FMCSA Driver Qualification File Checklist Template
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What is a FMCSA Driver Qualification File Checklist?
A FMCSA Driver Qualification File Checklist is a document used to ensure that a company has gathered and maintain all the necessary and required documentation for each employed driver.
The FMCSA lists a set of general requirements to consider a driver qualified, and the rules are applicable to all persons who operate a commercial motor vehicle (CMV) and to all states.
This qualification checklist verifies whether a driver meets the FMCSA requirements to operate. If a driver fails to meet those standards, the FMCSA may disqualify the driver depending on the lacking requirements – could be one year or lifetime – so it is key to conduct regular qualification checklists to make sure drivers continue to operate.
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FMCSA driver file requirements
The list of necessities for each of the driver is the same for each state, according to federal regulations. The FMCSA driver file requirements include the following:
- Employment history and history of violation – FMCSA requires keeping on file the employment history of the driver during the 3 years preceding to their date of application or hiring with details on the type of equipment or vehicle they operated such as buses, trucks, truck tractors, semitrailers, full trailers, and pole trailers. It also includes a list of all violations of motor vehicle laws or ordinances which they were convicted of.
- Motor Vehicle Record (MVR) history - A copy of the motor vehicle record(s) obtained in response to the inquiry or inquiries to each driver's licensing authority from 3 years since employed to the current company.
- Copy of the Road Test Certificate – Required on the driver’s file is also the road test certificate, which is a result from the road test given by the company. At a minimum, drivers are to be tested to the specific commercial motor vehicle (CMV) intended to be assigned to him/her.
- Annual MVR review – The motor carrier or the company the driver is employed is required by the FMCSA to review the MVR of each driver whether it meets minimum requirements for safe driving or is disqualified to drive a commercial motor vehicle.
- CDL card and Medical Examiner Certificate – Part of the driver qualification file is having on record the copy of medical certificate or CDL card. It must be kept and must be obtained from the current licensing state.
- Skill Performance Evaluation Certificate issued by FMCSA – After FMCSA grants an SPE certificate, they will notify the driver or the company by letter. A copy of this shall also be kept in the driver qualification file.
The above are the general requirements of the file and should be found in the driver qualification file checklist from FMCSA. For any exceptions or special cases, you can refer back to the FMCSA website. If you are the motor carrier, fleet manager, or employer, you are required to keep the driver qualification file retained as long as the driver is employed and for three years after. Part of the responsibility is also making sure your annual certifications and reviews are conducted.
Common causes of FMCSA driver disqualification
FMCSA regulates and ensures that all drivers in each state are qualified to drive a commercial motor vehicle. They also appropriately hold accountable drivers and companies who are not qualified, all which stem from putting themselves or the community in danger.
The following are the common causes of disqualification for your drivers to be on the lookout for and its sanctions:
Driving under the influence of alcohol or drugs and other illegal substances
They can be disqualified to drive a CMV 1 to 3 years for first conviction and a lifetime for second conviction. This also includes refusing to be tested.
Driving an out-of-service (OOS) vehicle
OOS vehicles are marked with a sticker, and usually they are declared out of service by the authority because of the possible danger it can cause. When convicted to have found to be driving an OOS vehicle, drivers can be disqualified for 90 days to 5 years for multiple offenses in a 10-year period.
Unsafe behaviors while driving CMVs
A driver can be disqualified if found to be using their mobile device while driving from 60 days to 120 days for subsequent violations in a 3-year period.
All these common causes can easily be included in the US DOT driver qualification file checklist to correct and make sure trainings and reminders are in place for your drivers.
Frequently Asked Questions
Can I use this template to show compliance of Driver Qualification File?
Yes. You can use Sitemate's FMCSA Driver Qualification File Checklist to comply with FMCSA regulation to maintain a driver qualification file as cited in 49 CFR 391.51(a).It's pre-built to include all general and special requirements and because of the ability to add photos or PDF attachment, you can use it to compile all your files according to each check item.
Why use a Driver Qualification File Checklist template?
Use a Driver Qualification File Checklist template to avoid being disaqualified by the FMCSA. FMCSA has a specific list of requirements, and a checklist would act as guidance to ensure compliance.
Can I edit this FMCSA Driver Qualification File Checklist template and add more check items?
Yes - this qualification file checklist template is free to edit and tailor with Dashpivot's drag and drop feature – tables, formulas, multiple choice, dropdown, and other field types – that can cater to thousands of potential document structures.
Can I export this FMCSA Driver Qualification File Checklist as PDF?
Yes, once filled out, it can be exported into a PDF file or CSV. Aside from the ease of fillong out forms on the field using a tablet or phone, users and team members can access documents anytime and anywhere using their own devices, and can easily share within the database or by sending over the PDF files.
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