DQF management success is within reach. But remember, this is not a “set it and forget it” process!
Although truckers driver qualification files don’t require constant attention, there are certain things that a trucking company must do to ensure that their CDL drivers remain qualified to drive for them after they are hired.
We’ll outline each of these processes and offer some helpful suggestions and tips to make driver qualification a bit smoother for you.
Having a solid qualification process in place will also make any New Entrant Safety Audit or DOT compliance Review much easier and more successful!
DQF Management: Annual MVR
Each year, a carrier is required to obtain a new motor vehicle record (MVR) for each driver. The carrier is required to review that MVR and ensure that the driver is still qualified to drive.
So, you would need to retain a copy of the MVR that is pulled as well as a document showing that you actually reviewed and signed off on the driver as still being qualified.
Even though an FMCSA PSP report isn’t required, these are a great idea!
Pro Tip:
Enroll all of your drivers in an ongoing driver monitoring program like SuperVision. This will help alert you to any new violations or license suspensions.
You will want to provide expiration tracking reminders around each driver’s MVR expiration. We recommend setting up a reminder to be sent out 14 days prior to expiration.
DQF Management: Annual Driver Certifications
In addition to the carrier obtaining and reviewing the MVR, each driver has to declare any moving violations that they received over the last 12 months as well.
Likewise, you would also need to keep this document and provide expiration tracking reminders for yourself as well.
We recommend reminders being sent out 14 days prior to expiration for these as well. Feel free to use these example Annual Driver Certifications in your business!
Annual Driver Certification-Driver
Annual Driver Certification-Company
DQF Management: Annual DACH Query
A new limited Drug and Alcohol Clearinghouse (DACH) query must be obtained for each driver within every 365 days of their last query. So, if a driver is hired on August 1, 2023, you would have to obtain a “Full” DACH query for that driver before they start driving. You would also have to obtain a new “Limited” DACH query for that driver by August 1, 2024.
Every Drug and Alcohol Clearinghouse query that you obtain is kept in the DACH system, but we recommend that you print and keep copies of these in each driver’s DQF and provide expiration tracking reminders for these as well. A Best practice would be to have a reminder set for 14 days prior to expiration.
Inspectors are now screening for Drug and Alcohol Clearinghouse compliance during roadside inspections and not being compliant here can cause an immediate violation or even an out of service order!
Pro Tip:
Complete your Annual MVR Certifications and DACH Queries at the same time to improve consistency.
DQF Management: CDL Expirations
A driver’s CDL typically expires between 5 to 10 years after it is issued. Once a CDL expires, a copy of the newly renewed license needs to be placed in that driver’s DQF.
Like with the MVR process, you want to be sure to provide expiration tracking reminders around it’s expiration as well. You don’t want to find out that your driver’s CDL is expired when he gets a bad Level 3 DOT inspection!
Since these are so important to track, we recommend setting reminders for CDL expirations at 45 days, 14 days prior to and at expiration.
DQF Management: Medical Certificate Expirations
A CDL driver’s Medical Certificate typically expires within 1 to 2 years of being issued, so these expirations come up much more often.
Once a medical certificate expires, the driver has to go and have a complete DOT physical conducted by a qualified medical provider in order to obtain a new medical certificate.
Once that new certificate is issued, the driver has to submit it to their State Department of Motor Vehicles.
Here is a list of how to do that for each State
Within 14 days of the new medical certificate being issued, the FMCSA requires you to obtain a new MVR for that driver to ensure that their medical certificate is being correctly displayed on the driver’s MVR.
With all of the different COVID 19 related exemptions and exceptions that have come and gone over the last 24 months, it’s been hard for fleets and their drivers to keep up with this.
So, some extra attention in this area will go far in keeping your driver’s rolling. We’ve had a handful of clients that have had their drivers stranded after a roadside inspection with a new out of service order. Don’t let this happen to you!
Additionally, a motor carrier must also verify that that medical examiner is qualified by visiting the National Association of Certified Medical Examiner’s (NRCME) Website.
Once completed, the carrier would print off a copy of that certification and retain it in the driver’s qualification file.
You need to retain the driver’s new medical certificate and proof of NRCME verification as part of each driver’s DQF and provide expiration tracking reminders for both as well.
Like with CDL expirations, we recommend reminders being set at 45 days, 14 days prior to and at expiration. Here is what an example NRCME verification looks like.
As you can see, there are some important steps that you must take in order to ensure that you drivers remain qualified to drive for you once they are hired.
Using a calendar app or some other software to help out with this is HIGHLY recommended!
If you’re looking for fast, free and easy? Set up a spreadsheet in Google Sheets and add the “Add Reminders” extension.
You can make columns for each category (MVR, Annual Review, DACH, CDL, Medical Certificate and NRCME and list each of your drivers on the rows. Simply input the date of the current document on file for each driver.
Click on the Add Reminders extension and set up a reminder for each category. The system will automatically email you when the reminder comes due for each driver.
My Safety Manager is a leading provider of fleet safety and trucking compliance services for fleets of all sizes. Our specialized safety management solutions help deliver results—safe drivers out on the road who are staying compliant with FMCSA regulations.
We work with you to create customized solutions that meet your unique needs, taking what’s typically far too much work off your plate so you have more time to grow your business.
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