Driver Qualification

Ensure Your CMV Driver Fitness

Make Driver Qualification Compliance Easier with Encompass

Complying with driver qualification requirements is challenging and labor intensive. You need to understand state licensing regulations as well as the Federal Motor Carrier Safety Regulations 49 CFR Parts 383 and 391 (FMCSRs). Your compliance directly impacts your Driver Fitness BASIC score. Failing to certify drivers properly for credentials, experience, or medical qualifications opens your operation to a host of risks and liability that come with using an unfit driver.

Encompass provides:
  • Alerts & notifications for pending and expired credentials for medical cards, road tests, MVRs, and more

  • Customizable employee and job checklists to standardize common processes across the organization

  • Easy FMCSA Pre-Employment Screening (PSP) pulls with no setup or annual fees

  • A secure recordkeeping portal with unlimited users and credentialed access

  • Reporting and analytics to help you track, substantiate, and share your compliance efforts

Learn More
Laptop with driver roster information

Insightful Dashboard

A powerful dashboard notifies you of drivers with specific expiring qualification requirements so you can stay on top of compliance and reduce your risk of drivers being put out of service. With Encompass, you can search by driver or required topic area to quickly resolve compliance gaps. You can also establish alerts/notifications to be sent to you via email.

laptop with driver info and popup

Prequalification & Maintenance Checklists

Encompass provides regulation-based prequalification and maintenance checklists. FMCSA regulatory numbers are referenced to substantiate rule requirements. You have the option to add or customize additional items in a checklist, like creating a company policy or a non-compete clause. Maintenance checklists contain the renewable items that carriers must track. Encompass auto-populates the renewal dates based on the regulations, but you can override those dates if you like.

Plus, Encompass makes it easy to import/upload documents into the driver's file as you collect checklist items. If an audit takes place, you simply print out the attachments. 


DOT files should be stored in an organized and accessible manner. It is legal and more efficient to scan your driver qualification file documents, store them electronically, and purge the originals. However, you may be called upon to print electronic images during an audit based on the discretion of the auditor. You need to ensure the scanned images are as clear as the original before you destroy any document.

If a driver is let go or leaves, and is then rehired, the driver must be treated like a new hire. In addition to keeping the old file intact, a new driver file must be created. Items that may still be valid, for example the road test or medical card, can be recycled and used for the new file. The driver application and MVR, however, must be recreated.

Once you identify a potential violation with your files, the best thing you can do is make a good faith effort to comply. Attempting to hide the violation is considered falsification and carries a hefty price tag, so it’s in your best interest to document your acknowledgement of the violation, show you have taken steps to correct it, and put the proper controls in place to prevent future violations.

Build Your Compliance Knowledge

Expand your safety library with free J. J. Keller resources. Over 200 years of collective experience and education — that's the J. J. Keller difference.

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DQ Inventory Worksheet

This fillable checklist will help you identify which driver qualification requirements apply to your operation.

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