It may be overwhelming to create and maintain a driver qualification file. Whether your company hires CDL drivers or you do it yourself, following the FMCSA rules can ensure compliance with the law. Below are some things you need to know about creating a driver qualification file. Follow this checklist to make sure you stay compliant. After all, the DQF should contain records of all CDL drivers’ qualifications and licenses.
First, new drivers should obtain their safety performance history from their DOT-regulated employer. To get this information, new drivers must fill out a release form authorizing the company to request their records. If you are unsure of the information provided by your employee, you can also request to verify your employment history through a third-party service. The company will contact your applicant’s former employers via phone, email, or in person.
To avoid any confusion and keep your driver compliant, it’s important to review your driver’s driving record. A driver’s MVR should contain all violations, including those that occurred out of state. A DOT-approved form has a check box that says “No violation.” You should also receive a document listing inquiries. Signed and dated, the document should be in your driver’s file.
Drivers must complete a medical exam. The driver’s certification must be renewed every two years and must be completed by a qualified medical examiner. Keeping a driver qualification file updated regularly is essential to ensuring compliance. Get in touch with Compliance Service Bureau to learn about the GET MY OWN AUTHORITY. As a trucking company, you may need to hire a staff member to keep these files up to date. But it’s worth it when it comes to avoiding unnecessary fines and penalties.
A driver qualification file is a compilation of documents proving that an employee is certified and qualified to operate a commercial motor vehicle. A driver qualification file includes numerous pieces of paperwork, including drivers’ applications, driving history, employment history, medical tests, and other certifications. Essentially, it’s everything a trucking company needs to know to ensure that its driver is legally qualified to work. This information may be valuable to a potential employer, but it is also required by law to keep an employee safe.
Maintaining a driver qualification file requires a thorough knowledge of the regulations surrounding the process. While maintaining driver files yourself may seem easy, small details could cost thousands of dollars. Applying for FORM BOC3 is also a great idea. This is why many fleets hire outside professionals to handle this important aspect of compliance. The goal of hiring an expert is to protect your company from any due diligence that may be performed on your drivers. They will notify you if a violation is found.
Managing driver files becomes a major burden if you’re not careful. The FMCSA has specific requirements for maintaining a driver qualification file. These regulations dictate how you store the information in your files. In addition, you should make sure to keep the information in a secure place. Keep in mind that any type of information in your driver qualification file is confidential and should be kept in a safe place with controlled access.
When rehiring a driver, they must maintain a new DQ File and a new pre-hire record. If a driver has passed their Verification of Employment (VOE) and has a valid CDL, he can use this to build on their previous performance. Once rehired, the DQ File can be updated at any time since the driver left the organization.
A DQF must also contain the driver’s motor vehicle record. This record must be from all states the driver has held a CDL or a permit. The process for requesting a driver’s motor vehicle record varies by state. It is important to follow the process set by each state. If you’re not sure what to do, contact your local DMV. Most states require that trucking companies keep a record of all CDL and non-CDL drivers.