Advisory

1 Department of Transportation Federal Aviation Administration Advisory Circular Subject: Pilot Records Database and Pilot Records Improvement Act Date: 6 /28/21 AC No: 120-68J Initiated by: AFS-600 Change: This Advisory circular (AC) provides operators and pilots with guidance regarding Title 14 of the Code of Federal Regulations (14 CFR) part 111: the Pilot Records Database (PRD) and the Pilot Records Improvement Act of 1996 (PRIA). The PRD facilitates the sharing of pilot records among pilot employers in a clearinghouse managed by the Federal Aviation Administration (FAA). In accordance with part 111, all 14 CFR part 119 certificate holders, operators that conduct operations in accordance with a fractional ownership program (fractional ownerships), and air tour operators holding a Letter of Authorization (LOA) issued in accordance with 14 CFR part 91, are required to access the PRD and evaluate the available data for each individual pilot candidate prior to making a hiring decision.

2 Also in accordance with part 111, part 119 certificate holders, entities conducting public aircraft operations (PAO), air tour operators, fractional ownerships, and other specific entities operating under part 91 or 14 CFR part 125 are required to report records on individuals employed as pilots into the PRD. The PRD contains employer and FAA records on an individual s performance as a pilot for the life of the individual. Records contained within the database would only be permitted to be used as a hiring aid in an operator s decision-making process for pilot employment. This AC should be used in combination with the appropriate PRD user guides. Robert C. Carty Deputy Executive Director, Flight Standards Service 6/28/21 AC 120-68J ii CONTENTS Paragraph Page Chapter 1.

3 General .. Purpose of This Advisory Circular (AC) .. Audience .. Where You Can Find This What This AC Related 14 CFR Parts .. Applicability .. 1-2 Chapter 2. Pilot Records Database .. Applicability .. Background .. Records Contained in the PRD .. Accessing the PRD .. Review and Evaluation of Records .. Special Circumstances Involving Few or No Records to Evaluate .. Entering Company Records in the PRD .. Using a Proxy to Meet the Requirements of Part 111 .. Transitioning From PRIA to the PRD .. FAA Inspectors Access to PRD Records .. 2-48 Chapter 3. Pilot Records Improvement Act of 1996 .. Purpose of This How to Use This Chapter .. PRIA Background .. Applicability .. Company Records vs.

4 PRIA Records .. The Request Process .. Designated Agent (DA) .. Best Practices .. Information for the Pilot-Applicant .. Information for the Hiring Employer on PRIA Procedural Considerations .. 3-96/28/21 AC 120-68J iii Information for Previous Employers Responding to PRIA Records Requests .. PRIA Considerations for the Hiring Employer .. 3-22 Chapter 4. Administrative Information .. PRIA-Related Regulations .. Commonly Used Acronyms and Abbreviations .. Other PRIA Resources .. PRIA Contact Information .. AC Feedback Form .. 4-3 Appendix A. Training, Qualification, and Proficiency Records .. A-1 Appendix B. Drug and Alcohol C. Final Disciplinary Action D. Employment History Records .. D-1 Appendix E. Verification of Motor Vehicle Driving Record Search and Evaluation.

5 E-1 Appendix F. Example PRD Output of Records Report .. F-1 Appendix G. Forms .. G-1 List of Tables Table 2-1. PRD Overview of Record Reporting by Population .. 2-7 Table 2-2. Record Reporting by Operator .. 2-25 Table A-1. Data Fields .. A-1 Table A-2. Part 121 Subparts N and O Training Record Options .. A-3 Table A-3. Part 121 Subpart Y Training Record Options .. A-6 Table A-4. Part 135 Training Record Options .. A-9 Table A-5. Part 125 Testing Record Options .. A-11 Table A-6. Part 91 Subpart K Fractional Ownership Operator s Training Record Options .. A-12 Table A-7. Public Use, Air Tour, and Corporate Operators Record Options .. A-14 Table B-1. Data Fields .. B-1 Table B-2. Report Type Options .. B-2 Table C-1. Data Fields (all required).

6 C-1 Table D-1. Data Fields .. D-1 Table D-2. Assignment to Duty (entry of this record is optional) .. D-2 Table E-1. Data Fields .. E-16/28/21 AC 120-68J 1-1 CHAPTER 1. GENERAL Purpose of This Advisory Circular (AC). This AC provides operators and pilots with guidance regarding Title 14 of the Code of Federal Regulations (14 CFR) part 111: the Pilot Records Database (PRD) and the Pilot Records Improvement Act of 1996 (PRIA). The PRD facilitates the sharing of pilot records among pilot employers in a clearinghouse managed by the Federal Aviation Administration (FAA). In accordance with part 111, all 14 CFR part 119 certificate holders, operators that conduct operations in accordance with a fractional ownership program (fractional ownerships), and air tour operators holding a Letter of Authorization (LOA) issued in accordance with 14 CFR part 91, are required to access the PRD and evaluate the available data for each individual pilot candidate prior to making a hiring decision.

7 Also in accordance with part 111, part 119 certificate holders, entities conducting public aircraft operations (PAO), air tour operators, fractional ownerships, and other specific entities operating under part 91 or 14 CFR part 125 are required to report records on individuals employed as pilots into the PRD. The PRD contains employer and FAA records on an individual s performance as a pilot for the life of the individual. Records contained within the database would only be permitted to be used as a hiring aid in an operator s decision-making process for pilot employment. This AC should be used in combination with the appropriate PRD user Effects of Guidance. This guidance is not legally binding in its own right and will not be relied upon by the FAA as a separate basis for affirmative enforcement action or other administrative penalty.

8 Conformity with the guidance is voluntary only, and nonconformity will not affect rights and obligations under existing statutes and regulations. Audience. This AC is intended for use by pilots and operators who are required by PRIA and part 111 to share or review pilot records. Specifically, it applies to the following: Each operator that holds an Air Carrier or Operating Certificate issued in accordance with part 119 and is authorized to conduct operations under 14 CFR part 121, 125, or 135. Each operator that holds management specifications (MSpecs) for a fractional ownership program issued in accordance with part 91 subpart K (part 91K). Each operator that holds an LOA issued in accordance with Each operator that operates two or more aircraft described in part 111, , in furtherance of or incidental to a business, solely pursuant to the general operating and flight rules in part 91, or that operates aircraft pursuant to a Letter of Deviation Authority (LODA) issued under part 125, Each entity that conducts PAO as defined in Title 49 of the United States Code (49 ) 40102(a)(41) on a flight that meets the qualification criteria for public 1 The FAA expects to publish further PRD user guides for reporting records to the PRD within one year.

9 6/28/21 AC 120-68J 1-2 aircraft status in 49 40125, unless the entity is any branch of the United States Armed Forces, National Guard, or reserve component of the Armed Forces. Each trustee in bankruptcy of any operator or entity described in Each person that submits or is identified on the application described in and is approved by the Administrator to access the PRD. Each person who is employed as a pilot by, or is seeking employment as a pilot with, an operator subject to the applicability of part 111. Where You Can Find This AC. You can find this AC on the FAA s website at What This AC Cancels. AC 120-68H, Pilot Records Improvement Act and the Pilot Records Database, dated April 21, 2017, is canceled. Related 14 CFR Parts.

10 Title 14 CFR parts 61, 91, 107, 111, 120, 121, 125, and 135. Applicability. This AC explains how to comply with both part 111 as well as PRIA. Chapter 2 is specific to the PRD and Chapter 3 is specific to PRIA. The requirement to review a pilot s records under PRIA will remain in effect until 3 years and 90 days after publication of part 111. Part 111 and the PRIA will run as parallel processes until PRIA is sunset. Operators subject to PRIA will find that compliance with part 111 will facilitate compliance with portions of PRIA during the transition period. The PRIA information in this AC has been updated to reflect where integration with the PRD is possible. 6/28/21 AC 120-68J 2- 1 CHAPTER 2. PILOT RECORDS DATABASE Definitions. Definitions annotated with an asterisk (*) are also regulatory definitions captured in 14 CFR part 111, Authorized User.