FMCSA Driver Qualification File Checklist

Obtain the Driver's Application for Employment form from the driver. This form is essential to collect all the necessary information about the driver's background and experience. It includes personal information, employment history, accident history, and details of any driving violations. The form will help in evaluating the driver's qualifications and fitness for the job. Encourage the driver to provide accurate and complete information to ensure a smooth and accurate hiring process. Potential challenges may include missing or incomplete information on the application form. In such cases, contact the driver and request the missing details. Required Resources or Tools: Driver's Application for Employment form.

Gather information regarding the driver's past employment for the last three years. This information is essential to assess the driver's driving and work history. Collect details such as the names of the previous employers, employment dates, job positions, and reasons for leaving previous jobs. This information will help in evaluating the driver's experience, job stability, and work ethic. Potential challenges may include difficulty in obtaining accurate employment history details. In such cases, contact the driver's previous employers directly or request the driver to provide any necessary documentation to verify employment history. Required Resources or Tools: Previous employment records, reference letters, or any supporting documentation.

Perform a Pre-Employment Screening Program (PSP) Record Check for the driver. The PSP record check provides a comprehensive record of the driver's previous safety performance, including roadside inspection and crash records. Reviewing this information helps in assessing the driver's safety record and identifying any potential safety concerns. Potential challenges may include delays in obtaining PSP records or discrepancies in the provided information. In such cases, contact the appropriate authorities or agencies to resolve any discrepancies. Required Resources or Tools: Access to the Pre-Employment Screening Program (PSP) database.

Acquire the Motor Vehicle Record (MVR) for the driver's driving history for the past three years. The MVR provides crucial information about the driver's driving violations, accidents, license status, and any suspensions or revocations. Reviewing this record helps in evaluating the driver's driving skills and identifying any potential risks. Potential challenges may include delays in obtaining the MVR or discrepancies in the provided information. In such cases, contact the appropriate department of motor vehicles to resolve any discrepancies. Required Resources or Tools: Access to the Motor Vehicle Record (MVR) database.

Perform a road test for the driver or obtain a certificate from a recognized driving school. The road test assesses the driver's ability to handle the vehicle safely, follow traffic rules, and demonstrate necessary driving skills. Alternatively, if the driver possesses a recent and valid road test certificate from a recognized driving school, it can be accepted as proof of proficiency. Potential challenges may include scheduling the road test or verifying the authenticity of the certificate. In such cases, coordinate with the driver or the driving school to address any concerns. Required Resources or Tools: Road test evaluation form or certificate from a recognized driving school.

Obtain the Medical Examiner's Certificate for the driver. The Medical Examiner's Certificate is a vital document that confirms the driver's physical and medical fitness to operate a commercial motor vehicle. Ensure that the certificate is valid and complies with the FMCSA regulations. Potential challenges may include expired or incomplete Medical Examiner's Certificates. In such cases, contact the driver and request an updated or complete certificate. Required Resources or Tools: Medical Examiner's Certificate form.

Request the driver to complete the Driver's Written Certification of Violations form. This form requires the driver to disclose any traffic violations or other license suspensions in the past 12 months. It is essential to ensure that the driver provides complete and accurate information regarding any violations. Potential challenges may include missing or incomplete information on the form. In such cases, contact the driver and request the missing details. Required Resources or Tools: Driver's Written Certification of Violations form.

Maintain a record of all the contacts made to verify the driver's safety performance history. This includes contacting previous employers, references, and relevant agencies to gather information about the driver's safety record. The record will serve as evidence of due diligence performed in verifying the driver's qualifications. Potential challenges may include difficulties in reaching the contacts or obtaining the required information. In such cases, make multiple attempts to contact the individuals or agencies, or consider alternative means of verification. Required Resources or Tools: Contact log or spreadsheet to maintain the record.

Perform drug and alcohol testing for the driver. Drug and alcohol testing is a crucial part of ensuring the safety of commercial motor vehicle operations. Follow the appropriate testing procedures and comply with the FMCSA regulations regarding drug and alcohol testing. Potential challenges may include scheduling the testing or obtaining accurate and reliable results. In such cases, coordinate with the testing facility or consider alternative options for testing. Required Resources or Tools: Drug and alcohol testing kits, testing facility contact information.

Submit the required information to FMCSA's Drug and Alcohol Clearinghouse. The Drug and Alcohol Clearinghouse is a central database that contains information about violations of FMCSA's drug and alcohol program. Ensure that the driver's information is accurately reported to the Clearinghouse. Potential challenges may include technical difficulties in accessing the Clearinghouse or submitting the information. In such cases, contact the appropriate technical support or FMCSA for assistance. Required Resources or Tools: Access to FMCSA's Drug and Alcohol Clearinghouse, driver's information for reporting.

Seek clarification for any discrepancies found in the driver's files. If there are any discrepancies or inconsistencies in the driver's application, employment history, driving records, or certifications, contact the driver to resolve the issues and obtain accurate information. Potential challenges may include difficulty in contacting the driver or discrepancies that require further investigation. In such cases, make multiple attempts to contact the driver or consult with appropriate authorities to resolve the discrepancies. Required Resources or Tools: Contact information for the driver.

Conduct an annual review of the driver's driving record. Review the driver's MVR and other relevant records to assess their ongoing compliance with safety regulations. This review helps identify any new violations or patterns of unsafe behavior that may require further action. Potential challenges may include delays in obtaining updated driving records or difficulties in interpreting the records. In such cases, coordinate with the relevant authorities or agencies to address any concerns. Required Resources or Tools: Access to the Motor Vehicle Record (MVR) database.

Request the driver to provide the Annual Driver's Certification of Violations form. This form requires the driver to disclose any traffic violations or other license suspensions in the past 12 months. It is important to ensure that the driver provides accurate and complete information regarding any violations. Potential challenges may include missing or incomplete information on the form. In such cases, contact the driver and request the missing details. Required Resources or Tools: Annual Driver's Certification of Violations form.

Maintain a receipt of the Driver's Rights Pertaining to Investigation History form. This form acknowledges that the driver has received information about their rights and responsibilities regarding the investigation and collection of information for employment purposes. Keeping this receipt ensures compliance with legal requirements and helps protect the driver's rights. Potential challenges may include missing or misplaced receipts. In such cases, contact the driver and request a copy of the receipt or provide a replacement form for acknowledgment. Required Resources or Tools: Driver's Rights Pertaining to Investigation History form.

Ensure that the driver renews their Medical Examiner's Certificate and Motor Vehicle Record (MVR) as required. The Medical Examiner's Certificate and MVR must be kept up to date to comply with FMCSA regulations. Verify that the driver has renewed these documents within the specified timeframes. Potential challenges may include expired certificates or delayed renewals. In such cases, contact the driver and request updated or renewed certificates. Required Resources or Tools: Medical Examiner's Certificate renewal process, Motor Vehicle Record (MVR) renewal process.

Keep an inventory of all the compliance documents obtained throughout the driver qualification process. This inventory helps ensure that all required documents are collected and maintained in an organized manner. It also serves as a reference in case of audits or inspections. Potential challenges may include missing or misplaced documents. In such cases, conduct a thorough search for the missing documents or contact the appropriate individuals or agencies to obtain replacements. Required Resources or Tools: Document management system or spreadsheet for inventory management.