Pilot Records Database Participation User Guide · November 27, 2017 Page iii Table of Contents ....

Pilots Record Database (PRD)

Beta Version Guidance Flight Standards AFS-600

Pilot Records Database Participation User Guide

Beta Version

Version 1.1

PRD User Guide Beta Version 1.1 Revision Page

November 27, 2017 Page ii

Revision History Date Version Description Author

11/08/2017 1.0 Initial Beta Version User Guide AIT PM

11/17/2017 1.1 Revised Leidos

11/27/2017 1.1 Revised to Adobe Version AIT PM

PRD User Guide, Beta Version 1.1 Table of Contents

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Table of Contents Page #

1. INTRODUCTION 4 1.1 Scope 4 1.2 Clarification 4 1.3 Contact Information 5

2. AIR CARRIER BETA VERSION ROLES & ACTIVITIES 6 2.1 Overview 6 2.2 Roles 8 2.3 Roles Overview. 8 2.4 Air Carrier Authorized User Registration 10 2.4.1 Authorized Responsible Person Registration. 10 2.4.2 Authorized User Manager Registration. 15 2.4.3 Authorized Consumer Registration 17

3. AIR CARRIER USER ACTIONS 19 3.1 Authorized Responsible Person Manage Users Action 19 3.1.1 Authorized Responsible Person Activating a Pending Registration Request 19 3.1.2 Authorized Responsible Person Rejecting a Registration Request: 21 3.2 Authorized User Manager Manage Users Action 22 3.2.1 Authorized User Manager Activating a Pending Registration Request 22 3.2.2 Authorized User Manager Rejecting a Registration Request: 24 3.3 Authorized Consumer Actions 25 3.3.1 Authorized Consumer Logs onto PRD 25 3.3.2 Consumer Search for Airman Records Action 26 3.3.3 Consumer Views Pilot Record Action 27 3.4 Reserved 31

4. AIRMAN BETA VERSION ROLES & ACTIVITIES 32 4.1 Overview 32 4.2 Airman Registration 33 4.3 Airman Grants Consent and Set Consent Time Frame 37 4.4 Airman Revokes Consent 40

5. RESERVED 42

6. MyAccess VALIDATION OVERVIEW 43 6.1 First Time Operator MyAccess Validation 43 6.2 External User Registration Overview 44 6.3 MyAccess External User Registration Steps 44

7. RESERVED 54

8. GLOSSARY 55

PRD User Guide, Beta Version 1.1 1. Introduction

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1. INTRODUCTION Welcome to the Pilot Records Database (PRD). The PRD is designed to allow Air Carriers to review and retrieve Federal Aviation Administration (FAA) airman records for the purpose of employment review prior to the hiring decision. This guide is an overview of the application for use by the Beta Version Participants.

1.1 Scope The FAA is releasing the PRD as part of a Beta version to FAR Part 121 Operators and may later expand the Beta program to other operators. Those operators who wish to participate, referred to as Participants, will be asked to request airman candidates to the PRD to register as an airman and give consent to the Participant to allow the Participant to review the FAA records for that airman. It is important for all beta Participants to understand that the PRD only provides those records required by PRIA that are currently provided by the FAA. The operator will need to use existing PRIA process to obtain all other non-FAA generated records.

An airman must enter, at a minimum, any current or previous employers where employed as a pilot for the past five years in the PRD. The Federal Aviation Administration has not, nor has any other entity, verified the information provided. It is the operator’s responsibility to verify that the list of current and previous employers is complete and accurate. This employer data is used to generate the Release to Consent authorization letters found in the PRD Airman Record or PAR that can be used by the Participants to request Airman employment records. An airman may request National Driver Registry (NDR) data and can enter the request date. If the National Driver Register (NDR) request date is not provided, the operator is responsible for obtaining the NDR records.

An airman will be required to give consent to the Participant for a specific time frame to access the PAR. When an Airman grants consent, a “snapshot” of the PAR is created with the data as of the moment of consent. This automated process is designed so that both the pilot and operator are viewing the same data saved as of the consent date, reducing any discrepancies during the hiring process. Airman data is available for viewing within minutes of consent so an additional benefit is the reduced time for the air carrier to obtain the airman data.

1.2 Clarification The PRD is available to users once they complete the validation process in the MyAccess system. MyAccess reviews potential users that request access to the PRD system and validates their identity. Once validated, users are given password information that allows them to log on to MyAccess and then be forwarded to the PRD. Those who cannot be validated online must continue to use the existing PRIA process while the PRD completes enhancements and an alternate identity verification process is finalized.

IMPORTANT BETA VERSION NOTE: Some users may not be able to validate their identity using the automated system. This may be due to your state’s Department of Motor Vehicles not participating with identity management companies or the utility or cell phone contract not being in your individual name. Because the validation is specific to the individual, they may not be eligible to validate online. If this is the case, the operator may need to select another person to be the Authorized Responsible Person or continue to use the existing IPRIA system. In cases where a pilot cannot validate their identity online, the operator will use the existing PRIA process to review that pilot’s records.

PRD User Guide, Beta Version 1.1 1. Introduction

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While not required, validation is successful more frequently if the user validates with their Social Security Number. The MyAccess system uses industry identity management providers like you may have seen when you register for online banking services, rental cars, or other privacy sensitive online services. MyAccess does not save or store the information requested for validation but instead is the pass-through to the identity management company that also does not store the information. See section 5 MyAccess Validation Overview.

1.3 Contact Information Helpdesk for MyAccess questions or questions about working in the PRD:

[email protected]

For questions related to the beta program and FAA PRD policy questions:

[email protected]

PRD User Guide, Beta Version 1.1 2. Air Carrier Beta Version Roles & Activities

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2. AIR CARRIER BETA VERSION ROLES & ACTIVITIES This section describes the Beta air carrier user roles and activities.

2.1 Overview Welcome to the Pilot Records Database (PRD). The PRD is designed to allow Air Carriers and other operators to review and retrieve FAA airman records for the purpose of employment reviews prior to the hiring decision. The FAA is releasing the Beta version of the PRD to FAR Part 121 Operators initially. The operators will be asked to direct potential airman employees to the PRD to register as airman and give consent to allow that operator to review the FAA records for that airman. The following information is an overview of the application as a guide to the Beta Version participants.

The PRD is available to users once they complete the validation process in the MyAccess system. MyAccess reviews potential users that request access to the PRD system and validates their identity. Once validated, users are given password information that allows them to be able to log on to MyAccess and then be forwarded to the PRD as a user. Once this validation process is complete, the login takes the user directly to the PRD. Those who cannot be validated online must continue to use the existing PRIA process while the PRD completes enhancements and completes an in-person method of validation.

The PRD automates portions of the PRIA process that provides FAA airman records to operators. This process was developed to reduce the time it takes for operators to retrieve FAA records. The automated tool has some differences that the beta version the Participants need to be aware of. Within the PRD, the airman must first select an operator designate a time period that the FAA airman records can be viewed by the Participant, and electronically consent to the Participant to view all data. The time frames available to be selected by the airman are 30, 60, and 90 days. With consent given by the airman, an operator can then query the airman’s FAA records by name and airman certificate number and view the PRD Airman Record (PAR).

The PAR consists of:

• PILOT CONSENT FOR THE RELEASE OF RECORDS, if current or previous employer is provided by the pilot

• Confidentiality Warning and Notices

• FAA data consisting of:

o Pilot Information such as name and address.

o Certificates and limitations

o Limited Medical Certificate information

o Notices of Disapproval, if applicable

o Enforcements, if applicable

o Accidents, if applicable, with sufficient detail to search the NTSB accident database

o Incidents, if applicable,

• Pilot entered data consisting of:

o The date the driving records from the National Driver Register (NDR), if provided by the pilot


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o Current or Previous Employers, if provided by the pilot.

For the operator to be able to retrieve the PAR:

• The specific operator must be selected, and

• The consent must be granted by the airman, and

• The consent time frame must still be active.

An airman may withdraw or revoke consent at any time or the system will expire the consent when the time frame limit has been reached.

A specified operator that queries a consenting airman during the viewing period has the advantage of being able to see the FAA records as well as any Employer or NDR Request Date entered by the airman as of the time of the consent. Both parties are viewing the same file and same data, reducing any discrepancies during the hiring process. Airman data is available for viewing within minutes of consent so an additional benefit is the reduced time for the air carrier to obtain the airman data.


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2.2 Roles A role is a collection of permissions a user registers for a role and must be approved prior to accessing PRD. This section describes the four different roles available to PRD users.

2.3 Roles Overview. There are three roles for Air Carrier users:

• Authorized Responsible Person, fiduciary for the Air Carrier users

• Authorized User Manager, optional Air Carrier user manager,

• Authorized Consumer, searches for the pilot records.

There is one Pilot role.

The PRD consists of two separate applications: the pilot records reside in the PRD application and the Air Carrier users are managed in the Air Carrier application. A user registers for a role and upon approval, can access the appropriate application. The application and role accesses are:

• PRD application:

o Pilot

o Authorized Consumer.

• Air Carrier application:

o Authorized Responsible Person

o Authorized User Manager

The Authorized Responsible Person is the only mandatory role for an Air Carrier or Operator. The Authorized Responsible Person is the fiduciary responsible for the users from the Air Carrier and assumes liability for all Authorized Consumer or Authorized User Manager roles for their operator. The Authorized Responsible Person activation and deactivation is performed by the FAA PRD Administrator. Upon approval, the Authorized Responsible Person is automatically assigned an Authorized Consumer role to access the PRD application and search for pilot data, see section Authorized Consumer Actions.

The FAA requires at least one of the following fiduciary officers to accept responsibility, or be the “Authorized Responsible Person” for all Air Carrier users:

• Director of Operations

• Chief of Operations

• Chief Pilot

• Director of Maintenance

• Chief Inspector

• Chief Executive Officer (CEO)

The Authorized Responsible Person registers with the PRD and upon approval can accesses the PRD Air Carrier application to manage Authorized User Managers or Authorized Consumers; see Authorized Responsible Person Manage Users Action.


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The Authorized User Manager role performs the actions for managing the Air Carrier’s authorized Consumer users using the Air Carrier application, see Authorized User Manager Manage Users Action.

The Authorized Consumer role can view or print a PAR via the PRD application in the PRD application, see Authorized Consumer Actions

The Airman role access the PRD application and allows the airman to enter employers related to aviation for the past five years, enter the National Driver Registry request date, to grant or revoke consent for specified Air Carriers to see their records for a specified time frame of 30, 60, or 90 days using the PRD application. See Airman Beta Version Roles and Activities. The figure below shows the roles, activities and steps anticipated during the Beta version.

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12.Grant consent for 30,

60, or 90 days to an Air Carrier or Operator.

2.FAA approval generates

2 roles:Air Carrier Responsible

Person and Air Carrier Consumer.

3.OPTIONAL

Manage Air Carrier User Manager with Air

Carrier application.

4. OPTIONAL

Manage Air Carrier Consumer with Air Carrier application.

1.Register as Air Carrier Responsible Person.

6.Air Carrier Responsible Person approves and

Air Carrier User Manager role is granted

using Air Carrier application.

5.Register as Air Carrier

User Manager.

7.Air Carrier User

Manager manages Air Carrier Consumer roles

using Air Carrier application.

.

8.Register as Air Carrier

Consumer.

9.Access PRD to view or

print pilot PAR.

10.Register as Airman.

11.Enter any previous

employers in aviation, National Driver Registry

request date.

13.Revoke consent to an Air Carrier or Operator.

AIR CARRIER APPLICATION

Access PRD Air Carrier

link

PRD APPLICATION

Access Pilot R

(PRD

)

button

The starting point is for an operator to have someone sign up for the PRD as the Authorized Responsible Person. This will need to be someone currently listed as one of the fiduciaries for the air carrier who is known to the FAA. The PRD cross checks against the FAA’s records that contain those names as part of the role registration process. This is being done to help ensure the right person is designated in the PRD. If the FAA records do not accurately reflect the management personnel, contact your Certificate Management Office to update the FAA records. While it is not required, it is expected that most Authorized Responsible Persons will chose to delegate their PRD duties to an Authorized User Manager to manage Air Carrier users and to an Authorized Consumer for viewing pilot data.

Registering to use the PRD for the first time is a two-step process. The user must first create a MyAccess account and then register within the PRD with a role. See MyAccess Validation Overview. The steps to register for an Air Carrier role are found in the section Air Carrier Authorized User Registration and the steps to register for a Pilot role are found in the section Airman Registration.


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2.4 Air Carrier Authorized User Registration This section explains the steps to register as an Air Carrier Authorized Responsible Person, Air Carrier Authorized User Manager and Air Carrier Authorized Consumer.

2.4.1 Authorized Responsible Person Registration. The Beta version Participants will be given a URL that takes them to the PRD takeoff page.

it

The Authorized Responsible Person selects Register as a New Air Carrier or Operator User link. This will take you to the MyAccess validation page where you will need to complete the validation process before being forwarded to the PRD. See MyAccess Validation Overview for additional information.

Once the Authorized Responsible Person has completed the MyAccess validation they will see a screen asking if they wish to continue on to the website, select Continue to the Website and you will be directed to the PRD Air Carrier application to register.


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Once validated, you will be forwarded to the PRD Air Carrier application System Use Notice Screen.

Select Accept. You will be forwarded to the PRD Air Carrier application web site and see the following registration screen.


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1. Complete the registration form by entering the appropriate data in the mandatory fields (marked with a red asterisk *) and the relevant non-required fields. The User Name displays in READ ONLY format and cannot be changed.

2. Enter the first few characters of the air carrier for which you will be serving as the Authorized Responsible Person in the Air Carrier/Operator field, which is a smart search field. A list of air carriers/operators matching the entered characters displays. Select the desired air carrier/operator from the list. Only air carriers or operators who are currently able to hire a pilot with a CFR 121, 125, 135, 91K operating certificate or non-certificated operator designated as a sightseeing operator or executive corporate operator are available for selection. If the Air Carrier / Operator is not in the drop down list, manual entry will fail.

3. Select the Authorized Responsible Person role from the Role drop-down list. The Role drop-down list has the following choices:

a. Authorized Consumer

b. Authorized Responsible Person

c. Authorized User Manager

4. Skip the Title field.

5. Select your job title from the Job Title drop-down list. The Job Title drop-down list has the following choices:

a. Chief Executive Officer


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b. Chief Inspector

c. Chief of Operations

d. Chief Pilot

e. Director of Maintenance

f. Director of Operations

6. Enter your first name in the First Name field.

7. Enter your last name in the Last Name field.

8. Enter your middle name in the Middle Name field.

9. Select your name suffix (if you have one) from the Name Suffix drop-down list. The choices are:

a. [blank] (default)

b. Sr.

c. Jr.

d. I (=The First)

e. II (=The Second)

f. III (=The Third)

g. IV (=The Fourth)

h. V (=The Fifth)

10. Enter your telephone number in the Phone field without any parentheses or dashes (EXAMPLE: 5555551212).

11. Enter your mobile phone number in the Mobile Phone field without any parentheses or dashes (EXAMPLE: 5555551212).

12. Change if necessary your email address in Email Address. Changing the email address here does not change the email address used when logging in with MyAccess. The email address entered here will be the one used for all PRD notifications. This field will be pre-populated with the email that you use to register with FAA Access.

13. Enter your manager’s full name in the Manager Name field.

14. To cancel the submission process, click Clear before clicking Submit. This clears all the values entered on the page allowing you to start over. Otherwise, click Submit.

15. If your submission is successful, you will see a confirmation message stating that your registration request is submitted. The FAA PRD Administrator will be notified and will review your request and either approve or reject the application. Once the FAA PRD Administrator has reviewed and approved your request in the FAA PRD application, you will receive an email that your registration is approved.


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16. Once the registration is approved, you can log into the Air Carrier PRD application as the Authorized Responsible Person following the login procedures documented in Authorized Responsible Person Manage Users Action can also log into the PRD application as an Authorized Consumer to view pilot data as discussed in the section Authorized Consumer Actions.


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2.4.2 Authorized User Manager Registration. The steps for an Air Carrier user to register as an Authorized User Manager are as follows:

1. From the takeoff page, select Register as a New Air Carrier or Operator User.


3. Enter the first few characters of the air carrier for which you will be serving as the Authorized User Manager in the Air Carrier/Operator field, which is a smart search field. A list of air carriers/operators matching the entered characters displays. Select the desired air carrier/operator from the list. Only air carriers or operators who are currently able to hire a pilot with a CFR 121, 125, 135, 91K operating certificate or non-certificated operator designated as sightseeing operators or executive corporate operators are available for selection. If the Air Carrier / Operator is not in the drop down list, manual entry will fail.

4. Select the Authorized User Manager role from the Role drop-down list. The Role drop-down list has the following choices.




5. Enter your title in the Title field.

6. Skip the Job Title field.






b. Sr.

c. Jr.

d. I (=The First)

e. II (=The Second)

f. III (=The Third)

g. IV (=The Fourth)


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h. V (=The Fifth)

11. Enter your telephone number in the Phone field without any parentheses or dashes (EXAMPLE: 5555551212)..


13. Change if necessary your email address in Email Address. Changing the email address here does not change the email address used when logging in with MyAccess. The email address entered here will be the one used for all PRD notifications. This field will be pre-populated with the email that you use to register with FAA Access.


15. Submit the registration request. The request is routed to the Authorized Responsible Person for approval or disapproval.


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2.4.3 Authorized Consumer Registration The steps for an Air Carrier user to register as an Authorized Consumer are as follows:

1. From the takeoff page, select Register as a New Air Carrier or Operator user.


3. Enter the first few characters of the air carrier for which you will be serving as the Authorized Consumer in the Air Carrier/Operator field, which is a smart search field. A list of air carriers/operators matching the entered characters displays. Select the desired air carrier/operator from the list.

4. Select the Authorized Consumer role from the Role drop-down list. The Role drop-down list has the following choices.




5. Enter your title in the Title field.

6. Skip the Job Title field.






b. Sr.

c. Jr.

d. I (=The First)

e. II (=The Second)

f. III (=The Third)

g. IV (=The Fourth)

h. V (=The Fifth)

11. Enter your telephone number in the Phone field without any parentheses or dashes (EXAMPLE: 5555551212).



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13. Change if necessary your email address in Email Address. Changing the email address here does not change the email address used when logging in with MyAccess. The email address entered here will be the one used for all PRD notifications. This field is pre-populated with the email that you use to register with FAA Access.


15. Submit the registration request. The request is routed to the Authorized Responsible Person or Authorized User Manager for approval or disapproval.


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3. AIR CARRIER USER ACTIONS This section identifies the user actions for each role.

3.1 Authorized Responsible Person Manage Users Action The Authorized Responsible Person can manage others that have completed the MyAccess validation process and requested an Air Carrier role for your carrier. Persons requesting either Authorized User Manager or Authorized Consumer roles for the air carrier will show up in the Authorized Responsible Persons Pending Approval grid. The Authorized Responsible Person can accept or reject these pending approvals.

3.1.1 Authorized Responsible Person Activating a Pending Registration Request The Authorized Responsible Person can accept or reject pending approvals listed in the Pending Approvals data grid. To approve a registration request, follow these steps below:

1. From the takeoff page, select the link Access PRD Air Carrier Application.

2. From the Decision page, select the Role and Air Carrier name. This is a list of all approved roles for all air carriers. If there is only one approved Air Carrier and role, this will be prepopulated. Click Select,

Scroll down to the Pending Approvals data grid, select the check box in the row corresponding to the user record that you want to approve. Click Edit Pending Approval. If more than one record is selected for edit and Edit Pending Approval is clicked, a message displays directing you to select a single row. To close the message window, click OK or the X in the top right corner.

3. Review the User Details. The User Details section displays the user's record details for review. If the information is correct, to approve a user:

a. Set the User Status to Active.

b. Set the Role Status to Active for each role that you want to grant to the user.

c. Click Save. A confirmation message displays indicating that the record is updated successfully updated the Pending Requests data grid refreshes with the record removed.


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4. The user's record is unique (Air Carrier External PRD does not allow duplicate user records) and is validated as such when the record is saved. If the record is a duplicate, a notification message displays indicating the user already exists. To close the message window, click OK and make appropriate changes to the user's data to create a unique record for a successful save.

5. If during the process of editing the user's record you decide to void the request approval, click Clear or Reset. Clicking Clear removes all entries in the section. Clicking Reset reverts the data back to the last saved values.

6. A confirmation email is to the user stating that their registration request is approved and the user can begin to perform the role’s PRD functions.


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3.1.2 Authorized Responsible Person Rejecting a Registration Request: You can reject a registration request listed in the Pending Approvals data grid. To reject a registration request, follow these steps:

1. In the Pending Approvals data grid, select the check box in the row corresponding to the user registration request that you want to reject.

2. Click Edit Pending. The User Details section displays the user's record details for editing.

a. If more than one record is selected for edit and Edit is clicked, a message displays directing you to select a single row. To close the message window, click OK or the X in the top right corner.

b. If no record is selected for edit and Edit is clicked, a message displays directing you to select a record to edit. To close the message window, click OK or the X in the top right corner.

3. Change the User Status to Rejected if and only if you want the block the user from accessing the application with any approved role; otherwise leave this field unchanged.

4. Change the role status to Rejected to deny the user access using the role being requested.

5. Click Save. A message displays asking you to confirm that you want to reject the registration request. If during the process of rejecting the user's request you decide to void the rejection, click Reset before clicking Update. Clicking Reset reverts the data back to the last saved values.

6. Click OK on the confirmation message. A message displays indicating that the request is rejected. An email will be sent to the user stating that their registration request is rejected and the user is unable to perform the role’s PRD function.


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3.2 Authorized User Manager Manage Users Action An Authorized User Manager can only manage the Air Carrier or Operator users. The Authorized User Manager can activate or reject pending approvals listed in the Pending Approvals data grid. To approve a registration request, follow these steps below:

3.2.1 Authorized User Manager Activating a Pending Registration Request 1. From the takeoff page, select Access PRD Air Carrier Application.

2. Select the Role and Air Carrier name from the decision page. If there is only one assigned Air Carrier and role, this will be prepopulated. Click Select,

3. Scroll down to the Pending Approvals data grid, select the check box in the row corresponding to the Air Carrier External PRD record that you want to approve. Click Edit Pending Approval. If more than one record is selected for edit and Edit Pending Approval is clicked, a message displays directing you to select a single row. To close the message window, click OK or the X in the top right corner.

4. Review the User Details. The User Details section displays the user's record details for review. If the information is correct, to approve a user:

a. Set the User Status to Active.

b. Set the Role Status to Active for each role that you want to grant to the user.

c. Click Save. A confirmation message displays indicating that the record is updated successfully and the Pending Requests data grid is refreshed with the record removed.


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5. The user's record is unique (PRD does not allow duplicate user records) and is validated as such when the record is saved. If the record is a duplicate, a notification message displays indicating the user already exists. To close the message window, click OK and make appropriate changes to the user's data to create a unique record for a successful save.

6. If, during the process of editing the user's record, you decide to void the request approval, click Clear or Reset. Clicking Clear will remove all entries in the section; clicking Reset reverts the data back to the last saved values.

7. A confirmation email is to the user stating that their registration request is approved.


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3.2.2 Authorized User Manager Rejecting a Registration Request: You can reject a registration request listed in the Pending Approvals data grid. To reject a registration request, follow these steps:

1. In the Pending Approvals data grid, select the check box in the row corresponding to the user registration request that you want to reject.

2. Click Edit Pending. The User Details section displays the user's record details for editing.

a. If more than one record is selected for edit and Edit is clicked, a message displays directing you to select a single row. To close the message window, click OK or the X in the top right corner.

b. If no record is selected for edit and Edit is clicked, a message displays directing you to select a record to edit. To close the message window, click OK or the X in the top right corner.

3. Change the User Status to Rejected if and only if you want the block the user from accessing the application with any approved role; otherwise leave this field unchanged.

4. Change the role status to Rejected to deny the user access using the role being requested.

5. Click Save. A message displays asking you to confirm that you want to reject the registration request. If, during the process of rejecting the user's request, you decide to void the rejection, click Reset before clicking Update. Clicking Reset reverts the data back to the last saved values.

6. Click OK on the confirmation message. A message displays indicating that the request is rejected.

7. An email is sent to the user stating that their registration request is rejected.


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3.3 Authorized Consumer Actions The Authorized Consumer can search for, view and download an airman’s Pilot Records Database (PAR) in the PRD application.

3.3.1 Authorized Consumer Logs onto PRD Once the FAA has approved the Authorized Responsible Person role, you will also be granted the Consumer role and you can log onto PRD application to search for and view a pilot record if the pilot has granted consent and the consent has not expired. To search for a pilot record, you will log on as an Authorized Consumer using the Sign into Pilot Records Database (PRD) button.

Once validated by MyAccess, you will be forward to the PRD application System Use Notice Screen. The only way to access PRD is to Accept the system use notice.

The Decision page will display all of your authorized roles. If authorized for one role and operator, the Role and Air Carrier fields will be prepopulated. Click the Select button to proceed to the Home page.


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3.3.2 Consumer Search for Airman Records Action When an Airman grants consent, a PRD Airman Record or PAR is created by saving the data in a database of the moment of consent with an Effective Date. It is important to note the Air Carrier Consumer is not viewing currently generated data but a “snapshot” of the data as of the PAR Effective Date; e.g., if the pilot grants consent on November 15, 2017 for 30 days, and the Air Carrier views the PAR on December 14, 2017, the Air Carrier is viewing pilot data from November 15, 2017. By creating a saved snapshot of data, both the airman and air carrier, are viewing the same data. If the Air Carrier requires more current data, request the airman to revoke consent and grant a new consent. There is no limit to the number of times a pilot may revoke and grant consent to an air carrier. Revoking and granting consent occur in “real time”, and should only be minutes between when an Airman grants consent and when the PAR is available for viewing by the Air Carrier.

After a pilot has notified you that they have provided consent, with an approved Authorized Consumer role, you now have the ability to view the pilot’s PAR. The PAR may be viewed online in web pages or saved to the cart and viewed in an Adobe PDF file. The same data is used in the web pages and the Adobe PDF PAR file, however, only the Adobe PDF file provides the Pilot Consent for the Release of Records for contacting current or previous employers.

Follow the step below to access the PAR.

1. Enter the Certificate Number and the Last Name and/or First Name fields with the pilot information and click Search.


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Note: If the pilot has not given consent to the air carrier you are assigned to, or the information you have entered is incorrect, you will receive the message, “No Records Found.”

3.3.3 Consumer Views Pilot Record Action The PAR consists of two types of data: FAA read only data and pilot-entered data. The read-only FAA data records displayed in the Pilot Info, Disapproval, Enforcement, Accidents or Incidents pages. An airman must enter any current or previous employers where employed as a pilot for a minimum of the past five years. The Federal Aviation Administration has not, nor has any other entity, verified the information provided. It is the reviewing entity’s responsibility to verify that the list of current and previous employers is complete and accurate. An airman may request National Driver Registry (NDR) data and can enter the request date. If the National Driver Register (NDR) Request Date is not provided, the Air Carrier is responsible for this data.

There are two methods to view a PRD Airman Record (PAR), in web pages or as an Adobe pdf file generated when the PAR is saved to the cart that can be downloaded and saved to your machine. There is no difference in the pilot data whether viewed online or in the Adobe PDF file. However, the Adobe PDF file will contain Release to Consent letters to current or previous employers, if applicable, with contact information.

3.3.3.1 Consumer Views Pilot Information PAR in Web Pages If you have entered the correct information for a consenting pilot, the pilot’s record will display in the PRD Airman Record (PAR) Search Results. The Consent Date is the date the PAR was created and the data being accessed. Click View and a pop-up window will display warning you “This action will lose any search criteria and results when returning to the Air Carrier Home page”. Click OK in the pop-up window. By clicking the OK button, the pilot in the PRD Airman Records (PAR) Results is removed but you can view the pilot data online. You can search for the pilot an unlimited number of times as long as the consent is active.


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You can view pilot information in a web page such as the pilot flight and medical certificate data, any FAA disapprovals, any FAA Enforcements, or Accidents or Incidents reported to the FAA. Experience and Driving data are provided by the pilot, and not valdiated by the FAA. It is the Air Carrier or Operator responsibiity to confirm the Employer records and the National Driver Registry Request Date.

1. The first web page displayed is the Pilot Info with the pilot’s name, certificate number and address. In the Pilot Certificates grid, click View to display the Pilot Certificate Details.

The Pilot Certificate Details displays the certificate number, date of issue, limitations, description, rating level, certificate rating and type ratings, if appropriate.


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2. Click Export to Excel or Export to PDF to save the data to a file. When finished, click Close. You can select another certificate to view and export until you have all the information you are seeking.

3. Once you have gathered all the data you need on this pilot, click Home at the top of the form to end the search on the current pilot. You can repeat steps one through five to research other pilots, search for the same pilot to save to the cart or you can log out of PRD.

3.3.3.2 Consumer Views Pilot Information PAR as Downloadable PDF File PRD provides a cart feature where pilot data is collected in an Adobe PDF file that is viewable online or can be downloaded to your machine and saved.


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1. Click the checkbox next to the pilot record to be downloaded and click Add to Cart.

2. A dialog box displays explaining the PAR selected will be added to the Cart. Click OK.

The dialog box is removed; the pilot record is removed from the Search Results and the pilot record appears in the PRD Airman Record (PAR) Cart Items.


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3. One or more PARs may be stored in the cart. You can view the PAR by clicking the Adobe pdf icon in the PAR column. Click the checkbox next to the pilot name to download a single pilot or click the checkbox in the header to select all the PARs to download. Click Download.

The PARs will be downloaded as one zip file to your machine with the date in the zip file name. Within each zip file, the pilot PAR pdf file will be the pilot name and certificate number; for example, the zip file name would be MultipleFiles_11_15_2017 1_6_41 JD.zip would contain the Adobe PDF files titled JANE ROE 001234567.pdf and RICHARD NOKES 001234765.pdf.

3.4 Reserved

PRD User Guide, Beta Version 1.1 4.0 Airman Beta Version Roles & Activities

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4. AIRMAN BETA VERSION ROLES & ACTIVITIES

4.1 Overview Welcome to the Pilot Records Database (PRD). The PRD is designed to allow Air Carriers and other operators to review and retrieve FAA airman records for the purpose of employment reviews prior to the hiring decision. The FAA is releasing PRD as part of a Beta Version to FAR Part 121 Operators initially. The operators will be asked to direct potential airman employees to the PRD to register as airman and give consent to allow that operator to review the FAA records for that airman. The following information is an overview of the application as a guide to the Beta Version participants.

The PRD is available to users once they complete the validation process in the MyAccess system. MyAccess reviews potential users that request access to the PRD system and validates their identity. Once validated, users are given password information that allows them to be able to log on to MyAccess and then be forwarded to the PRD as a user. Once this validation process is complete, the login takes the user directly to the PRD. Those who cannot be validated online must continue to use the existing PRIA process while the PRD completes enhancements and completes an in-person method of validation.

The PRD automates portions of the PRIA process that provides FAA airman records to operators. The automated tool has some differences that the beta version users need to be aware of. Within the PRD, the airman must first check a consent box, select an operator, and designate a time period that the FAA airman records can be viewed; the time frames are 30, 60, or 90 days. With consent given by the airman, an operator can then query by airman name and certificate number to view the PRD Airman Record (PAR). For the operator to be able to do the query, the consent must be given by the airman, the consent must still be active, and the specific operator must be selected. An airman may withdraw or revoke consent at any time. A specified operator that queries a consenting airman during the viewing period has the advantage of being able to see the FAA records or Employer or NDR Request date entered by the airman for that airman as they exist at the time of the consent. This automated process is designed so that both the pilot and operator are viewing the same data saved as of the consent date, reducing any discrepancies during the hiring process. Airman data is available for viewing within minutes of consent; an additional benefit is the reduced time for the air carrier to obtain the airman data.


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4.2 Airman Registration This section provides information for Airman to register and give consent for operators to view the Airman’s FAA records.

The supplied URL will bring you to the PRD takeoff page.

Select Register as a New Pilot User. This will take you to the MyAccess validation page where you will need to complete the validation process before being forwarded to the PRD. See MyAccess Validation Overview

NOTE: Some users may not be able to validate online. This may be due to your state’s department of motor vehicles not participating with identity management companies or the utility or cell phone contract not being in your own individual name. Because the validation is specific to the individual, they may not be eligible to validate online. If this is the case the pilot will need to notify the Air Carrier that they will need to continue to use the existing IPRIA system.

Once the airman has completed the MyAccess validation they will see a screen asking if they wish to continue on to the website, select Continue to Website and you will be directed to the PRD application.


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You will be forwarded to the PRD application where you will need to register as a pilot. It is important to enter your first name, middle name, last name, certificate number and certificate date exactly as they appear on your most recent certificate. Select the Submit button.

If your information matches what is in the FAA’s Comprehensive Airman Information System (CAIS) you will see a new screen where there will be several fields auto populated based on the entries you made.


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Enter your phone number and mobile number as numbers only without parentheses or dashes and select Submit.

If your registration data passes validation, the next page displayed is the Decision page.

For the PRD application, if approved as a pilot, or one or more Air Carrier Consumer roles, these will be available to select from the Select a Role drop down. If you are approved for only one role, the role will be defaulted to Pilot. Select your role and click Select


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The next page is the Pilot Info page. You are now accessing the PRD application. The Pilot Info page displays the current CAIS address, certificates and certificate details, and limited information about your medical certificate. Additional FAA information available for viewing by clicking on the links are Disapprovals, Enforcements, Accidents and Incidents. You may enter previous and current employers in the Experience section, this information is used to generate the Pilot Consent for Release of Records letters in the PRD Airman Record or PAR and is not a resume. If you have requested driving records, you may enter the date of the request in the Driving section. The Notifications section will display the date when an air carrier views your record.


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4.3 Airman Grants Consent and Set Consent Time Frame An Airman can view the FAA data records displayed in the Pilot Info, Disapproval, and Enforcement pages. These pages are read-only. An airman must enter, at a minimum, any current or previous employers where employed as a pilot for the past five years. The Federal Aviation Administration has not, nor has any other entity, verified the information provided. It is the reviewing entity’s responsibility to verify that the list of current and previous employers is complete and accurate. An airman may request National Driver Registry (NDR) data and can enter the request date. If the National Driver Register (NDR) request date is not provided, the Air Carrier / Operator is responsible for obtaining the NDR records. When an Airman grants consent, a PRD Airman Record or PAR is created with the data as of the moment of consent. An airman will be required to give consent to the specific operator for a desired time frame for the Air Carrier to view the PAR. The consent will automatically expire after the selected period and the PAR is not available for an Air Carrier to view. The Airman can also revoke consent for each Air Carrier at any time, this removes the Air Carrier’s ability to access the PAR from that point forward. However, the PAR could still exist in the Air Carrier cart or download.

The steps for an Airman to grant consent are as follows:

1. Select Consent from the title bar.

2. Enter the first few characters of the air carrier for which you will be serving as the Authorized Responsible Person in the Air Carrier/Operator field, which is a smart search field. A list of air carriers/operators matching the entered characters displays. Select the desired air carrier/operator from the list. Only air carriers or operators who are currently able to hire a pilot with an operating certificate for CFR 121, 125, 135, 91K or non-certificated operator designated as sightseeing operators or executive corporate operators are available for selection. If the Air Carrier / Operator is not in the drop down list, manual entry will fail.

3. Select the Consent Period from the drop down. This is the period of time the Air Carrier can access the PRD Airman Record or PAR. The options are 30, 60, or 90 days. Consent is automatically revoked after the consent period expires.

4. Select the Grant Consent button.


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After granting consent, certify the statements and information are correct and consents to release the data the air carrier or operator. If certification is not agreed to, the PAR is not created and not available to the Air Carrier or Operator.

All data at that moment in time is saved as a “snapshot” with a date and is referred to as the PRD Airman Record or PAR. An Air Carrier Consumer is not viewing the most current pilot data but the data captured in the PAR file as of the date of consent or Effective Date. Consents may be granted to one or more air carriers at a time, but only one active consent can exist for each carrier.


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5. Click OK. The Air Carrier can now view the PAR data as of the Effective Date.


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4.4 Airman Revokes Consent Consent to an Air Carrier or Operator may be revoked by the pilot at any during the consent period. Revoking consent removes the PAR access for both the pilot and the Air Carrier. It is advisable to download the PAR Adobe pdf file prior to revoking consent, as once revoked, the PAR file is not retrievable.

The steps for an Airman to revoke consent are as follows:

1. Select Consent from the title bar.

2. Select the Air Carrier from the Air Carriers with Active Consents by clicking next to the Air Carrier name.

3. Select Revoke Consent.

4. A pop-up box confirms the consent will be revoked for the selected Air Carrier. Select OK.

5. You are notified the consent is revoked. Select OK.


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The consent and Adobe pdf file are removed from the Air Carrier with Active Consents and an entry appears in the Air Carrier Consent History. If the consent is revoked due to expiration, the Reason for Closure will be “System”.

PRD User Guide, Beta Version 1.1 5.0 Reserved

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5. RESERVED

PRD User Guide, Beta Version 1.1 6.0 MyAccess Validation Overview

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6. MyAccess VALIDATION OVERVIEW This section provides instruction for any user to validate their identity using MyAccess.

6.1 First Time Operator MyAccess Validation The Beta Version Participants will be given a URL that takes them to a takeoff page for PRD. The Air Carrier users will select the “Register as a new Air Carrier or Operator user” link seen in the visual below just under the large “sign into Pilot Records Database (PRD)” button. A Pilot will select the “Register as a New Pilot” link seen in the visual below just under the large “sign into Pilot Records Database (PRD)” button

This will send them to the MyAccess validation page.

The MyAccess validation home page is shown below. Since both FAA and non-FAA users use the MyAccess home page you will see the request for an email and one for PIV card holders. You will be using the email portion of the screen to both validate the first time, and to access the PRD in the future.


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First time users will select the “Register Here” link below the “Use your Email Address” and “Agree & Continue” button. NOTE: Users may have more use for their MyAccess account other than for the PRD or for use with their current employer. For that reason, it is suggested that users consider using their individual email and addresses. Using a company address or phone number will result in the inability to validate your identity is what you claim to be.

6.2 External User Registration Overview An “External User” is a person who is not eligible for a DOT PIV Card (e.g., licensed commercial airline pilot; Designee of Aviation Safety) and needs access via Internet to an FAA application (e.g., Pilot Record Database; Designee Management System). As soon as an External User creates an account with FAA, the user will be able to use the same account to log into any application that grants him/her access. An External User will not need to remember a different username and password for each one. FAA will also make sure that the account is safe by using methods similar to banks and large websites (e.g., Google and Amazon) that require a password and a text message each time you log in. This Job Aid guides users through the external registration process.

6.3 MyAccess External User Registration Steps 1. To complete the external User Registration, click the Register here link.


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2. Enter all of the required information on the screen.


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a) On the first half of the screen you will enter your first and last name, followed by the option to select an Identity Verification Method using a mobile phone or land line, and your email address. We recommend sumbitting your mobile number because you can reset your password with a text message.


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Note I: Select Mobile Phone or Home/Landline Phone number (depending on the option selected above for Identity Verification Options). The number provided will only be used for identity verification. The number must be registered in your or your family’s name. You will receive a One Time Passcode on the phone number provided either through SMS (Mobile text) or phone call (Home/Landline Phone). Note II: Provide a valid email address. It CAN NOT be a FAA or government email address. It must be a personal email address that you currently have access to. You may receive a One Time Passcode through this email address if your Mobile or Landline number is failed to be authenticated. On the second half of the screen you will enter the required information. As noted, while not required, not providing your SSN (Social Security number) may result in our inability to confirm your identity, thereby preventing you from gaining access to the system. Leave the SSN field blank to use an alternate identification method. You must use your home address, using your work address will result in an identity verification failure.


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b) At the bottom of the screen click, I am not a robot. Select the options specific to the question asked by reCAPTCHA and click Verify.

c) After successful validation, click Next to proceed.


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3. This page will prompt you to validate and edit the personal information that was entered on the previous page. If the information is accurate, click Next to proceed further.


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4. Re-verify your registered phone number and click Next. You can edit or update the phone number which has been provided to verify your identity through the One Time Passcode.

5. If your mobile validation is successful, you will receive a One Time Passcode (OTP) on the mobile phone number provided. Enter the OTP and click Submit.


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a) If the phone validation failed, the following screen will appear stating, “We were unable to validate the phone number you have provided. The phone number must be registered under your name for the validation to succeed. Please click Next to choose another validation option or to correct your personal information.”

6. You will now answer a series of security questions to validate your identity. Once you have accurately answered the questions, click Next.


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7. This screen will prompt you to enter your company’s information (optional). Click Next to proceed.

8. An email will now be sent to the email address used to register, which contains a user passcode. The passcode is necessary to complete the remainder of the registration process.


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9. You will receive an email notification with the MyAccess Temporary Access Code and a link to complete the registration process.

This completes the steps for the External Registration. Click the link located in the email to continue with the registration for MyAccess.

IMPORTANT BETA VERSION NOTE: Some users may not be able to validate online. This may be due to your state’s Department of Motor Vehicles not participating with identity management companies or the utility or cell phone contract not being in your own individual name. Because the validation is specific to the individual they may not be able to validate online. If this is the case the air carrier may need to select another person to be the Authorized Responsible Person or continue to use the existing IPRIA system.

While not required, validation is successful more frequently if the user validates with their Social Security Number (SSN). The MyAccess system uses industry identity management providers like you may have seen when you register for online banking services, rental cars, or other privacy sensitive online services. MyAccess does not save or store the information requested for validation but instead is the pass-through to the identity validation service provider.

PRD User Guide, Beta Version 1.1 8.0 GLOSSARY

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7. RESERVED


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8. GLOSSARY The table below provides a list of terms and their definitions used in the PRD External application.

Term Definition

91K See Fractional Owner.

Air Carrier For PRD, an “Air Carrier” collectively as 14 CFR Part 121, 125 Air Carriers (excluding certificate type M), 135 operators, and 91K fractional owners,.

Air Carrier Application

The Air Carrier application is used for managing Air Carrier users. The two roles that can access the Air Carrier application are the Authorized Responsible Person and the Authorized User Manager.

Airman See Pilot.

Authorized Consumer

The Authorized User – Consumer can only view or print a PAR via the PRD application. The Authorized User – Consumer performs no functions in the Air Carrier database, therefore, has no need for access to the Air Carrier database.

Authorized Responsible Person

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, Director of Operations, Chief Pilot, Director of Maintenance or Chief Inspector or CEO The Air Carrier Responsible Person has liability for the Authorized Consumer or Authorized User Manager.

Authorized User An individual that is employed by the Air Carrier or operator that has been assigned access rights to the PRD.

Authorized User Manager The Authorized User Manager is an optional role, which an Air Carrier Responsible Person may delegate the ability to manage the Authorized User – Consumer roles

Commercial Operator

A person who, for compensation or hire, engages in the carriage by aircraft in air commerce of persons or property, other than as an Air Carrier or foreign Air Carrier or under the authority of Part 375 of this title. Where it is doubtful that an operation is for “compensation or hire,” the test applied is whether the carriage by air is merely incidental to the person's other business or is, in itself, a major enterprise for profit.

Consent The pilot permission for the Participant to view their PAR.

ECO See Executive/Corporate Operator


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Term Definition

Executive/Corporate Operator

A non-certificated operator that uses an aircraft to transport persons or property for corporate or company purposes that has a seating capacity of fewer than 20 and a payload of less than 6,500 pounds.

External User

A user who needs to register MyAccess using an email address. It is recommended users using their individual email and addresses. Using a company address or phone number will result in the inability to validate identity.

FAR See Federal Aviation Regulation

Federal Aviation Regulation FAA rules governing aviation.

Fractional Ownership Program

The term “Fractional Ownership” and “91K” are used interchangeably. A 14 CFR 91K entity is not an air operator but a program. A program identifier, like a designator code, is a unique four-character code that identifies the Fractional Ownership program.

MyAccess The application used for validation identity and used for accessing PRD and other FAA applications.

Non-Certificated Operator

For the purpose of PRD, a “Non-Certificated Operator” refers to a CFR 91.147 Air Tour Operator, a CFR Part 135 135.1(a)(5) Sightseeing Flights, or a Corporate/Executive Operation

One Time Passcode A passcode provided by MyAccess for authentication purposes.

OTP See One Time Passcode.

PAR See PRD Airman Record.

Participant An operator participating in the Beta test.

Person

14 CFR 1.1 An individual, firm, partnership, corporation, company, association, joint-stock association or governmental entity, including a trustee, receiver, assignee or similar representative of any of those entities defined as a “person.”

Pilot As used in this document, an individual certificated by the FAA at the Commercial or Airline Transport Pilot level that is the subject of the record in the PRD.

Pilot Consent to Release of Records

A letter generated by PRD and available in the PAR for current and/or previous employers with the pilot consent for the release of records.

PRD Pilot Records Database

PRD Airman Record The PRD Airman Record (PAR) is a collection of data


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Term Definition

consisting of:

• PILOT CONSENT FOR THE RELEASE OF RECORDS, if current or previous employer is provided by the pilot

• Confidentiality Warning and Notices

• FAA Data consisting of:

o Pilot Information such as name, address.

o Certificates and limitations

o Limited Medical Certificate information

o Notices of Disapproval, if applicable

o Enforcements, if applicable

o Accidents, if applicable, with sufficient detail to search the NTSB accident database

o Incidents, if applicable,

• Pilot entered data consisting of:

o The date the driving records from the National Driver Register (NDR), if provided by the pilot

PRD Application

The PRD application is where the pilot records reside. There are two roles that access the PRD application, the pilot and the Authorized Consumer access the by selecting the blue button from takeoff page, Sign into Pilot Records Database

PRIA Pilot Records Improvement Act of 1996.

Revocation The pilot withdraws consent to the Participant to view the PAR or the PAR consent time frame has expired and was automatically removed.

Role

A collection of permissions assigned to a user. The roles for the PRD application are:

- Authorized Consumer - Pilot

The roles for Air Carrier application are: - Authorized Responsible Person - Authorized User Manager

NOTE: When the Authorized Responsible Person role is approved, two roles are assigned to the user: Authorized


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Term Definition

Responsible Person and Authorized Consumer.

Sightseeing Operator An operator who operates under CFR Part 91.147.

SSN Social Security Number.

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