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Conducting Online Driver Records Checks Lesson 1


Title: Online Driver Records Checks Author: cm1546 Last modified by: cm1546 Created Date: 3/31/2010 2:51:44 PM Document presentation format: On-screen Show (4:3) – PowerPoint PPT presentation

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Title: Conducting Online Driver Records Checks Lesson 1

Conducting Online Driver Records Checks Lesson 1
  • Using the ePass System
    the Department of Justice
    Driver History Records Service
  • Presented by the
  • Risk Management Tort Defense Division
  • July 2010
  • Left click your mouse to proceed

Using This PowerPoint
  • Sound
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    you can listen to an optional narration
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  • It will be quite helpful as you progress through
    the lesson
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    click the sound icon in the upper right corner of
    the slide
  • You must click the sound icon for any slide where
    you want to hear the narration
  • Try it nowclick the icon in the upper right

Using This PowerPoint
  • Hyperlinks and Changing Slides
  • Other than this example, underlined blue text is
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    left arrow that appears

Training Outline
  • Subject
  • What are the states driver requirements? 5
  • Why do we need to check driver records? 7
  • Whose records should we check? 8
  • Whats ePass? 10
  • How do we access ePass? 11
  • How do we check a record? Lesson 2
  • How do we interpret the record? Lesson 2
  • How do we use the results? Lesson 2

What Are the States Driver Requirements?
  • The State Vehicle Use Rule (2.6.201 - 2.6.214
    ARM) specifies that
  • All drivers must hold a current, valid license of
    a type appropriate to the vehicle being driven
  • Drivers who have accumulated 12 or more
    conviction points over the most recent 36 months
    lose their state government driving privilege
    until corrective action is taken

State Driver Requirements
  • The State Vehicle Use Rule also specifies that
    State employee drivers must self-report within 10
    days to their agencies
  • Accumulation of 12 or more conviction points over
    the most recent 36 months
  • Single on-duty infractions of 5 or more
    conviction points

Why Do We Need to Check Driver Records?
  • Because state employees with poor driving records
    create significant liability for the state, the
    Legislative Audit Division finds that there is a
    need for independent verification of state
    employee driver records beyond self-reporting
  • State agencies can provide this independent
    verification by conducting driver records checks
    on their employees

Whose Records Should We Check?
  • Each agency has the authority to set its own
    policy on which, if any, records to check
  • To comply with the Legislative Audit Divisions
    finding, the Department of Administration
    recommends that agencies focus on employees whose
    responsibilities include driving as an essential
    job function such as
  • Equipment operators
  • Delivery drivers

Whose Records Should We Check?
  • The Department of Administration further
    recommends that agencies
  • Check all new hires in these essential driver
    jobs during probationary period
  • Establish a specific time window in which to
    check all essential drivers
  • Establish a policy on how often to re-check
    essential drivers
  • Secondarily, consider checking a random sample of
    employees who sometimes drive state vehicles

Whats ePass?
  • ePass Montana is a way for agencies and citizens
    to access state government services and records
  • In this case, it is a way to
  • Check the driving records of agency employees
  • Through the Department of Justice Driver History
    Records Service
  • To ensure compliance with state vehicle use rules

How Do We Access ePass?
  • You access ePass by creating an agency ePass
    account with
  • Each agency ePass account
  • Allows up to 10 users (If you need more users,
    create multiple accounts)
  • Has an annual fee of 75
  • Allows each user to check an unlimited number of
  • Incurs no extra fee for each record checked
  • After you create an agency ePass account, each
    user must access their own user account

Creating an Agency ePass Account
  • Go to https// and click
    Registered Service Agreement

Print the Registered Service Agreement when it
  • Complete Section 1
  • Name, title signature of person with authority
    to enter into agreement (the account holder)

  • Complete Section 2
  • Mailing and billing addresses, mailed statement
    billing option, and new services notification

  • Begin Section 3
  • Check Driver Record Search and type in Verify
    employee driving records to drive state-owned

  • Finish Section 3
  • List up to 10 users (must include account holder)
  • You may add or change users later

  • Review Section 4 (Service Agreement)
  • Review, complete, and sign attached Restricted
    Use Agreement
  • Signature same as account holder in Section 1
  • Note Contrary to the statement in paragraph 3,
    state agencies are not charged an extra fee per
    driver record checked
  • Mail the completed agreement to the private
    company that administers for the state to
    the address in Section 1

How Do I Access my User ePass Account?
  • will bill your agency after you submit the
    Registered Service Agreement
  • A few days after submitting the agreement, the
    agency will receive faxed instructions on how to
    create individual user accounts

  • Contact John Duezabou at
    (406) 444-0195 or