One of the biggest requirements for both owner operators, and managers of large fleets is a driver qualification file. Given the complexity of what should be included in a driver qualification file, it’s understandable why it confuses so many. Ideally, a driver qualification file maintains documentation showing proof that a driver is qualified for operating a commercial vehicle. More details about the purpose of a driver qualification file can be found below.
How Do Driver Qualification Files Work?
There are a variety of documents that the FMCSA-requires for truckers to keep on file. The concept of a driver qualification file is to create an autobiography based on the driver’s past. More facts about how driver qualification files work include:
Why Are Driver Qualification Files Important
Having a driver qualification file that is up to date is beneficial for numerous reasons. When a driver qualification file is kept up to date, it shows that they’re doing everything possible to follow safety measures. It also helps display safety whether or not drivers violated the alcohol and controlled substances prohibition act.
Who Needs a Driver Qualification File?
Driver qualification files are required for both owner-operators and drivers for major fleets. Anyone who operates a motor vehicle needs to have an updated driver qualification file.
What Is Included in Driver Qualification File?
There are a variety of documents that need to be included in the driver qualification file. They include:
- Road Test Form
- Medical exam certificate
- Driver’s employment application
- Annual MVR review
- Annual certification of violations from the driver
- Note certifying that the medical examiner is qualified by the FMCSA
Can Driver Qualification Files Be Kept Electronically?
Driver qualification files can be maintained electronically with a simple caveat. Only when drivers provide an accurate representation of the required information can driver qualification files be stored electronically.
How Long Do You Keep Driver Qualification Files?
Driver qualification files need to be maintained for at least three years after employment. They must be received within 30 days of the start of employment.
What Do I Need for a DOT Safety Audit?
For a DOT safety audit, there are numerous requirements. They include a driver qualification file, and specific details about the vehicle(s).
In-Depth Look at a Driver Qualification File
Let’s take a deeper dive into the requirements of a driver qualification file.
Driver Employment Application
The first step in working as a trucker is completing a job application. A driver’s employment application is the first thing that gets added to a driver’s driver qualification file.
Included on a driver’s employment application is the applicant’s work history for the past three years. The names of any companies the driver has worked for as a CMV driver in the past decade will also be included. Even owner-operators need to fill out an employment application for themselves to keep on file.
Safety Performance History From Previous Employers
Another requirement regarding employment history is a driver’s safety performance history with all previous jobs. This information needs to date back to the last three years at a minimum. This insight can be gathered via face-to-face interviews, letters, or phone calls.
Motor Vehicle Record (MVR)
The next record needed for a driver qualification file is a motor vehicle record from each state where the driver is licensed. Each state has a different process for obtaining these files. This step should be completed within 30 days of hiring the driver.
Annual MVR Review
Drivers should have their current MVRs reviewed once a year. This makes sure the driver still meets the qualifications for safely operating a commercial vehicle.
Annual Certification of Violations
Another annual occurrence is drivers providing documentation from drivers detailing any traffic law violation they’ve been convicted of. This list should be compared with the driver’s MVR to ensure they’re consistent with one another.
Driver Road Test Certificate or Its Equivalent
Since drivers can’t operate a commercial motor vehicle without passing a road test, proof of passage is needed. This can come in the form of a road test certificate or something equivalent.
Medical Examiner Certificate
Drivers are required to pass medical exams every two years in order to make sure they’re still able to safely operate a commercial vehicle. After the exam, the employer is required to save a copy of the driver’s medical examiner’s certificate.
Note Certifying the Medical Examiner Is Qualified by FMCSA
After a driver’s medical exam has been conducted, it’s time to make sure it was performed by a professional. That can be done by verifying that the examiner is certified by the FMCSA.
Inquiry about Drug and Alcohol Tests
It’s also necessary for drivers to complete drug and alcohol testing. Drivers who violate the alcohol and controlled substances prohibitions could lose their driving privileges.
The Importance of a Driver Qualification File
One of the most crucial aspects of hiring drivers is ensuring that they meet the qualifications for being able to operate a commercial vehicle. That’s why it’s crucial to have a good understanding of what a driver qualification file consists of.
Equally as important is making sure that the driver qualification file remains updated. The best way to make sure drivers are qualified and have the ability to operate commercial vehicles is by maintaining accurate driver qualification files.
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