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2.5.1 Responsible Person (RP). The PRD administrator approves the RP in accordance with § 111.15. All other user roles and accounts, excluding pilot accounts, are approved by each operator’s RP or user manager. Only certain individuals can qualify as the RP depending on the type of operator.
2.5.1.1 When a registration request is received, the PRD administrator determines if the request can be approved by comparing the applicant against individuals listed in various FAA databases or documents. The following guidelines apply regarding who can be approved as the RP:8
• For operations under part 121, the RP should be a person serving in a management position required by § 119.65(a).
• For operations under part 125, the RP should be a person serving in a management position required by § 125.25(a).
• For operations under part 135, the RP should be a person serving in a management position required by § 119.69(a).
• For operations under § 91.147, the RP should be a person designated as the RP on the operator’s LOA.
• For operations under part 91K, the RP should be a person designated by the fractional ownership program manager and who is employed by the fractional ownership program.
• For all other operators, the RP should be employed by the operator.
2.5.1.2 The PRD administrator will reference various FAA databases and documents to determine who is eligible, such as the Safety Assurance System (SAS), operations specifications (OpSpecs), and management specifications (MSpecs), as appropriate. Because the PRD administrator is verifying information by these sources, it is important that the information contained in these sources is current. Operators are responsible for notifying their FAA office promptly if this information has changed and needs to be updated in the FAA records.
2.5.1.3 Characteristics of the RP:
1. Operators are accountable for the RP.
2. The operator and RP are jointly responsible for entering, accessing, editing, and monitoring all activity by the reporting entity in the PRD, subject to the limitations of use.
3. The eligibility requirements described in § 111.15 ensure that the individual is certificated, or otherwise known, by the FAA.
4. The RP may delegate PRD access to an authorized user or proxy.
8 See § 111.215 for specific RP requirements.
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5. The PRD administrator will approve or reject each application to be an RP submitted via the PRD.
6. The RP will automatically have the authorized consumer, authorized contributor, and user manager roles. The RP does not need to register for any additional roles.
2.5.2 Authorized Users. An individual who is employed by the operator that has been assigned access rights to the PRD on behalf of that individual’s employer by the RP to perform specific functions within the PRD. These access rights are conferred by various user roles.
2.5.2.1 Authorized Consumer. An individual who is employed by the operator that has been assigned access rights to the PRD on behalf of his/her employer by the RP. The following points describe the responsibilities and authority of each authorized consumer.
1. An authorized consumer can only view or download pilot records via the PRD.
2. An authorized consumer may not delegate access to the PRD to any other person.
3. The RP can generate additional internal requirements for authorized consumer prior to granting PRD access.
2.5.2.2 Authorized Contributor. An individual who is employed by the operator who has been assigned access rights to the PRD on behalf of that employer by the RP. The following points describe the responsibilities and authority of each authorized contributor.
1. An authorized contributor can upload airman records to the PRD and can also edit records in the PRD which are currently under the control of the same reporting entity.
2. An authorized contributor may not delegate access to the PRD to any other person.
3. The RP can generate additional internal requirements for authorized contributors prior to granting PRD access.
2.5.2.3 User Manager. An individual who is employed by the operator that has been assigned access rights to the PRD on behalf of that employer by the RP. The following points describe the responsibilities and authority of each user manager.
1. A user manager may delegate, remove, and otherwise manage users within the PRD on behalf of a RP.
2. A user manager may not access or enter PRD records. This does not prohibit a user manager from also being given other roles by the RP.
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3. The RP can generate additional internal requirements for user managers prior to granting PRD access.
2.5.2.4 Proxy. An organization or individual that is not directly employed by an operator that has been assigned access rights to the PRD on behalf of that operator by the RP. The following points describe the responsibilities, authority, and eligibility of each proxy.
1. A proxy will designate a Proxy RP which will be approved by the reporting/reviewing entities’ RP.
2. The Proxy RP may then delegate additional proxy roles as needed to perform the required functions within the PRD.
3. Proxies have limited use of the PRD based on the authority delegated by RP.
4. Operators that elect to use a proxy should ensure that procedures exist to validate that the proxy is able to comply with the regulations in part 111 and any additional requirements imposed by an RP. These procedures could include the proxy’s authority to access the database, requirements for the proxy’s facilities, prohibitions against using the operator’s user ID during periods of inactivity with the operator, any sanctions that could be administered against the proxy if the agreement was not followed, and any other details that an operator determines as reasonable.
5. The RP is responsible for all actions which occur in the PRD by other users the RP has approved.
2.5.2.5 Pilot. The PRD is prepopulated with information about pilots who hold specific FAA certificates and meet other criteria. This preloading of pilot information allows the PRD to register pilots in the PRD and also ensure valid pilot certificate numbers are being used when reporting entities are entering records. However, not all individuals who hold FAA pilot certificates are prepopulated into the PRD. Because the PRD is intended to be used in the hiring process for certain operators, pilots who do not meet basic eligibility for those positions are not prepopulated. For example, pilots who hold a private pilot certificate would not be eligible to act as a pilot for an air carrier, so the PRD does not contain any pilot information for individuals who only hold a private pilot certificate. The PRD populates with pilots who hold a:
• Commercial pilot certificate and FAA medical,
• Airline transport pilot (ATP) certificate and FAA medical, or
• Remote pilot certificate and FAA medical.
2.5.2.5.1 The following points describe the responsibilities and authority under the PRD for each pilot.
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1. All pilots have certain protections concerning the request, transfer, receipt, evaluation, and maintenance of their PRD records. The confidentiality of the PRD records will be protected in the following manner pursuant to part 111:
• A hiring employer receiving the PRD records may use them only in making a hiring determination.
• Only company personnel directly involved in the hiring process may view and evaluate the records.
2. The FAA encourages all individual pilots to review their PRD records for accuracy and to submit correction requests, if necessary, to the originator of the record.
3. Pilots will be able to grant consent in accordance with the PRD User Guide and part 111 subpart D.
4. Refusal to hire and release from liability. As set forth in 49 U.S.C.
§ 44703(j)(4), an air carrier may refuse to hire a pilot who does not provide the necessary consent for an air carrier to view that pilot’s PRD Airman Record (PAR) or who does not execute a release from liability for any claim arising from access to the individual’s records in the database or use of records in the PRD by the reviewing entity in accordance with the requirements of part 111. However, in accordance with 49 U.S.C.
§ 44703(j)(3), no air carrier may require a pilot to execute a release from liability for any claim arising from furnishing fraudulent or intentionally false information or known omissions maintained in violation of a criminal statute.
5. Records from the National Driver Register (NDR). Upon obtaining a pilot’s written consent, the operator will perform an NDR search using the pilot’s name and other data and request copies of any state records that come up as a result of that search. The pilot may request a copy of the state records the operator receives under § 111.120(c).
2.5.3 Creating Accounts for Access to the PRD. Electronic access to the PRD has two separate registration steps: creation of an account in MyAccess, if the user does not already have one, and PRD account registration.9 Each PRD account can have multiple user roles as needed. The available PRD user roles are described in paragraph 2.5.2.
2.5.3.1 Creating an Account in MyAccess. The FAA uses MyAccess to validate users for login into several FAA web applications, including the PRD.
Although identity validation through MyAccess is a separate service from the PRD, successful verification of identity is a prerequisite for access to the PRD. The PRD support team cannot assist with MyAccess issues, as it is a completely separate system. When a user attempts to access the PRD website
9 https://www7.transportation.gov/individuals/privacy/myaccess-electronic-identity-authentication-service- %E2%80%93-may-31-2017
2-12 at prd.faa.gov, the user will be prompted to log in via MyAccess. If the user is an FAA employee or contractor with a Personal Identity Verification (PIV) card and personal identification number (PIN), the user may log in using their PIV card and PIN. If the user needs to create an account, the user will see a link on the login screen which will help them create a new MyAccess account.
As part of the new account creation process in MyAccess, the user will verify their identity by providing identifying information. If the user is unable to successfully complete the identity verification process, that person may not be able to create an account in MyAccess. Contact the FAA Help Desk at 844-322-6948 for assistance with MyAccess. To ensure the user contacts the correct support staff, users should specify that they are having trouble creating an account in MyAccess. If the caller tells them the trouble is with the PRD, the Help Desk will send the user to the PRD support staff who cannot assist with MyAccess concerns. See paragraph 2.5.4 for information about alternatives which may be available to a user who cannot create an account in MyAccess.
2.5.3.1.1 During the MyAccess registration process, the user will be asked to provide an email address. This email address will become an important part of the user’s MyAccess account. The FAA recommends users do not use employer-based email addresses, but rather personal email addresses. The MyAccess account is intended to be used by a person irrespective of where that person is employed. It will stay with the user even after a change in employers in the future. Access to various FAA applications which use MyAccess may change; however, MyAccess identity validation remains valid even if the user changes employers. If a user registers in MyAccess with an employer-based email address, that user may lose access to that email address in the future if they change employers. This could cause the user to lose access to the MyAccess account as well.
2.5.3.1.2 Each user should not create multiple MyAccess accounts with different email addresses. Because a user’s permissions in the various applications which use MyAccess are directly controlled by the user’s unique MyAccess account, if a user creates multiple MyAccess accounts, the user may be locked out of various applications or have restricted access to applications.
Note: Every user who accesses the PRD must have their own valid MyAccess account. Inappropriate use or sharing of MyAccess credentials may result in denial of access to the PRD in accordance with § 111.25.
2.5.3.2 Creating User Accounts and Roles in the PRD. Although each individual should have only one MyAccess account, consistent with the guidance in paragraph 2.5.3.1, a person may register for various user roles in the PRD, as appropriate. If a user has several different roles, the user will be asked which roles and/or companies for which they intend to perform actions during that session.
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2.5.3.2.1 Importance of Selecting the Correct Operator when Registering. During the registration process for certain user accounts and roles in the PRD, a person will be asked to indicate for which operator that individual is registering. It is important that the correct company entry be selected. The available operators are loaded from one of the FAA’s databases. The database contains a directory entry for every operator known to the FAA. This includes all the types of operators from corporate operators to air carriers that are eligible to use the PRD. Take care to select the correct company; there are a wide range of operators listed in this directory. Some operators use a “doing business as” (DBA) name which is different from the official operator name recognized by the FAA. The PRD does not support DBAs so it is important to use the primary company name as entered in the FAA’s database.
2.5.3.2.1.1 Many operators have very similar names so the PRD also displays a unique code alongside the operator name to help users determine which entry the user should use. If an operator has been issued a “designator” by the FAA, then the designator will be displayed with the operator name. For example, “Sample Airlines (SAM1)”. If a user does not know the appropriate designator, this information is often printed on OpSpecs, MSpecs, and on the Air Carrier or Operating Certificate.
2.5.3.2.1.2 Many operators may not have been issued a designator by the FAA. In these cases, the PRD generates a unique key which is displayed in place of a designator. These are much longer in length. For example, “Sample Operator (NM00RNTECODSF TEST)”.
2.5.3.2.1.3 Cases might exist in which an operator appears to be listed twice in the selection box, once with a designator, and once with a unique key. This is due to the way the FAA creates entries in its database and is considered normal. In these cases, always use the entry with the four character designator.
2.5.3.2.1.4 It is also possible that an operator is not known to the FAA and thus does not appear in the selection list. If the appropriate operator name cannot be found when registering in the PRD, email 9-AMC-AVS-PrdSupport@faa.gov for assistance.
2.5.3.2.2 Registering as an RP. RP registrations are approved by the PRD administrator.
After a registration request is received, the PRD administrator will ensure that the person registering as the RP meets the requirements of § 111.15 by comparing the submitted information with information the FAA has stored about each operator, such as in the SAS or in the OpSpecs. The PRD administrator may contact you or other company personnel to verify your eligibility. For specific instructions on how to submit a registration application, review the Resources section found at prd.faa.gov.
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2.5.3.2.3 Registering as an Authorized Consumer, Contributor, or User Manager. These roles are approved, edited, or rejected by the operator’s RP. After a registration request is submitted for one of these roles, the RP, or a user manager, approves or rejects the request. For specific instructions on how to submit a registration application, review the Resources section found at prd.faa.gov.
2.5.3.2.4 Registering as a Pilot. Pilot registrations are an automated process completed by the PRD. After a pilot logs in via MyAccess, the pilot will arrive at the PRD pilot registration screen unless they have already created a pilot role in the PRD. The pilot will be prompted to enter various information from their pilot certificate, which will be verified by the PRD. For specific instructions on how to register as a pilot, review the Resources section found at prd.faa.gov.
2.5.3.2.5 Registering as a Proxy. Proxies who wish to access the PRD on behalf of an operator will create a Proxy RP account. Additional proxy roles are available and those roles generally work the same as non-proxy accounts. The biggest difference is that a Proxy RP account is always a specific combination between an operator and a proxy company. When a Proxy RP wishes to register for access to an operator’s records, the operator RP must approve the request. Once approved, the Proxy RP has access to the same records as the operator RP. The Proxy RP can also approve other proxy users, such as proxy consumers, to have access to the same records for that specific operator. The operator RP or PRD administrator can revoke access at any time. For specific instructions how to register as a Proxy RP or other proxy role, review the Resources section found at prd.faa.gov.
2.5.4 Denial of Database Access. Electronic access to the PRD may be denied for various reasons set forth in § 111.25. Denial might result from violations of part 111, identity verification failures, ineligibility to access the PRD, or other reasons. In some cases, alternate procedures might be available to you that will still allow you to participate in the PRD process.
2.5.4.1 Pilots Who Cannot Create an Account in MyAccess. If a pilot who needs to access the PRD cannot create an account in MyAccess, the pilot will not be able to access the PRD electronically. The FAA has developed alternate procedures which will allow the pilot to access their records contained in the PRD, grant consent to employers, and dispute records as inaccurate.
2.5.4.1.1 Reviewing Your Records Contained in the PRD. If a pilot cannot access the PRD directly to review that pilot’s records, the pilot may request their records be provided by submitting FAA Form 8060-14, Pilot Consent/Revocation for Air Carrier Access to Pilot Records Database, in accordance with § 111.315(c). The PAR will be mailed to the pilot’s address on file. PARs will only be provided for pilots who are eligible to participate in the PRD. See paragraph 2.5.2.5 for eligibility requirements.
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2.5.4.1.2 Granting or Revoking Consent to Your PAR. Normally, pilots will access the PRD directly to grant or revoke consent electronically in accordance with § 111.310. If a pilot is unable to access the PRD directly, the pilot may submit FAA Form 8060-14 to grant consent to one or more aviation employers to see their PAR. When consent is granted, the FAA will email a copy of the PAR to the pilot if an email address is provided. Otherwise, the FAA will mail a copy of the PAR to the pilot’s address on file. Pilots may also update their employment history for the previous 5 years using the same form. Pilots are required to ensure their employment history for the previous 5 years is accurate when granting consent, in accordance with § 111.310(b). A pilot consent always has an expiration date, but a pilot may revoke consent early by submitting another FAA Form 8060-14.
2.5.4.1.3 Report Records as Inaccurate or Disputed. If a pilot determines his or her PAR has an inaccurate or missing record and they cannot access the PRD directly, that pilot may submit FAA Form 8060-15, Pilot Records Database Pilot Record Dispute, to mark records as inaccurate or missing. This will initiate the record dispute process as though the pilot had accessed the PRD directly.
Records can only be disputed for pilots who are eligible to participate in the PRD. See paragraph 2.5.2.5 for eligibility requirements. The record dispute process is described in paragraph 2.6.2.3.
2.5.4.2 Pilots Who Cannot Register in the PRD. The PRD is prepopulated with pilots who hold an FAA commercial pilot, ATP, or remote pilot certificate who have a current FAA medical certificate. If the pilot does not hold one of those certificates, that pilot will not be able register in the PRD even if they have created an account in MyAccess without additional assistance. If the pilot meets these criteria, has created an account in MyAccess, but cannot register as a pilot in the PRD, he or she should:
1. Ensure their first name is entered in the registration form exactly as it appears on the pilot certificate. If their last name, which is prefilled from MyAccess, is not exactly the same as printed on the pilot certificate, they will not be able to register.
2. Verify that the pilot holds a commercial pilot, ATP, or remote pilot certificate issued by the FAA and a current FAA medical. Only these types of airman certificates are prepopulated into the PRD. It may take up to 30 days for new pilot certificates to be loaded into the PRD.
3. Check that the certificate number and date of issuance is entered exactly as displayed on the most recent pilot certificate. Temporary pilot certificates are not supported by the PRD.
4. If the trouble persists, email the PRD support account at 9-AMC-AVS-PRDSupport@faa.gov for assistance.
2.5.4.3 Reporting or Reviewing Entity Personnel Who Cannot Create an Account in MyAccess. All users must first create an account in MyAccess
2-16 before the user can create an account in the PRD. If you need access to the PRD as a reporting or reviewing entity, but cannot pass the identity verification process of MyAccess, you may be able to have your identity verified via an alternate process. Contact 9-AMC-AVS-PRDSupport@faa.gov or your Certificate Management Office (CMO) for assistance.
2.5.4.4 Requesting Reconsideration when Access is Denied. If the Administrator has denied a user access to the PRD in accordance with § 111.25, that person may submit a request for reconsideration. The person requesting reconsideration may submit a statement to the address below including the following items:
• Full name and email address,
• Date access was denied,
• An explanation of the facts and circumstances involved in the denial of access,
• Reasons why the Administrator should reconsider the denial, and
• Signature of the person who was denied access.
Mail the request for reconsideration to:
Federal Aviation Administration ATTN: Aviation Data Systems Branch (PRD) P.O. Box 25082 Oklahoma City, OK 73125-0082
2.6 Review and Evaluation of Records.
2.6.1 The PRD Process.
2.6.1.1 The PRD Act and part 111 require reviewing entities to use the PRD to assess the qualifications of an individual in determining whether to hire the individual as a pilot. The records available in the PRD are intended to assist reviewing entities in making informed hiring decisions. The records may indicate areas of concern where additional review may be appropriate. The PRD is not intended to be the only information source considered when evaluating a pilot as a new employee. The PRD is a starting point from which additional investigation may be warranted. Reviewing entities should involve flight operations subject matter experts (SME) early in the records review process to ensure that any perceived training issues are identified and fully evaluated. SMEs may be able to better interpret the collection of records in a holistic manner, which will provide more useful indicators than any single record can provide.
2.6.1.2 As required by § 111.30, company personnel must take appropriate action to protect the privacy of the pilot and the confidentiality of the records, as well
2-17 as ensure that the information contained in the database is not divulged to anyone not directly involved in the hiring decision, with the exception of an FAA inspector. The core activities and subprocesses in the PRD process includes the following:
1. The pilot logs into the PRD system to view that pilot’s PAR and update employment history.
2. The PRD application retrieves and displays the pilot’s current PAR assembled from various sources with a date and time stamp.
3. The PRD application permits the pilot to provide consent to release the pilot’s PAR to one or more reviewing entities.
4. The PRD application stores the pilot’s consent and the PAR at the time the pilot provides his or her consent.
5. The PRD application receives a reviewing entity’s request for a PAR.
6. The PRD application verifies if the pilot has granted consent to the reviewing entity to retrieve the PAR and if the consent is still valid. If the consent has expired or been revoked, the PRD system returns a notification to the reviewing entity stating that the pilot’s records are unavailable.
7. The PRD system retrieves and presents the pilot’s PAR to the reviewing entity as it existed when consent was granted by the pilot. The record can be downloaded for review and storage by the reviewing entity. The PRD system also notifies the pilot that the reviewing entity has received a copy of the pilot’s PAR.
Note: The FAA will conduct random audits of the application and its usage by air carriers and operators to ensure the PRD is being used in accordance with part 111.
2.6.2 The Pilot’s Role in the PRD Process. The pilot is responsible for ensuring his or her employment history is accurate and for granting consent to reviewing entities. The pilot also controls the PRD accuracy and dispute function regarding employer-generated records in their PAR.
2.6.2.1 Employment History. Before granting consent to a reviewing entity, pilots must ensure their employment history is accurate and lists all operators who employed them as a pilot for the last 5 years in accordance with § 111.310.
This includes employers where a pilot may have begun training, but did not finish. Keep in mind that previous employers may have entered records related to a pilot regardless if the pilot listed them in their history.
2.6.2.2 Granting Consent. Reviewing entities are not able to view a pilot’s records in the PRD unless the pilot grants consent to that specific operator in accordance with § 111.120. The pilot is also given an opportunity to see the records exactly as they will be displayed to the reviewing entity. The pilot can
2-18 decide how many days (30, 45, or 60) the PAR is available and can revoke access to the PAR at any time. It is important for pilots to understand that when consent is granted for a reviewing entity to view a PAR, the information in that PAR will not change even if other information in the PRD changes.
The PAR acts as a snapshot in time and reflects the records at the moment consent was granted. Information in the PRD changes. For example, a previous employer might add more records, and the pilot could want the new information to be shown to a reviewing entity. The pilot can refresh the PAR with new information by granting consent again to that reviewing entity.
Consequentially, reviewing entities may ask the pilot to grant consent again if they believe too much time has passed from initial consent, even though the consent has not yet expired.
2.6.2.2.1 Importance of Selecting the Correct Operator when Granting Consent. When granting consent for a reviewing entity to see a pilot’s PAR, the pilot will be asked to indicate which specific operator for which they are granting consent.
It is important for the pilot to select the correct company entry. The available operators which are displayed are loaded from one of the FAA’s databases.
Take care not to select the wrong company; some operators use a “doing business as” (DBA) name which is different from the official operator name recognized by the FAA. The PRD does not support DBAs so it is important to use the primary company name as entered in the FAA’s database.
2.6.2.2.1.1 Many operators have very similar names so the PRD also displays a unique code alongside the operator name to help users determine which entry they should use, called a designator. If an operator has been issued a designator by the FAA, then the designator will be displayed with the operator name. For example, “Sample Airlines (SAM1)”. If a user does not know the appropriate designator, they can often find this information printed on OpSpecs, MSpecs, and on the Air Carrier or Operating Certificate.
2.6.2.2.1.2 For operators that have not been issued a designator by the FAA, the PRD generates a unique key which is displayed in place of a designator. These are much longer in length. For example, “Sample Operator (NM00RNTECODSF TEST)”.
2.6.2.2.1.3 An operator might appear to be listed twice in the selection box, once with a designator, and once with a unique key. This is due to the way the FAA creates entries in its database and is considered normal.
2.6.2.2.1.4 If a pilot grants consent to the wrong operator, then the intended reviewing entity will not be able to see the PAR. The reviewing entity, when they ask the pilot to grant consent to the PAR, should clearly instruct the pilot which company name to select in the
2-19 PRD. If a pilot accidentally selects the wrong company when granting consent, the company selected by mistake will not be able to see any of the pilot records because the company would not also have the pilot’s name and pilot certificate number with which to retrieve the PAR.
2.6.2.2.1.5 If a pilot is not sure which company name to select when granting consent, the pilot should ask the reviewing entity that is requesting the records what company name to select.
2.6.2.3 Inaccurate Records. Pilots should carefully review the records provided in the PRD before granting consent to a reviewing entity. Because the PRD is not the authoritative record source of the information and displays key information from the original records, pilots should initiate corrections or disputes to have the records corrected in the original sources. If a pilot discovers inaccuracies in FAA records, the pilot initiates the correction processes described in paragraph 2.6.2.4. If a pilot finds inaccuracies or wishes to dispute a record entered by a source other than the FAA, that pilot initiates the PRD correction request process described in paragraph 2.6.3.1.
2.6.2.4 Corrections. If the pilot finds an error, the pilot can use the PRD inaccuracy and dispute process to request the record be corrected in accordance with § 111.320. See paragraph 2.6.3.1 for more information about how to have records corrected.
2.6.2.5 User Guides. Various user guides that explain how to perform pilot functions in the PRD are available in the Resources section at prd.faa.gov.
2.6.3 Record Inaccuracies and Disputes. For FAA record sources, the information displayed in the PRD will be updated once the original record source is updated, normally within 24 hours. In the event of non-FAA records, the reporting entity, or current record owner, is responsible for updating the records in the PRD so that the PRD accurately reflects the information in the authoritative record source. Pilots need to be aware that any previously granted consent will need to be refreshed to include any updated information. PARs which a pilot has consented to release are snapshots of the records at that instant and will not automatically update if the information available to the PRD changes.
2.6.3.1 Initiate the Inaccuracy and Dispute Function in the PRD. The PRD includes an inaccuracy and dispute function, which is used by the pilot if they discover an employer-generated record is inaccurate in accordance with § 111.320. When a pilot reports a record as inaccurate, the PRD will notify the record owner that the pilot requested a correction. The PRD will also provide contact information to the record owner if the pilot provides the information to facilitate communication between the record owner and the pilot. If the record owner makes the correction to the pilot’s satisfaction, then the process is complete. If the record owner does not resolve the matter to the pilot’s satisfaction, then the record can be marked as in dispute. When a record is