. Can you help?
We completely hear you! It seems that deadline (or any deadline!) can sneak up out of nowhere, yet, it’s due the same time every year. Because the drug-free workplace program is only a small portion of what you do and the Drug-Free Safety Program (DFSP) an even smaller portion, it makes complete sense that it could slip off the radar. Let’s talk about some key strategies for being as prepared as possible for next year.
It’s no shock that keeping information organized and in a central location will reduce the amount of time spent on next year’s annual report. And you probably already know that calendar reminders can be very helpful. So let’s just do that today (or maybe this week).
Mark an hour off in your calendar, watch this brief video on 4 DFSP Annual Report Tricks, then follow these steps:
- Create a DFSP electronic file or section of a cabinet drawer that you can add to throughout the year.
- Create separate folders for Employee Education, Supervisor Training, Testing and Assistance.
- Create a separate Administrative folder where you can save copies of the sample annual report, DFSP Implementation Guides and other forms from our DFSP HelpZone.
- Create a separate folder for submitted reports to keep track of annual submissions and to reference the following year.
- Save the invoice, session agenda (if applicable), sign-in sheets and/or certificates, and credentials of the trainer or entity that created your training materials.
- Add a recurring annual calendar reminder to schedule your education and training sessions two months before you want to hold them. Consider including details like who the trainer was, what you liked and what you might want to change, and any topics of interest for the next year.
- Add a reminder to your new hire protocol to send a new employee through education and training when they are signing off on your drug-free workplace policy.
- Save documentation on the name and contact information of your current testing vendor, lab and Medical Review Officer (MRO). This information can often be found on your Custody and Control Form (i.e., the form that is used when he or she goes for the test) or on an invoice from your vendor.
- Create a spreadsheet or chart similar to the one in the DFSP sample report (Comparable or Basic/Advanced) that records the number and type of tests as well as the number and type of positive test results. Include columns for gender, age range and employer actions (assistance/termination) in response to any positive tests. Reminder: This spreadsheet should not include the any employee identifying information.
- IMPORTANT: To maintain confidentiality with test results, store them in a separate medical file in a locked cabinet.
- Set a recurring monthly calendar reminder to update your testing spreadsheet with any new testing information.
- Save collateral materials on your Employee Assistance Program or resources available for employees who need assistance.
Reminders to put on the calendar
- Annually – schedule education/training sessions two months before you want them held.
- Monthly – schedule time to update your testing spreadsheet.
- February 1 – Schedule an hour to confirm you have all education and training completed or scheduled to complete before the deadline, paperwork is in order, your policy is up-to-date for the year and you are testing with the correct drug panel.
- March 1 – Schedule a block of time to complete your annual report before the deadline.
NOTE: The above dates are specific to private sector annual report. For those in the public sector, your dates are August 1 and September 1, respectively.
If this all seems like too much, break it into chunks and handle one section each week. The key is to get organized now while the process is fresh and familiar – not to wait until next year! And remember, Working Partners® Consortium Members have access to technical assistance, which includes help with DFSP annual report. Just give us a call!