6-1 CHAPTER 6. USE PILOT RECORDS DATABASE TO COMPLY WITH PRIA
6.1 Purpose. The Pilot Records Database (PRD) automates the manual PRIA process and provides direct, uninterrupted access to FAA pilot records (such as failed practical tests that occurred on or after August 1, 2010) to a hiring air carrier or operator to make an informed hiring decision. An air carrier or operator required to comply with all of the PRIA requirements may elect to use the PRD in lieu of completing the manual process.
However, if an air carrier or operator elects to utilize the PRD, the guidance in this AC, and specifically this chapter, must be used to comply with the PRD’s operating requirements. The PRD can be accessed at http://prd.faa.gov/.
6.2 Individuals Eligible to Access the PRD. The following individuals are eligible to access the PRD, upon receiving appropriate approval:
ELIGIBLE INDIVIDUALS DESCRIPTIONS Responsible Person An individual serving in a required management position listed under § 119.65(a) or other prescribed operating rule part. These positions may include the following positions: Director of Safety (DOS), Director of Operations (DO), Chief Pilot, Director of Maintenance (DOM), or Chief Inspector.
Authorized User An individual that is employed by the air carrier or operator that has been assigned access rights to the PRD on behalf of his/her employer by the responsible person.
Proxy An organization or individual that is not directly employed by an air carrier or an operator that has been assigned access rights to the PRD on behalf of an air carrier or operator by the responsible person.
Pilot An individual certificated by the FAA at the commercial or airline transport pilot level that is the subject of a record in the PRD.
6.3 Using the PRD. An air carrier or operator may elect to use the PRD to comply with PRIA. A pilot must use the PRD if an air carrier or operator seeking to hire the individual utilizes the PRD to comply with PRIA. A user should follow the onscreen prompts and user guide to use the application, in correlation with the guidance in this AC.
6.4 FAA Records Contained in the PRD. The FAA includes certain certification records and enforcement records in the PRD. Additionally, the PRD incorporates accident and incident information. Any records maintained by the FAA that are not included in the PRD may be accessed and evaluated, with the consent of the subject, through a Privacy Act of 1974 (“the Privacy Act”) request.
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6.4.1 Airmen Certification. Airmen certification information maintained by the FAA should be used to validate a pilot’s qualifications to be hired by an air carrier or operator. The FAA will provide an individual’s current Airman Certificates, associated ratings, and any limitations to the certificate or ratings in the PRD. The date and certificate grade sought for any failed attempt to pass a practical test required to obtain a certificate or type rating under part 61 (since August 2010) is included in the airmen certification information.
The PRD also contains a pilot’s current medical certificate, including its class and any limitations.
Note: The PRD will not contain any medical data history (e.g., responses to medical history questions on the medical application).
6.4.2 Accident and Incident Information. Summaries of accidents and incidents existing on or after August 1, 2010, are included in the PRD in order to provide a hiring air carrier or operator the opportunity to review any negative data or helpful information that displays a pilot’s decisionmaking skills. The FAA provides data elements for accidents and a redirect link that will enable an air carrier or operator to search the National Transportation Safety Board’s (NTSB) accident database using the FAA data elements for a final report. The FAA also provides data on incidents that will facilitate an air carrier or operator’s evaluation of a pilot’s documented actions.
6.4.3 Enforcement Information. The PRD includes summaries of legal enforcement actions resulting in a finding by the Administrator of a violation of 49 U.S.C. or a regulation prescribed or order issued under 49 U.S.C. that was not subsequently overturned.
These records are limited to enforcement action resulting in a suspension, revocation, or civil penalty.
6.5 Information Entered by a Pilot into the PRD. A pilot seeking employment with an air carrier or operator required to comply with PRIA must include current and previous employer(s) information that the individual held a pilot position with. Additionally, the pilot should request his or her driving records from the National Driver Register (NDR) through the state in which the individual resides. After all pilot information included by the FAA and individual has been reviewed, the pilot must provide consent for specific air carriers or operators to view the PRD record.
6.5.1 Current and Previous Employers. A pilot must enter his or her current and/or previous employer(s) name and contact information that the individual held a pilot position with during the previous 5 years. The FAA encourages the pilot to include more than 5 years of employment, if applicable, as all air carriers and operators will be required to report pilot records documented as of August 1, 2005, through present, once the PRD has been fully implemented. In order to assist the pilot in completing this section, the PRD includes an “auto-complete” function that will permit partial entry of an FAA-certificated air carrier or operator that will autofill the required sections once the employer name is recognized by the PRD and selected by the pilot. If the “auto-complete” function does not operate properly or the operator is not listed in the FAA’s existing database, the pilot must provide the required fields in the PRD.
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6.5.2 NDR Search Date. A pilot should request his or her NDR records through the state in which the individual resides to provide to the air carrier or operator that the individual is seeking employment with. A link to each state driving authority is provided in the PRD.
The date that the pilot requests his or her driving record should be entered into the appropriate section of the PRD and provided to the air carrier or operator upon request.
Note: If a pilot does not enter a date in the NDR search field, the air carrier must request the individual’s NDR records through any state prior to making a hiring determination.
6.5.3 Pilot Consent. After all of the pilot’s information in the PRD has been reviewed and entered, the pilot must provide consent for specific air carriers or operators to view the PRD record for a selected period of time. The pilot must provide consent for the air carrier or operator to view all records in the PRD. Individual records cannot be omitted from the consent by the pilot.
6.6 Air Carriers and Operators Accessing the PRD. The FAA controls accessibility to the PRD by managing user access to the database and the activity within the PRD. The established rules of behavior ensure the highest practicable degree of protection of privacy and confidentiality of the information contained in the database while facilitating permissible actions by approved users. If an air carrier or operator does not accept the rules of behavior prior to accessing the PRD, access will not be granted. The following individuals are eligible to request access to the PRD by following the procedures in the PRD user guide.
Note: A PRD record may only be used to make a hiring determination.
6.6.1 Responsible Person. A responsible person is an individual serving in a required management position listed under § 119.65(a) or other applicable regulations.
These positions may include the following positions: Director of Safety (DOS), Director of Operations (DO), Chief Pilot, Director of Maintenance (DOM), or Chief Inspector. The following rules will apply:
1. Air carriers/operators are accountable for the responsible person.
2. Only one responsible person can be listed in the PRD at any given time.
Therefore, the air carrier or operator is responsible to choose which required management position is going to apply to the PRD and monitor all activity by the air carrier or operator in the PRD.
3. The air carrier/operator and responsible person are jointly responsible for accessing and monitoring all activity by the air carrier or operator in the PRD, subject to the limitations of use.
4. The responsible person may delegate PRD access to an authorized user with some or all access to the PRD.
5. If a responsible person changes, the FAA must be notified within 30 calendar-days of the change in position.
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6.6.2 Authorized User. An authorized user is an individual that is employed by the air carrier or operator that has been assigned access rights to the PRD on behalf of his or her employer by the responsible person. The following rules apply:
1. Only company personnel directly involved in the hiring process may view and evaluate an individual’s records in the PRD.
2. The responsible person can prescribe additional requirements for the authorized user prior to granting access to the authorized user.
6.6.3 Proxy. A proxy is an organization or individual that is not directly employed by an air carrier or operator but has been assigned access rights to the PRD on behalf of an air carrier or operator by the responsible person.
1. A proxy is referred to as a Designated Agent (DA) under PRIA.
2. Proxies may not be permitted to access the PRD at the present time.
6.7 Review and Evaluation of Records in the PRD. The review and evaluation of PRD records can be tailored to an individual air carrier or operator’s needs as long as an individual’s records are reviewed in the PRD prior to making a hiring decision. Only the personnel directly involved in the hiring decision is permitted to view an individual’s PRD records. The records in the PRD may be used to assess the qualifications of a pilot/applicant in determining whether to hire the individual as a pilot. Company personnel must take appropriate action to protect the privacy of the pilot and the confidentiality of the records, as well 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 depicted in Figure 6-1, Pilot Records Database Process, include the following:
1. The pilot logs into the PRD system to view his or her PRD record and enter information for an air carrier or operator to obtain additional records from current and/or previous employer(s).
2. The PRD application assembles and displays the pilot’s PRD record with a date and time stamp.
3. The PRD application permits the pilot to provide consent to release the pilot’s PRD record to one or more air carriers or operators.
4. The PRD application stores the pilot’s consent and the PRD record.
5. The PRD application receives an air carrier request for a PRD record.
6. The PRD system determines if the pilot has granted consent to the air carrier to retrieve the PRD record and the consent has not expired. If the consent has expired, the PRD system returns a notification to the air carrier the pilot’s records are unavailable. The PRD system also notifies the pilot that the air carrier has unsuccessfully attempted to access the pilot’s PRD record.
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7. The PRD system retrieves and presents the pilot’s current PRD record to the air carrier or operator in an appropriate format, such as a screen display.
An image of this record is stored as a “snapshot” in the PRD; the air carrier may save or print the snapshot. The PRD system also notifies the pilot that the air carrier has received a copy of the pilot’s PRD record.
8. The air carrier or operator must contact the pilot’s current and/or previous employer(s) listed in the PRD report in order to obtain the individual’s prior records. The requesting air carrier or operator should provide the PRD pilot consent pages with the employers listed on each page to the current and/or previous employers for response to the records request. These records must be reviewed before entering the pilot into service. If a date has been omitted in the NDR search field, the air carrier or operator is responsible in obtaining the pilot’s driving record prior to entering the individual into service.
Note: The FAA will conduct random audits of the application and its usage by air carriers and operators to ensure the PRD is being utilized appropriately. An air carrier or air operator cannot deny an FAA inspector access to PRD-related records for audit or surveillance in accordance with 49 U.S.C. § 41709.
Each FAA inspector, however, having viewed such records, also becomes subject to the privacy protection conditions as outlined in 49 U.S.C. § 44703(h)(11).
Therefore, the FAA inspector must make every effort to protect the privacy of the pilot and the confidentiality of the PRD-related records of that pilot.
Figure 6-1. Pilot Records Database Process Applicant • 1. View record 3. Provide 5. Apply as consent Pilot/Co-pilot Air Carrier 6. Request - Records, Notice records Records delivered Notice of attempt to access Records Notice of no active consent
2. Get Data 4. Store consent 7. Process on record & records Request PRD Process Dated pilot Consent expires dated record Consent & Consent?
record Consent Assembled record PRD Yes Dated 09. Provide Various pilot records Databases record
6.7.1 Allow Pilots/Applicants an Opportunity to Respond. Before making a final hiring decision, the air carrier or operator should permit the pilot/applicant with a reasonable opportunity to respond to the records contained in the database on the individual. This should be completed during the company's interview process in order to fully evaluate the individual for a pilot position.
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6.8 Questions. An air carrier, operator, or pilot should consult the PRD user guide for any questions related to the PRD. If you have a question related to the policy of the PRD’s usage, please submit an email to the PRD administrator at 9-amc-avs-prdsupport@faa.gov.
7-1 CHAPTER 7. ADMINISTRATIVE INFORMATION
7.1 Related Regulations:
• Title 14 CFR Parts 121, 125, and 135.
• Title 49 U.S.C. §§ 40102(a)(2), 40102(a)(5), 40102(a)(25), 40102(a)(27), 40102(a)(37), and 44703(h)(1)(B).
• Certain U.S. transportation laws in 49 U.S.C.
7.2 Definitions. The following definitions are relevant to PRIA.
7.2.1 Terms Related to Commercial Air Transportation.
TERM DESCRIPTION Air Carrier “A citizen of the United States undertaking by any means, directly or indirectly, to provide air transportation.”
This includes operations using common carriage or holding out to the general public and being willing to furnish such air transportation for compensation (refer to 49 U.S.C.
§ 40102(a)(2)).
Air Operator A person operating or intending to operate a civil aircraft when common carriage is not involved in a noncommercial operation (refer to part 125).
Air Transportation “Foreign air transportation, interstate air transportation, or the transportation of mail by aircraft.” Refer to 49 U.S.C.
§ 40102(a)(5).
Common Carriage For the purpose of this AC, “common carriage” means any operation for compensation or hire in which an operator holds it out (by advertising or any other means) as willing to furnish transportation for any member of the public who seeks the services that the operator is offering.
Interstate Air Transportation “The transportation of passengers or property by aircraft as a common carrier for compensation, or the transportation of mail by aircraft, or the operation of aircraft in furthering a business or vocation— (A) between a place in—
(i) a state, territory, or possession of the United States and a place in the District of Columbia or another state, territory, or possession of the United States; outside Hawaii;
(ii) Hawaii and another place in Hawaii through the airspace over a place;
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TERM DESCRIPTION
(iii) the District of Columbia and another place in the District of Columbia; or
(iv) a territory or possession of the United States and another place in the same territory or possession; and (B) when any part of the transportation is by aircraft.”
Refer to 49 U.S.C. § 40102(a)(25).
Intrastate Air Transportation “The transportation by a common carrier of passengers or property for compensation, entirely in the same state, by turbojet-powered aircraft capable of carrying at least 30 passengers.” Refer to 49 U.S.C. § 40102(a)(27).
Person A person includes “corporations, companies, associations, firms, partnerships, societies, and joint stock companies, as well as individuals.” (Refer to Title 1 of the United States Code (1 U.S.C.) § 1.) In addition, a person includes “a government authority and a trustee, receiver, assignee, and other similar representative.” Refer to 49 U.S.C.
§ 40102(a)(37).
7.2.2 Terms Related to a Professional Pilot’s Employment.
TERM DESCRIPTION Hired and Employed The point when a pilot has been offered, and has accepted, a position as a pilot with an operator. Under the drug and alcohol testing regulations, “hire” is defined as “retaining an individual for a safety-sensitive function as a paid employee, as a volunteer, or through barter or other form of compensation.” (Refer to part 120.)
Pilot Training Records Records pertaining to the individual, to the individual’s performance as a pilot, disciplinary actions, and release from former employment. For a complete listing and description of pilot training records, see Chapter 4, PRIA Procedures for Former Employers.
Placed into Service Upon completion of the required company training, a pilot is released for service to begin performance as a pilot, usually under the supervision of a chief pilot or a training captain, for the prescribed period of time or flight hours.
Under PRIA, a pilot cannot be placed into service until the hiring employer has requested, received, and evaluated the
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TERM DESCRIPTION required records requested under PRIA, unless a good faith or other exception applies.
Records See paragraph 3.11.
7.2.3 Commonly Used Acronyms and Abbreviations.
TERM DESCRIPTION Title 14 CFR Title 14 of the Code of Federal Regulations Title 49 CFR Title 49 of the Code of Federal Regulations Title 49 U.S.C. Title 49 of the United States Code AC Advisory Circular AFS-620 Aviation Data Systems Branch DA Designated Agent DMV Department of Motor Vehicles DOT Department of Transportation FAA Federal Aviation Administration NDR National Driver Register NTSB National Transportation Safety Board POI Principal Operations Inspector PRIA Pilot Records Improvement Act of 1996
7.3 Other PRIA Resources. The Aviation Data Systems Branch (AFS-620) has developed numerous resources that will provide the air carrier or other customer with general assistance concerning initial familiarization, operational use, or other applications of PRIA. These and other PRIA resources are available on the PRIA website at http://www.faa.gov/pilots/lic_cert/pria/guidance.
7.4 PRIA Contact Information. Direct PRIA records request or production inquiries to AFS-620’s PRIA production staff at 9-amc-afs620-pria@faa.gov. Direct PRIA policy or compliance inquiries to AFS-620’s PRIA program manager at 405-954-6367.
7.5 AC Feedback Form. For your convenience, the AC Feedback Form is the last page of this AC. Note any deficiencies found, clarifications needed, or suggested improvements regarding the contents of this AC on the Feedback Form.
Appendix A APPENDIX A. PRIA RECORDS REQUEST PROCESS FLOWCHART Figure A-1. PRIA Records Request Process Flowchart The hiring employer or the hiring employer's Pilot/Applicant signs START Designated Agent (DA) initiates the PRIA records all forms to release the request process when hiring new pilots. required information.
The hiring employer or DA forwards the appropriately completed PRIA records request.
FAA EMPLOYERS PREVIOUS NDR After the records have been The hiring employer determines if received, the pilot/applicant records were received from respondents YE S may review them and submit within 30 calendar-days. a statement to correct any inaccuracies.
NO + The hiring employer reviews the records
1. Pilots of Certain Small Aircraft. received, and observes all
2. Good Faith Exception. privacy protections for the pilot/applicant and the confidentiality of the records.
Once hired, the Pilot may be released for service only FINISH records for a period of at The hiring employer maintains all PRIA after the PRIA check and training have both been completed.
least 5 years.
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Appendix B B-1 APPENDIX B. OVERVIEW AND USE OF FAA FORM 8060-10 Note: Consult the PRIA website at http://www.faa.gov/pilots/lic_cert/pria/forms_ docs for the most current information on the overview and use of FAA Form 8060-10, FAA Records Request (PRIA).
1. Part I, Records Request. The hiring air carrier in operation under part 121 or 135, air operator under part 125, or other person (collectively referred to as the “hiring employer”) uses Part I to request certain pilot records as maintained by the FAA. The resulting report from the FAA is generally referred to as the PRIA Pilot Profile Letter and will include information reflecting the pilot/applicant’s:
a. Current airman medical certificate, including:
(1) Date of issue,
(2) Class, and
(3) Any limitations that may apply.
b. Current Airman Certificate(s), including:
(1) Date of issue,
(2) Category and class ratings,
(3) Associated type ratings, and
(4) Any limitations to those certificate(s) and ratings.
c. Records concerning the Enforcement Information System (EIS) and summary of legal enforcement action(s) resulting in a finding by the Administrator of a violation of 49 U.S.C., a regulation prescribed, or an order issued under this title that the FAA has not subsequently overturned, if applicable. If no EIS records exist for the pilot/applicant, a statement indicating a negative report will be included.
d. Current or previous certificate revocation(s), which will be reported for an indefinite period of time, if applicable.
e. Previous certificate number(s) and related information, if applicable.
2. Part II, Airman Consent for the Release of Records. The hiring employer uses Part II to obtain written consent for the release of records from the individual who is the subject of the request.
3. Distribution. You, the hiring employer, should either mail or fax FAA Form 8060-10 to the Aviation Data Systems Branch (AFS-620) for processing, then provide a copy to the pilot/applicant for his or her personal records.