conducting online driver records checks lesson 1 using the mt.gov “epass” system & the...
TRANSCRIPT
Conducting Online Driver Records Checks
Lesson 1Using the mt.gov “ePass” System
& the Department of Justice Driver History Records Service
Presented by theRisk Management & Tort Defense Division
July 2010Left click your mouse to proceed
Using This PowerPoint
• Sound– If your computer has a sound card and speakers, you
can listen to an optional narration• The narration usually offers more detail on a subject• It will be quite helpful as you progress through the lesson
– If you want to hear the narration for a slide, click the sound icon in the upper right corner of the slide
– You must click the sound icon for any slide where you want to hear the narration
– Try it now—click the icon in the upper right corner2
Using This PowerPoint• Hyperlinks and Changing Slides– Other than this example, underlined blue text is a
hyperlink to take you to the web page mentioned– If your web browser is open, point your cursor at the
link and left click your mouse to go to that page• To return to this presentation, click the Microsoft PowerPoint®
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– A left click anywhere else on the slide will move to the next slide
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Training Outline
Subject SlideWhat are the state’s driver requirements? 5 Why do we need to check driver records? 7Whose records should we check? 8What’s ePass? 10How do we access ePass? 11How do we check a record? Lesson 2How do we interpret the record? Lesson 2How do we use the results? Lesson 2
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• The State Vehicle Use Rule (2.6.201 - 2.6.214 ARM) specifies that– All drivers must hold a current, valid license of a
type appropriate to the vehicle being driven– Drivers who have accumulated 12 or more
conviction points over the most recent 36 months lose their state government driving privilege until corrective action is taken
What Are the State’s Driver Requirements?
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State Driver Requirements
• The State Vehicle Use Rule also specifies that State employee drivers must self-report within 10 days to their agencies:– Accumulation of 12 or more conviction points
over the most recent 36 months– Single “on-duty” infractions of 5 or more
conviction points
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• Because state employees with poor driving records create significant liability for the state, the Legislative Audit Division finds that there is a need for independent verification of state employee driver records beyond self-reporting
• State agencies can provide this independent verification by conducting driver records checks on their employees
Why Do We Need to CheckDriver Records?
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Whose Records Should We Check?
• Each agency has the authority to set its own policy on which, if any, records to check
• To comply with the Legislative Audit Division’s finding, the Department of Administration recommends that agencies focus on employees whose responsibilities include driving as an essential job function such as:– Equipment operators– Delivery drivers
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Whose Records Should We Check?
• The Department of Administration further recommends that agencies:– Check all new hires in these essential driver jobs
during probationary period– Establish a specific time window in which to check
all essential drivers– Establish a policy on how often to re-check
essential drivers– Secondarily, consider checking a random sample
of employees who sometimes drive state vehicles 9
What’s ePass?
• ePass Montana is a way for agencies and citizens to access state government services and records online
• In this case, it is a way to: – Check the driving records of agency employees – Through the Department of Justice Driver History
Records Service – To ensure compliance with state vehicle use rules
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How Do We Access ePass?
• You access ePass by creating an agency ePass account with mt.gov– Each agency ePass account:• Allows up to 10 users (If you need more users, create
multiple accounts)• Has an annual fee of $75• Allows each user to check an unlimited number of records• Incurs no extra fee for each record checked
• After you create an agency ePass account, each user must access their own user account
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Creating an Agency ePass Account1. Go to https://app.mt.gov/registered/ and
click Registered Service Agreement
Print the Registered Service Agreement when it opens 12
2. Complete Section 1– Name, title & signature of person with authority to
enter into agreement (the account holder)
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3. Complete Section 2– Mailing and billing addresses, “mailed statement”
billing option, and new services notification options
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4. Begin Section 3– Check “Driver Record Search” and type in “Verify
employee driving records to drive state-owned vehicles”
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5. Finish Section 3– List up to 10 users (must include account holder)– You may add or change users later
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6. Review Section 4 (Service Agreement)7. Review, complete, and sign attached
Restricted Use Agreement– Signature same as account holder in Section 1– Note: Contrary to the statement in paragraph 3,
state agencies are not charged an extra fee per driver record checked
8. Mail the completed agreement to the private company that administers mt.gov for the state to the address in Section 1
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How Do I Access my User ePass Account?
• mt.gov will bill your agency after you submit the Registered Service Agreement
• A few days after submitting the agreement, the agency will receive faxed instructions on how to create individual user accounts
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