2. Conducting Online Driver Records Checks Lesson 1 Using the mt.gov “ePass” System & the Department of Justice Driver History Records Service Presented by the Risk Management & Tort Defense Division July 2010 Left click your mouse to proceed

3. 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 corner 2

4. 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® Slide Show tab at the bottom of your screen – A left click anywhere else on the slide will move to the next slide – To go back to the last slide, point your cursor at the slide’s lower left corner and click on the left arrow that appears 3

5. Training Outline Subject Slide What are the state’s driver requirements?5 Why do we need to check driver records?7 Whose records should we check?8 What’s ePass? 10 How do we access ePass? 11 How do we check a record?Lesson 2 How do we interpret the record? Lesson 2 How do we use the results?Lesson 2 4

6. The State Vehicle Use Rule (2.6.201 - 2.6.214 ARM) specifies that2.6.201 - 2.6.214 ARM – 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? 5

7. 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 6

8. 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 Check Driver Records? 7

9. 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 8

10. 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

11. 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 10

12. 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 11

13. Creating an Agency ePass Account 1.Go to https://app.mt.gov/registered/ and click Registered Service Agreementhttps://app.mt.gov/registered/ Print the Registered Service Agreement when it opens 12

14. 2.Complete Section 1 – Name, title & signature of person with authority to enter into agreement (the account holder) 13

15. 3.Complete Section 2 – Mailing and billing addresses, “mailed statement” billing option, and new services notification options 14

16. 4.Begin Section 3 – Check “Driver Record Search” and type in “Verify employee driving records to drive state-owned vehicles” 15

17. 5.Finish Section 3 – List up to 10 users (must include account holder) – You may add or change users later 16

18. 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 17

19. 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 18

20. Questions? Contact John Duezabou at (406) 444-0195 or jduezabou@mt.gov jduezabou@mt.gov 19