7-3
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.
A-1
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.
Appendix B B-2
a. Fax your completed records request to 405-954-4655, ATTN: PRIA.
b. Mail your completed records request to:
Federal Aviation Administration ATTN: Aviation Data Systems Branch, AFS-620 (PRIA) P.O. Box 25082 Oklahoma City, OK 73125-0082
c. Mail completed records request, by expedited mail service, to:
Federal Aviation Administration ATTN: Aviation Data Systems Branch, AFS-620 (PRIA) 6500 South MacArthur Blvd., ARB Building, Room 313 Oklahoma City, OK 73169
4. Requestor. As the requestor of records under the authority of PRIA, you should develop and use a system to track all outstanding requests. After receiving the responses, organize them into a format that management can easily use to evaluate the pilot/applicant’s suitability for employment. The process is not complete until the requestor completes these activities.
5. Respondent. As the person receiving a records request under the authority of PRIA, you must furnish:
a. A copy of the appropriate records to the requestor no later than 30 calendar-days after receiving the request, as prescribed by 49 U.S.C. § 44703(h)(5).
b. An identical copy, if so requested, to the pilot/applicant on or before 20 calendar-days after receiving the request, as prescribed by 49 U.S.C. § 44703(h)(6).
c. A written notification to the pilot/applicant to satisfy 49 U.S.C. § 44703(h)(6) if the processing time will exceed 20 calendar-days. In other words, an additional document is required to provide written notification if your response time will be over 20 calendar-days.
In no case can you take longer than the authorized 30-calendar-day period.
6. Instructions. Instructions for completing FAA Form 8060-10 are attached to the form itself.
Overviews and information on using this form are also in the PRIA Office Procedures for the Air Carrier and on the PRIA website.
7. The Form. There are two online sources for FAA Form 8060-10:
a. http://www.faa.gov/pilots/lic_cert/pria/forms_docs.
b. http://www.faa.gov/forms.
Appendix C C-1 APPENDIX C. OVERVIEW AND USE OF FAA FORM 8060-10A 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 8060-10A, Airman Notice and Right to Receive Copy – FAA Records (PRIA).
1. Part I, Airman Notice and Right to Receive Copy. 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:
a. Notify the pilot/applicant that the FAA will conduct a records request under PRIA.
b. Notify the pilot/applicant of their right to receive a copy of the records furnished by the FAA to the requesting air carrier.
2. Part II, Airman Request or Non- Request for Records. The pilot/applicant uses Part II to notify the FAA whether or not they want a copy of the records that the FAA will furnish to the requesting employer.
3. Distribution. A completed and signed copy of FAA Form 8060-10A serves as a written notification to the airman in accordance with 49 U.S.C. § 44703(h)(6). In lieu of forwarding FAA Form 8060-10A to the FAA, if the hiring employer provides the pilot/applicant with initial notification of a records request by providing him or her with a completed and signed copy of FAA Form 8060-10A, further distribution of FAA Form 8060-10A is not required. The hiring employer needs to forward only FAA Form 8060-10, FAA Records Request (PRIA), to the FAA to request records. The hiring employer then files and maintains the original FAA Form 8060-10A in the pilot/applicant’s PRIA-related records file for future company reference and surveillance by the FAA.
Note: The FAA will provide all pilots/applicants, regardless of whether they indicated a preference to receive a copy of their records, with a courtesy copy of their PRIA Background Report that the FAA maintains and furnishes to the hiring employer. For security purposes, all FAA records will be mailed to the individual’s existing address as maintained in FAA records by the Airmen Certification Branch (AFS-760).
4. Requestor. As the requestor of records under the authority of PRIA, you should develop and use a system to track all outstanding requests. After receiving the responses, organize them into a format that management can easily use to evaluate the pilot/applicant’s suitability for employment. The process is not complete until the requestor has completed these activities.
5. Respondent. As the person receiving a records request under the authority of PRIA, you must furnish:
a. A copy of the appropriate records to the requestor no later than 30 calendar- days after receiving the request, as prescribed by 49 U.S.C. § 44703(h)(5).
Appendix C C-2
b. An identical copy, if so requested, to the pilot/applicant on or before 20 calendar-days after receiving the request, as prescribed by 49 U.S.C. § 44703(h)(6).
c. A written notification to the pilot/applicant to satisfy 49 U.S.C. § 44703(h)(6) if the processing time will exceed 20 calendar-days. In other words, an additional document is required to provide written notification if your response time will be over 20 calendar-days.
In no case can you take longer than the authorized 30-calendar-day period.
6. Instructions. Instructions for completing FAA Form 8060-10A are attached to the form itself. Overviews and information on using this form are also in the PRIA Office Procedures for the Air Carrier and on the PRIA website.
7. The Form. There are two online sources for FAA Form 8060-10A:
a. http://www.faa.gov/pilots/lic_cert/pria/forms_docs.
b. http://www.faa.gov/forms.
Appendix D D-1 APPENDIX D. OVERVIEW AND USE OF FAA FORM 8060-11 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 8060-11, Air Carrier and Other Records Request (PRIA).
1. Part I, Recor ds 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. A previous employer that used the individual as a pilot at any time during the 5-year period preceding the date on the employment application of the individual or the trustee in bankruptcy for such operator maintains these records. Title 49 U.S.C.
§ 44703(h)(1)(B) identifies and references the records that a previous employer must provide.
2. Part II, Airman Consent for the Release of Records. The hiring employer uses Part II to obtain written consent for the release of the records from the individual who is the subject of the request.
3. Distribution. The hiring employer either mails or faxes FAA Form 8060-11 to all previous employers that used the applicant as a pilot at any time during the previous 5-year period. The hiring employer should then provide a copy to the pilot/applicant for that individual’s personal records.
4. Exceptions. Certain exceptions may apply that would either not require the hiring employer to comply with the statutes of PRIA, or could allow an amended request procedure. To foster the most efficient use of its personnel and flight operations, the hiring employer should be familiar with all exceptions that may apply. These exceptions are:
a. Operations expressly excluded from air carrier certification requirements under § 119.1(e). These, and certain other part 91 operators, are not required to request pilot records under PRIA. However, if they receive a request under PRIA, they are required to furnish such records that they may have maintained on the individual who is the subject of the request. If the former employer did not maintain the records, it must return a brief letter stating such to the requestor to allow it to complete the request process.
b. Pilots of certain small aircraft, as described in 49 U.S.C. § 44703 (h)(14)(A).
c. Good faith exception, as described in 49 U.S.C. § 44703(h)(14)(B).
5. Inappropriate Records. The respondent should not include records that are not relevant to the individual’s performance as a pilot in the transmission to the requestor. For example, an agreement between the pilot and employer to pay for training, personal bankruptcy papers, or unemployment compensation disputes between a pilot and employer are not considered appropriate to the individual’s performance as a pilot.
6. Requestor. As the requestor of records under the authority of PRIA, you should develop and use a system to track all outstanding requests. After receiving the responses, organize them into a format that management can easily use to evaluate the pilot/applicant’s suitability for employment. The process is not complete until the requestor has completed these activities.
Appendix D D-2
7. Respondent. As the person receiving a records request under the authority of PRIA, you must furnish:
a. A copy of the appropriate records to the requestor no later than 30 calendar-days after receiving the request, as prescribed by 49 U.S.C. § 44703(h)(5).
b. An identical copy, if so requested, to the pilot/applicant on or before 20 calendar-days after receiving the request, as prescribed by 49 U.S.C. § 44703(h)(6).
c. A written notification to the pilot/applicant to satisfy 49 U.S.C. § 44703(h)(6) if the processing time will exceed 20 calendar-days. In other words, an additional document is required to provide written notification if your response time will be over 20 calendar-days.
In no case can you take longer than the authorized 30-calendar-day period.
8. Instructions. Instructions for completing FAA Form 8060-11 are attached to the form itself.
Overviews and information on using this form are also in the PRIA Office Procedures for the Air Carrier and on the PRIA website.
9. Reasonable Charges. The former employer furnishing records as the result of a request under PRIA may assess a reasonable charge from the records requestor and from the individual who is the subject of the request, provided he or she has requested an identical copy of the records.
10. The Form. There are two online sources for FAA Form 8060-11:
a. http://www.faa.gov/pilots/lic_cert/pria/forms_docs.
b. http://www.faa.gov/forms.
Appendix E E-1 APPENDIX E. OVERVIEW AND USE OF FAA FORM 8060-11A 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 8060-11A, Airman Notice and Right to Receive Copy – Air Carrier and Other Records (PRIA).
1. Part I, Airman Notice and Right to Receive Copy – Air Carrier and Other Records.
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”) that has used the individual as a pilot at any time during the 5-year period preceding the date on the employment application uses Part I to notify that individual:
a. That any previous employer will conduct a PRIA records request for pilot- related air carrier records.
b. Of that pilot’s right to receive a copy of the records furnished by the previous employer to the requesting employer.
2. Part II, Airman Request or Non- Request for Records. The pilot/applicant uses Part II to notify the previous employer(s) whether they want a copy of the records that the previous employer will furnish to the requesting employer.
3. Distribution.
a. Unlike FAA Form 8060-10A, Airman Notice and Right to Receive Copy – FAA Records (PRIA), when using the FAA forms, completing FAA Form 8060-11A is mandatory. If the pilot/applicant wishes to receive a copy of all air carrier and other records and has checked the “yes” box on FAA Form 8060-11A, the previous employers must make two sets, one for the requestor and one for the individual, and they must mail each one separately.
b. The hiring employer should attach FAA Form 8060-11A to FAA Form 8060-11, Air Carrier and Other Records Request (PRIA), and either mail or fax them to all employers that previously employed the applicant as a pilot at any time during the previous 5-year period. The hiring employer should then provide a copy to the pilot/applicant for that individual’s personal records.
4. Exceptions. Certain exceptions may apply that would either not require the hiring employer to comply with the statutes of PRIA, or could allow an amended request procedure. To foster the most efficient use of its personnel and flight operations, the hiring employer should be familiar with all exceptions that may apply. These exceptions are:
a. Operations expressly excluded from air carrier certification requirements under § 119.1(e). These, and certain other part 91 operators, are not required to request pilot records under PRIA. However, if they receive a request under PRIA, they are required to furnish such records that they may have maintained on the individual who is the subject of the request. If the former employer did not maintain any records, it must return a brief letter stating such to the requestor to allow it to complete the request process.
Appendix E E-2
b. Pilots of certain small aircraft, as described in 49 U.S.C. § 44703(h)(14)(A).
c. Good faith exception, as described in 49 U.S.C. § 44703(h)(14)(B).
5. Requestor. As the requestor of records under the authority of PRIA, you should develop and use a system to track all outstanding requests. After receiving the responses, organize them into a format that management can easily use to evaluate the pilot/applicant’s suitability for employment. The process is not complete until the requestor has completed these activities.
6. Respondent. As the person receiving a records request under the authority of PRIA, you must furnish:
a. A copy of the appropriate records to the requestor no later than 30 calendar-days after receiving the request, as prescribed by 49 U.S.C. § 44703(h)(5).
b. An identical copy, if so requested, to the pilot/applicant on or before 20 calendar-days after receiving the request, as prescribed by 49 U.S.C. § 44703(h)(6).
c. A written notification to the pilot/applicant to satisfy 49 U.S.C. § 44703(h)(6) if the processing time will exceed 20 calendar-days. In other words, an additional document is required to provide written notification if your response time will be over 20 calendar-days.
In no case can you take longer than the authorized 30-calendar-day period.
7. Instructions. Instructions for completing FAA Form 8060-11A are attached to the form itself. Overviews and information on the use of this form are in the PRIA Office Procedures for the Air Carrier and on the PRIA website.
8. Reasonable Charges. The former employer furnishing records as the result of a request under PRIA may assess a reasonable charge from the records requestor and from the individual who is the subject of the request, provided he or she has requested an identical copy of the records.
9. The Form. There are two online sources for FAA Form 8060-11A:
a. http://www.faa.gov/pilots/lic_cert/pria/forms_docs.
b. http://www.faa.gov/forms.
Appendix F F-1 APPENDIX F. OVERVIEW AND USE OF FAA FORM 8060-12 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 8060-12, Authorization for Release of DOT Drug and Alcohol Testing Records Under PRIA and Maintained Under Title 49 Code of Federal Regulations (49 CFR) Part 40.
1. Part I, Records and A irman Consent for the Release of Records. 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 provide a list of specific drug and alcohol testing records that the previous employer will furnish through this request.
a. Send this form to previous employers that used the individual as a:
• Department of Transportation (DOT)-regulated employee subject to drug and alcohol testing under 49 CFR part 40,
• Non-pilot safety-sensitive employee subject to drug and alcohol testing such as flight attendant (F/A) or maintenance duties, or
• Pilot at any time during the 5-year period preceding the date on the employment application.
b. Use FAA Form 8060-12 to notify the individual:
• That an FAA records request under PRIA for certain DOT drug and alcohol testing records will be conducted.
• Of a request for certain DOT drug and alcohol testing records under PRIA concerning that individual.
• To obtain written consent for the release of such records from that individual who is the subject of the request.
• If the individual has requested a copy of the records, as indicated on FAA Form 8060-11A, Airman Notice and Right to Receive Copy – Air Carrier and Other Records (PRIA), any related DOT drug and alcohol testing records must be copied and included with other PRIA-related records as a result of that request.
2. Part II, Records to Provide. The hiring employer uses Part II to provide a list of questions that the previous employer will complete and return to the hiring employer. The previous employer(s) also use Part II to document the existence of certain DOT drug and alcohol testing records that the previous employer(s) provides to the hiring employer. Consider the following guidelines when either requesting or providing DOT drug and alcohol testing records.
a. Any “no” response in Part II of FAA Form 8060-12 still requires the previous employer(s) to furnish a copy of the appropriate negative drug or alcohol testing results for that respective question. To further clarify, previous employers must provide all test results, including both positive as well as negative DOT drug and alcohol testing results, from over
Appendix F F-2 the last 5 years to the requestor. Obtaining a copy of the form on the DOT website, where previous employers simply “check off” that there were no rule violations, is not acceptable.
b. In addition to obtaining records from all previous employers over the last 5 years, the hiring employer must ask all applicants about their drug and alcohol testing history under DOT agency testing rules to satisfy 49 CFR part 40, § 40.25(j). Unlike the time period required under PRIA, this testing history obtained under 49 CFR § 40.25(j) covers a period of only 2 years. However, PRIA drug and alcohol testing records are not subject to the document retention conditions found in 49 CFR § 40.333. All PRIA records, including drug and alcohol testing records, are required by 49 U.S.C. § 44703(h)(4) to be maintained for at least 5 years. Therefore, to fulfill the requirements of PRIA, a hiring employer must obtain both positive and negative test results for the individual from the last 5 years.
3. Distribution. The hiring employer should attach FAA Form 8060-12 to FAA Forms 8060-11, Air Carrier and Other Records Request (PRIA), and 8060-11A and either mail or fax the forms to all previous employers that used the applicant as a pilot at any time during the previous 5-year period. The hiring employer should provide a copy to the pilot/applicant for that individual’s personal records.
4. Use of FAA Form 8060-12. Even though the use of FAA Form 8060-12 is not currently required, this form has been carefully designed to combine both the records requirements of PRIA with those of 49 CFR part 40. Any employer not in compliance with the drug and alcohol testing record check requirements of 49 CFR part 40 could be subject to an additional inquiry by the Drug Abatement Division (AAM-800). It is a good business practice, therefore, to use FAA Form 8060-12 even if you do not use the other FAA PRIA forms.
5. Instructions. Instructions for completing FAA Form 8060-12 are attached to the form itself.
Overviews and information on the use of this form are in the PRIA Office Procedures for the Air Carrier and on the PRIA website.
6. The Form. There are two online sources for FAA Form 8060-12:
a. http://www.faa.gov/pilots/lic_cert/pria/forms_docs.
b. http://www.faa.gov/forms.
Note: Additional information concerning the inspection of drug and alcohol testing records is in FAA Order 8000.88, PRIA Guidance for FAA Inspectors, paragraph 3-3, Drug and Alcohol Testing Records.