2-25 Table 2-2. Record Reporting by Operator
Drug and Alcohol Records in Accordance with Part 12010 Training, Qualification and Proficiency Records11 Final Disciplinary Action Records12 R ecords Concerning Separation of Employment13 Verification of Motor Vehicle Driving Record Search and Evaluation14 Parts 121 and 135:
§ 111.200(a)(1) Yes Yes Yes Yes Yes Part 125:
§ 111.200(a)(1) No Yes Yes Yes Yes Part 91K:
§ 111.200(a)(2) No Yes Yes Yes No Air tour § 91.147:
§ 111.200(a)(3) Yes Yes (may be reported on request) Yes (may be reported on request, exceptions apply, see § 111.215(b)(1)) Yes (may be reported on request, exceptions apply, see § 111.215(b)(1)) No Operators described in § 111.1(b)(4):
§ 111.200(a)(4) No Yes (may be reported on request) Yes (may be reported on request, exceptions apply, see § 111.215(b)(1)) Yes (may be reported on request, exceptions apply, see § 111.215(b)(1)) No Public aircraft operators:15 § 111.200(a)(5) No Yes (may be reported on request) Yes (may be reported on request, exceptions apply, see § 111.215(b)(1)) Yes (may be reported on request, exceptions apply, see § 111.215(b)(1)) No Trustee in bankruptcy:
§ 111.200(a)(6) As required by operator circumstances As required by operator circumstances As required by operator circumstances As required by operator circumstances As required by operator circumstances
10 § 111.220(a) 11 § 111.225 12 § 111.230 13 § 111.235 14 § 111.240 15 § 111.1(b)(5)
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2.8.1 Company Records. Part 111 requires reporting entities to promptly report certain records to the FAA for inclusion in the database in accordance with § 111.205. Operators must maintain some of these records independent of part 111, including those kept pursuant to §§ 121.683, 125.401, and 135.63(a)(4)16, which show compliance with applicable flightcrew member requirements for training, qualification, proficiency, and continued training and qualifications. These records are also required to be reported to the PRD in accordance with § 111.225. In accordance with § 111.235, operators must report records concerning release from employment due to physical or professional disqualification of any flightcrew member. Additionally, § 111.220 requires operators to report certain drug and alcohol testing records maintained in accordance with part 120 and 49 CFR part 40 for inclusion in the database. Not every pilot record that a reporting entity might maintain is required to be entered into the PRD. An operator must review the requirements of part 111 subpart C and utilizing the data elements in Appendices A through E. An operator must report an event to the PRD if the event memorialized in the reporting entities’ official recordkeeping system meets the criteria contained in part 111 and is listed or described in the appendices. Some appendices include an “other” record type.
This does not imply that all pilot records not specifically listed are to be entered as “other.” The FAA will provide detailed instructions in future user guides regarding when to use the “other” reporting option. In absence of such direction, reporting entities should not enter records using this option and should instead use the appropriate selection methods to specify the type of record being entered.
2.8.1.1 Training, Qualification, and Proficiency Records. To specifically identify the training records that a reporting entity must enter into the PRD in accordance with § 111.225, the FAA has provided a list of regulations and data elements in Appendix A. Some operating rule parts, such as part 121, have many possible entries due to varying regulatory pilot training requirements. Certain elements in an air carrier or operator’s training program that may be unusual or occur at irregular intervals. Common data points apply to all training records, as described in Table A-1. Specific training programs are detailed in Tables A-2 through A-7. For specific direction on how to enter records into the PRD, see the Resources section at prd.faa.gov.
Note: As set forth in § 111.245, Aviation Safety Action Program (ASAP) records must not be entered into the PRD. For example, training conducted as part of an ASAP recommendation is often in addition to training normally required by the regulations. Thus, this additional training under ASAP would not be reported to the PRD. In accordance with AC 120-66, Aviation Safety Action Program, official
16 These provisions also require certain records to be kept concerning compliance with flight and duty rules , as well as requirements for physical examinations. However, consistent with the statutory mandate, records regarding flight time, duty time, and rest time are not required to be reported for inclusion in the PRD. In addition, while certain medical certification information is reported by the FAA to the PRD, the reporting of records demonstrating an air carrier’s or operator’s compliance with medical qualification requirements are reported through categorical options in the database as provided further in this AC.
2-27 training records and personnel files should not reflect correction actions associated with ASAP.
2.8.1.1.1 Data Fields. The PRD will include all data fields listed below, most of which must contain an entry.
1. Reporting Entity Designator: This is the designator or other reporting entity identifier as established by the FAA. This will be prefilled based on the logged-in user.
2. Reporting Entity Name: This is the name as established by the FAA and recorded in the official FAA data sources. This will be prefilled based on the logged-in user.
3. Pilot Certificate Number: This is the pilot’s FAA certificate number related to the activity being entered. The PRD will ensure that the certificate number and last name are valid and match a known pilot who holds an appropriate FAA pilot certificate.
4. Pilot Last Name: This is the pilot’s last name. The PRD will ensure that the certificate number and last name are valid and match a known pilot who holds an appropriate FAA pilot certificate.
5. Start Date: This is the date the event began.
6. End Date: This is the date the event was completed.
7. Aircraft Make/Model: This is the applicable make and model of aircraft related to the event. For Unmanned Aircraft Systems (UAS), specific make and model may not be available in the list. You may use the “UAS-NONCERT-SMALL<55” or “UAS-NONCERT-LARGE≥55” entries.
8. Duty Position: This will be either PIC or SIC as appropriate.
9. Training/Testing Program: This is the type of training program applicable to the record being entered. This selection will determine what training events are available.
10. Training Event: This is the specific event being entered into the PRD.
11. Results: Enter if the event was completed as satisfactory or unsatisfactory.
This is synonymous with complete or incomplete.
12. Evaluator Comments: Some events will allow evaluator comments to be reported if such comments are included in the official record. Not all events will allow comments to be entered. If the PRD allows comments for an event, the contributor entering the record cannot deviate from the text provided by the evaluator if the evaluator provided any comments.
The contributor should not enter any comments here unless the evaluator entered comments of the official record.
13. Other Event Description: This is used in special circumstances in which the FAA directs reporting entities to use the “other” event type.
2-28 Contributors should not use this event type to enter events in the PRD that are not specifically listed in the Training Event list unless the FAA specifically directs this option be used.
14. Unsatisfactory Tasks or Maneuvers: Some events, if marked as unsatisfactory, will require the contributor to enter a list of what tasks or maneuvers were not completed satisfactorily, in accordance with § 111.225(c)(6) and (7). On most forms used to record checking events, these will be marked as “Unsatisfactory.” List all of the tasks or maneuvers marked as unsatisfactory or equivalent.
15. Incomplete Tasks or Maneuvers: Some events, if marked as unsatisfactory, will require the contributor to enter a list of what tasks or maneuvers were not attempted, in accordance with § 111.225(c)(6) and (7). On most forms used to record checking events, these will be marked as “Incomplete.” List all of the tasks or maneuvers marked as incomplete or equivalent.
2.8.1.1.2 Part 121 Air Carrier Training Programs Approved in Accordance with Part 121 Subparts N and O. Training programs are developed to meet prescribed regulatory requirements, such as crewmember qualification requirements, flight training and checking tasks, and the requirements for the use of airplane simulators and other training devices. Training programs may also include operator specific elements beyond the minimum required training events prescribed in part 121 subparts N and O. Both the prescribed regulatory requirements and the additional elements are included in a certificate holder’s training program curriculum.
2.8.1.1.2.1 A standard data input for a certificate holder’s training program curriculum will stem from the pilot training categories and curriculum segments. Examples of categories are initial new hire, upgrade, and recurrent training. Examples of curriculum segments would be emergency training, differences training, and systems training. Thus, the FAA requires a certificate holder to enter the category of pilot training and curriculum segment in which a pilot participated. The results of each specific curriculum segment would be reflected in the database as satisfactory (complete) or unsatisfactory (incomplete).17
2.8.1.1.2.2 F or example, an individual participating in a certificate holder’s initial SIC new hire training could complete basic indoctrination and emergency training as required by §§ 121.415(a) and 121.417 prior to entering into initial ground training as a SIC for a specific aircraft type as required by § 121.419(c)(1) or (2), as appropriate.
17 A satisfactory or unsatisfactory result may also be submitted to the PRD as a pass or fail, or complete or incomplete, since these terms are used synonymously by certificate holders with approved training programs.
2-29 Once the individual has successfully completed the certificate holder’s initial ground training as a SIC for a specific aircraft type, the individual will participate in the certificate holder’s approved initial flight training as required by § 121.424(a). The individual will complete the initial flight training following an initial proficiency check in accordance with § 121.441. The SIC will then complete the required operating experience on the specific aircraft type as prescribed in § 121.434(a) prior to serving as a fully trained and qualified pilot for the certificate holder. Of all the events completed by the pilot, only some are reportable to the PRD. Table A-2 specifies which records fulfill the regulatory requirement in § 111.225 and must be entered in the PRD.
2.8.1.1.3 Determining Which Records to Enter and When to Enter Them. Appendix A contains several tables used to determine which records should be reported.
Records related to pilots trained under part 121 subparts N and O are listed in Table A-2. New records must be entered within 30 days of creation18 and historical records must be entered as described in paragraph 2.10.3 and § 111.255.
2.8.1.1.4 Training Programs Approved in Accordance with Part 121 Subpart Y, Advanced Qualification Program. Advanced Qualification Program (AQP) is an alternative method for training and evaluating pilots based on instructional systems design, advanced simulation equipment, and comprehensive data analysis to continuously validate curriculums. Requirements of part 121 subparts N and O that are not specifically addressed in the certificate holder’s AQP continue to apply to the certificate holder and to the individuals being trained and qualified by the certificate holder. It incorporates data-driven quality control processes for validating and maintaining the effectiveness of curriculum content.19 The goal of AQP is to achieve the highest possible standard of individual and crew performance through effective training that will enhance professional qualifications. For more information on AQP, refer to AC 120-54, Advanced Qualification Program.
2.8.1.1.5 AQP Recordkeeping. AQP recordkeeping is identical to that required under traditional parts 121 and 135 training programs. However, for AQP, records should clearly indicate that the training used to qualify pilots, other flightcrew members, instructors, or evaluators was accomplished under an AQP curriculum. One noted difference from part 121 subparts N and O training programs is that initial operating experience (IOE) is part of the qualification curriculum. Because IOE is part of the qualification curriculum for AQP, the associated PRD records must include comments from evaluators and any unsatisfactory tasks from the IOE. The FAA notes that a pilot being trained in
18 § 111.215 19 Data is collected by each air carrier, de-identified, and submitted to the FAA on a monthly basis, in electronic format, for analysis. However, each air carrier is required to maintain records on pilots that have been trained through AQP similar to those required by other parts of 14 CFR.
2-30 accordance with part 121 subpart Y will compile training records for the indoctrination curriculum, qualification curriculum, and continuing qualification curriculum; however, some comments related to those events may not directly reflect the performance of either or both pilots. Comments related to those events will not be included in the PRD. Comments on the performance of a pilot that were documented by an individual acting in a capacity other than a check pilot or evaluator will not be accepted in the database, as previously discussed. For example, any comments recorded by an instructor, other than an instructor acting in the capacity of a check pilot or evaluator, are not permitted to be reported to the PRD.
2.8.1.1.6 Determining Which Records to Enter and When to Enter Them. Appendix A contains several tables used to determine which records should be reported.
Records related to pilots trained under part 121 subpart Y are listed in Table A-3. New records must be entered within 30 days of creation20 and historical records must be entered as described in paragraph 2.10.3 and § 111.255.
2.8.1.1.7 Part 125 Operator’s Training Records to be Reported to the PRD. In accordance with part 111 subpart C, certain pilot records documented in accordance with § 125.401 are to be entered into the PRD. In addition to identifying records, § 125.401 also requires specific training records to be maintained that verify compliance with other regulations. Specifically, the records should display whether or not that crewmember complies with the required proficiency checks and qualification requirements.
2.8.1.1.8 Recording Required Part 125 Pilot Qualifications Events. The FAA requires all part 125 operators to keep records on an individual’s performance as a pilot that satisfies recent flight experience and the applicable qualification regulations in accordance with § 125.401. For example, a certificate holder is required to document and maintain records on specific pilot testing and qualification events under part 125 including the initial and recurrent pilot testing requirements and instrument proficiency checks (IPC). In accordance with § 125.291(a), each pilot in command (PIC) must pass a written or oral test on specific knowledge of the aircraft and operation. Additionally, a PIC must pass an IPC in accordance with § 125.291(a) and complete an approach procedure in accordance to § 125.291(b). The satisfactory completion of these required testing and qualification events as well as the date accomplished, aircraft type, duty position, testing and qualification part, regulation requiring the action (event), and the result of the action would be required to be reported to the PRD when the event is listed in Table A-5.
2.8.1.1.9 Determining Which Records to Enter and When to Enter Them. Appendix A contains several tables used to determine which records should be reported.
Records related to pilots tested under part 125 are listed in Table A-5. New
20 § 111.215
2-31 records must be entered within 30 days of creation21 and historical records must be entered as described in paragraph 2.10.3 and in accordance with § 111.255.
2.8.1.1.10 Part 135 Air Carrier and Operator Training Records to be Reported to the PRD. In accordance with part 111 subpart C, the FAA requires certain pilot records documented in accordance with § 135.63(a)(4) to be entered into the PRD, subject to the limitations in § 111.225(b). Some of the records maintained in accordance with § 135.63(a)(4) are identifying, such as a pilot’s name, FAA pilot certificate type, ratings held, and duties. Other records kept pursuant to § 135.63(a)(4) require maintenance of training and proficiency records, including: (1) the date and result of each of the initial and recurrent competency tests and proficiency and route checks required by part 135 and the type of aircraft flown during that test or check; and (2) the date and completion of the initial phase and each recurrent phase of the training required by part 135. Additionally, § 135.63(a)(4) requires a certificate holder to maintain a pilot’s aeronautical experience, flight time, authorizations to act as a check pilot, and any action taken concerning the pilot’s release from employment for physical or professional disqualification.
2.8.1.1.11 Variations Among Part 135 Training Programs. Similar to part 121 pilot training programs, part 135 training programs are approved for a specific air carrier or operator. Therefore, one part 135 training program will vary significantly from one air carrier/operator to another. Additionally, the differences among the approved training programs compound since certificate holders may seek FAA approval for a training program through various subparts of parts 121 and 135.
2.8.1.1.12 Records for Specific Pilot Training and Checking Events. Some areas that require a certificate holder to record and maintain records on specific pilot training and checking events under part 135 are the initial and recurrent pilot testing requirements, IPCs, and line checks. In accordance with § 135.293(a), each pilot must pass a written or oral test on specific knowledge of the aircraft and operation. Additionally, a pilot must pass a competency check in accordance with § 135.293(b). Some pilots are required to complete an IPC in accordance with § 135.297. Finally, all PICs are required to complete a line check in accordance with § 135.299. An operator must report the satisfactory completion of these required training and checking events as well as the date accomplished, aircraft type, duty position, training program approval part and subpart, regulation requiring the action (event), and the result of the action in accordance with § 111.225. Additionally, § 111.225 requires an operator to report check pilot comments.22 The FAA notes that many certificate holders and FAA inspectors utilize FAA Form 8410-1, Airman Proficiency/Qualification Check, as a job aid to ensure all required tasks are
21 § 111.215 22 As previously indicated, instructor comments will not be accepted into the database.
2-32 completed during an evaluation in an aircraft or flight simulation training device. This form, as well as other job aids, could be used in documenting a training or checking event and recorded into the PRD after the event has taken place and the certificate holder could maintain the FAA form for demonstration of compliance.
2.8.1.1.13 Meeting Recordkeeping Requirements. All training must meet the recordkeeping requirements of § 135.63(a)(4). Thus, a pilot training record maintained by a part 135 air carrier or operator that displays compliance with a pilot training program approval would be required to be entered into the PRD when included in Table A-4. Similar to the part 121 pilot training records to be reported to the PRD, the varying degrees of data maintained by a certificate holder noted in part 121 subparts N, O, and Y, as well as part 135 subparts E, G, and H, will be entered into the PRD as the example for record entry previously described in the method of record entry section.
2.8.1.1.14 Using Distinct Qualifiers for Training Fields in the PRD. In order to differentiate the regulations under which training program approval was granted, the PRD will use distinct qualifiers in the training fields. For example, if an individual completes a training program approved for a part 135 certificate holder in accordance with part 121 subparts N and O, the certificate holder would enter the training program approval part and subpart as “135NO” in the PRD to note the certificate holder’s operating rule part and the subpart the certificate holder conducted the pilot training. This permits a reviewing entity to fully understand the type of training that an individual has participated in. Indicating the regulations governing the training program approval allows reviewing entities the opportunity to review the robustness and similarities of its pilot training program compared to the individual’s previous experience with other pilot training programs.
2.8.1.1.15 Determining Which Records to Enter and When to Enter Them. Appendix A contains several tables used to determine which records should be reported.
Records related to pilots trained under part 135 are listed in Table A-4. New records must be entered within 30 days of creation23 and historical records must be entered as described in paragraph 2.10.3 and § 111.255.
2.8.1.1.16 Part 91 Subpart K Fractional Ownership’s Training Program Records. All fractional ownerships must have an approved training program for their pilots and may seek approval for that training program in accordance with §§ 91.1065 through 91.1107; part 135 subparts E, G, and H; or part 121 subparts N and O.24 Regardless of which pilot training program is used, compliance with the regulation requires provision of all applicable records.
The fractional ownership’s program manager must keep training records of
23 § 111.215 24 A training program approved in this manner for a fractional ownership will be able to input a value for the training program that differs slightly from that of a traditional part 91K training program.
2-33 each pilot used in accordance with § 91.1027(a)(3). The records include the pilot’s current duties (e.g., PIC or SIC) and the date of the pilot’s assignment to those duties, the date and result of each of the initial and recurrent competency tests and proficiency checks required and the type of aircraft flown during that test or check, any action taken concerning the pilot’s release from employment for physical or professional disqualification, and the date of the satisfactory completion of initial, transition, upgrade, and differences training and each recurrent training phase. Each program manager for a fractional ownership program is required to enter these records to the PRD.
2.8.1.1.17 Determining Which Records to Enter and When to Enter Them. Appendix A contains several tables used to determine which records should be reported.
Records related to pilots trained under part 91K are listed in Table A-6. New records must be entered within 30 days of creation25 and historical records must be entered as described in paragraph 2.10.3 and § 111.255.
2.8.1.1.18 Pilot Training Records that Commercial Air Tour Operators, Corporate Flight Departments, and Public Aircraft Operators Maintain (PAC Group).
Commercial air tour operators, corporate flight departments, and public aircraft operators conduct operations with minimal oversight from the FAA, including in the area of pilot training. These operators are not required to maintain an approved pilot training program or maintain a recordkeeping system of a pilot’s training events. However, all pilots must record certain events in their pilot logbooks to document their currency as an FAA pilot certificate holder. While these events must be recorded by pilots in their logbooks, the FAA presumes that operators employing pilots are maintaining similar pilot training and currency records to ensure their pilots are current for operational safety purposes. Operators have also established customized training programs that are tailored to an individual operation and have documented training and qualification events in various formats. Considering that certain part 61 regulations require data elements to be recorded during an event, the FAA is requiring operators to enter an individual’s performance as a pilot in the database that documents the minimum training and qualification26 requirements when the operator is maintaining such records.
2.8.1.1.19 Determining Which Records to Enter and When to Enter Them. Appendix A contains several tables used to determine which records should be reported.
Records related to pilots operating under part 91 are listed in Table A-7. PAC operators have an option of entering new records within 30 days of generating or otherwise collecting the record, or, for certain records, those operators may maintain the record outside of the PRD for 5 years and enter the records only when notified by the PRD a reviewing entity is requesting the records, in
25 § 111.215 26 The FAA views qualification requirements broadly as any certificate, rating, training, checking, testing, and experience required to be qualified or maintain qualification for a position (e.g., PIC) in a particular operation (e.g., part 121). Not all qualification requirements must be reported to the PRD. Refer to § 111.225(b).
2-34 accordance with § 111.215. See paragraph 2.8.1.6 for PAC group reporting options.
2.8.1.2 Drug and Alcohol Records. In accordance with § 111.220, operators regulated under part 120 and 49 CFR part 40 must maintain certain drug and alcohol records of pre-employment, reasonable cause, reasonable suspicion, random, post-accident, return-to-duty, and follow-up testing. An operator is prohibited from knowingly using an individual to perform, and an individual is prohibited from performing any safety-sensitive function (including flightcrew member duties) if that individual has violated the drug and alcohol testing regulations under part 120 and has not met the requirements under part 120 or 49 CFR part 40 to return to duty. The FAA is requiring air carriers and operators to enter specific records provided in §§ 120.111 and 120.219(a) as well as 49 CFR § 40.333(a) into the PRD in accordance with § 111.220.
This includes records of verified positive drug test results, alcohol misuse violations (including confirmed breath alcohol results of a concentration of
0.04 or greater, on-duty and pre-duty use conduct, and alcohol use following an accident), refusals to submit to required drug or alcohol testing, all return-to-duty drug and alcohol test results, and all follow-up drug and alcohol test results.
2.8.1.2.1 Data Fields. The PRD will include all data fields listed below, most of which must contain an entry.
1. Reporting Entity Designator: This is the designator or other reporting entity identifier as established by the FAA. This will be prefilled based on the logged-in user.
2. Reporting Entity Name: This is the name as established by the FAA and recorded in the official FAA data sources. This will be prefilled based on the logged-in user.
3. Other DOT Agency Entity Name: FAA use only. This is the source of records which are reported to the FAA by employers regulated under another DOT agency where an individual worked as a pilot.
4. Other DOT Agency Entity Contact Information: FAA use only. This is the address, contact name, contact phone number, and contact email for records reported to the FAA by employers regulated under another DOT agency where an individual worked as a pilot.
5. Regulating Agency (Non-FAA): FAA use only. When entering a report from an entity regulated under another DOT agency, this is the regulating agency (e.g., Pipeline and Hazardous Materials Safety Administration (PHMSA)).
6. Pilot Certificate Number: This is the pilot’s FAA certificate number. The PRD will ensure that the certificate number and last name are valid and match a known pilot who holds an appropriate FAA pilot certificate.
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7. Pilot Last Name: This is the pilot’s last name. The PRD will ensure that the certificate number and last name are valid and match a known pilot who holds an appropriate FAA pilot certificate.
8. Date of Test or Occurrence: This is the date the test or event occurred.
9. Record Type: The user will select whether they are entering a drug test record or an alcohol misuse record.
10. Report Type: Based on the record type selected, the user will select the report type (e.g., Verified Positive Drug Test Result, Confirmed Breath Alcohol Concentration of 0.04 or greater, Refusal, etc.).
11. Type of Test: Based on the report type selected, the user will select the type of test (e.g., Random, Post-accident, Reasonable Cause Drug or Suspicion Alcohol, Follow-up, Return-to-duty). Pre-employment testing is only available to FAA users.
2.8.1.2.2 Who Must Enter Records? Any reporting entity that is required to comply with part 120 and 49 CFR part 40 must report drug and alcohol records to the PRD in accordance with § 111.220. This includes part 121 and 135 air carriers and operators, and air tour operators as defined under § 91.147.
2.8.1.2.3 Determining Which Records to Enter and When to Enter Them. Records related to drug and alcohol testing and events are listed in Table B-2. These records must be entered within 30 days of the test or occurrence.27 This requirement does not relieve an employer or its Medical Review Officer from reporting pilot violations to the FAA’s Federal Air Surgeon within two days in accordance with §§ 120.113(d)(1) and 120.221(c)(1).28
2.8.1.3 Final Disciplinary Action Records. In accordance with § 111.230, disciplinary actions that are considered final must be entered into the PRD within 30 days of being considered final. As provided in Appendix C, the specific data fields include identifying pilot information (e.g., pilot’s last name and FAA pilot certificate number), whether the disciplinary action resulted in permanent or temporary removal of the pilot from aircraft operations, and the type of action taken by the operator in response to the event (i.e., written warning, suspension, or termination).
2.8.1.3.1 Disciplinary Records that are Subsequently Overturned. The FAA recognizes that data may be entered incorrectly or a disciplinary action may be overturned through a number of informal and formal processes. Some records may be overturned after an employee succeeds in an internal dispute made directly with the employer, while other actions may be overturned by a court or other legal forum for adjudication. Moreover, the time period for an informal or formal dispute to be resolved could vary significantly. Therefore, § 111.230 requires reporting of disciplinary action records within 30 days
27 § 111.215 28 § 111.215
2-36 after the action is final so long as there is no pending dispute between the individual pilot and the employer or once the record is realized to be incorrect.
However, if a dispute develops after the disciplinary action is entered into the PRD and the action is subsequently overturned by the employer, then the reporting entity would be required to remove or correct the data entered into the PRD through the process discussed later in the document within 10 days of the disciplinary action being overturned as described in § 111.230(c). The FAA only considers a final disciplinary action to be subsequently overturned by an agreement if the agreement indicates the underlying action did not occur or was not the pilot’s fault. A record may not be entered into the PRD until the disciplinary action is finalized. The record must be entered in the PRD within 30 days after the dispute is considered resolved or closed by the employer in accordance with § 111.230(f)(1).)29. An air carrier or operator should not report any disciplinary action to the PRD that is not considered final.
2.8.1.3.2 Determining Which Disciplinary Actions to Report. A disciplinary record is created only for discipline or termination imposed by an operator or carrier involving the pilot’s performance that is related to the individual’s performance as a pilot, as set forth in § 111.230. A disciplinary action is entered into the PRD when the action: (1) was taken by an employer;
(2) imposed an adverse penalty on the pilot, such as a suspension, termination, or written warning; (3) directly involved the individual’s performance as a pilot, which means the record captures an activity or event directly related to a pilot’s responsibilities or completion of the core duties in conducting safe aircraft operations, as assigned by the operator employing the pilot; and
(4) has not been subsequently overturned, as specified in § 111.230.
Inappropriate or wrongful conduct in the workplace for which the employee is penalized by the employer but which does not involve the pilot’s aeronautical duties, is not considered “disciplinary action” and shall not be entered into the PRD. However, if an employer determines the inappropriate or wrongful conduct relates to a pilot’s responsibilities or completion of the core duties in conducting safe aircraft operations, it must be included in the PRD in accordance with § 111.230.
2.8.1.3.3 Data Fields. The PRD will include all data fields listed below, most of which must contain an entry.
1. Reporting Entity Designator: This is the designator or other reporting entity identifier as established by the FAA. This will be prefilled based on the logged-in user.
2. Reporting Entity Name: This is the name as established by the FAA and recorded in the official FAA data sources. This will be prefilled based on the logged-in user.
29 Some final disciplinary actions may be entered on request. See paragraph 2.8.1.6.2 for more information.