A Driver Qualification File (DQF) is a record maintained by motor carriers for each driver to demonstrate compliance with the Federal Motor Carrier Safety Administration (FMCSA) regulations. It’s required under 49 CFR Part 391 for all drivers operating commercial motor vehicles (CMVs) in interstate commerce.
Here’s an overview of what needs to be included in a DQF:
Contents of a Driver Qualification File
- Driver’s Application for Employment
- A complete and signed application with all required information per 49 CFR 391.21.
- Motor Vehicle Record (MVR)
- Initial MVR: Obtained from each state where the driver held a license during the past 3 years.
- Annual MVR: Updated yearly to confirm the driver’s qualification status.
- Road Test Certificate or Equivalent
- A copy of the road test certificate or a valid CDL to verify driving skills (per 49 CFR 391.31 or 391.33).
- Medical Certificate (DOT Physical)
- A valid Medical Examiner’s Certificate (Form MCSA-5876), renewed every 2 years or as required.
- For CDL holders, ensure the medical certification is linked to the driver’s license record.
- Medical Examination Report (Optional for CDL Drivers)
- The detailed medical exam report form completed by a certified medical examiner.
- Certificate of Violations
- A signed annual list of violations from the driver, stating traffic law convictions or none (per 49 CFR 391.27).
- Review of Driving Record
- A written record confirming the carrier has reviewed the driver’s MVR and violations annually.
- Drug and Alcohol Test Results
- Pre-employment drug test results and records of participation in a random drug and alcohol testing program for drivers in safety-sensitive positions.
- Safety Performance History
- A review of the driver’s employment record for the past 3 years, including:
- Accident history.
- Drug and alcohol testing information from previous employers (per 49 CFR 391.23).
- A review of the driver’s employment record for the past 3 years, including:
- Entry-Level Driver Training (ELDT) Certification (if applicable)
- Proof that the driver completed the required Entry-Level Driver Training (ELDT) for obtaining a CDL or specific endorsements.
- Additional Documents (if applicable):
- Driver’s license copy: Ensure the license is valid and complies with the CMV requirements.
- Driver acknowledgment forms: Policies such as hours of service, distracted driving, etc.
Retention Requirements
- Active Drivers:
- The DQF must be kept while the driver is employed and readily available for inspection.
- Former Drivers:
- Retain the DQF for 3 years after the driver’s employment ends.
Who Needs a DQF?
- Any driver operating a CMV in interstate commerce with:
- A gross vehicle weight rating (GVWR) of 10,001 lbs or more.
- Vehicles designed to transport 16 or more passengers (including the driver).
- Vehicles transporting hazardous materials requiring placarding.
- Intrastate commerce: Some states may require DQFs for intrastate drivers; check local regulations.
Tips for Maintaining Compliance
- Regularly audit DQFs to ensure all documents are current.
- Use checklists to verify the inclusion of required elements.
- Utilize DQF management software or hire a compliance specialist to streamline record-keeping.
- Train staff on FMCSA regulations to ensure proper documentation.
Maintaining complete and up-to-date DQFs helps avoid FMCSA fines and ensures compliance with safety regulations. Let me know if you’d like a template or checklist for creating DQFs!
Get Compliant Now!
Don’t wait! Secure your Driver Qualification File (DQF) setup today and ensure full FMCSA compliance. Protect your business and drivers from costly violations.