Are we required to have definitions or a glossary in our DOT drug and alcohol policy?

No, it is not a regulatory requirement to have definitions in a DOT drug and alcohol policy. Most policies have an identified scope and objectives, but employers should consider including a section titled “Definitions.” Even though you may “assume” members of your organization have a clear understanding of the information and terms presented, it is better to err on the side of caution.

Consider including definitions that might confuse a new or casual employee or one whose primary job function is not transportation (e.g., HR department). Your definitions might include acronyms, technical terms, and terms in context of the policy or specific to the organization.

A glossary of terms is also beneficial during classroom training on the policy and educational materials, especially when covering material in handouts. The definition should be presented to reflect the audience. In other words, legalese and formal writing may trip up certain audiences. What you present to your corporate officers may be completely different than drivers, dispatchers, supervisors, and others.