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Free Driver Qualification PDF Template

The Driver Qualification form serves as a comprehensive checklist designed to ensure that commercial driver applicants meet all federal requirements necessary for employment. This form encompasses various critical components, including personal information, employment history, driving records, and compliance with medical standards. Individuals and employers use it as a tool to facilitate the collection and assessment of qualifications, promoting safety and compliance within the transportation industry.

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Outline

Navigating the complexities of hiring professional drivers in the transportation industry entails a strict compliance regime, predominantly structured around the Driver Qualification File (DQF). The significance of this file isn't just in its capacity to organize critical documents but in its ability to ensure that a driver meets the stringent requirements set forth by Federal regulations. The checklist within the file covers an array of essential items, from a detailed driver application for employment, inquiries to previous employers and state agencies, medical examiner's certification, to annual reviews of a driver's record among others. Notably, certain certificates such as the medical examiner's certificate must be in the driver’s possession at all times during their tenure. This exhaustive documentation process plays a pivotal role in safeguarding public safety by ensuring that drivers have the necessary qualifications and a record of responsible driving. It also involves the collection and review of previous employment history, records of any road accidents, and traffic violation convictions over recent years, thus fostering a transparent and thorough vetting process. Additionally, the need for potential employees to disclose their controlled substance and alcohol status, alongside the provision for applicants to review and dispute any erroneous information reported by previous employers, underscores a commitment to fairness and accuracy in the hiring process. With regulations evolving and the stakes high for compliance failures, understanding and meticulously assembling the Driver Qualification File is a critical responsibility for employers in the commercial driving sector.

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DRIVER QUALIFICATION FILE

CHECKLIST

1.	DRIVER APPLICATION FOR EMPLOYMENT	391.21
2.	INQUIRY TO PREVIOUS EMPLOYERS (3 YEARS)	391.23(a)(2) & (c)
3.	INQUIRY TO STATE AGENCIES	391.23(a)(1) & (b)
4.	MEDICAL EXAMINER’S CERTIFICATE*	391.43
	(MEDICAL WAIVER, IF ISSUED)
5.	DRIVER’S ROAD TEST	391.31
6.	CERTIFICATION OF ROAD TEST*	391.31
7.	ANNUAL DRIVER’S CERTIFICATE OF VIOLATIONS	391.27
8.	ANNUAL REVIEW OF DRIVING RECORD	391.25
9.	CHECKLIST FOR MULTIPLE EMPLOYER	391.51(d)

*NOTE: DRIVERS MUST BE ISSUED COPIES OF THESE CERTIFICATES. DRIVERS NEED ONLY HAVE A COPY OF THE MEDICAL EXAMINER’S CERTIFICATE IN THEIR POSSESSION WHILE DRIVING.

(enter company name)

(enter address)

__________________

(enter phone number)

COMMERCIAL DRIVER APPLICATION

FILL IN ALL BLANKS & PROVIDE ALL INFORMATION REQUESTED--PRINT OR TYPE

…………………………………………………………………………………………………………………………………….

Date: _______________________

Name:	First_____________________ Middle_________________ Last______________________________________
Address _________________________________________________				Home telephone: _____________________
City_______________________ State _______ Zip ___________			Cellular telephone: _____________________
Date of Birth: ____________________________		Social Security Number: _______ - _______ - __________


If your above address is less than 3 years continue listing them below to cover the previous 3 year period:
1	Street_________________________________________________			Dates: From_________ To_________

City_______________________ State _______ Zip ___________

……………………………………………………………………………………………………………………………….

2 Street_________________________________________________ Dates: From_________ To_________

City_______________________ State _______ Zip ___________

……………………………………………………………………………………………………………………………….

3	Street_________________________________________________	Dates: From_________ To_________
	City_______________________ State _______ Zip ___________
	Use backside of sheet for additional addresses

Driver’s License Information: all licenses held, last 3 years:

State_______________ Number___________________________________________ Expiration Date _______________

Experience:
__________________________________	________________ to ________________	____________________________
Type of vehicle driven	Dates	Approximate mileage driven
__________________________________	________________ to ________________	____________________________
Type of vehicle driven	Dates	Approximate mileage driven
__________________________________	________________ to ________________	____________________________
Type of vehicle driven	Dates	Approximate mileage driven

All Accidents, last 3 years: (If none, write NONE)

Date________________ Describe_______________________________ Fatalities_____________ Injuries_____________

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revised 08/04

List all Traffic Violations Convictions, last 3 years: (If none, write NONE)
Date______________ Violation____________________________________ State_______ Commercial Vehicle: Yes / No
Date______________ Violation____________________________________ State_______ Commercial Vehicle: Yes / No
Date______________ Violation____________________________________ State_______ Commercial Vehicle: Yes / No
Date______________ Violation____________________________________ State_______ Commercial Vehicle: Yes / No
Date______________ Violation____________________________________ State_______ Commercial Vehicle: Yes / No
Date______________ Violation____________________________________ State_______ Commercial Vehicle: Yes / No
Date______________ Violation____________________________________ State_______ Commercial Vehicle: Yes / No
Date______________ Violation____________________________________ State_______ Commercial Vehicle: Yes / No


Have you ever had any driver license denied, suspended, revoked or canceled by any issuing state agency?
	Yes	No	If yes; state of issuance; explanation: ___________________________________________________
____________________________________________________________________________________________________


Employment History, last 10 years (383.35)—account for gaps between employers: (If owner/operator, list carriers leased to)
1)	Employer:_____________________________________________			Dates: ________________to________________
	Address: _____________________________________________			Supervisor: ______________________________
	City, State, Zip code:____________________________________			Telephone: ______________________________
Were you subject to the Federal Motor Carrier Safety Regulations during this period?					Yes	No
Were you subject to 49 CFR part 40 controlled substance and alcohol testing during this period?					Yes	No
Reason for Leaving: __________________________________________________________________________________
____________________________________________________________________________________________________

………………………………………………………………….……………………….………………………………………...
2)	Employer:_____________________________________________			Dates: ________________to________________
	Address: ___________________________________________ Supervisor:________________________________
	City, State, Zip code: ____________________________________			Telephone: ______________________________
Were you subject to the Federal Motor Carrier Safety Regulations during this period?					Yes	No
Were you subject to 49 CFR part 40 controlled substance and alcohol testing during this period?					Yes	No
Reason for Leaving: __________________________________________________________________________________
____________________________________________________________________________________________________
………………………………………………………………….……………………….………………………………………...
						July2003,dlnm	3
						revised 08/04

3)Employer:_____________________________________________ Dates: ________________to________________

Address: _____________________________________________ Supervisor: ______________________________

City, State, Zip code: _____________________________________Telephone: ______________________________

Were you subject to the Federal Motor Carrier Safety Regulations during this period?	Yes	No
Were you subject to 49 CFR part 40 controlled substance and alcohol testing during this period?	Yes	No

Reason for Leaving: __________________________________________________________________________________

____________________________________________________________________________________________________

………………………………………………………………….……………………….………………………………………...

4)Employer:_____________________________________________ Dates: ________________to________________

Address: _____________________________________________ Supervisor:________________________________

City, State, Zip code______________________________________ Telephone: ______________________________

Were you subject to the Federal Motor Carrier Safety Regulations during this period?	Yes	No
Were you subject to 49 CFR part 40 controlled substance and alcohol testing during this period?	Yes	No

Reason for Leaving: __________________________________________________________________________________

____________________________________________________________________________________________________

………………………………………………………………….……………………….………………………………………...

5)Employer:_____________________________________________ Dates: ________________to________________

Address: _____________________________________________ Supervisor: ______________________________

City, State, Zip code:_____________________________________ Telephone: ______________________________

Were you subject to the Federal Motor Carrier Safety Regulations during this period?	Yes	No
Were you subject to 49 CFR part 40 controlled substance and alcohol testing during this period?	Yes	No

Reason for Leaving: __________________________________________________________________________________

____________________________________________________________________________________________________

………………………………………………………………….……………………….………………………………………...

6) Employer:_____________________________________________ Dates: ________________to________________

Address: _____________________________________________ Supervisor: ______________________________

City, State, Zip Code:_____________________________________Telephone: ______________________________

Were you subject to the Federal Motor Carrier Safety Regulations during this period?	Yes	No
Were you subject to 49 CFR part 40 controlled substance and alcohol testing during this period?	Yes	No

Reason for Leaving: __________________________________________________________________________________

____________________________________________________________________________________________________

………………………………………………………………….……………………….………………………………………...

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revised 08/04
July2003,dlnm

7) Employer:_____________________________________________ Dates: ________________to________________

Address: _____________________________________________ Supervisor: ______________________________

City, State, Zip code:_____________________________________ Telephone: ______________________________

Were you subject to the Federal Motor Carrier Safety Regulations during this period?	Yes	No
Were you subject to 49 CFR part 40 controlled substance and alcohol testing during this period?	Yes	No

Reason for Leaving: __________________________________________________________________________________

____________________________________________________________________________________________________

Use backside of sheet for additional employers

For driver applicants of commercial motor vehicles that require a Commercial Driver License (CDL) the applicant must disclose their controlled substance and alcohol status per the requirements of 49 CFR part 40.25(j).

As a prospective driver employee, you have the right to review information provided by previous employers. You have the right to have errors in the information corrected by the previous employer(s) and for that previous employer(s) to re -send the corrected information to the prospective employer; the right to have a rebuttal statement attached to the alleged erroneous information, if the previous employer and the driver cannot agree on the accuracy of the information.

Driver employees who have previous Department of Transportation regulated employment history in the preceding three years, and wish to review previous employer provided investigative information, must submit a written request to the prospective employer, which may be done at anytime, including when applying or as late as thirty (30) days after being employed or being notified of denial of employment. The prospective employer must provide this information to the applicant within five (5) business days of receiving the written request. If the prospective employer has not yet received the requested information from the previous employer(s), then the five (5) business day deadlines will begin when the prospective employer receives the requested safety performance history information. If the driver has not arranged to pick up or receive the requested records within thirty (30) days of the prospective employer making them available, the prospective motor carrier may consider the driver to have waived their request to review the records.

Certification

“I certify that this application was completed by me, and that all entries on it and information in it are true and complete to the best of my knowledge.”

___________________________________________________________			__________________________________
Applicant’s Signature			Date Signed


TO BE COMPLETED BY THE EMPLOYER:
Application received by:		Application reviewed for completeness by:
______________________________________________		______________________________________________
Name		Name
_________________________	_______________	__________________________		_______________
Title	Date	Title		Date


SIGNIFICANT DATES:	Date of Hire:		_____________________________________
	Date of Hire:		_____________________________________
	Time & Date of Pre-Employment CST:		_____________________________________
	Time & Date of Pre-Employment CST Results Received:		_____________________________________
	Date First Used in Safety Sensitive Position:		_____________________________________
	Date of Termination:		_____________________________________

revised 08/04	5
July2003,dlnm

(enter company name)

___________________________

(enter address)

__________________

(enter phone number)

COMMERCIAL VEHICLE DRIVER APPLICANT

Controlled Substance and Alcohol Questionnaire

Pursuant to 49 CFR part 40.25(j)

…………………………………………………………………………………………………………………………………….

Application Date _______________________
Name ______________________			_______________________		______________________________________
First			Middle		Last
Address _________________________________________________					Home Telephone	_____________________
City_______________________ State _______ Zip ___________					Cell Telephone	_____________________
Date of Birth	____________________________			Social Security Number ________ - ________ - ________


				49 CFR 40.25(j)

Have you ever tested positive, or refused to test, on any pre -employment
drug or alcohol test administered by an employer to which you applied						YES	NO
for, but did not obtain, safety-sensitive transportation work covered by						YES	NO

DOT agency drug and alcohol testing rules during the past two years?

If YES —		Have you successfully completed the return-to-duty				YES	NO
If YES —		process?				YES	NO
		process?

		Documentation MUST BE PROVIDED before any				safety-sensitive
If YES —		transportation function is performed.

___________________________________________________________	__________________________________
Applicant’s Signature	Date Signed

TO BE COMPLETED BY EMPLOYER:

………………………………………………………………….……………………….………………………………………...

______________________________________________		______________________________________________
Received by:		Reviewed by:
____________________	_______________	____________________	_______________
Title:	Date:	Title:	Date:

July2003,dlnm	6
revised 08/04

The Federal Motor Carrier Safety Regulations require all previous employers of this applicant to respond to this request for information within 30 days. Failure to comply with this request is in violation of 49CFR 391.23 and 40.25, for which you may be prosecuted. Questions concerning the requirements of this regulation should be directed to the Minnesota Division Office of the Federal Motor Carrier Safety Administration at 651-291-6150, during business hours.

TO:	(enter former employer's name)
TO:	________________________________________________ DATE: _________________
	Former Employer’s Name
	(enter mailing address)
	Mailing Address
	(enter city / state / zip)
	City / State / Zip
	_____________________	(enter fax number)
	Telephone #	Fax Number

(enter name)

I, ______________________________, hereby authorize ___________________________ to release to all records of

employment, including assessments of my job performance, ability, and fitness, including the dates of any and all alcohol or drug tests, with confirmed results, and/or my refusal to submit to any alcohol and drug tests and any

rehabilitation completion under direction of Substance Abuse Professional (SAP) and/or Medical Review Officer (MRO) to each and every company (or their authorized agents) making such request in connection with my application for employment with said company. I, hereby, release the above named company, and its employees, officers, directors, and agents from any and all liability of any type as a result of providing the following information to the below mentioned person and/or company.

Applicant’s Signature & Date	_______________________________	___________________
Witness’s Signature & Date	_______________________________	___________________

REQUEST FROM:	(enter company name)
Company:	(enter company name)
Company:	_______________________________________________________
Address/City/State/Zip:	_______________________________________________________
Telephone Number:	(enter phone number) Fax Number: (enter fax number)
Contact Person & Title	_________________________________	_____________________
NAME OF APPLICANT:	_________________________________ SSN _________________
JOB APPLYING FOR:	_______________________________________________________

INQUIRY INTO EMPLOYMENT HISTORY, PRECEDING 3 YEARS

•Did applicant work for you as a ____________________________ from ____/____/____ to ____/____/____ YES or NO IF NO, please explain:

_______________________________________________________________________________

•If employed as driver, please answer the following: Company Driver? ______ Owner/Operator? ______ Other? ______

Type of truck(s) and/or truck/tractor(s) operated: ______________________________________________________

Commodities transported: ____________________________ Area of operations: ____________________________

• Accidents? YES or NO IF YES, please give date(s) and brief description of each accident:

__________________________________________________________________________________________

•Why did this employee leave your company?

__________________________________________________________________________________________

• Would you re-employ this person? YES or NO IF NO, please explain:

__________________________________________________________________________________________

•Additional comments:

__________________________________________________________________________________________

INQUIRY FOR ALCOHOL AND CONTROLLED SUBSTANCES INFORMATION, PRECEDING 2 YEARS

•
•	Alcohol tests with a result of 0.04 or greater? ……….	YES or NO	If yes, please give date(s): ________________
• Verified positive controlled substances test results? …		YES or NO	If yes, please give date(s): ________________
• Refusals to be tested? …………………………………		YES or NO	If yes, please give date(s): ________________
•	Was rehabilitation completed as required? …………...	YES or NO	If yes, please give date(s): ________________

Person providing the above information:

Name: ________________________________________________ Title: ______________________________

Company: ________________________________________________ Date: ______________________________

revised 08/04

(enter employer

name and

information

here)

Driver's Name

Driver's Operators Lic. No.

Driver's Social Sec. No.

Dear

The above listed individual has made application with us for employment as a driver. Applicant has indicated that the above numbered operator's license or permit has been issued by your State to applicant and that it is in good standing.

In accordance with Section 391.23(a)(1) and (b) of the Federal Motor Carrier Safety Regulations, we are required to make inquiry into the driving record during the preceding 3 years of every State in which an applicant-driver has held a motor vehicle operator's license or permit during those 3 years.

Therefore, please certify to us what the individual's driving record is for the preceding 3 years, or certify that no record exists if that be the case.

In the event that this inquiry does not satisfy your requirements for making such inquiries, please send us such forms of yours as are necessary for us to complete our inquiry into the driving record of this individual.

Respectfully yours,

(printed) name of person making inquiry

Title of person making inquiry

(enter company name)

Motor Carrier Name

(enter address)

Street

City

State

Zip

revised

08/04

MEDICAL EXAMINER’S CERTIFICATE

I certify that I have examined ______________________________ in accordance with the Federal Motor Carrier Safety

Regulations (49 CFR 391.41-391.49) and with knowledge of the driving rules, I find this person is qualified, and, if applicable,

only when:
wearing corrective lenses	driving within an exempt intracity zone (49 CFR 391.62)
wearing hearing aid	accompanied by a Skill Performance Evaluation Certificate (SPE)
accompanied by a ____________waiver/exemption	qualified by operation of 49 CFR 391.64

The information I have provided regarding the physical examination is true and complete. A complete examination form with any attachment embodies my findings completely and correctly, and is on file in my office.

Signature of Medical Examiner			Telephone			Date

Medical Examiner’s Name (Print)			MD	DO	Chiropractor
			Physician		Advanced
			Assistant		Practice Nurse
Medical Examiner’s License or Certificate No. / Issuing State

Signature of Driver			Driver’s License No.			State
		PLE
		M
Address of Driver

Medical Certificate Expiration Date
	SA

DRIVER’S ROAD TEST EXAMINATION

Driver’s Name: _______________________________________________________________________

Driver’s Address: _____________________________________________________________________

City: ________________________________________ State: ______________ Zip: _______________

The road test shall be given by the motor carrier or a person designated by it. However, a driver who is a motor carrier must be given the test by another person. The test shall be given by a person who is competent to evaluate and determine whether the person who takes the test has demonstrated that he or she is capable of operating the vehicle and associated equipment that the motor carrier intends to assign.

Rating of Performance
__________________	The pre-trip inspection (as required by 49 CFR 392.7).
__________________	Coupling and uncoupling of combination units, if the equipment he or she
	may drive includes combination units.
__________________	Placing the equipment in operation.
__________________	Use of vehicle’s controls and emergency equipment.
__________________	Operating the vehicle in traffic and while passing other vehicles.
__________________	Turning the vehicle.
__________________	Braking and slowing the vehicle by means other than braking.
__________________	Backing and parking the vehicle.
__________________	Other, explain: _______________________________________________

Type of equipment used in giving the test: _________________________________________________

Examiner’s signature: _____________________________________ Date: ______________________

Remarks:

If the road test is successfully completed, the person who gave it shall complete a certificate of driver’s road test.

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Document Attributes

Fact Name	Detail
Application for Employment Requirements	Under regulation 391.21, driver applications must include detailed personal, contact, and previous employment information.
Inquiry to Previous Employers (3 Years)	Regulations 391.23(a)(2) & (c) require inquiry into the driver’s employment history over the past three years, obtaining safety performance records from previous employers.
Inquiry to State Agencies	According to 391.23(a)(1) & (b), employers must check with state agencies for the driver's driving record over the past three years.
Medical Examiner’s Certificate	Per 391.43, drivers must undergo medical examinations and possess a Medical Examiner’s Certificate, with a waiver if issued.
Driver’s Road Test	The driver must successfully complete a road test as per the standards set in 391.31 before employment.
Certification of Road Test	After passing the road test under regulation 391.31, drivers receive a certificate which they must be issued a copy of.
Annual Driver’s Certificate of Violations	Each year, under regulation 391.27, drivers are required to submit a list of all violations of motor vehicle laws and ordinances to their employer.
Annual Review of Driving Record	Employers are required to conduct an annual review of each driver’s driving record under regulation 391.25 to ensure ongoing compliance with the FMCSR.

How to Fill Out Driver Qualification

Once you're ready to complete the Driver Qualification Form, it's important to pay attention to detail and provide the most accurate information possible. This form is used to evaluate qualifications and eligibility for driving roles. Following the steps listed below will ensure you correctly complete the form.

Enter the company name, address, and phone number at the top of the form.
Fill in the Date with the current date.
Provide your Name: First, Middle (if applicable), and Last.
Enter your Address, Home telephone, City, State, and Zip code. Include a Cellular telephone number if available.
If you've lived at your current address for less than three years, list your previous addresses to cover the last three-year period, including street, city, state, zip, and the dates from and to.
Under Driver’s License Information, list all licenses held in the last three years: state, number, and expiration date for each.
Detail your driving Experience including the type of vehicle driven, dates, and approximate mileage driven.
Report All Accidents in the last 3 years, including date, description, fatalities, and injuries. Write NONE if applicable.
List all Traffic Violations Convictions in the last 3 years, including date, violation, state, and commercial vehicle status (Yes/No). Write NONE if applicable.
Answer whether you've ever had a driver license denied, suspended, revoked, or canceled. If yes, provide the state of issuance and explanation.
For the Employment History section, account for the last 10 years, including gaps between employers. Provide details such as employer name, dates, address, supervisor, city, state, zip code, telephone, regulatory compliance, reason for leaving for each employer listed.
If applicable, disclose your controlled substance and alcohol status per the requirements of 49 CFR part 40.25(j).
Sign and date the certification to affirm that all provided information is true and complete to the best of your knowledge.

After completing, review your form for accuracy and completeness. Submit it to the employer along with any additional requested documents. The process moves forward based on their review and how the information aligns with their qualification criteria. It's a fundamental step towards securing a driving position.

More About Driver Qualification

What is a Driver Qualification File?
A Driver Qualification File is a collection of documents that motor carriers in the United States are required to maintain for each driver they employ, under regulations set forth by the Federal Motor Carrier Safety Administration (FMCSA). This file proves the driver’s capability, qualifications, and fitness for operating commercial vehicles.
Why is a Driver Qualification File important?
This file is crucial because it helps ensure that all drivers on the road have met specific standards for health, safety, and driving skills. It's a way to promote higher levels of safety on the roads by making sure commercial drivers are qualified to operate their vehicles. It also serves as a record-keeping system that can be reviewed in the event of an audit or investigation.
What documents are included in the Driver Qualification File?
The file typically includes:
- Driver Application for Employment
- Inquiries to Previous Employers and State Agencies regarding driving records
- Medical Examiner’s Certificate
- Driver’s Road Test Certificate
- Annual Driver’s Certificate of Violations
- Annual Review of Driving Record
- For multiple-employer drivers, a checklist to ensure compliance across employers
Certain certificates must be issued to the driver and kept in their possession while driving.
How often should the Driver Qualification File be updated?
The Driver Qualification File requires ongoing updates. For example, the Medical Examiner’s Certificate must be renewed based on the medical examiner’s determination but generally every 1-2 years. The Annual Review of Driving Record and the Certificate of Violations must be updated yearly. Employers should continuously update the file with any changes to the driver’s record, certifications, and other pertinent information.
Who is responsible for maintaining the Driver Qualification File?
The responsibility for maintaining the Driver Qualification File lies with the employer. The motor carrier must ensure that files are current, accurate, and securely stored. They must also provide access to these files for official inspections upon request.
Can drivers access their own Driver Qualification File?
Yes, drivers have the right to access their file. They can review and request copies of the information in their Driver Qualification File from their employer. If they find inaccuracies, they have the right to have these errors corrected and to attach a rebuttal if disagreement persists regarding the accuracy of the file's content.
What happens if the Driver Qualification File is not maintained properly?
Failing to properly maintain a Driver Qualification File can result in significant consequences for the employer. It may lead to fines, penalties, and could also result in a lower safety rating. In severe cases, it might result in the suspension of the employer's authority to operate.
Do short-term or part-time drivers also need a Driver Qualification File?
Yes, regardless of how often or how little a driver operates a commercial vehicle, a complete Driver Qualification File is required. The file must be maintained for as long as the driver is employed and for a certain period afterward, ensuring all drivers meet federal safety standards.
Are there any specific storage requirements for the Driver Qualification File?
While the FMCSA regulations do not specify how the Driver Qualification File must be stored, it does require that files be secure and protected from unauthorized access, damage, or deterioration. Many companies choose to keep these sensitive documents in locked filing cabinets or use secure electronic systems that provide controlled access and ensure privacy and confidentiality.

Common mistakes

Filling out a Driver Qualification Form accurately is crucial for compliance with federal regulations and to ensure the safety of road operations. However, mistakes can easily be made. Understanding these common errors can help individuals avoid them.

Not providing complete address history for the past three years. Many applicants overlook the requirement to list all residences within this timeframe, which can result in incomplete background checks.
Omitting information on previous employment. Every employer within the last 10 years must be accounted for, including contact details and reasons for leaving. Skipping details or leaving gaps can raise red flags.
Failure to accurately report all motor vehicle accidents. Applicants sometimes fail to include minor accidents or incidents that they believe are irrelevant. However, all accidents within the last three years must be disclosed.
Incorrectly detailing traffic violations and convictions. It's common for applicants to forget to list violations, especially if they did not result in serious consequences. Every violation in the last three years must be reported, regardless of the outcome.
Not properly disclosing driver's license information for all licenses held in the last three years. This includes not only the current license but also any others held in different states or countries.
Forgetting to include medical examiner’s certificate or waivers. Drivers must have a copy of their medical examiner’s certificate when driving, and this needs to be correctly documented in the qualification file.
Inadequate certification of road tests or failure to provide a copy of the certification. Drivers must undergo road tests for the type of vehicle they will be operating, and this certification must be included in their file.

By paying careful attention to these details and ensuring that all information is thoroughly and accurately provided, applicants can avoid delays and complications with their qualification process.

Documents used along the form

In managing commercial vehicle drivers, the Driver Qualification File (DQF) serves as a foundational document detailing essential qualifications, experience, and compliance with regulatory standards. Alongside the DQF, there are several other critical forms and documents that play pivotal roles in ensuring a comprehensive assessment and maintenance of driver qualifications and safety adherence. Below, we outline six additional forms often utilized in conjunction with the Driver Qualification form, underscoring their significance in the commercial driving sector.

Motor Vehicle Record (MVR): This report outlines a driver's driving history, including any accidents, traffic violations, and license suspensions over a specific time frame. Employers use MVRs to assess a driver's safety and reliability on the road.
Pre-Employment Screening Program (PSP) Report: The PSP report provides detailed information on a driver’s crash and inspection history over the last five years, obtained from the Federal Motor Carrier Safety Administration (FMCSA). This document helps employers evaluate a candidate's safety performance before making hiring decisions.
Controlled Substances and Alcohol Testing Records: These records verify that a driver has passed drug and alcohol screenings, a mandatory requirement for employment. Regular testing records also need to be maintained to ensure ongoing compliance with federal regulations.
Previous Employer References: Documentation of a driver's work history, performance, and any safety-related incidents from past employers. This is vital for assessing the driver's experience and conduct in previous positions.
Safety Performance History Records: This comprehensive record, which includes details from previous employers, outlines a driver’s safety record, incidents, and any violations. It's important for evaluating a driver’s commitment to safety standards.
Federal Motor Carrier Safety Regulations (FMCSR) Training Certificate: Certifies that a driver has received and understands training on the FMCSR. This ensures the driver is knowledgeable about the rules and regulations governing their profession.

Together, these documents and the Driver Qualification Form create a holistic view of a driver’s ability to operate safely and effectively. Employers are advised to maintain these records systematically to ensure compliance with regulatory requirements and to foster a safe driving environment. Each form contributes uniquely to the verification of a driver's qualifications, underpinning the importance of thorough evaluation and documentation in the field of commercial motor vehicle operation.

Similar forms

The Employment Application shares similarities with the Driver Qualification Form, particularly the comprehensive collection of personal data, employment history, and the explicit consent and certification section at the end. This parallel structure ensures that a prospective employee's background is thoroughly reviewed for suitability.
The Background Check Authorization Form is similar, given its focus on inquiring previous employers and state agencies about an applicant's history, paralleling the inquiries to previous employers and state agencies sections within the Driver Qualification Form. Both forms require the applicant's consent to seek out detailed personal and professional history.
An Annual Performance Review is akin to the annual review components of the Driver Qualification Form, such as the annual driver’s certificate of violations and the annual review of driving record. Both involve regular assessments of an employee’s performance and compliance with standards.
The Medical Examination Report Form for commercial drivers is closely aligned with the medical examiner's certificate requirement, ensuring that the driver meets specific health standards necessary for safely operating a commercial vehicle.
The Road Test Certification resembles the certification of road test and driver's road test sections, confirming that a driver has demonstrated practical competency in operating a vehicle under various conditions.
A Drug and Alcohol Testing Consent Form correlates with the sections requiring disclosure of the applicant's controlled substance and alcohol status. Both are preventive measures aimed at ensuring the safety and reliability of drivers.
The Driver’s License Verification Form is reflected in the parts of the Driver Qualification Form that require detailed driver's license information, including state, number, and expiration date, to confirm the driver’s legal eligibility to operate a vehicle.
Lastly, the Previous Employer References Check Form is paralleled by the inquiries to previous employers, allowing potential employers to verify an applicant’s work history and behavior during past employments.

Dos and Don'ts

When completing the Driver Qualification form, there are several dos and don'ts to keep in mind to ensure the process is smooth and accurate. Below is a list of 10 important considerations:

Do fill in all blanks and provide all the requested information. Incomplete forms may delay the application process.
Do not guess dates or information. If unsure, take the time to verify details to ensure accuracy.
Do print or type the information clearly. Illegible handwriting can lead to errors or processing delays.
Do not omit any previous addresses or employment information for the required time frame. This includes any gaps between employers.
Do list all traffic violations, including those in commercial vehicles, as well as any accidents within the last three years, regardless of fault.
Do not provide false information or omit any details regarding past driving record, employment history, or other required information.
Do sign and date the certification at the end of the application. The form is not complete without the applicant's signature.
Do not forget to disclose controlled substance and alcohol status per the requirements if applying for positions that require a Commercial Driver License (CDL).
Do review information provided by previous employers, and correct any errors, if necessary.
Do not wait to submit the form. Ensure that it is submitted by any deadlines provided by the prospective employer.

Misconceptions

When it comes to driver qualification files, there are several misconceptions that can lead to confusion for both employers and drivers. Understanding these common mistakes can help ensure that the hiring and compliance processes proceed smoothly. Here are nine misconceptions about the Driver Qualification form:

Only commercial drivers need a Driver Qualification File. While it's true that the Driver Qualification File is primarily associated with commercial driving positions, it's essential for any driving role subject to the Federal Motor Carrier Safety Regulations (FMCSRs). This includes drivers operating vehicles designed to transport 8 or more passengers (including the driver) for compensation, vehicles designed or used to transport 15 or more passengers (including the driver) not for compensation, or any size vehicle required to be placarded for hazardous materials.
A Medical Examiner’s Certificate is optional. Wrong. A current Medical Examiner’s Certificate is a must-have unless a valid medical waiver is in place. This ensures the driver meets the physical requirements necessary for the job.
Previous employment and accident history don't need to be thorough. In fact, inquiry into a driver's previous employment and accident history for the past three years is a critical step in the qualification process. This information helps employers assess the driver's experience and safety record.
Only recent traffic violations are relevant. All traffic violations within the last three years must be disclosed, not just the recent or severe ones. This comprehensive history provides a clearer picture of the driver's adherence to traffic laws.
There's no need to update the Driver Qualification File. Annual reviews and updates are necessary to ensure all information in the Driver Qualification File remains current and compliant with regulations.
Drug and alcohol testing history is private. Drivers applying for positions that require operating commercial motor vehicles must disclose their controlled substances and alcohol testing history from previous employment in the last three years.
The road test can be overlooked if the driver has previous experience. Each new hire must successfully complete a road test in a vehicle that represents the type of driving they will be doing. It's a non-negotiable part of the qualification process, regardless of past experience.
Only major convictions need to be listed under traffic violations. All traffic violation convictions in the last three years, whether minor or major, must be detailed in the application. This includes violations incurred in both commercial and personal driving.
You only need to provide references for the last application year. The application requires a thorough employment history covering the previous ten years, highlighting any gaps in employment. This extensive background check is designed to ensure the driver's reliability and adherence to safety measures over time.

Correcting these misconceptions can lead to a better understanding of the requirements and processes involved in driver qualification, helping to ensure a smoother, more compliant operation.

Key takeaways

When filling out the Driver Qualification Form, it's important to provide detailed and accurate information across various sections, ensuring compliance with Federal Motor Carrier Safety Regulations. These include personal data, employment history, and driving records. Understanding the key takeaways of this form can assist individuals and employers in the commercial driving industry to navigate the hiring process more efficiently.

Completion of all sections is mandatory: Ensure that every part of the Driver Qualification Form is filled out thoroughly, including past employment details and driving history. This comprehensive approach helps in maintaining a high standard for driver safety and compliance.
Previous employment inquiries are crucial: The form requires information from the past three years of employment, specifically related to positions that involved driving responsibilities. It's essential to reach out to former employers to provide this information accurately, which will be verified to comply with regulations 391.23(a)(2) & (c).
Driver's road test and medical certificate are key components: Applicants must undergo a road test as part of the qualification process, as indicated in sections 391.31 and 391.43. The Medical Examiner's Certificate, along with any issued medical waivers, must be on file and a copy provided to the driver, emphasizing the importance of health and capability in performing driving duties safely.
Annual reviews are a part of ongoing compliance: Once hired, a driver's record must be reviewed annually, as outlined in sections 391.25 and 391.27. This includes a certificate of violations and a review of the driving record to ensure that high safety and performance standards are maintained throughout the driver's employment.

By adhering to these guidelines, employers in the transportation sector can make informed hiring decisions, promoting road safety and regulatory compliance. The Driver Qualification Form serves as a crucial tool in evaluating the eligibility and suitability of commercial drivers, ultimately contributing to the safety of all road users.

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