Using the DQ file to your advantage

Your driver qualification files are a risk management tool. They have the potential to reduce the likelihood of an unfit driver operating your CMV.

Provided below are Driver Fitness BASIC roadside inspection violations and how proper DQ file management can assist:

For New Hires:

• Ensure proper licensing for the vehicle(s) to be assigned
• Request an MVR no more than 30 days old
• Review the initial MVR for license class, endorsements & restrictions
• Obtain a copy of current medical card (non-CDL)
• Verify Medical Status & thru the National Registry of Certified Examiners
• Confirm date of Birth on application
• Double check on Drivers License

For Existing Drivers:

• Check current license
• Do an annual MVR review
• Use an MVR monitoring service if possible
• Monitor Expiration dates & renewal dates
• Monitor medical exam expiration dates
• Request copy of all medical cards
• Verify medical examiner with the National Registry
• Request an MVR within 15 days of a CDL exam
• Review routes for younger drivers.

English-language requirement

Another Driver Fitness violation uncovered during roadside inspections is the inability to speak and write English well enough to converse with the public, understand traffic signs and signals, respond to official inquiries, and make entries on reports and records.

This violation probably isn’t one you’ll uncover through your DQ files, but rather during the hiring process.

Many carriers use a phone or in-person interview as a first step for drivers who have English as a second language. During the interview, drivers are asked a series of industry-related questions that might mimic what an officer would ask during a stop (e.g., logging experience, driving experience, previous routes). They should be able to answer without difficulty.  

Specific to written language, carriers often use new-hire documents as a means of testing the driver’s abilities. If the driver has no difficulty completing the new-hire forms (safety performance history, application, Clearinghouse consent, orientation documents, etc.), a carrier might be satisfied that the driver can complete the necessary paperwork in English per the regulations.

Some carriers use an English-language test, but consult with an attorney before taking this route, to ensure you are not violating any employment laws as a result.

Other best practices

A few other best practices may spare your carrier from Driver Fitness BASIC violations.

• Request a Pre-employment Screening Program (PSP) report prior to hiring a driver.  PSP reports provide the past three years of roadside inspections and five years of crashes. An applicant’s safety history helps carriers identify trends in roadside inspection violations. For example, a carrier might find that a driver took risks by operating vehicles when not licensed to do so or without medical certification.
• Assist drivers with the submission of their medical cards to the state driver’s licensing agency. This might include the use of a fax, scanner, or computer.
• Train those who assign routes and vehicles on licensing requirements.
• Monitor roadside inspection data to identify areas to address.

Remember, the motor carrier is responsible for ensuring that only qualified individuals operate their vehicles. A pattern of Driver Fitness BASIC violations may be an indication that DQ files are either not being maintained or not used for their intended purpose. If your Driver Fitness BASIC score is high, it may be time to review your DQ file procedures.

High scores will affect your Inspection Selection System (ISS) in determining what companies get inspected while going through the scales. Companies with poor safety performance in one or more Basics, or companies with little or no safety data will be most likely to be inspected.

Companies that have a neutral safety performance are optional but may be worth looking at.

Companies that have a good safety performance would be passed by as there may be better time spent on others with poorer records.