Driver History Business Operations The purpose of this document is to describe the current business processes and operations within Driver History. There are fifty separate processes covered in this document. Each section describes a different process.
Table of Contents 1. Accidents... 4 2. Appeals... 7 3. Certified Information and Abstracts... 11 4. Compulsory Insurance Enforcement... 15 5. Court Indefinite Suspensions... 18 6. Court Term Suspensions... 21 7. Dishonored Checks... 24 8. DUI and alcohol program suspensions... 27 9. DUI boating violations and suspensions... 30 10. DWS driving while suspended or revoked... 33 11. Fatal Accident Review... 37 12. Fees... 40 13. Medical Review Cases... 44 14. Misstatement, Misuse, Fraud... 49 15. Misstatement, Misuse, Fraud... 52 16. Out of State Suspensions... 56 17. Point System Suspensions... 58 18. Probationary Driver Program... 62 19. Reexaminations... 66 20. Security Responsibility... 70 21. Surrendered driver licenses and registrations and plates... 72 22. Uninsured Motorist System... 76 23. Violations... 79 24. Conference... 82 25. Determine fees due... 86 26. Fees... 91 27. Message... 95 28. Notice... 97 29. Orders... 99 30. Program Eligibility... 102 31. Restoration Eligibility... 103 32. Suspension... 104 33. Violations... 105 34. Warnings... 106 35. Point Reduction Credits... 109 36. CDL Review... 110 37. Bus Driver Review... 112 38. Bus Driver Review... 116 39. Limo Driver Review... 126
40. Multiple Driver Resolution (MDR)... 129 41. OAL Transmittal... 132 42. HAZMAT Review... 135 43. School Bus Inspection Fee Collection... 139 44. School Bus Insurance Verification... 142 45. School Bus Refusal to Inspect... 145 46. HDD Re-inspection Request and Suspension Warning... 147 47. School Bus Co. Maintenance Inspection Certification and Related Suspension 150 48. Provisional License... 153 49. Juvenile Court Actions... 155 50. HDD Violations Second Offense... 157
1. Accidents Insurance Verification Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Maintain accident record information for compulsory insurance enforcement and to monitor for evidence of operating while suspended that triggers scheduled suspension and other events that become part of the driver history (DH) record. Participants Who participates in this process and what is their role Participant Role Local and state police NJ DOT MVC MATRX MVC Security Responsibility Unit Driver/Owner Investigate motor vehicle accidents and submit accident report forms to NJ DOT. Identify drivers/owners as NJ legal entities/persons/residents and licensees/vehicle registrants, and named insured on auto insurance policies. Bureau of Safety Programs within DOT receives police accident reports, enters accident data into an electronic information warehouse, and sends accident information to MVC. Receives accident information and matches the data to legal entity personal profile(s) on MVC records; updates the proper DH records with accident events and related accident details. If driver suspended on date of accident, initiates suspension action for operating while suspended. Receives accident insurance coverage data, and forwards to insurance carriers with request to validate claimed coverage and /or report invalid insurance information and denials of coverage. If insurance info is invalid or if coverage denied, this unit initiates suspension of driver/owner s driving and registration privileges. Operator and/or owner of vehicle involved in police reported accident. Named insured on insurance policy covering vehicle in question. If NJ resident, a legal entity/person, license holder or vehicle owner and registrant (if owner but not operating vehicle involved in accident. If uninsured or
operating while suspended, will receive notices of scheduled suspension, and responds to same. Communicates with MVC in various ways. If privileges suspended, pays restoration fees before privileges are restored. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form Description Police accident report forms Accident information Accident insurance report Notice of scheduled suspension for failure to maintain insurance Order of suspension related to above Restoration fee due notice Fee payment records Restoration notice Notice of sched suspension for operating while suspended MVC Forms NJTR-1, NJTR-1A, NJTR-1B Accident event on DH with related event details Insurance information on all vehicles involved in accident. Forwarded to insurance carriers for verification or denial. MVC will send to driver/owner if insurance coverage denied. 30 days compliance period. Driver/owner must prove current insurance coverage or proper disposition of vehicle and plates If no compliance or response, MVC will issue an order suspending both driving and registration privileges indefinitely until compliance is received Once compliance is received, reminds driver/owner he owes a restoration fee for each suspended privilege before they will be restored. Records of all restoration fee payments by various methods MVC will issue when compliance requirements are met and fees paid If accident date falls during period when driver s license is suspended, MVC will propose to suspend driver s license for a period of 6 months. Driver may accept or request a hearing. Has 25 days to respond. (See use case for discretionary sched susps, hearing requests accepted/denied and scheduled conferences and formal OAL hearings. Description of Current Process What steps, exceptions and variations are there for this process Police departments submit accident report forms to DOT Bureau of Safety Programs which enters accident data into an electronic computer data warehouse.
DOT sends MVC information it needs to identify involved drivers, passengers, pedestrians, vehicles, owners, registrations, insurance coverage, report police agency, and date, time and location of accident. MVC will match accident report data with legal entity person profile info on MVC files and update the proper DH record with an accident event and related accident details. MVC will contact the listed insurance company to verify the insurance coverage claimed by drivers/owners. If coverage is verified, no further action is taken. If the insurance company denies coverage, or if no coverage is listed, MVC will schedule the suspension of the driving and registration privileges of the driver/owner, enter the appropriate scheduled suspension event with related event details on DH record, send a notice of scheduled suspension with vehicle, accident, and insurance denial details and reasons, pending 30 days for compliance, by proof of current insurance coverage or valid disposition of the vehicle and plates. In certain cases where there is no coverage on the date of accident, a driver/owner may be required to deposit a sum of money as security to cover the estimated property damage and/or personal injuries of another party. If valid proof is received during the pending period, the scheduled suspension is canceled, and MVC will send notice of cancellation to the driver/owner. If no response is received, or proof that is not valid, suspension becomes effective as of the scheduled suspension effective date, and remains in effect indefinitely until the driver/owner responds and complies with proof requirements, and pays a restoration fee for each privilege suspended, Privilege status and privilege fee logs are updated. Case log is update. If driver/owner contacts MVC about case, the interaction log will be updated. When the driver/owner satisfies suspension requirements, restoration eligible date becomes current date and notice of fees due is sent. DH, case and fee logs are updated to reflect the fees due. When restoration fees are paid and privileges restored, DH record, privilege status, fee and case logs are updated. Interaction log reflects manner of fee payments. If the accident date occurs on a date which falls during a period when the driver s license privilege is suspended, MVC will schedule a new 6 month license suspension. Notice of scheduled suspension will be mailed to the driver. DH record and appropriate logs will be updated. Driver given 25 days to accept suspension or request a hearing. (For more detail, see use cases concerning discretionary administrative suspensions with hearing option, conference scheduling and screening, and formal hearings before OAL) In addition to the above, accident record transactions include deleting, reentering, and modifying existing accident event record data.
2. Appeals Violations/suspensions/stay or no stay Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Representatives in Driver Management and Data Entry process and update the status of Appeals, indicating when a conviction is stayed pending an appeal, won on appeal, or lost on appeal. Working with the 3 levels of courts, MVC receives the results on paper and updates the record accordingly. Furthermore, MVC reviews a quarterly report of all convictions in a Pending appeal status, and research the outcome of those cases with the assistance of the courts and the Administrative Office of the Courts (AOC). Participants Who participates in this process and what is their role Participant Role Driver Municipal Court Driver Management Data Entry Unit Superior Court, Law Division Appellate Division of Superior Court NJ. Supreme Court Court Clerks AOC- Administrative Office of the Court MVC Computer System Commits violation and is convicted Hands down original conviction, reports it, and issues a stay if the case is being appealed. Review & Processing Review & Processing Hear Municipal Court Appeals and renders a decision, informs MVC and the Lower Court Hears appeals that go beyond the Superior Court and renders decisions Hears appeals that go beyond the Appellate Division. Contact agents at each level of the judicial process that report the information to MVC MVC works in conjunction with AOC to research the results of appeal that have not been reported to MVC. Currently AMM4 and AMM5 are used to modify records and post violations and suspensions.
ATS Surcharge System Automated Traffic System-Court system that records, tracks, and reports violations, convictions, and suspensions. Generates surcharges when violations are posted, and credits accounts when violations are pending appeal. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process Information/form Description DE2 (MF1 Card) DE14 (MF4 Card) Court Order Judgment of Conviction NJ MVC Disposition of Traffic Violation NJ MVC Disposition of Appeal of Traffic Violation Decision of the Court signed by Judge Decision by the court in form letter format. Forms and Information Created What information, notices, forms, etc. are generated by this process Information/form Description DC26 Confirmation of Suspension Stay Acknowledgment Restoration Fee Due Alcohol Program Fee Due Authorization for Driver Record Update Notice sent to driver to confirm decision of the court, advises for fees due and length of suspension. (DMV-N-STPA) Notice to driver that advises that MVC has received a stay of the conviction from the court, and that their driving privileges are once again in good standing. Advises a fee is due for restoration Advises a fee is due for the alcohol program (Alcohol offenses only) Description of Current Process What steps, exceptions and variations are there for this process Before the Appeal Process can be explained, it must be noted that several things must first occur that lead to the appeal process. First, a driver must be cited by the police and convicted of a violation in the Municipal Court. The municipal court personnel enter the ticket information into the Automated Traffic System (ATS) and upon conviction, forward the information to MVC electronically. If the information contains a NJ license number, the violation and suspension will post directly to the proper record. If the information contains and out of state license number, or is left blank, the information transmits on an error report and must be
entered manually by date entry personnel at MVC using AMM5 (option VF). This is where the appeal process begins. Once convicted of a violation and issued a suspension by the court, MVC sends a confirmation of suspension to the driver advising them of the effective date, length and municipality of their suspension and if any fees are due. If applicable, the violation will generate a surcharge. The driver has 20 days to file an appeal of their conviction to the Superior Court. A stay of the conviction may be issued in one of 3 ways, it can be granted at the time of conviction by the Municipal Court Judge, it can be granted by the same judge after conviction but within the 20 day timeframe, or if a stay is denied at the Municipal Court, the driver can obtain a stay from the Superior Court. MVC is informed of a stay by either the court submitting an amended MF1 Card (DE2)-NJ Disposition of Traffic Violation, or by either the driver or their attorney submitting a court issued stay of the conviction signed by a Judge. Upon receipt of the stay, a MVC representative must manually change the status of the violation and suspension from an Active status (AC) to Pending Appeal status (PA). A DC-26 form is completed noting the changes to the record, and all documents are filed for microfilming. The DC26 code (DMV-M-DC26) is entered on the system with text details of the transaction. An Acknowledgement of Court Stay (DMV-N-STPA) is mailed to the driver to advise them that the suspension has been stayed and their driving privileges are in good standing, provided they are not suspended for other reasons. The violations and suspension remain in the PA pending appeal status until MVC is given the results of the appeal. Once the Superior Court hears the appeal and renders it s decision, it is submitted to MVC on a MF4 Card (DE14) NJ MVC Disposition of Appeal Traffic Violation, which is sometimes accompanied by a court order. If the appeal is won, the violation and suspension are changed to the WA won appeal status, a DC26 form is completed noting the changes to driver history, and a text entry is made on the record. All documents are then filed for microfilming. If the case is lost on appeal, the violation and suspension are changed to LA Lost appeal status. The violation and suspension are reposted to the record reflecting the Superior Court codes and dates. A DC26 form is completed, a text entry is made, and all documents are microfilmed. A confirmation of suspension is again sent to the driver. If the driver decides to appeal their case to the Appellate division, the process repeats itself. The driver has 45 days to file an appeal, and must obtain a stay of the conviction from either the Superior or Appellate Court. If a stay is obtained, the entries are changed again from AC to PA. A DC26 form is completed, a text entry made, and all documents are microfilmed. Again, an Acknowledgement of Court Stay is issued to the driver. Once the Appellate Division hears the case, it is submitted to MVC by a court order or a Judgment of Conviction. Upon receipt of the Appellate decision, the changes are made as before with either the WA or LA codes, and a DC26 form being completed. If lost on appeal, a confirmation of
suspension is again sent to the driver. In some cases, the driver may decide to appeal once more, this time to the New Jersey Supreme Court. They must obtain a stay from the Appellate or Supreme Court, and the process repeats itself once again until final resolution. NOTABLE DISTINCTIONS: If the conviction does not carry a suspension term, for example if someone is appealing a simple speeding ticket, no notices are sent to the driver. However, the process remains the same. As with any process, there are exceptions. If the case were remanded back to a lower court for a new trial, the violation and suspension would be deleted from the record entirely until a new result is rendered by the lower court on retrial. From there, the process begins again. In some cases, a driver may be unable to obtain a stay of the conviction in which case all entries remain in the AC status and documents submitted by the courts after rendering their decisions are simply microfilmed for reference. Also, the only way MVC can be notified of an appeal result is if the court sends it in, otherwise a conviction will remain in the PA pending appeal status forever. In 2002, MVC IT Systems created and sent us a quarterly report of all violations in the PA status. With the assistance of AOC (Administrative Office of the Courts) we have been researching the results of the older appeal cases and have updated DH records to reflect the final results of the appeals.
3. Certified Information and Abstracts Certified Information and Abstracts: requested and issued by various methods Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Used by a Court, Insurance Company, Attorney/Investigator, Employer or Customer/Driver to review the Driver History and/or related documents from microfilm (i.e. License Applications, Registration Applications, Letters, etc.) for sentencing, rating, civil investigations, hiring purposes or personal information (to investigate for suspicious activity), respectively. Participants Who participates in this process and what is their role Participant MVC MATRX Legal Entity (Individual or Business) MVC Employee Court Insurance Company Attorney/ Investigator Employer Role Maintains all motor vehicle related information. Receives information and matches the data to legal entity personal profile(s) on MVC records; updates the proper records with related event details. Apply for and review certified information and/or abstract. Receive and respond to certified information and/or abstract requests by outside participants. Apply for and review certified information and/or abstract. Apply for and review certified information and/or abstract. Apply for and review certified information and/or abstract. Apply for and review certified information and/or abstract.
Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form RSC-2 CERTIFIED RECORDS TRANSMITTAL FORM DO-11 DRIVER LICENSE APPLICATION REQUEST DO-11A VEHICLE REGISTRATION APPLICATION REQUEST DO-21 DRIVER HISTORY ABSTRACT REQUEST DO-22 REQUEST FOR LIEN SEARCH ABSTRACT DISPLAY 5 YEAR Complete Driver History Description A controlled Regional Service Center (RSC) form, completed by both the applicant and MVC personnel to ascertain the request and document required and collected fees. It is used to request both abstracts and certified documents. Application required to request from microfilm, certified copies of driver s license applications that the driver had previously submitted. Application required to request from microfilm, certified copies of vehicle registration applications that the owner had previously submitted. A form, completed by the applicant to ascertain the requestor and the request and to document required fees. It is completed to request both abstracts and certified documents. It is utilized for both RSC and mail-in requests. Application required to request from microfilm, certified copies of vehicle title applications and lien information that the owner had previously submitted. A chronological listing of events, that occurred less than five years prior to application, which is retrieved from the MVC MATRX as posted to the Driver History. A chronological listing of all DH events, which is retrieved from the MVC MATRX as posted to the Driver History.
Certified Document Microfilmed documents utilized to update information on the Driver History including, but not limited to, License Applications, Registration Applications, MVC Correspondence, and Certified Mailing Lists. Description of Current Process What steps, exceptions and variations are there for this process In Person (only the driver of record or representative with notarized authority of the driver: Applicant/ or individual having a Power of Attorney (POA)to act on their behalf requests a certified document* or abstract. The applicant s identity is verified MVC Employee completes RSC 2 Fee Authorization form Legal Entity completes DO-21 Driver History Abstract request The MVC employee at the Reception Desk ensures that the applications are complete and accurate, logs the driver s license number, retrieves the requested information from the MVC MATRX and prints the documents using Amm1, Option AB in the Fee Unit. The MVC employee in the Fee Unit receives the printed documents, reviews for misprints, and certifies them. The completed applications are forwarded to the Fee Unit. Legal Entity is called; Identity rechecked and submits payment of $10.00. MVC Employee processes transaction through the register using the keys programmed for certified information. Legal Entity then is issued the pink copy of RSC 2 and register receipt and the certified abstract /information *Certified documents must be retrieved from microfilm, thereby requiring an appearance with a MVC employee in an additional unit within the RSC. Applicant/ or individual having a Power of Attorney ( POA)to act on their behalf is issued an RSC 1 form MVC employee then processes the Personal Appearance by entering proper event code i.e DMV M PAET indicate Personal Appearance at Eatontown : : Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide
blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to track transaction Certain requests are only available via mail from the central units in Trenton. Requestors appearing at a RSC are provided with the necessary application(s) (form DO-11, DO-11A, DO-22 etc.).
4. Compulsory Insurance Enforcement Compulsory Insurance Enforcement: verify insurance on accident involved vehicles Summary Brief description of the purpose of this process. What decision(s) will be made, etc. To verify insurance on vehicles involved in accidents. Participants Who participates in this process and what is their role Participant Role Local & State Police NJ DOT MVC Driver History System MVC Security Responsibility Unit Driver/Owner Investigates motor vehicle accidents and submit accident reports to NJ DOT. They identify drivers/owners as NJ legal entities/persons/residents and licensees/vehicle registrants, and named insured on auto insurance policies. Bureau of Safety Program within DOT receives police reports, enters accident data into an electronic information warehouse, and sends accident information to MVC. Receives accident information and matches the data to Legal entity personal profile(s) on MVC records; update the proper driver history records with accident events and related accident details. If driver suspended on date of accident, initiate suspension action for operating while suspended. Receives accident insurance coverage data, and forwards it to insurance carriers with request to validate claimed coverage and/or report invalid insurance information and denials of coverage. If insurance information is invalid or if coverage denied, this unit initiates the suspension of driver/owner s driving and registration privileges. Operator and/or owner of vehicle involved in police reported accident. Named insured on insurance policy. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Description
Police accident Report form, Accident Information, Accident Insurance Report Notice of Scheduled Suspension for failure to maintain insurance Order of Suspension related to above Restoration Fee Due Notice Fee Payment records Restoration Notice Notice of Scheduled Suspension for operating while suspended MVC forms NJTR-1. Accident event on driver history with related details. Insurance information on all vehicles involved in accident. Forwarded to insurance carriers for verification or denial. Notice MVC sends to driver/owner, if insurance coverage is denied. 30 day compliance period. Driver/owner must provide proof of current insurance coverage or proper disposition of vehicle and plates. If no compliance or response, MVC will issue an order suspending both driving and registration privileges indefinitely until compliance is received. Once compliance is received, this notice reminds driver/owner he owes a restoration fee for each suspended privilege before they will be restored. Records of all restoration fee payments by various methods. MVC will issue when compliance requirements are met and fees paid. If accident date falls during a period when driver s license is suspended, MVC will propose to suspend driver s license for a period of 6 months. Driver may accept or request a hearing, has 25 days to respond. Description of Current Process What steps, exceptions and variations are there for this process We react when the driver/owner did not present proof of insurance to police at the scene; we also get insurance reports Bureau of Safety Programs, NJDOT. The Security Responsibility Unit breaks down these reports by insurance company and mails each to the corresponding insurance company. The insurance company verifies whether the driver/owner had insurance coverage and returns the reports back to MVC with their findings. For the driver/owner who is found to have no insurance, we schedule a suspension of their driving and registration privileges. They have 30 days to provide: 1) proof of current insurance; 2) turn in plates (surrender); or, 3) show proof of out of state residency. If driver/owner complies, scheduled suspension is cancelled. If they do not, an order of suspension goes into effect after 45 days.
When the driver/owner satisfies the suspension requirements, restoration eligible date becomes current and a notice of restoration fee due is sent. When the restoration fees are paid and privilege restored, driver history record, privilege status, fee and case logs are updated.
5. Court Indefinite Suspensions Court Indefinite Suspensions: e.g. POAA (Parking Offenses) Summary Brief description of the purpose of this process. What decision(s) will be made, etc. License suspensions ordered per the Parking Offenses Adjudication Act (POAA) are court indefinite suspensions. When legal entity/registered owner pays court fines, and provides MVC court receipt(s) and pays $100 restoration fee to MVC the legal entity/registered owner is restored. Participants Who participates in this process and what is their role Participant Police Courts MVC MATRX Driver Management Bureau Legal Entity/Registered Owner Role Police issues parking ticket to legal entity/registered owner using the plates on vehicle. If the parking ticket is not answered, sends to legal entity/registered owner notice advising them of FTA, and if not paid in 14 working days; and order of suspension will be sent to MVC to have legal entity/registered owner s privileges suspended per the POAA Enters POAA suspension to legal entity s privilege status log. Will mail to legal entity/registered owner confirmation of court ordered indefinite suspension. Satisfies POAA with court, and provides MVC with original court receipt or letter stating POAA is satisfied and pays $100 restoration fee to MVC. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process.
Information/form ATS ACS T-Pay/ATS Code Receipt Original Court Letter or Rescinding Order Restoration Notice Description Automated Traffic System (ATS), court computer system for traffic offenses Automated Complaint System, court computer system for all other non-motor vehicle complaints. Time payment arrangement with the court. Paper receipt from court with court information, summons number(s), violation date, date paid, and the amount. Court letter or rescinding order signed by Court Administrator or Judge listing all summons number(s), and legal entity/registered owner s information. Sent to Legal Entity/Registered Owner when all fees are paid and all compliance requirements are met. Description of Current Process What steps, exceptions and variations are there for this process. Legal entity/registered owner will satisfy POAA summons with court. Legal entity/registered owner provides proof to MVC that summons has been paid and pays $100 restoration fee to MVC. If it is a NJ court, legal entity/registered owner can go into a MVC Regional Service Center without a court receipt. The Regional Service Center employee can verify through ATS/ACS that ticket has been paid to restore legal entity/registered owner provided restoration fee has been paid. If legal entity/registered owner denies that the POAA summons belongs to them, the POAA suspension can t be inactivated without written instruction from the court. This suspension will only be inactivated for the following reasons: Original court letter signed by Court Administrator or Judge, listing all summons number(s), and legal entity/registered owner s information. Stating that the suspension for POAA for the specific date and summons number(s) is in error and should be deleted from legal entity/registered owner s record. This is a court indefinite suspension; legal entity/registered owner will stay suspended for the POAA until they satisfy the court and MVC. When legal entity/registered owner has met all restoration requirements, privilege status log, privilege fee log, and case log is updated. If legal entity/registered owner contacts MVC about their case, the interaction log will be updated. MVC MATRX will
prepare and send notice of restoration.
6. Court Term Suspensions Court Term Suspensions: e.g. 0450 (DUI), 06B2 (Uninsured) Summary Brief description of the purpose of this process. What decision(s) will be made, etc. DH maintenance means acting on violations, suspensions, and other events which become part of the DH record and may suspend privileges and result in fees and surcharges due, customer-mvc interactions, and restorations. Participants Who participates in this process and what is their role Participant State and local police Judge Court administrator MVC MATRX Insurance Surcharge Billing and Collections Office Driver Role Arrest driver and charge him with DUI in violation of N.J.S.A. 39:4-50a. Identify driver as NJ legal entity/person/licensee. Convicts driver of DUI or accepts driver s guilty plea. Reports driver and conviction data to MVC via the automated traffic system (ATS). Matches reported driver data to a legal entity person profile on MVC records. Processes reported violation and suspension data, DH and privilege and case logs, and issues confirming notification to driver. If driver is not NJ resident/licensee, forwards violation and suspension conviction date to driver s home state. Sends driver a bill/scheduled suspension for surcharge assessed for DUI violation. Violator and suspended licensee. If NJ resident/licensee surrenders suspended NJ driver license (DL) on demand to court or MVC, serves period of suspension without driving, pays alcohol program fee, license restoration fee, and insurance surcharges. Notifies MVC of change of address during period of suspension. Responds to MVC administrative notices. Communicates with MVC in-person,
by telephone, and/or by routine and electronic mail. Driver s Attorney Represents driver in court, handles appeal if any. Entitled to copies of court and MVC notices related to tickets in question. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form Report of disposition of traffic summons. Report of disposition of appeal if any. Driver history, privilege and case logs updated. Notice confirming court-ordered suspension. Restoration fee due notice. Alcohol program fee due notice Insurance surcharge bill/scheduled suspension notice Fee payment records Restoration notice Description Electronic ATS format. All data on summons: municipal court of jurisdiction, defendant/driver, violation, and license suspension, and appeal with or without stay of sentence if any. Same as above, for results of trial de novo in superior court. Violation and order of suspension events with related event dates and details. Restoration eligible date. Fee due, fee payment, and restoration events. Issued by MVC when order of suspension is entered on DH with details on court, violation and suspension. Information about restoration requirements and fees due. Issued by MVC if restoration fee is not paid within 20 days of restoration eligible date. Issued by MVC if alcohol program administrative fee is not paid within 20 days of restoration eligible date. Issued to driver by surcharge billing and collections office. Records of fee payments updated to DH and remittance processor, cash register, and ledger accounts depending on method of payment. Issued by MVC on restoration eligible date or date required fees are paid, whichever is later, after restoration posted to DH record and privilege, case and interaction logs are updated.
Description of Current Process What steps, exceptions and variations are there for this process Add a violation event and related court-ordered license suspension event for driver who is charged by local police with DUI and who is convicted or pleads guilty in municipal court. Court reports conviction data to MVC via ATS. Defendant s data matches the personal profile of a legal entity on MVC s files. A DUI violation event with active status is entered on the DH record with related details. Event date is date of offense. Driver is first-time offender. A DUI order of suspension event with active status is entered on DH record with related details. Event date is conviction and suspension effective date. Period of suspension sets the restoration eligible date. Privilege violation, status and fee logs are updated. Case log is updated also. Notice confirming court-ordered DUI suspension is prepared and mailed to driver by MVC at latest address in driver s contact information file, and a copy to driver s attorney. Within 2 weeks of posting date of DUI violation, a surcharge bill/scheduled suspension notice is prepared and mailed to driver by surcharge billing and collections office. Driver calls MVC to confirm restoration eligible date. Interaction log is updated. Within 20 days of restoration eligible date, DH is monitored for fees paid to issue a notice of pending restoration. No fee payments were recorded. Driver logs onto MVC web site and submits request for MVC User ID Number. On restoration eligible date, driver logs on to MVC web site and pays alcohol program and restoration fees with a credit card, and is restored. DH suspension event status, privilege and case logs are updated, and restoration event posted. MVC prepares and mails driver a notice of restoration, with copy to driver s attorney. Notice text reflects status of license (NJ, future expiration date, surrendered to court) and instructs driver to obtain no-fee replacement at nearest MVC agency. Notice instructs driver that restoration is conditioned on driver s successful completion of alcohol countermeasures program. Driver will receive separate instructions if he is from out-of-state and holds O/S DL, of if his NJ DL has expired within last 3 years, or if expired more that 3 years ago, or if he was never licensed in NJ or O/S.
7. Dishonored Checks Dishonored Checks: scheduled suspensions, orders of suspension, penalty fees Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Initiate suspension action against the driver license and/or registration privilege of drivers who submit dishonored checks to the Commission. Participants Who participates in this process and what is their role Participant Banks, NJ Dept. of Treasury-OMB Treasury Div. of Rev. Dishonored Check Unit MVC MATRX Driver/Owner Role Notify NJ Dept. of Treasury of dishonored check. Notifies Division of Revenue Dishonored Check Unit of bad check. Updates by MVC MATRX driver history records to initiate proposed suspension or compliance. Receives dishonored check information and updates driver history record accordingly. Driver/owner must submit certified check or money order or cash (in person) to Dishonored Check Unit or MVC for amount of dishonored check plus $25 penalty fee. If either privilege is suspended, a restoration fee is due. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Batch Load/Dishonored Description Dishonored Check Unit transmits a batch load to MVC of drivers who submitted dishonored checks.
Check Scheduled Suspension Notice Order of Suspension Fee Payment Records Restoration Notice Cancellation of Scheduled Suspension Sent by MVC MATRX to driver with dishonored check. Sent by MVC MATRX to driver if check of penalty fee not paid. Received from Dishonored Check Unit to update driver history appropriately. Sent by MVC MATRX when all conditions met. Sent by MVC MATRX when requirements are met during scheduled suspension period. Description of Current Process What steps, exceptions and variations are there for this process The dishonored check comes from OMB in Treasury approximately 4 to 6 weeks after it is presented to the bank for collection. It is received and logged onto a spreadsheet in the Dishonored Check Unit. ACS only checks are sent to them to collect. (Once ACS puts a bad check onto Surcharge system, that generates an ISS S DCPF scheduled suspension). Stop payment checks are typed a manual notice giving them time to explain their reason usually payment was stopped because there is a duplicate payment. All of the other checks are manually entered onto AAS3 with all of the pertinent information. This system updates driver history overnight and a scheduled suspension notice is generated and sent to driver by MVC mail inserting. The notice requests driver to send certified checks or money orders for amount of check and a $25 dishonored check penalty fee along with the bottom portion of the letter in the enclosed envelope. If the amount is correct, it can go through the remittance processor (the RP can only take one money order for the entire amount). If the amount is incorrect or there is more than one money order, it is rejected manually deposited and updated on driver history. If the driver does not include the penalty fee, the SUS F DCDL (LR, RG) on the system is put RES D DSCK on the system manually. Sometimes the driver only sends the $25 penalty fee. In that case, RES F DSCK goes on the system and no further notice about
the dishonored check fee being due is sent. If the driver sends a $100 restoration fee only, it is deposited and updated in driver history.
8. DUI and alcohol program suspensions DUI and alcohol program suspensions: first-time and multiple offenders, driving after under-age drinking, programs and surcharges Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Suspensions and restorations of the driver license privileges of violators, convicted of DUI and/or refusal of breath chemical test, who fail to comply with their education and rehabilitation program sentence requirements. Participants Who participates in this process and what is their role Participant Police Courts Alcohol countermeasures program, Intoxicated driver resource centers Staff of MVC sus/res authorizations unit Driver/convicted Role Arrest and charge driver. State s witnesses, testify for prosecution at trial. Convict and sentence driver defendants. Report disposition of charges to MVC via ATS. Screen violators and assign to programs of alcohol or drug education and/or rehabilitation. Schedule and conduct programs. Report program results. If violator fails to appear or complete assigned program, administrators report to court and MVC for extension of existing suspension or new suspension for failure to comply. Receive ACP non-compliance reports and enter suspensions on DH record. Prepare and send orders of suspension. Update privilege, case and interaction logs as necessary. Receive ACP compliance report and enter related event on DH record and change suspension status to indicate requirements satisfied. If eligible for restoration, restore driver license privileges or notify driver of restoration fee due. Prepare and send restoration notice and update logs. Contacts ACP and complies with ACP and IDRC
violator requirements. Pays fee to have driving privilege restored. Forms and Information Created What information, notices, forms, etc. are generated by this process. Information/form Report of disposition of MV and traffic offense MVC MATRX, confirmation of suspension, fee due and restoration notices ACP administration and IDRC reports of noncompliance and compliance MVC order of suspension, fee due and restoration notices Description Courts report conviction data to MVC via ATS. Enters violation and suspension data on offenders DH record and updates case and privilege logs. Sets restoration eligible date. Issues notice confirming suspension. Issues ACP and restoration fee due notices. For first time offenders, restores driving privilege after suspension period elapses and ACP and restoration fees have been paid. Issues restoration notice. Updates logs when case closed. Provides necessary notification to schedule violators to attend programs of alcohol and drug screening, education and rehabilitation per court s sentencing orders in accord with statutory law. Reports offender non-compliance to court and MVC for suspension of offender s driving privilege. Reports compliance so driving privilege can be restored Authorized by staff of MVC sus/res unit, issued by automated system when DH and logs updated. Description of Current Process What steps, exceptions and variations are there for this process Persons convicted of violations of driving under the influence or refusing the breath chemical test, or NJ residents who commit similar violations in another state are required to satisfactorily complete a program of alcohol education or rehabilitation, referred to as the alcohol countermeasures program (ACP). Violators are required to pay an alcohol program administration fee before their
licenses will be restored after their DUI or refusal suspension period has elapsed and the license restoration fee has been paid.
9. DUI boating violations and suspensions DUI boating violations and suspensions: see also Title 12, Commerce and Navigation law Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Violations, suspensions and restorations of driving and boat/vessel operating privileges of persons convicted of operating boats/vessels while under the influence or, having been arrested for boating DUI refusing to submit to breath chemical tests to determine their BAC. Participants Who participates in this process and what is their role Participant Marine Police Courts MVC MATRX Driver/boat operator Role Arrest and charge boat operator with DUI and/or refusal. Convict and sentence defendants/operators and report dispositions to MVC via ATS and via mail to suspensions and restorations authorization unit of driver management bureau. Matches reported operator data to a legal entity/person profile on MVC records. Enters violation and suspension data to DH record and case and privilege logs, and issues confirming notice to operator. If operator is not a NJ resident/licensee, forwards violation and suspension conviction data to driver s state of record/home state. Note: These violations of Title 12 of the Statutes: Commerce and Navigation, result in suspension of violators driving (motor vehicle) on the roadways and boat/vessel operating privileges on tidal and non-tidal waters of the state. Violator and suspended licensee, both motor vehicle and boat. Surrenders current NJ auto/boat driver license on demand to court or MVC. Serves periods of suspension with operating motor vehicle or boat. Pays restoration and alcohol program fees due. Attends mandatory Marine Police boating safety program course. Notifies MVC of change of address
during periods of suspension. Responds appropriately to MVC administrative notices. Communicates with MVC in-person, by telephone, and/or by routine and electronic mail. Driver s attorney Staff of MVC suspensions and restoration authorizations unit Represents driver in court and handles appeal, if any. Entitled to copies of court and MVC notices related to complaints. Current procedure: receives hardcopy conviction report from court and sets up driver case file concerning the boating offense and suspension boat operator privilege. Notifies driver of confirmation of suspension and restoration and alcohol program fees due. Notifies driver of boating safety course prior to restoration requirement. Notifies MVC licensing service to recall boat operator only license or recall boat endorsed standard driver license for correction to remove boat operator endorsement. Notifies Marine Bureau of NJ State Police to enter suspended operator data in their enforcement data bank. S/RA unit also receives and records fee payments, course completions and issues notices of restoration of boat operator privileges prepared by local word processing unit. In future, it is expected that all of these functions will be automated, and that records and logs will accommodate boat operator license privilege and violation and suspension data, to include all boat offenses that result in conviction and revocation of boat operator privileges. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process Information/form Courts electronic and hardcopy conviction reports Description Complete data on violator, violation(s) and suspension(s); submitted via the ATS and by ordinary mail to MVC. Forms and Information Created What information, notices, forms, etc. are generated by this process Information/form DH record, privilege and case Description Updated with conviction data from court on violator, violation and suspension; driver s fee payments; safety course
logs MVC notices completion, restoration of auto and boat operating privileges, and any driver-mvc interactions. Notice confirming court-ordered suspension, fee due notice, restoration notices. Description of Current Process What Steps, exceptions and variations are there for this process N.J.S.A. 12:7-57 Refusal of test N.J.S.A. 12:7-34 DUI on non-tidal waters N.J.S.A. 12:7-46 DUI on tidal waters This is the current process, however, all functions will be automated in MATRX, and all MVC electronic records and logs will accommodate data on boat operator license privileges and violation and suspension data, to include all boat operator offenses that result in conviction and revocation of boat operator privileges pursuant to the above-mentioned statutes. Staff of MVC sus/res authorization unit receives hardcopy report of conviction data from the court and sets up a case file on the operator regarding the boating offense(s) and suspension(s) of the boat operator privilege. They notify driver of confirmation of suspension, and of restoration and alcohol program fees due. Also notify driver of boating safety course completion required prior to expiration of suspension period. Notify Marine Bureau of NJ State Police to enter suspended operator data in their enforcement data bank. S/RA unit also receives and records fee payments, safety course completions, and issues notices of restoration of boat operator privileges prepared by local word processing unit.
10. DWS driving while suspended or revoked DWS driving while suspended or revoked: accidents/violations as evidence of, drivers charged by police, scheduled suspensions, orders of suspension, surcharges. Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Driving while suspended or revoked. Accident/violations as evidence of drivers charged by police. Participants Who participates in this process and what is their role Participant Local/State Police Courts Municipal & Superior MVC MATRX MVC-Driver Management Conference Role Issue summonses to driver operating a vehicle while driving and/or registration privilege suspended. Offers due process to drivers charged with DWS. Transmit conviction information thru Automated Traffic System to MATRX System. Receives notification of conviction of DWS in court. Receives accident and/or violation info. Updates correct record. Initiates with notice of scheduled suspension action for DWS if driver was suspended on date of accident or violation prevents issuance of scheduled suspension notice if driver was originally charged by police with violating N.J.S.A. 39:3-40 Issues confirmation of suspension if driver was suspended by court. Issues order of suspension to drivers who have been identified administratively for DWS. Accepts or denies hearing requests. Schedules drivers for conferences at RSC.
Scheduling Unit MVC-Regional Service Center Personnel Driver Management Office of Administrative Law Transmittal Unit Office of Administrative Law MVC Legal Staff Driver/Owner MVC Surcharge Unit Conducts prehearing driver conferences at Regional Service Center in an effort to reach settlement agreement with driver. Prepares and transmits cases to OAL for formal hearing if a settlement is not reached at conference. Holds formal hearing on contested DWS cases. Affirms, amends or overturns OAL decisions on administrative DWS cases on behalf of Chief Administrator. Receives administrative scheduled suspension for DWS responds to the same. Appears in court to face charge by police of DWS. Receives confirmation of court suspension from MVC. Convictions of an administrative suspension for DWS are surchargeable. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Conviction Info Notice of Scheduled Suspension for DWS Order of Suspension for Description Transmitted to court thru ATS System includes amended convictions and suspensions. Sent to driver if violation/accident is updated to driver history record and violation/accident occurred during period of suspension and no DWS summons issued by police. Hearing option available. Sent to driver if no hearing is requested within 25 day period from date of scheduled notice or as result of conference or
DWS Acknowledgement of hearing request Notice to Attend Confirmation of Suspension Fee Payment Record Fee Due Notice OAL hearing. Sent to driver when hearing request received by MVC. Sent to driver to inform driver of date, time, and place on driver conference at RSC. If driver is convicted suspended by court, MVC confirms suspension through notice. Restoration fee payment records. Sent to driver at conclusion of suspension term. Description of Current Process What steps, exceptions and variations are there for this process Drivers who receive a summons from police for DWS are required to appear in court. If convicted violation information and any related suspension information is transmitted to MVC MATRX thru ATS. If violation is amended to lesser charge, or driver is found innocent of DWS that info is transmitted to MVC and an event added to driver history to prevent administrative action. If violation or accident events are added to the driver history record and the driving privilege is suspended, a scheduled notice of DWS is sent. Notice offers hearing option. No hearing request 180 day suspension order sent 25 days after scheduled notice. Hearing request set up and scheduled for prehearing conference at RSC by Driver Management personnel. Conference held at RSC by Driver Improvement Analysts in an attempt to settle. If settled, driver history is updated to reflect reduced suspension, no action or full term. If case is not settled, case is sent to OAL through OAL Transmittal Unit. Hearing scheduled and held judge s decision sent to MVC for Chief
Administrator to affirm, amend, over-rule. Record updated by OAL Unit to reflect final agency decision. All DWS violations and administrative suspensions are surcharged.
11. Fatal Accident Review Fatal Accident Review: emergent and non-emergent cases, scheduled suspensions, conferences and hearings, orders of suspension, driver improvement programs and driver reexaminations, OAL transmittals Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Take appropriate action under NJSA 39:5-30 as required against responsible party(ies) involved in a fatal accident. Sanctions may include suspensions, Driving Improvement Schools, Alcohol programs, Medical Reviews and Driver Reexaminations. Participants Who participates in this process and what is their role Participant Law Enforcement Agencies N.J. State Police, Fatal Accident Unit Driver Prosecutors Dept. Health Attorneys Office of Administrative Law Witnesses Role All law enforcement agencies throughout State Of N.J. must Submit fatal accident reports to MVC Submits Fatal Accident Reconstruction and recommendation of action report to MVC Responsible driver involved in Fatal accident Submit and request Information relevant to Fatal accidents Death certificates Special Counsel representing MVC or responsible drivers Attorneys Administrative law Judges Testimony at Office of Administrative Law
Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form NJTR-1 Dept. Health witnesses Photographs Additional reports NJ State Police Fee Forms OAL and Appellate court Description Fatal Accident report Copy Death Certificate Subpoenas Accident scene Police Depts. Fatal Accident Reconstruction and recommendation of action report Restoration and program fee forms Orders from courts on case dispositions Description of Current Process What steps, exceptions and variations are there for this process Fatal Accident Review Unit (FARU) receives and processes all fatal motor vehicle accident reports from law enforcement departments throughout the entire State of New Jersey. FARU disseminates data to other State organizations and Law enforcement agencies. FARU reviews fatal accident reports and identifies unsafe drivers by driving record, unsafe actions, physical or mental conditions adversely effecting driving abilities and overall attitude expressing disregard or lack of concern for public safety. FARU takes appropriate actions to correct driving behavior of involved drivers according to N.J.S.A. 39:5-30. To review fatal accident cases requires familiarity with complicated accident reports and the ability to gather crucial information from various law enforcement agencies, in order to determine appropriate administrative charges and propose action against responsible party.
Fatal Accidents are divided into two types by N.J.S.A. 39:5-30.Emergent cases involve summons issued for Driving under the influence, Reckless driving, Speeds in excess of 20mph over the limit and Leaving the scene of an accident. Emergent cases are reviewed and proposed for action by Motor Vehicle Commission (MVC).Upon receipt of a hearing request from the driver or his attorney, all materials necessary for hearing the case at the Office of Administrative Law are transmitted to all concerned parties. Non-Emergent cases involve summons issued for other violations not listed under the emergent section of 39:5-30 or if no police complaints were issued, based on administrative determination that one or more MV laws have been violated. All Non-Emergent cases are conferenced at MVC upon receipt of a Hearing request. FARU must account for every fatality each year in the State of N.J. and take required action against responsible parties. Precise and accurate work and record keeping are mandatory. Presently FARU is completely manual unit.all notices are prepared manually and mailed to parties. Scheduled suspension action is entered on driver history and will (FC) into an order of suspension however the system doesn t generate any notices. FARU presently reviews approximately 700 to 800 fatal accidents per year resulting 50% or less requiring action or generating of schedules or orders of suspension. Most FARU notices require specific details or information that make the notices needed difficult to generate by the system. All record keeping is also accomplished by manually tracking each case.statistics for each fatal accident must be kept and tracked yearly such as age, sex, drug or alcohol involvement to give a few examples. Additionally, I am providing a programming flow chart of FARU and a copy of NJSA39:5-30.
12. Fees Fees: ACP, DIP (routine and CDL), GDL (PDP), penalty fees for dishonored checks and uninsured motorists, restoration of license and registration privileges; notice, collection and refunds if necessary Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Updating DH records to reflect fee payments. Participants Who participates in this process and what is their role Participant MVC MATRX MVC Staff Other State Agencies Legal Entity (Individual or Business) Role Maintains all motor vehicle related information. Receives information and matches the data to legal entity personal profile(s) on MVC records; updates the proper records with related event details. Updates, makes changes, corrections, and/or additions to driver history records Need to view an accurate driving record Needs to view an accurate driving record Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form RSC-1 Description Fee Authorization document that is used by the Regional Service Center Driver Conference Section for all
transactions processed. Description of Current Process What steps, exceptions and variations are there for this process In Person (only the driver of record or representative with notarized authority of the driver: Legal Entity appears or contacts MVC Commission Add Any Event Code Contact When the driving record is updated either a result of a telephone call or direct contact a system process is followed. Any individual appearing at an RSC Driver Conference site will have a personnel appearance( PA) entered ( except for Abstracts) The same process is used for info codes by using that specific identifying event code The same process is used for memo events using that specific identifying event code When satisfying fee due events MVC employee at a RSC Driver Conference must enter the personal appearance MVC employee must review record and determine all Active fees The employee will then need to add the appropriate fee paid event code that the legal entity is satisfying ( if 6 fees need to be paid, then 6 event codes need to be entered) Courts MVC employee at a RSC Driver Conference must enter the personal appearance The employee must then click /cursor down to each active failure to appear suspension to obtain information If Legal Entity does not have receipt Then MVC Employee must access ATS Automated Court System Enter each individual ticket number to find if satisfied or not determine
satisfaction date etc. to complete transaction If satisfied, then: MVC Employee needs to complete this for all tickets satisfied Surcharge MVC employee at a RSC Driver Conference must enter the personal appearance MVC Employee must access to VISION surcharge system to obtain monies needed to satisfy surcharge fees due MVC employee must review record and determine all Active Surcharge fees Determine monies owed If Legal entity is paying MVC employee at a RSC Driver Conference must enter the PA The employee will then need to add the appropriate fee paid event code that the legal entity is satisfying ( if 6 fees need to be paid, then 6 event codes need to be entered) The RSC fee unit must now only process Surcharge payments through the register but also through a fee payment computer by using the NJDL in conjunction with the Billing number FEE UNIT The completed RSC-1 and applicable monies are forwarded to the Fee Unit. The Fee Unit receives its information via data transcribed onto handwritten forms (RSC-1 and RSC-2) from the Comprehensive system. Today the RSC s only accept two types of tender, cash and checks. In this Section of the RFP you will find a process out-lining the cashiering functions covering the way cash and checks are processed and also covering the end of day process for the Regional Service Centers. MVC Employee processes transaction through the register using the keys programmed for applicable fees Customer is called; Identity rechecked and submits pink copy of RSC -1 Customer then is issued the pink copy of RSC 1 and register receipt
Fee Unit must then at end of day balance register draws to fees collected A sign on is used by each employee and till management is part of the standard business process. The cash registers are not connected to any system which would permit electronic gathering of transaction data in a central data base the back end process reconciles the business (comprehensive system) with the monies deposited. Approximately 21 blue labeled keys are programmed for items and set fees ie restoration (Rest) is $100. 00. The Rest key when press rings up $100.00 dollars. Other keys are pre program for items (no monies) only ie surcharge has a pre program key, the employee keys in the appropriate monies and presses the surcharge key. This allows for end of day balancing to accounts. The Surcharge in additional to balancing on register must also balance with the Vision System. The fee units use sub-applications of the COMP System called the Surcharge System and the Driver History System. At the end-of-day, if all customer transactions are complete, the total can be taken from the Z mode register tape. If not, an X Mode reading should be processed.. The money in all the cash register tills must be counted and verified, and the tills must be placed in the safe. The cash deposit and check deposit forms must be completed.
13. Medical Review Cases Medical Review cases: source of information, scheduled suspensions, orders of suspension, medical reporting, reexams, Medical Advisory Panels, OAL transmittals Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Medical review cases are generated for auto and Commercial Driver s License (CDL) when information is received that a driver has a medical or physical condition that may affect their ability to operate a motor vehicle safely or does not meet the statutory/regulatory qualifications to hold license. Medical forms are sent to driver to be completed by their doctor(s). Additional information (specific test results, narratives, lab data, etc.) may be necessary so the Medical unit will request this information as needed. A driver may be medically cleared, suspended (direct orders involving seizures) or the case may be referred to the Medical Advisory Panel. Panel Doctors may recommend that driver submit additional information or interval report with MVC, take a New Jersey Re-examination or suspend particular driving privilege. When suspension action is initiated, driver may appeal scheduled suspension action, driver will then be scheduled for a prehearing conference to be held at the MVC headquarters only. If at the time of prehearing conference a settlement cannot be reached, driver may pursue appeal through the Office of Administrative Law. Participants Who participates in this process and what is their role Participant Driver Rehabilitation facility Physician/Hospitals Family member Agency Personnel Role Self reports medical condition at time of license renewal Reports drivers who are in need of behind the wheel evaluation Reports drivers who they believe may not be able to operate a motor vehicle safely due to medical or physical condition Reports family member when concerned about relatives ability to operate a motor vehicle safely Will submit an observation form when dealing with a driver who appears to be medically/physically compromised
Employers/Bus Physicals Medical Advisory Panel Submitted every 2 years for Commercial Driver License (CDL) with Passenger endorsement Medical panel doctors review cases and make driving recommendations for basic auto drivers or CDL drivers Police/Municipalities Attorneys Police or Court will submit a Driver Examination and/or Medical Evaluation Request form when driver s ability to operate a motor vehicle safely is in question Represent clients at pre-hearing conferences in Trenton and Administrative Law Hearings. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process Information/form license renewal application Driver s Letter Rehabilitation Facility Evaluations/correspondence MVC Medical Emergency Report form MR-4 Doctor s narrative Family Member Letter MVC Observation Reporting Form MR-28 Medical Examination Report for Commercial Driver Description Driver list medical condition(s) on back of renewal application. Driver writes in requesting information for medical clearance Driver Rehabilitation Facilities send Behind the Wheel Evaluations and /or correspondence regarding status of driver who is/was enrolled in their program. Submitted by Emergency rooms or Physicians Letter submitted by Physicians who report drivers Information submitted by family member/friend indicating medical/physical condition which affects their loved one s ability to operate a motor vehicle safely. Agency/Driver Testing Center/Regional office observe driver and submit their observations/concerns Bus physical is collected every 2 years for those drivers who possess a passenger endorsement on
Fitness Determination RA-4 Medical Advisory Panel Referral MR-2 Driver Examination and/or Medical Evaluation Request MR-5 Attorney Correspondence CDL license Referral form completed by medical unit staff and sent to panel doctors for their recommendations Completed and submitted by Police officer or Municipal court when medical or re-exam action is requested Letters submitted when driver wishes to request a pre-hearing conference or appeal through the Office of Administrative Law Forms and Information Created What information, notices, forms, etc. are generated by this process. Information/form MR-1 MR-6 MR-7 MR-8 MR-9 MR-10 MR-11 MR-12 MR-13 MR-75A MR-48A ST-12 DI-101A Description Medical Examination Report sent with all initial medical review cases. Mfr-I-..IP generated on Driver History Driver s Case History Information Seizure or Blackout Condition if applicable Attending Physician s Report on Seizure or Blackout Condition...if applicable Driver s Case History Information Cardiovascular Condition Attending Physician s Report on Cardiovascular Condition Driver s Case History Information Diabetes Condition Attending Physician s Report on Diabetes Condition Attending Physician s Report on Psychiatric Condition Attending Physician s Report on Alzheimer/Dementia Condition Licensee s Case History Statement-Stroke Attending Physician s Report Stroke Vision Test Release Driver s Case History Statement Head Injury
DI-104A MR-11 (Bus Regs.) STF MFR 26 MFR 25 MFR 27 Word Processing (WP) Letter Unit (typed) letters Sunscreen Applications Attending Physician s Report Head Injury Physical Qualifications of the US Department of Transportation (as required by NJAC 13:21-14.5 and 13:60 Stress Test Flyer Diabetic Interval Report Cardiovascular Interval Report Seizure Interval Report Direct order of suspension Voluntary Surrender, Death Certificate, Corrective Lenses, More information Tinted windows Description of Current Process What steps, exceptions and variations are there for this process Source Document is submitted indicating a Drivers physical or medical condition. Medical forms are sent to driver related to driver s particular condition. Mfr I BIP or Mfr I PIP is entered on Driver History depending on whether Auto or Passenger (P) endorsement is under medical review. If medical information is not returned/ completed within 45 days, system will generate scheduled suspension notice and if info is not returned in another 45 days, system will generate order of suspension against particular specified license. When medical forms are returned and medical review is satisfied, driver may be cleared. If forms are returned and the driver s doctor does not give a favorable driving recommendation, a scheduled suspension is manually entered to the driver s history record. The System would not know to send the driver a scheduled, medically unqualified suspension as the current case information would have been RS once the information was received. Driver may request a conference-must submit hearing request in writing. Many times additional information (Test results, narratives, current lab data etc.) may be needed in which case the Medical Unit will send out a more information letter giving driver 30 days to submit requested information. If driver does not comply, scheduled suspension will be issued. A scheduled suspension for failure to submit medical information may occur during any stage of medical review
process when additional medical information is requested whether by medical unit or medical advisory panel. When additional information has been received and depending on medical condition and type of license (auto or CDL), case may be referred to Medical Advisory Panel for recommendation. Sometimes it is necessary to do a direct order of suspension in which case driver would receive a letter giving him a suspension dated 15 days from the date of notice. The Medical Advisory Panel may recommend driver submit to New Jersey reexamination or recommend that license (Auto or CDL) be suspended, or Panel may request more information. If scheduled suspension action is initiated from the Panel s recommendation, it now becomes a Medically Unqualified suspension and driver can request a conference. Driver can request a conference when any type of scheduled suspension action has been generated or when a direct order has been initiated however a hearing request will not stay a direct suspension order. Although the above process is in place for a Medical review case, keep in mind that every case is reviewed on a case by case basis, therefore, the mechanics outlined may not fit all scenarios and so there are many variations.
14. Misstatement, Misuse, Fraud Misstatement, Misuse, Fraud: investigation, scheduled suspensions, orders of suspension Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Generated by MVC Internal Investigations Unit when a person gives fictitious information on application for driver license or vehicle registration. The goal is to suspend those individuals who intentionally falsified info to MVC. Each case is judge on its own merit- severity is measured by the nature of the information that is with held /falsified and its impact on the licensing and registration process. Participants Who participates in this process and what is their role Participant Courts MVC Staff Customers Law enforcement MVC MATRX Role Need to identify individual Various areas review records and submit cases to the Driver conference unit at one of the 4 RSC sites for determining identification of legal entity Legal entity (Customer) appears at the Driver conference unit ( RSC) at one of the 4 sites disputing records Need to identity individual driving vehicle Maintains all motor vehicle related information Receives information and matches the data to legal entity personal profile(s) on MVC records; updates the proper records with related event details. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or
completed as a result of this process. Information/form RSC1 Request for Action Form ( no number ) Description Fee Authorization document that is used by the Regional Service Center Driver Conference Section for all transaction processed. MVC Form completed to request and Identification suspension Description of Current Process What steps, exceptions and variations are there for this process Request for Action Internal Investigations Unit submits the Notice of Action form for Regional Support to open an identification case for the appropriate Regional Service Center. The system generates a scheduled suspension that is sent to the driver in question advising them they have 25 days to appear at the site indicated with acceptable 6 points of identification and proof of address. Driver (Legal Entity) appears at Driver Conference Unit (RSC) and has Identification verified and is referred to License review Unit with the Service Center MVC Employee completes RSC1 MVC employee reviews the Driver History record A Driver Improvement Analyst (DIA) at the Regional would contact the investigator who submitted the request if they have any questions. Customer (Legal Entity) may complete the following steps : RSC-9 a &b and is informed to have the documentation notarized and what supporting documentation may be required upon their return. MVC Employee may complete the following steps :
A file is assembled by the MVC employee containing the following documents: license applications, registration applications, vehicle titles, accident reports, M-F 1 cards, source documentation, microfilm File upon Legal entity s return will also contain the questionnaires, supporting documentation they are submitting and their identification. Pictures of the Legal Entity are also taken by MVC and included in the file. MVC employee then processes the Personal Appearance by entering proper event code i.e DMV M PAET indicate Personal Appearance at Eatontown : Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to tract transaction Legal Entity signs RSC-1 and is issued a pink copy as their receipt
15. Misstatement, Misuse, Fraud Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Generated by our own investigation when a person gives fictitious information or makes any other intentional misstatement of fact. The goal is to suspend those individuals who intentionally falsified info to MVC. Each case is judge on its own merit- severity is measured by the nature of the information that is with held /falsified and its impact on the regulations written. Minimum term of suspension is 6 month, maximum term is 2 years. Participants Who participates in this process and what is their role Participant Courts MVC Staff Customers Law enforcement MVC MATRX Role Decisions (optional advisory) on each case to MVC Chief Administrator. Various areas either review and submit cases to the Driver conference ( RSC) at one of the 4 sites for determining misuse /fraud Legal entity walks to the Driver conference ( RSC) at one of the 4 sites claiming misuse /fraud Need to identity and then pursue misuse cases Maintains all motor vehicle related information. Receives information and matches the data to legal entity personal profile(s) on MVC records; updates the proper records with related event details. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form RSC1 Description Fee Authorization document that is used by the Regional Service Center Driver Conference Section for all transaction
processed. RSC-9 RSC-9a RSC-9b RSC-9c MV-11 RSC-14 DC-26 License review questionnaire that is completed and then notarized by Legal Entity Affidavit completed by the Legal Entity for the misuse of driver license Affidavit completed by the Legal Entity for the misuse of Registration Packet of instructions given to Legal Entity upon their request When misuse has been determine a stop is placed on the registration and title Authorization for Driver record Update use to authorized a new driver license number and move all registered vehicles to new number Authorization for Driver record Update use to authorized corrections to the driver history record ( move violations etc ) Description of Current Process What steps, exceptions and variations are there for this process MISUSE/ FRAUD Legal Entity appears at Driver Conference (RSC) claiming misuse /fraud Legal entity has Identification verified Legal Entity is referred to License review Unit with the Service Center MVC Employee completes RSC1 MVC employee reviews the Driver History record Legal Entity completes RSC-9 a &b and is informed to have the documentation notarized and what supporting documentation may be required upon their return. A file is assembled by the MVC employee containing the following documents: license applications, registration applications, vehicle titles, accident reports, M-F 1 cards, source documentation, microfilm
File upon Legal entity s return will also contain the questionnaires, supporting documentation they are submitting and their identification. Pictures of the Legal Entity are also taken by MVC and included in the file. When DL misuse/fraud is determined a new Driver License number is generated by faxing to MVC Data Base Corrections utilizing RSC-14 and supporting documentation. MVC employee will move non-violation events that pertain to Legal Entity. To moved these events Amm4, option DH, pf -9 to add pf -5 to file. To move violations on the record a DC 26 is completed and faxed to MVC Violations to make necessary transfer of violations. MVC employee needs to contact MVC Surcharge by faxing the DC-26 for adjustments to be made to the driver surcharge record. MVC employee then processes the Personal Appearance by entering proper event code i.e DMV M PAET indicate Personal Appearance at Eatontown : : Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to tract transaction Legal Entity signs RSC-1 and is issued a pink copy as their receipt and directed to go to the MVC Agency with their Identification to obtain an new license with the new number. If Registration misuse/fraud is determined and the vehicle (s) has/have not been transferred to another owner a vehicle stop notice form (MV-11) is completed and faxed to have MVC Titles place a vehicle stop on MVC Matrx computer system. If the vehicle(s) has/have been transferred to another owner the license plates are entered as stolen as of the date the plates were originally issued. In either one the above situations a RSC-misc 113 letter is then typed and issued to the Legal entity. MVC Employee suggests that they make copies of the letter to use as official verification that they are in no way connected with the vehicle(s) indicated. The Legal Entity if also informed that if the vehicle has a lien holder/ lesser that they should send a copy of the RSC-misc-113 to inform them of the situation A misuse suspension is placed on the old driver license number. MVC employee then processes the Personal Appearance by entering proper event
code i.e DMV M PAET indicate Personal Appearance at Eatontown :: Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to tract transaction Legal Entity signs RSC-1 and is issued a pink copy as their receipt and directed to go to the MVC Agency with their Identification to obtain an new license with the new number. FOR MISSTATEMENT The following process is utilized Legal Entity is directed Driver Conference (RSC) Legal Entity has Identification verified Legal Entity is referred to License Review Unit within the Service Center MVC Employee completes RSC1 MVC employee reviews the Driver History record Legal Entity completes RSC-9 a &b ( non-notarized ) MVC employee then processes the Personal Appearance by entering proper event code i.e DMV M PAET indicate Personal Appearance at Eatontown : : Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to tract transaction A file is assembled by the MVC employee or MVC Investigator containing the following documents: license applications, registration applications, vehicle titles, accident reports, M-F 1 cards, source documentation, microfilm File will also contain the questionnaires, supporting documentation they are submitting and their identification. Pictures of the Legal Entity are also taken by MVC and included in the file. If MVC employee has assembled the file they will either fax or mail or contact the MVC Driver Control.
16. Out of State Suspensions Out of State Suspensions: National Driver Register, Problem Driver Pointer System Summary Brief description of the purpose of this process. What decision(s) will be made, etc. To prevent applicants from obtaining a NJ driver license if their driving privileges are under suspension in another state. To invoke reciprocity suspensions of NJ licensed drivers if they become suspended out of state, pursuant to the terms of interstate licensing compact agreements. Participants Who participates in this process and what is their role Participant National Driver Register (NDR) O/S Division of Motor Vehicles MVC MATRX Role Maintains data on driver license suspensions and restorations. Performs active and delayed searches on applicants for license in any state. Administered by Nation Highway Traffic Safety Administration (NHTSA) in Washington, DC Records suspensions and restorations and submits data to NDR Records events related to the case. Updates DH case files and logs as necessary. Issues driver notifications. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form NDR Data and Reports Problem Driver Pointer System Description Bi-monthly delayed search reports sent to NJ MVC by NDR comprised of list of drivers recently licensed in NJ who may be subject of suspension or withdrawal by another state Access to a license review system to determine if NJ license applicant is licensed in another state and if his driving
NDR component privilege is suspended or withdrawn by another state. Also indicates if applicant has serious violations ondh in another state even if his driving privileges may not be actively suspended Forms and Information Created What information, notices, forms, etc. are generated by this process Information/form Notice of Scheduled Suspension Order of Suspension Description Sent to driver by NJ MVC, proposing to suspend license indefinitely and until driving privilege is restored O/S and/or until O/S driver license has been surrendered. Driver given options of accepting suspension or requesting a hearing to show why NJ license should not be suspended Sent to driver by NJ MVC if driver accepts suspension or if driver fails to respond to above scheduled suspension notice. Also may be issued after pre-hearing conference or formal administrative hearing decision affirmed by MVC Description of Current Process What steps, exceptions and variations are there for this process When a person applies for a NJ driver license at a MV Agency, staff check NDR to see if applicant has a valid or suspended license in another state. If a valid license and surrendered to NJ MVC, then a NJ license is issued. If suspended O/S, then applicant refused until suspension no longer appears on NDR. Sometimes a person will apply for NJ license when an O/S suspension is pending and NDR does not show active suspension. NJ license is issued, but NDR performs a delayed search for a period of up to 60 days after initial inquiry. If new suspension activity shows during that period, NDR reports data to NJ MVC. Based upon that NDR report, known as a hit, MVC issues a proposed suspension. If driver fails to respond with proof that his O/S driving privileges have been reinstated, his NJ driving privilege is suspended indefinitely and until proof of O/S restoration is submitted and restoration fee is paid. These processes are done manually but must be automated in the future system.
17. Point System Suspensions Point System Suspensions: law and regulations governing point assessments, reduction credits, schools and suspensions, including probation violations ( persistent violators ), point levels A, B, C scheduled suspensions. Summary Brief description of the purpose of this process. What decision(s) will be made, etc. To describe point system suspensions; cite laws and regulations governing point assessments, point reduction credits, driver improvement and probationary driver school programs, and suspensions, including point accumulations at levels A, B, and C, and of probation violators (so-called persistent violators ). Participants Who participates in this process and what is their role Participant Police Courts MVC MATRX MVC driver education unit MVC hearings Role Charge drivers with violations that carry points Convict and/or accept guilty pleas of defendants to original charges or downgraded plea bargain violations. Report conviction data via ATS to MVC Updates DH records with violations and points. Monitors point totals and reacts to point accumulations that require action, including issue advisory notice for 6-11 points and scheduled suspension notices for 12 or more points, and scheduled suspension notices to drivers who commit violations during periods of probation. Delete invalid point reduction credits and recalculate credits and point totals. Receive school fee payments from drivers applying to attend probationary driver and driver improvement school programs. Schedule drivers to attend courses. Update DH and other records and logs to reflect school results, including point reduction credits and one year probation periods. Receive hearing requests from drivers issued scheduled suspensions. Screen requests to grant or deny. Dispose of
unit MVC RSC conferencing unit Fee payment unit and/or customer contact units some cases with official warnings and by placing drivers on probation. Schedule pre-hearing conferences at RSCs. Conduct drivers pre-hearing conferences. Review DH with driver and make settlement offer of reduced suspension, DIP attendance or official warning and probation. Respond to driver inquiries about point system suspensions. Collect fees for school and restoration. Issue notices of restoration to eligible drivers after suspensions. Record all interactions. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form Court reports of disposition of MV and traffic offenses DH and DH summary records on MVC MATRX system Description All driver and violation conviction data received via ATS Assign points to appropriate violations and monitor DH records for point totals and events which trigger schedule suspension notices. Issue notices and update records and logs. MVC Notices Point system laws and regulations Point system related: advisory notice, scheduled suspension, order of suspension, school fee due, restoration fee due, notice to attend conference or school program, official warning notices, restoration notices with warnings about probation and consequences of subsequent violations. N.J.S.A. 39:3-10b, 39:5-30, 39:5-30.2 et seq. N.J.A.C. 13:19-10.1 et seq. Description of Current Process What steps, exceptions and variations are there for this process The NJ MVC is responsible for monitoring the behavior of drivers in the state. The MV point system attempts to provide a basis for that monitoring effort. By recording MV violation conviction reports, MVC is able to develop a chronology of
reported errant driving behavior for each driver using NJ roadways. The MVC point system gauges errant driving behavior by assigning numeric values to the reported violations. The numeric values have relative differences based on the nature and severity of the violations and the potential of an accident occurring if a given violation is committed. As points are accumulated, MVC initiates administrative action in the form of advisory notices, educational programs and driver license suspensions. All point system administrative actions are taken with the intent to correct driving behavior. MVC point system actions are not intended to be punitive. Upon completion of the driver improvement program, a point reduction credit of up to 3 points is given. Point totals may not be reduced below zero. Upon completion of 12 consecutive months in which the licensee has not committed any point carrying violation or had his driving privilege suspended, a point reduction credit of up to 3 points is deducted from the driver s record. Upon completion of the probationary driver program, a point reduction credit of up to 3 points is given. For accumulating 6 to 11 points, a driver receives a point system advisory notice. This advisory notice informs the driver of the point total on record and that if 12 or more points are accumulated, MVC will schedule a suspension of the driver s NJ driving privilege. For accumulation of 12 or more points within 2 years, a notice of scheduled license suspension (30 days and up) is issued. There are 2 options: accept suspension or request a hearing. For accumulation of 12, 13, or 14 points in a period greater than 2 years, a notice of scheduled suspension (30 days) is issued. There are 3 options: accept suspension, request a hearing, or request to attend DIP in lieu of suspension. For accumulating 15 or more points in a period greater than 2 years, the driver receives a notice of scheduled suspension (30 days and up) with 2 options: accept suspension or request a hearing. For level A and B scheduled suspensions, the period of suspension depends on the total number of points and the period over which they were accumulated. Drivers receive an official warning after a conference or hearing, or upon completion of DIP and PDP classroom programs, or upon license restoration after suspension for accumulated points. Drivers are warned about the consequences
of additional violations committed within one year of the warning date. There are periods of additional license suspension depending on the number of violations and when they were committed within the probation period. These scheduled suspensions have 2 options: accept suspension or request a hearing. For a point reduction credit of up to 2 points in a 5 year period, drivers may voluntarily attend a MVC approved defensive driving course.
18. Probationary Driver Program Probationary Driver Program: assign, schedule, reschedule drivers to attend, attendance results update driver history and log records, FTAs and suspensions Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Includes remedial actions for errant drivers; fee collections; assignment and scheduling to classroom programs for novice and experienced drivers and commercial vehicle operators. Participants Who participates in this process and what is their role Participant Police and courts Drivers MVC MATRX Staff of MVC Driver Education Unit Role Driver charged and convicted of motor vehicle driving offenses; conviction data sent to MVC and posted to DH records Convicted of violations which subject them to remedial programs; attend classes and undergo periods of probation Records violations, determines points, monitors for drivers eligible for remedial actions and sends driver notifications, manages scheduling for school programs, reacts to school results Responds to driver inquiries, assigns and schedules driver for school programs, records results Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process.
Information/form Reports of disposition of traffic summons DH, privilege and case logs School fee due notices Notice of scheduled suspension Notice to attend scheduled class Official warning notice Orders of suspension, restoration fee due notices, and restoration notices Description Electronic ATS format. All summons data. Updated with violation and school fee due data. School schedule and results information. Suspensions and restorations. Official warnings and point reduction credits. Probationary driver (GDL), commercial driver point school Point system, 12 to 14 points accumulated in a period greater than 2 years. Driver given option to attend driver improvement program in lieu of suspension. All programs, date, time and location of school site. One year probation period, penalties for violations Driver license privilege suspended for failure to attend and complete scheduled school program classes. Description of Current Process What steps, exceptions and variations are there for this process Case #1) a novice driver receives 2 violations and accumulates 4 or more points within 2 years of the date his first driving permit was issued. MVC will issue a probationary driver program (PDP) school fee due notice. DH, privilege and case logs updated for the legal entity/person/permit holder. Case #2) a veteran driver (non-commercial) receives violations and accumulates 12 to 14 points in a period greater than 2 years. MVC will issue a notice of scheduled 30 days suspension giving driver the option of attending a driver improvement program (DIP) school class in lieu of suspension. DH, privilege and case logs for the legal entity/person/licensee will be updated.
Case #3) a commercial driver license holder receives violations and accumulates 12 or more points within a 2 year period, or loses his CDL privilege by order of a court or by MVC for any CDL-type violation(s). MVC will send notice of commercial DIP school fee due. DH, privilege and case logs will be updated. In the first case, if the driver pays the fee on time, he will be assigned to a waiting list for a school site near his home, and scheduled to attend a school session when a slot is available. MVC will issue notice to attend with scheduling details. DH and logs will be updated. If the driver does not pay the fee on time, his driving privilege will be suspended indefinitely until he pays the school fee and a restoration fee. After restoration, the driver will be scheduled for school. If the novice driver attends and completes his scheduled school program, his DH will be update to reflect official warning of a one year probation period and a point reduction credit of up to 3 points. If the driver fails to attend or complete the program, his driving privilege will be suspended indefinitely as of the scheduled school date and until he is rescheduled and completes the program and pays a restoration fee. The driver then receives the warning and point reduction credit as above. If the driver receives a violation during the one year probation period, he will receive a new notice of scheduled suspension of his driving privileges. The period of suspension will depend on the number of violations and how soon they were received after the commencement of the probation period. In the second case, the driver has 3 options: accept suspension, request a hearing or request school in lieu of suspension. If the driver pays the school fee on time, he will be assigned and scheduled as in the example above. If he fails to respond, his driving privilege will be suspended for 30 days, after which he must pay a restoration fee before his license will be restored. If the veteran driver attends and completes his school program, he will receive an official warning and point reduction credit as above. If he fails to appear for school, his license will be suspended for 30 days as of the scheduled school date, and he must pay a restoration fee before his license will be restored. In the third case, if the driver with points pays the school fee on time, he will be assigned and scheduled to attend a program as in the cases above. If he fails to pay the fee on time, fails to attend a scheduled program, his privilege to operate commercial vehicles will be suspended indefinitely and until he pays the school fee, completes the program and pays a restoration fee. He must also respond to a notice of scheduled suspension for accumulation of points, by accepting suspension or requesting a hearing. In this case, school is required in addition to
the suspension action for points. The commercial driver suspended by court or MVC because of any commercial operator violation, must pay a school fee, attend the course, and pay a restoration fee before his CDL will be restored. Commercial drivers do not receive official warnings, probation or point reduction credits for attending their specific program. In each CDL case, DH and other appropriate logs will be updated to reflect the events described above and any interactions between the driver and MVC>
19. Reexaminations Reexaminations: three parts law knowledge, vision, driving demonstration, medical cases Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Schedule New Jersey Re-examinations at Driver Testing Centers state wide for illegally/fraudulently obtained auto or commercial drivers license, fatal accidents, medical review cases, restrictions and/or modified vehicles or 2 accidents with violations within a 6-month period. Participants Who participates in this process and what is their role Participant Court Police Family Members Medical Review Unit Medical Advisory Panel Role Receive from courts order to have driver re-examed Receive from police based on their observation of driver a request to have driver re-examined. Writes in to have family member retested (moved from under Forms & Information section) Upon review of a medical case may decide that a driver take a re-exam. Upon review of a medical case may direct that the driver should be sent for a re-exam. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Family member Description Writes in to have family member retested
RSU M DLRC Driver History Event Code entered when driver has been given restriction on driver s license. Text explains restriction and/or modified equipment driver needs to operate a motor vehicle RSU E 2 ACC MVC Scheduling notice for 2 chargeable accidents within a 6 month period RSU E CTMV MVC scheduling notice for court ordered re-exam RSU E POLC RSU E MAP3 RSU E MDAP RSU E FATL RSU E ILEX RSU O FARX RSU O FPRX RSU M PHYS RSU M FATAL RSU M CTMV RSU M POLC RSU M VOLU RSU M 2ACC MVC scheduling notice for police request due to physical or medical condition MVC 3 part scheduling notice per Medical Advisory Panel recommendation MVC 2 part scheduling notice per Medical Advisory Panel recommendation MVC scheduling notice for those involved in fatal accident Manual notice; MVC scheduling notice for illegally/fraudulently obtained auto or CDL license Suspension order for failure to appear for re-exam Suspension order for failure to pass re-exam Passed re-exam (generated from medical review or doctor s recommendation ) Passed re-exam (generated from fatal accident) Passed re-exam (court ordered) Passed re-exam (police request) Passed voluntarily re-exam (driver generated) Passed re-exam (2 chargeable accidents within 6 months)\ Forms and Information Created What information, notices, forms, etc. are generated by this process. Information/form RSU M ILEX Description Passed re-exam
RSU O ILEX RSU O CFPR RSU O CFTA RSU M CASE Suspension resulting on information that driver obtained CDL fraudulently. Failure to pass re-exam, commercial license Failure to appear for re-exam, commercial license Completed case file sent to microfilm Description of Current Process What steps, exceptions and variations are there for this process Driver History record is checked for open suspensions to determine which type of reexam can be scheduled. Driver Testing Center (DTC) location book is used to determine the closest DTC available for driver. Case is marked with type of re-exam needed, DTC location code and time and date of re-exam is written in log book and then added to system. Driver receives system generated notice advising of the date, time and location of re-exam. ) Driver Testing Center (DTC) receives 6 to 9 reexams per day; time slots are 9 a.m., 10 a.m. and 11 a.m. Up to 3 can be scheduled per hour. On the day of scheduling or the next day roster needs to be requested on AMCL screen. Once received, re-exam cases are compared to roster to make sure all information is there. Cases are then filed in drawer and copies of rosters are mailed to DTC, original roster is filed in book. 2ACC roster is requested every 6 months, reviewed then scheduled. Defaulting Process: If no roster or email has come in from the DTC, re-exam unit has to call the DTC to find out the results of re-exam; this happens quite often. Buck slips have been replaced with roster that is e-mailed between the Re-Exam Unit and the DTC. Serebrum which is an web-based scheduling system may change any or all parts of the procedure when it is implemented. The ADTM screen has to be checked to make sure that the DTC has marked all parts of re-exam that were tested (law and knowledge, vision, road) as passed or failed. If driver has passed re-exam, code has to be entered on Driver History (RSU M PHYS), the assigned re-exam code is then RS d. Driver History is reviewed to determine whether or not driver is able to be restored at this point. If driver fails to
show or fails to pass re-exam (after 3 tries), suspension is entered on Driver History. The Re-exam Unit receives a roster e-mail from the DTC showing a schedule for a re-exam reschedule. The problem that exists currently is that the DTC system and Re-exam system do not talk to each other. When a driver goes to a DTC and that DTC schedules that driver to come back, the re-exam unit has no way of knowing this unless a phone call is made. A system that could display whether or not a driver has appeared, been rescheduled and/or passed/fail re-exam at a DTC that could be accessed by the Re-exam unit for review, would greatly improve our standard operating procedures on a day by day basis. Information would be shared immediately which would allow for the re-exam unit to update the system timely with the necessary suspension action or other administrative codes. Cases are then filed in drawer and copies of rosters are e-mailed to DTC, saved on shared drive on computer.
20. Security Responsibility Security Responsibility: uninsured drivers/owners involved in accidents, third party claims, unsatisfied claim and judgment fund (now PLIGA) repayments, civil judgments arising out of motor vehicle/pedestrian accidents Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Driving and/or registration privileges to be suspended due to receipt of Certification of Unsatisfied Judgment (form SR-38 or Out of State Judgment suspensions or Unsatisfied Claim & Judgment Fund (PLIGA/OSI)). Also, restores or cancel suspensions when appropriate Participants Who participates in this process and what is their role Participant Courts Attorneys Drivers/Owners Other States DMVs PLIGA/OSI (UCJ) Role Sends SR-38 s Certifications of Unsatisfied Judgments to MVC. Requests suspensions or restorations. Report noncompliance and compliance Requests information on their suspensions. Report noncompliance and compliance Requests suspensions or restorations. Report noncompliance and compliance Requests suspensions or restorations. Reports noncompliance and compliance Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Default Letters Description From attorney to re-suspend on Installment Orders.
SR-38 s O/S Suspensions UCJ (PLIGA/OSI) SR-39 (W/S or Installment Orders Installment Orders W/S (Warrant to Satisfy Judgment) Order to Vacate Certification of Unsatisfied Judgment O/S Notice of Suspension and Certification of Judgment. Request for suspensions. Warrant to Satisfy Judgment. Order to allow debtor to repay creditor in installments. Received from Courts to restore. Signed by Judge & filed in court to restore. Received to restore privileges. Signed by Judge and filed in Court to inactivate judgment suspension. Description of Current Process What steps, exceptions and variations are there for this process Upon receipt of SR-38 s, etc. we suspend the driving and/or registration privileges of judgment debtor. We can restore upon receipt of Installment Order, Warrant to Satisfy Judgment, Order to Vacate or letter from attorney indicating insurance in effect on date of accident and should not have been suspended.
21. Surrendered driver licenses and registrations and plates Surrendered driver licenses and registrations and plates Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Customer no longer utilizing either license or plates. Examples: illness, death, transfer of ownership, moved and obtained DL from another state Participants Who participates in this process and what is their role Participant Insurance Companies Law/Enforcement Agencies Customer ( owner of document) Courts Other State Agencies Role Customer presents documentation of surrendered license or registration to Insurance Company to lower /drop insurance Customer presents documentation to Law/Enforcement Agencies regarding impound of vehicle or presents documentation to Law /Enforcement for violation or clearance To obtain acceptable proof that they did surrender license or plates for above participants Customer presents documentation to Courts /Agencies regarding impound of vehicle or presents documentation to courts for violation or clearance Customer needs to present acceptable proof that they did surrender license or plates to other State Agencies. Example out of state misuse
Federal Agencies Department of Justice needs proof Example : non US Citizen surrendered license so they can issue diplomat license Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form RSC1 Surrender form Letter ( license /permit ) Receipt for Registration MVC MATRX Description Fee Authorization document that is used by the Regional Service Center Driver Conference Section for all transaction processed. Shell letter that is issued to the customer only indicating that license /permit surrendered Receipt printed from system Maintains all motor vehicle related information. Receives information and matches the data to legal entity personal profile(s) on MVC records; updates the proper records with related event details. Description of Current Process What steps, exceptions and variations are there for this process Surrender of License /Permit Legal Entity / or individual having a Power of Attorney ( POA)to act on their behalf is issued an RSC 1 form The Legal Entity s /POA identity is verified Legal Entity /POA surrenders a current /valid license or permit
The MVC employee processes transaction on the Amm5 option LS with all of driver s information. Sample of Screen : AVFSL500 AMM5 DRIVER HISTORY 06/08/2005 OPR: TPZPRAT LICENSE SURRENDER 02:42 PM DLN: CTRL DLN: FIRST NAME: MIDDLE INITIAL: _ LAST NAME: DOB: SEX: _ EYE CD: _ SURRENDER DATE: ------------------------------------------------------------------------------- PF3-END PF4-DELETE PF5-FILE PF9-NEW ENTRY PF12-MENU MVC employee then processes the Personal Appearance by entering proper event code i.e DMV M PAET indicate Personal Appearance at Eatontown : Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to tract transaction Legal Entity ( licensee) is at the site the surrender letter is then issued at time of transaction POA is at the site ( not licensee ) Surrender letter is mailed to the former licensee Legal Entity /POA is Advised of the following: the surrender does not prohibit the driver from applying for a duplicate. The replacement fee and the renewal fee Legal Entity signs and is issued pink copy of RSC1 form Registration / plates Legal Entity / or individual having a Power of Attorney ( POA)to act on their behalf is issued an RSC 1 form The Legal Entity /POA s identity is verified Legal Entity /POA surrenders a current /valid /expired registration or plate
MVC employee process transaction on ARRP ARRTL020 LICENSE PLATE MAINTENANCE DATE: 06/08/2005 OPTION: _ (S=SURRENDER U=UPDATE) FIRST PLATE NO : PLATE TYPE: AGENCY ID: RSV/ORD DATE: STATUS DATE : PLATE STATUS: _ SURREND DATE: SURR AGENCY: ------------------------------------------------------------------------------- PF3-END PF11-CANCEL PF12-MAIN MENU MVC employee then processes the Personal Appearance by entering proper event code i.e DMV M PAET indicate Personal Appearance at Eatontown: Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to tract transaction Legal Entity (licensee)/poa is at the site is issued a receipt. Legal Entity signs and is issued pink copy of RSC1 form
22. Uninsured Motorist System Uninsured Motorist Identification and Notification System (UMS for short): monthly component, run of canceled insurance policies affecting certain VINs linked to registrations and plates, and to drivers/owners; two-step scheduled suspension process, requirements for withdrawal of scheduled suspensions and suspensions, restoration requirements after orders of suspension become effective, notices, telephone contacts, insurance company contacts Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Uninsured motorist identification and notification system (UMIS) Participants Who participates in this process and what is their role Participant NJ Insurance companies OIT and MVC IT MVC MATRX Drivers/owners of affected vehicles Staff of MVC uninsured motorist unit Role Report policies canceled for non-payment of premium. Report new policies and replacement coverage. Maintain electronic clearing house of insurance data Clearing house data that pass MVC edits will cause MVC to issue notices of scheduled suspension of registration and driving privileges of uninsured drivers/owners Respond to MVC notices with proof of current insurance or disposition of vehicle and surrender of plates. If suspended, must still meet requirements and pay restoration fees for each suspended privilege Respond to driver inquires, receive proof of compliance, update DH and appropriate files and logs.
Forms and Information Created What information, notices, forms, etc. are generated by this process. Information/form Monthly clearing house reports Notice of scheduled suspensions of registration Cancellation of scheduled suspension Combination notice: order of suspension/registration and scheduled suspension notice/driver license Order of suspension/driver license Description Identify all vehicles and owners on policies canceled for non-payment and not covered by replacement policies. Initial notice to uninsured drivers/owners. 30 days to respond with insurance proof or proof of disposition of vehicle and plates. If valid compliance received on time, the scheduled suspension is canceled. To advise driver/owner who has complied that suspension will not become effective and case is closed. Issued to drivers/owners who fail to respond to initial notice. Registration restoration fee due. 30 days to comply or DL will be suspended. If compliance received on time and fee paid, registration will be restored and DL will not become suspended. Failure to comply with prior notice. Both privileges suspended indefinitely. Owes restoration fees for both. Same compliance requirements as above. Description of Current Process What steps, exceptions and variations are there for this process On a monthly basis, all NJ insurance providers notify MVC of all private passenger insurance policies canceled for non-payment of premium as well as all new policies issued. There is a cross match of canceled policies and new policies. Vehicle owners and principal operators who do not have a match are considered uninsured. After MVC validates that the registration is still active, MVC will issue a notice of scheduled suspension to the registered owner. To avoid suspension, the owner must submit proof of new insurance covering the vehicle(s) in question, or prove that the vehicle has been sold or is no longer in use, and the plates have been surrendered to MVC. After 30 days, if there is not resolution or response, MVC will issue a combination notice to the owner. The notice is an order suspending the owner s registration privileges and a new scheduled suspension of the owner s driving privilege. If after another 30 days there is no resolution or response, MVC
will issue an order suspending the owner s driving privilege. The enabling legislation also provides owners with the option to buy back an uninsured motorist suspension once every 3 years, provided they submit proof that the lapse of insurance coverage was not more than 90 days from the effective date of policy cancellation, and they pay to MVC a civil penalty of $4 a day up to 90 days for each day there was a lapse in coverage. By doing this, the uninsured motorist suspensions are rescinded and will not be reflected on the owner s DH record. Owners who satisfy the uninsured motorist requirements after the suspension effective dates must pay a restoration fee for their registration privileges and another restoration fee for their driving privilege. DH and the appropriate case, interaction and privilege logs will be update to reflect each uninsured motorist and owner-mvc transaction.
23. Violations Violations: data entry and corrections, effect on privilege status and driver history record Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Violations reporting by courts, other states motor vehicle departments, data entry and corrections, monitoring and effect on privilege status and driver history records. Participants Who participates in this process and what is their role Participant Police and courts, NJ and O/S Court administration MVC MATRX Role Driver charged and convicted of violation of motor vehicle and traffic violations. Reports conviction data on driver and violation to MVC via ATS. Communicates with MVC data entry unit to resolve errors and exceptions. Identifies violation and violator (legal entity/person/licensee). Assigns points to appropriate violations. Monitors input for individual violations that trigger scheduled suspensions (e.g. misstatement on application, N.J.S.A. 39:3-37). Calculates and recalculates eligibility for point reduction credits and invalidates improper credits when necessary based on respective dates of violations and credits. Monitors violations for evidence of driving during suspension and for violations during periods of probation. Updates driver history records and logs, and issues point system advisory notices, school program fee due notices, and scheduled suspension notices based on actionable record scenarios. Violation data also goes to surcharge billing office for issuing bills with appropriate assessments based on points and non-
point billable violations. Staff of MVC data entry unit Staff of other MVC units that have contact with drivers and their attorneys Receive error and exception reports and resolves info with courts to correct errors and enable entry of violator and violation conviction data. Receive proof of errors regarding previously reported conviction data sent by courts. Forward to MVC data entry. Record transactions on driver history records and logs. Issue confirmation of corrections to drivers and attorneys. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form Reports of disposition of traffic tickets Error and exception files Correction reports from courts Resolution of data from error and exception files Driver history record, privilege and case logs Surcharge billing office Description Sent by court administration in electronic format via the ATS. All conviction data pertaining to violator and violations. Hold conviction data inaccurate or incomplete that could not be entered on driver history record. Reported out to staff of MVC data entry unit. Hardcopy or electronic to enable corrections. Enables staff to enter violator and violation data on driving record. Updated with conviction data, violations and events triggered by violations such as scheduled suspension notices. Receives data on assessable violations and points. Issues bills/notices of scheduled suspension.
Description of Current Process What steps, exceptions and variations are there for this process Motor vehicle and traffic violations committed by drivers and/or owners are reported to MVC on electronic violation disposition reports via the automated traffic system administered by the administrative office of the courts. These violations are entered into a violation entry sub-system from which these transactions are updated to the driver history record of the individual driver/owner. Presently, violation event codes, as with all other event codes, consist of 8 characters: event responsibility (3), event type (1, always V ) and identifier (4). Example: C26-V-0310 The first 3 characters, C26, the event responsibility, identify the court by county and municipality. C is the code for Burlington County. 26 is the code for Mount Laurel. The fourth character, V, is the type of event. V is the code for violations. The last 4 characters, 0310, are the event identifier. In most cases, there is an identifying relationship between the event code identifier and the statute or regulation which has been violated. E.g. 0310 relates to N.J.S.A. 39:3-10, unlicensed operator. Title 39 is the motor vehicle and traffic regulation. The majority of violations on driver history are violations of this title.
24. Conference Assign driver for a scheduled pre-hearing conference. Schedule, reschedule, and withdraw conference schedule. Set up daily conference sessions schedule at a RSC. Record attendance results. Issue order of suspension if driver FTA. Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Hearing requests, pre-screening of contested cases, and conference scheduling Participants Who participates in this process and what is their role Participant Driver Driver s attorney MVC MATRX MVC Staff of Hearings Unit Role Violators, who have received notices of MVC scheduled suspensions with option to request a hearing Driver s legal counsel. Submits written hearing request. Represents driver at scheduled conference and formal OAL hearing if necessary. May even represent driver on appeal of final MVC decision to Appellate Div of NJ Superior Ct Monitors DH records and violation input. Issues appropriate schedule suspensions and matures them into orders of suspension unless MVC staff intervene. Issues notices. Receive and acknowledge hearing requests. Decide whether to grant or deny. If deny, issue denial notice and order of suspension. If granted, pre-screen driver history and dispose of case without scheduling conference if possible. If not, schedule pre-hearing conference at regional service center (RSC). Prepare case documents and ship to RSC. Reschedule conference if requested in
accord with regulations. Withdraw conference if driver abandons his appeal. Communicates with drivers and legal counsel. Updates DH records, and privilege, case and interaction logs. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form Notices of scheduled suspension, various discretionary MVC cases Hearing requests Hearing request acknowledgemen t Notice to attend conference, scheduled or rescheduled Conference roster Description Offer instructions regarding hearing option and hearing requests Written, submitted by drivers and their attorneys. State factual and legal issues in dispute. Acknowledges receipt of hearing request, and states that a hold will be placed on scheduled suspension pending decision on the request. Schedule notice with date, time and location data. Also states how to request adjournment and the consequences of failure to appear. Prepared by hearings unit and sent to RSC with case file documents. Dates and times of scheduled conferences. Description of Current Process What steps, exceptions and variations are there for this process Drivers have the option to request a hearing to contest discretionary MVC scheduled suspension actions, e.g. point accumulation, driving while suspended, violations during probation. Hearing requests must be in writing and must set forth all factual and legal issues disputed by the driver, and must
be received by MVC prior to the scheduled suspension effective date. If the driver s hearing request is on time, his scheduled suspension is put on hold pending a decision on whether to grant his request. MVC will send the driver and his attorney a notice to acknowledge that the hearing request has been received on time. If the hearing request is not on time, the scheduled suspension will become effective, and an order of suspension will be mailed to the driver. The driver s license will not be restored until the suspension period has elapsed and he pays a restoration fee. DH record and all logs will reflect these events and interactions. If the driver s hearing request is denied, MVC will send him and his attorney a denial notice and order of suspension. If the request is granted, the driver will be assigned to a waiting list before being scheduled for a pre-hearing conference at one of the 4 MVC RSCs. MVC will send the driver and his attorney a notice to attend the conference. Certain cases will be disposed of by a pre-screening process. The driver history record is reviewed and, if it falls within approved guidelines, the hearings unit staff may settle the case without scheduling a conference or hearing. In such cases, the driver is usually given an official warning and placed on probation, or no further action is taken. If the driver fails to appear for his conference, he is deemed to have abandoned his appeal, and his driving privilege will be suspended for the scheduled period, as of the conference date. The driver s license will not be restored until the suspension period has elapsed and he pays a restoration fee. The driver may request that his conference appointment be rescheduled. The request must be in writing, for good cause, and received by MVC 7 or more days before the scheduled conference date. If the request is late or not warranted, it will be denied and the driver s license suspended for the scheduled period effective on a date set by MVC. The driver must serve the suspension and pay a restoration fee. At the scheduled conference, the driver will discuss his case with a driver improvement analyst who will review the DH record and consider the driver s reasons for not being suspended, including disputes of fact and law. The conference officer may reduce the scheduled suspension with justification and approval of his supervisors, allow the driver to attend a DIP school program in lieu of part or all of the suspension period, give the driver an official warning and place him on a year probation, or take no action against the driver s record. The conference officer will make a written record of the conference and offer the driver the settlement terms for his acceptance. If the driver rejects a settlement with MVC, he must appear at a formal hearing before an administrative law judge whose decision is subject to
approval of the MVC chief administrator. DH record and all appropriate logs will be updated to reflect the results of the conference and/or formal hearing, and all related interactions between the driver and MVC,
25. Determine fees due Determine fees due: restoration of registration, restoration of license, dishonored check penalty fee, alcohol countermeasures program, driver improvement program, and probationary driver program. Notify driver of fee(s) due. Collect fee payments made by mail, in person, or via telephone and internet. Update driver history and logs accordingly. Summary Brief description of the purpose of this process. What decision(s) will be made, etc. MVC Collects various fees from individuals and businesses or restore their driving and registration privileges, or to enroll drivers in educational programs Participants Who participates in this process and what is their role Participant MVC MATRX MVC Staff Other State Agencies ( i.e. Department of Human Services, Courts. Legal Entity Role Maintains all motor vehicle related information. Receives information and matches the data to legal entity personal profile(s) on MVC records; updates the proper records with related event details. Various areas either review and submit cases to the Driver conference ( RSC) at one of the 4 sites for determining requirements to restore or retain driving /registration privileges Refers Legal Entity to Driver Conference ( RSC) at one of the 4 sites to determine requirements to restore or retain driving /registration privileges Visits a Driver Conference ( RSC) at one of the 4 sites to
(individual person or business) determine requirements to restore or retain driving /registration privileges Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form RSC-1 RC-28 RS-19 UCJ receipt ( no form number ) Description Fee Authorization document that is used by the Regional Service Center Driver Conference Section for all transaction processed. UCJ fund fee for MVC Security Responsibility Accounting Unit UCJ -Receipt for the Security Responsibility Deposit Unsatisfied Claims and Judgment Fund receipt Description of Current Process What steps, exceptions and variations are there for this process In Person (only the driver of record or representative with notarized authority of the driver: Applicant/ or individual having a Power of Attorney (POA)to act on their behalf requests a certified document* or abstract. The applicant s identity is verified MVC Employee completes RSC 1 Fee Authorization form MVC employee then processes the Personal Appearance by entering proper event code i.e DMV M PAET indicate Personal Appearance at Eatontown :: Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to tract transaction MVC Employees must review each event to determine if fees are required RS
indicates satisfied, IN indicates inactivated, CA indicates cancelled while AC is active indicating fees need to be collected MVC Employee will RS the event once fees are collected. Legal Entity signs and is issued pink copy of RSC1 form The completed RSC-1 and applicable monies are forwarded to the Fee Unit. The Fee Room receives its information via data transcribed onto handwritten forms (RSC-1 and RSC-2) from the Comprehensive system. Today the RSC s only accept two types of tender, cash and checks. In this Section of the RFP you will find a process out-lining the cashiering functions covering the way cash and checks are processed and also covering the end of day process for the Regional Service Centers. MVC Employee processes transaction through the register using the keys programmed for applicable fees Legal Entity is called; Identity rechecked and submits pink copy of RSC -1 Legal Entity then is issued the pink copy of RSC 1 and register receipt Fee Unit must then at end of day balance register draws to fees collected A sign on is used by each employee and till management is part of the standard business process. The cash registers are not connected to any system which would permit electronic gathering of transaction data in a central data base the back end process reconciles the business (comprehensive system) with the monies deposited. Approximately 21 blue labeled keys are programmed for items and set fees ie restoration (Rest) is $100. 00. The Rest key when press rings up $100.00 dollars. Other keys are pre program for items (no monies) only ie surcharge has a pre program key, the employee keys in the appropriate monies and presses the surcharge key. This allows for end of day balancing to accounts. The Surcharge in additional to balancing on register must also balance with the Vision System. The fee rooms use sub-applications of the COMP System called the Surcharge System and the Driver History System. At the end-of-day, if all Legal Entity transactions are complete, the total can be taken from the Z mode register tape. If not, an X Mode reading should be processed.. The money in all the cash register tills must be counted and verified, and the tills
must be placed in the safe. The cash deposit and check deposit forms must be completed. Listed below are the fee event codes on listed on Amm4, option DH, Driver History
26. Fees Receive and process payments of the above fees due. Summary Brief description of the purpose of this process. What decision(s) will be made, etc. MVC Collects various fees for the Legal Entity to retain or restore their driving and registration privileges Participants Who participates in this process and what is their role Participant MVC MATRX MVC Staff Other State Agencies Legal Entity (Individual person or business) Role Maintains all motor vehicle related information. Receives information and matches the data to legal entity personal profile(s) on MVC records; updates the proper records with related event details. Various areas either review and submit cases to the Driver conference ( RSC) at one of the 4 sites for determining requirements to restore or retain driving /registration privileges Refers Legal Entity to Driver Conference ( RSC) at one of the 4 sites to determine requirements to restore or retain driving /registration privileges Visits a Driver Conference ( RSC) at one of the 4 sites to determine requirements to restore or retain driving /registration privileges Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process.
Information/form RSC-1 RC-28 RS-19 UCJ receipt ( no form number ) Description Fee Authorization document that is used by the Regional Service Center Driver Conference Section for all transaction processed. UCJ fund fee for MVC Security Responsibility Accounting Unit UCJ -Receipt for the Security Responsibility Deposit Unsatisfied Claims and Judgment Fund receipt Description of Current Process What steps, exceptions and variations are there for this process In Person (only the driver of record or representative with notarized authority of the driver: Applicant/ or individual having a Power of Attorney (POA) to act on their behalf requests a certified document* or abstract. The applicant s identity is verified MVC Employee completes RSC 2 Fee Authorization form MVC employee then processes the Personal Appearance by entering proper event code i.e DMV M PAET indicate Personal Appearance at Eatontown : Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to tract transaction MVC Employees must review each event to determine if fees are required RS indicates satisfied, IN indicates inactivated, CA indicates cancelled while AC is active indicating fees need to be collected MVC Employee will RS the event once fees are collected. Customer signs and is issued pink copy of RSC1 form The completed RSC-1 and applicable monies are forwarded to the Fee Unit. The Fee Room receives its information via data transcribed onto handwritten forms (RSC-1 and RSC-2) from the Comprehensive system. Today the RSC s
only accept two types of tender, cash and checks. In this Section of the RFP you will find a process out-lining the cashiering functions covering the way cash and checks are processed and also covering the end of day process for the Regional Service Centers. MVC Employee processes transaction through the register using the keys programmed for applicable fees Customer is called; Identity rechecked and submits pink copy of RSC -1 Customer then is issued the pink copy of RSC 1 and register receipt Fee Unit must then at end of day balance register draws to fees collected A sign on is used by each employee and till management is part of the standard business process. The cash registers are not connected to any system which would permit electronic gathering of transaction data in a central data base the back end process reconciles the business (comprehensive system) with the monies deposited. Approximately 21 blue labeled keys are programmed for items and set fees ie restoration (Rest) is $100. 00. The Rest key when press rings up $100.00 dollars. Other keys are pre program for items (no monies) only ie surcharge has a pre program key, the employee keys in the appropriate monies and presses the surcharge key. This allows for end of day balancing to accounts. The Surcharge in additional to balancing on register must also balance with the Vision System. The fee rooms use sub-applications of the COMP System called the Surcharge System and the Driver History System. At the end-of-day, if all customer transactions are complete, the total can be taken from the Z mode register tape. If not, an X Mode reading should be processed.. The money in all the cash register tills must be counted and verified, and the tills must be placed in the safe. The cash deposit and check deposit forms must be completed. Listed below are the fee event codes on listed on Amm4, option DH, Driver History
27. Message Record contacts with driver by mail, phone, FAX, in person, or email. Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Answer inquiries on driver history concerns; involving status of driver license; restoration requirements. Then update driver history with outcome. Participants Who participates in this process and what is their role Participant Driver Attorney Chief Adm. Office, legislators, etc. MVC Corr. Unit Courts Out of state motor vehicles Role Obtain information on driving record. Obtain information on driving record for client. Obtain information on driving record for driver. Review record and address the driver history concern. Clarification or updating of record. Want clearance or No Record of driver. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Correspondence, Description Contact with MVC and questions driver history record.
call, e-mail Word Processing forms Answer Questions 159 Check off form for restoration requirements; rescission letter; clearance letter driver license in good standing; no record letter of driver history in database. Page 96 of Description of Current Process What steps, exceptions and variations are there for this process Contact made with MVC thru correspondence, phone, FAX, e-mail by driver or Representative with driver history record concerns. MVC Correspondence Unit reviews driver history record and addresses concern by phone, form letter, composed letter. Update record, make any corrections and enter text on handling of case.
28. Notice Determine that driver has accumulated 6 to 11 points and send him an advisory notice. Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Issue advisory notices to drivers in accord with statute N.J.S.A. 39:5-30.9. Participants Who participates in this process and what is their role Participant Veteran driver Novice driver Courts MVC MATRX Role Accumulates current total point score of 6 to 11 points. Convicted of first point-carrying violation within 2 years of receiving first driving permit. Report conviction data to MVC via the ATS. Updates DH records and logs, assigns points, and monitors for the above advisory scenarios, and issues advisory notices to drivers accordingly. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form Court report of disposition of traffic ticket DH records Advisory notices Description Conviction data of driver and violation. Reflect violations and points eligible for advisory notice. Mailed to drivers. Worded appropriately for veteran and novice drivers.
Description of Current Process What steps, exceptions and variations are there for this process Novice drivers: When the first point assessed violation is committed by a novice (probationary) driver, an advisory notice is sent informing the driver that if 2 or violations are committed, totaling 4 or more points, MVC will require the driver to pay a school fee and complete a probationary driver classroom program. Veteran drivers: When a point assessed violation is added to a driver s record and the point total is between 6 and 11 points, this advisory notice is sent to the driver informing the driver of the current point total on record and that if 12 or more points are accumulated, MVC will schedule a suspension of the driver s NJ driving privileges.
29. Orders Enter court-ordered and MVC administrative orders of suspension for fixed periods of time. Calculate restoration eligible date for several suspensions active on the record at the same time. Enter indefinite court and MVC suspensions. Determine restoration requirements for several indefinite suspensions active on the record at the same time. Do the same for a mixture of finite and indefinite suspensions active on the record at the same time. Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Enter court-ordered and MVC administrative orders of suspension for a fixed period of time. Calculate restoration dates for several term suspensions active on the record. Enter court-ordered and MVC administrative indefinite suspensions and determine restoration requirements for same. Determine restoration requirements for any of finite and indefinite suspensions. Participants Who participates in this process and what is their role Participant Law Enforcement Judges, Superior, Municipal & OAL MVC staff Role Determine the status of a driver history record with active O s before issuing proper summonses. Conduct formal proceedings of summonses and OAL cases. Issue decisions that can result in an order of suspension being added to driver s record. Conference officers at RSCs hold informal proceedings that could result in an order of suspension being added to a driver s record. Driver Improvement Analysts and MV Record Technicians analyze driving records to determine the status of motorist driving and/or registration privilege.
Insurance carriers Drivers Report to MVC cancellation of liability coverage or denial of coverage that could result in an order of suspension being issued. Drivers who have had their driving and/or registration privileges suspended either administratively or by court order receives an official notification from MVC MATRX. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Judgment of Convictions Denial/Cancellation of Insurance Coverage Failure to Appear Notifications from Courts Automated Traffic System Fee Payment Records Description Drivers convicted of violations that could result in suspension of privileges by court order or administratively. Includes convictions of DUI in foreign states. Failure to maintain liability coverage can result in administrative suspensions of the driver license and registration privilege. Drivers failing to answer summonses receive can have their driving or registration privilege suspended. ATS interfaces with MVC MATRX to post violations or suspensions of driver license or registration privilege ordered by a municipal court. After restoration requirements have been met, restoration fees or program fees must be paid for driver to be restored. Description of Current Process What steps, exceptions and variations are there for this process Orders of suspension can be generated to the MATRX System 2 ways from a court thru ATS or from MVC (administratively). Court-ordered suspensions are generated by convictions of motor vehicle
offenses and ordered by a judge. They are entered directly on the driver s record. Judges may also suspend for failure to pay a parking ticket. Administrative suspensions always offer the driver due process prior to the order of suspension being posted to the record. The driver is offered a period of time to: a) request a hearing for a discretionary suspension, or b) correct the situation that generated the proposed suspension. Orders of suspension may be for a fixed period of time (finite) or indefinite.
30. Program Eligibility Determine driver s eligibility to attend a remedial program (ACP, CDL, DIP, GDL, PDP). Send appropriate fee due notice. Upon receipt of fee payment, assign driver to wait list for his program and school site. Set up session schedule at school site. Schedule driver to attend certain date/time/site and notify driver and third party (attorney, interpreter e.g) if necessary. Record attendance results. Update driver history with appropriate warning and point reduction credit. Issue order of suspension if driver FTA.
31. Restoration Eligibility Determine eligibility for restoration of license and registration privileges, and restore when all requirements are met. Allow for back-dating restorations if appropriate. Issue notices of restoration with warning and alcohol program conditions if appropriate. Automatically delete restorations made invalid by subsequent entry of suspension events.
32. Suspension Issue discretionary (hearing option) and non-discretionary types of scheduled suspensions. Notify driver accordingly. Mature S/S events after appropriate S/S and grace periods have elapsed, and issue appropriate orders of suspension. Cancel S/S satisfied before suspension effective date. Hold S/S pending outcome of scheduled pre-hearing conference or formal hearing.
33. Violations Enter all types of violations on driver history and log records. Assign points according to regulations. Assess surcharges where appropriate. Trigger appropriate types of scheduled suspensions. When necessary, process for deletion of violations and related driver history and log record corrections. When appropriate, process for appeals, with and without stays, and all appeal outcomes and results.
34. Warnings Issue warnings in writing, in person at conferences and programs, and as results of hearing decisions. Update driver history and log records to monitor for violations during probation periods, and to issue proper scheduled suspensions if probation violated. Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Official warnings are authorized by the point system regulation, are verbal (issued at conclusion of DIP and PDP classes, or, after a scheduled prehearing conference) or written (issued separately or as part of text of restoration notices), and place driver on probation for a one year period and explain consequences of additional violations during probation in terms of new scheduled license suspensions. Participants Who participates in this process and what is their role Participant MVC driver education unit MVC hearings unit (conference screening and scheduling) RSC conferencing Role Updates DH records and logs to reflect results of DIP and PDP school results. Enter point reduction credits and warning events for those who complete classes, and enter orders of suspension for those who fail to attend or complete. Receives hearing requests and, in certain cases and circumstances, issues written warnings in lieu of suspensions to drivers to resolve cases without the necessity of scheduling pre-hearing conferences. After pre-hearing conferences, may issue verbal warnings in lieu of suspensions to settle certain cases.
units MVC MATRX With input from 3 units above, updates DH records and logs to reflect one year probation period from date of verbal or written warning. Monitors DH records for additional violation activity, and issues new scheduled suspension notices based on number of new violations and how soon they were received during probation period. MATRX also monitors DH records of drivers restored after serving suspension for accumulating 12 or more points under the point system regulation. When restored, these drivers also are placed on probation and warned of the consequences of additional violations. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form Report of disposition of prescreened hearing request Pre-hearing conference report Restoration notice DIP and PDP completed class rosters Warning notice Description Indicates issue official warning in lieu of scheduled suspension. Indicates disposition of contested scheduled suspension case as issue official warning in lieu of part or all of scheduled suspension period. Indicates restoration is with official warning of probation and consequences of additional violations. Indicate drivers who completed class and received verbal warning from instructor. Written warning, issue as result of addition of warning events to DH record. Includes conditions and terms of warning under the point system regulation Description of Current Process
What steps, exceptions and variations are there for this process Warnings are applicable to point accumulation cases only. Legal authority is under statute N.J.S.A. 39:5-30 and regulation N.J.A.C. 13:19-10.6. Conditions and terms of all warning are as follows: For the first violation driver commits, the penalties are as follows: If the violation was within the first 6 months of probation warning date, the driver license suspension period will be 90 days. If the violation was between 6 and 9 months of probation start date, the suspension period will be 60 days. If the violation was between 9 months and one year of probation, the suspension period will be 45 days. For the second and any additional violations the driver commits, the penalties are as follows: If the violation was within the first 6 months of probation start date, the driver license suspension period will be 180 days. If the violation was between 6 and 9 months of probation, the suspension period will be 120 days. If the violation was between 9 months and one year of probation, the suspension period will be 90 days. The penalties for the second and any additional violations are in addition to the penalty for the first violation.
35. Point Reduction Credits Issue point reduction credits for annual safe driving periods, completion of MVC driver improvement and probationary driver programs, and completion of voluntary defensive driving courses taken during period specified by laws and regulations. Reverse and rescind prior point credits based on subsequently recorded violation and suspension activity.
36. CDL Review Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Verify all federally mandated penalties are correctly accessed. Completes manual data entry on DH when applicable. Participants Who participates in this process and what is their role Participant MVC CDL Unit MVC Agencies OIT MVC Mail Room Comp System CDL Drivers Role Receives reports from Office of Information Technology. Completes all DH data entry regarding federally mandated penalties for CDL holders. Houses and maintains files for all CDL related penalties, if required Answers inquiries from public and governmental agencies regarding all aspects of the CDL program. Distributes information on CDL programs requested. Answers informal question regarding background check project. Completes CDL license transactions and issues CDL to applicants. Prints reports of all CDL violations as well as schedule and order of suspension for CDL holders as needed in compliance with federally mandated time periods. Receives advisory notices and suspension notices, scheduled, orders and restorations as required from OIT and completes mailing process. Prints order of suspension notice for hazardous material endorsement after dis-qualification event is placed on DH by CDL triggering suspension. All commercial drivers licensed in the State. Forms and Information Needed or Completed
What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Violation reports Order of suspensions notice Restoration Forms Scheduled Suspension Notice Description Reports all violations/convictions received by CDL holders in state whether driving CMV or basic auto. Order of suspensions will be issued after entering proper event on DH. Restoration forms are issued after driver completes suspension period and pays restoration. Some drivers may have to be re-tested. If any CDL holder is suspended in NJ for violations under the MCSIA Act a schedule of suspension will be sent to CDL holder informing them that suspension will begin 30 days. No hearing will be given for these suspensions. Description of Current Process What steps, exceptions and variations are there for this process The CDL Unit is a newly formed unit within the MVC whose responsibilities are to ensure that new federally mandated programs are implemented and to keep NJ in compliance. The Motor Carrier Safety Improvement Act is a federally mandated program that has a deadline of September 31, 2005 for implementation. Part of this program is many new and stricter penalties for CDL holders. Also violations committed in basic autos count against their CDL, not just violations committed in a CMV. The CDL will receive reports from OIT and verify that the correct penalties have been assigned. If not data entry to DH will be done to ensure the correct penalties are assessed. When the correct event code is entered on DH a schedule of suspension notice will be generated and sent to the CDL holder giving him 30 days before the suspension commences. Much detailed work will go into these reviews and a complicated review of the CDL holders driving record will be completed.
37. Bus Driver Review Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Review applicants for Passenger (P) endorsement qualification in three areas 1. physical examination form for any medical or physical impediments, 2. driver history record for disqualifying operation of a motor vehicle while under the influence of drugs/alcohol within 10 year period and for accumulation of 12 or more points, and 3. state criminal history background checks (SBI Reports) provided by the NJ State Bureau of Identification for disqualifying. These reports are received directly from the NJ State Police, or through the Dept. of Education (DOE) for school bus drivers who have not met their (DOE) requirements. The Unit schedules suspensions, issues correspondence, reviews automated fingerprinting reports, suspends, conducts conferences, answers phones and enters related system updates. Participants Who participates in this process and what is their role Participant Sagem Morpho fingerprint vendor Role Drivers make appointments to have fingerprints scanned. Receipts are issued upon completion of the process and given to the applicant. The applicant includes a copy of the receipt with his application. Once the applicant is fingerprinted through the fingerprint vendor, the information is posted on their website. MVC has permission to access the information and to it is generated through a portal to OIT, who in turn populates the corresponding driver histories with the respective compliancy codes DMV M FING for 39:3-10.1 (under MVC) or DMV M FPSB for 18A:39-19.1(under Dept of Ed.) In addition the results are posted only for fingerprinting done under 39:3-10.1 as DMV M CPCR-criminal history record hit, DVR M FPNR-no record, or DMV M DVR M BFPR-bad prints, must be reprinted.
Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process Information/form Bus Application Physical Examination Form & Medical Examiner s Certificate Declaration Flyer State Bureau of Identification (SBI) Report Dept of Education (DOE) Disqualification Letter Description DOT physical (RA-4), declaration (DR-14), fingerprint application (NJAPS1, Version 1.8). These forms can be obtained from the Agencies or off the Internet. This form must be completed every two years by the applicant s physician and submitted in person, by mail or fax to MVC. The applicant must carry a current Medical Examiner s Certificate with his driver license but must also submit a copy to MVC with the physical exam form. This form is now required whenever a driver applies for an initial, renewal or upgrade to the CDL for a P or S endorsement. The form identifies the type of employer (DOE, DHS-Dept of Human Services, DCF-Dept of Children & Families, day care, regular transit bus). State criminal history background check returned to MVC by the NJ State Police through the State Bureau of Identification. This report, SBI Report, provides the arrest and conviction record of an applicant for the P endorsement (fingerprinted under 39-3-10.1) and is the basis for proposing suspension action or taking no action after it is reviewed. Letter received from DOE which is usually accompanied with an SBI Report attached, through which DOE requests the immediate suspension of the S endorsement. In addition, the SBI Report is reviewed to determine if MVC will also propose suspension against the P endorsement. Occasionally, the Disqualification Letter is received without a criminal history attached wherein the S endorsement is suspended but MVC can take no action against the P endorsement.
Description of Current Process What Steps, exceptions and variations are there for this process The driver will obtain a CDL Manual. The driver studies the manual, takes the knowledge and vision tests at a Driver Testing Center. Once he passes the test, the driver purchases a permit with his six points of identification, completed physical examination form & medical examiner s certificate, and fingerprint receipt. The driver schedules a road test in the vehicle for the endorsement(s) applied for. Upon passing the road test(s), the permit is stamped and the cdl with the endorsements is issued. Things we need the System to do: 2A) With the inception of the S endorsement for school bus drivers, we have become aware that not all school bus drivers are under DOE. This has created a problem for drivers under other State Departments who are required to transport school-age children using vehicles with S1 or S2 plates. The statute used at the time the applicant goes to the fingerprint scanning vendor identifies the State Dept. to receive the background check. Currently, only DOE fingerprinting is recorded on driver history with its own separate fingerprint compliancy code DVR M FPSB. DOE also has an agreement to notify and forward to MVC state criminal background checks of any school bus drivers they disqualify so that the S endorsement can be suspended. Since this type of agreement does not currently exist with other State Depts., or with private and parochial schools not under DOE, MVC is not aware of when a school bus driver is disqualified by these employers. In the place of or in addition to the manual notification from DOE and for all other State Depts., MVC would like a link to identify school bus drivers in their employ who have been disqualified. This would allow MVC to suspend S endorsements automatically upon the automatic entry of a disqualification code identifying the State Dept. MVC also needs a way to identify school bus drivers for private and parochial schools that are not under any State Dept. Unlike State Depts. where a statute can be identified, school bus drivers for private and parochial schools appear to be covered by NJSA 39:3-10.1 which is used specifically for the issuance of a P endorsement only with the posting of the event code DVR M FING to the driver history. 9) Presently fingerprint compliancy/results are obtained by MVC accessing the fingerprint vendors website and forwarding this information through a portal to OIT who then populates the related driver histories. If possible, we would like the information to be sent directly from the vendor to OIT to populate the driver histories.
Note: Conference scheduling procedures are subject to change with the implementation of Serebrum.
38. Bus Driver Review Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Review applicants for Passenger (P) endorsement disqualification in three areas 1. physical examination form for any medical or physical impediments 2. driver history for disqualifying operation of a motor vehicle while under the influence of drugs/alcohol within a 10 year period and for accumulation of 12 or more points and 3. criminal history background checks provided by the NJ State Bureau of Identification for disqualifying arrests/convictions. Disqualifications result in Scheduled Notices of Suspension. Participants Who participates in this process and what is their role Participant Agency & Driver Testing Sagem Morpho, Inc. New Jersey State Bureau of Identification (SBI) Department of Education (DOE) S school bus endorsement issued with a P endorsement Role Issue CDL permits and licenses, provide CDL Manual, and do testing (knowledge, vision and road). Collect DOT physical examination forms, declarations and fingerprint receipts and faxes or mails to the BAU for handling. Drivers make appointments to have fingerprints scanned. Receipts are issued upon completion of the process. Transmit fingerprints to State Police. SBI Reports are sent electronically to Internal Investigations where they come through a central printer. They are collected and sorted in the Bus Application Unit and those not belonging to this Unit are sent to the respective areas. Do their own fingerprinting review (both FBI & SBI reports) and refer all school bus drivers SBI Reports, not meeting DOE requirements, to MVC Bus Application Unit to suspend S endorsement privileges. The reports are reviewed by the Bus Application Unit for possible action against the P endorsement. If disqualified through the FBI report, DOE only sends letter requesting suspension of S endorsement. MVC takes no action against the P endorsement.
Administrative Office of the Courts (AOC-ACS/ATS) Used to supplement or correct information received on the SBI report only on th municipal court level. Passenger Endorsement Applicant Bus Application Unit (BAU) personnel Driver must submit initial application (physical, declaration, fingerprint receipt). Must update physical every 2 years. Drivers under DOE must be fingerprinted every four years or upon DL renewal. Supervisors - Oversee the Unit ensuring that good customer service is provided to the public via telephone, correspondence or personal appearance. Review the more complex cases. Update driver history records to reflect administrative decisions and current status of bus driver. Interact with Agency/Driver Testing/Regional Service Center personnel. Clerical - Review applications for completeness, refer cases to Medical Unit as needed and enter event codes for scheduled suspension notices for incomplete applications and disqualifying driver history DUI only. (Comp-system is automated to issue scheduled notice of suspension for 12 or more points). Answer telephone inquiries, review responses to scheduled notices, send correspondence, maintain correspondence files and prepare all submitted information for microfilm. Enter fingerprint codes for initial fingerprinting and additional information. Hearing Officers - Review SBI reports, determine if a scheduled notice of suspension is warranted or no action. Receive and enter hearing requests, schedule conferences, hold conferences and make entries accordingly i.e. suspend or no action. May refer driver to MVC Driver Improvement School or Defensive Driving Program with or without holding a conference. Review information submitted by drivers and respond to correspondence from drivers and attorneys. Prep cases for OAL hearings. Also contact courts and attorneys by phone or correspondence.
Comp-System Office of Administrative Law (OAL) Employers CDL Driving Schools Medical Review Unit Driver Education and Improvement Unit Defensive Driving Program Upon entry of event codes by BAU personnel will issue scheduled suspension notices which default into orders of suspension. It also sends out no action notices either upon CA (cancellation) of scheduled notice of suspension or upon entry of code, notice to attend generated upon entry of conference schedule. Also records phone calls, applications and letters received or sent with memo text. If a conference is not settled, the case is prepped and copied for a formal hearing. It is referred to MVC s OAL Transmittal Unit. The case is prepped & sent to OAL to be heard. The case is heard, reviewed by the Legal Staff, returned to the OAL Transmittal Unit and then to BAU to enter OAL decision. If driver failed to appear, a suspension is entered. Provide documents needed to obtain or continue holding a CDL with a P endorsement to employees. Forward these documents to BAU either by mail or fax. Besides training in the vehicles, provide documents needed to obtain a CDL with a P endorsement. Physical examination forms that show a disqualifying medical or physical condition are referred to this Unit for further evaluation. Upon request of the BAU will schedule a CDL holder for the MVC Driver Improvement Program ($100 program fee required) and enter the 3 point credit for attendance upon receipt of the class roster. They also enter the 2 point credit for attendance of a Defensive Driving Program upon receipt of the roster from the sponsoring Agency. In partnership with MVC offered to drivers for a 2 point reduction once every 5 years and a 5% insurance reduction once every 3 years. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Bus application Description DOT physical (RA-4), declaration (DR-14),
fingerprinting application (NJAPS1,Version1.7). Agency/Driver Testing/Regional Service Center Notice of Scheduled Suspension (BUS S CP--) Order of Suspension related to above (BUS O CP--) Notice to Attend Conference (Pre-hearing CON C PCDL or Opportunity to be Heard CON C POPP) Form letters (not generated by the system manually done with event code and memo text) Issue permits, licenses. Driver must present completed forms at CDL renewal. Drivers may pick up abovementioned forms as blanks. Driver must present proper identification. MVC will send to the driver notices requiring completion of application or for disqualifying driving record or disqualifying criminal history record. Given 30 days to comply by submitting required information or requesting a conference if it is an option. Otherwise schedule will default in 15 days to an active order of suspension. If no compliance or response within the default time, MVC will issue an order suspending the P endorsement. There is only one direct order issued on the request of the Dept. of Education. Driver may request a conference after receiving a scheduled notice of suspension. Suspension is stayed and the driver is notified of conference date, time and location. A driver may also request an opportunity to be heard conference after the suspension of the endorsement. Suspension remains in effect and the driver is notified of the date, time and location. A Y (yes) is entered on the maintenance screen after the conference is heard and CON M PHBU (prehearing held) or CON M OTBH (opportunity held). If the driver fails to appear an N (no) is entered on the maintenance screen and the suspension is entered BUS O CP-- and CON M FHBU is entered for failure to appear at the pre-hearing. No further entries are made for nonattendance of an opportunity conference. DMV M LSBU with memo text - Driver has made an attempt to comply with application requirements. Additional time is given to comply. Failure to do so results in entry of suspension either manually entered or upon default of the scheduled notice of suspension. Attendance of a DIP and/or DDP class is offered in lieu of suspension for accumulation of 12 or more points in
more than 2 years. (DMV M CORR with memo text) DMV M CORR with memo text - Responses to letters from drivers, attorneys, employers and state representatives providing information. DI 300 rescission letter used by other areas for driver license but modified for passenger endorsement when suspension is being removed from the record. No P letter used to send physical examination form to driver who has no record of holding a passenger endorsement. P only letter- sent to driver to carry in vehicle when only the P endorsement is suspended. Restoration fee due notice Driver Improvement Program (DIP) fee due notice Restoration Notice No Action (DRT M BUSL) Sagem Morpho Fingerprint Applications Daily Reports Once compliance is received, reminds driver restoration fee is owed before restoration of endorsement. Sent to driver that has been reviewed for points and found qualified for DIP attendance. If accepted and fee paid, (DIP F PROG) is entered. It automatically causes assignment (DIP P PROG) and will schedule the driver for the class. MVC will issue a computer generated notice when the compliance requirements have been met and fees paid. Advises the driver that the required information has been received and reviewed and that the Bus Application Unit has determined that no action will be taken at this time. It also serves to warn the driver that if there is a change in status, MVC will take action. This notice is either a default by CA of the schedule notice of suspension or in the event of a conference; it is entered under a separate code which generates the notice. Driver may pick up at Agency or on the MVC website. The driver then calls to make an appointment, appears in person at the site and is fingerprinted and issued a receipt. Driver Review Manager receives a report from Sagem Morpho Inc of all fingerprinted (name, DL#, governing statute). This is given to the BAU clerical staff and
helps in the sorting of SBI reports received to the proper areas. Mail Lists Conference Report forms Conference Settlement Memo CDL Manual All scheduled suspension notices, orders of suspension, cancellations of scheduled suspensions, notices to attend pre-hearing & opportunity conferences are copied for microfilm & mail lists are generated & kept by the Mail Rm. 4 one-sided papers used at time of a pre-hearing or opportunity conference to record information in reference to a driver s disqualifying criminal background record or driver history to determine rehabilitation progress. Given to driver requesting more information to be submitted for the hearing officer to make a better determination whether to take no action, to suspend, or to restore the passenger endorsement. Covers requirements for obtaining a class A, B, or C commercial driver license (CDL). Description of Current Process What steps, exceptions and variations are there for this process The driver goes to an Agency to purchase a permit with six points of identification. The permit is issued and the driver is given the CDL manual. The driver studies the manual, takes the knowledge and vision tests. Once they pass these tests they go onto scheduling the road test. The road test is taken in a representative vehicle for the endorsements applied for. Provided the driver passes, the permit is stamped and presented to the Agency along with the physical examination form and medical examiner s certification, the declaration, and the fingerprint receipt. At this point the CDL license with the corresponding endorsements is issued. The Bus Application Unit actually has two functions. The first function is to review the initial application package consisting of the physical, declaration and Sagem Morpho fingerprint receipt and to review the driver history. Every two years the driver is required to have a physical examination (unless otherwise indicated by the examining physician on the medical examiner s certificate) and to submit a copy of this document to the MVC Bus Application Unit. The driver
history is reviewed at this time for a conviction of driving under the influence of liquor/drugs (39:4-50) within the first three years or multiple charges within a 10 year time frame. This results in the posting of BUS S CPSA (substance abuse). The driver may accept the suspension or request a hearing. If a hearing is requested the reviewing hearing officer determines if a conference is necessary or require the driver to submit a letter from the Dept. of Health, Division on Alcoholism, Intoxicated Driver Program indicating their recommendation after final evaluation after attending their assigned program for consideration of taking No Action. The driver history record is reviewed for current accumulation of 12 or more points. The system is programmed to issue a BUS S CPPT when appropriate. A driver may accept this suspension or request a hearing. If the driver requests a hearing, he normally faces suspension until points are below 12 and may request a formal hearing if not satisfied with the conference settlement (OAL see under BUS S CPCR). Hearing officer has discretion to send the driver to MVC Driver Improvement Program (3 point reduction) and/or Defensive Driving Program (2 point reduction) which is offered by the private sector in partnership with MVC to educate driver. If the driver does not submit the proper application information, a BUS S CP--, scheduled suspension notice is sent to the driver allowing him 30 days to submit the information. Currently, a 15 day grace period is allowed for the turnover of the scheduled notice into an order of suspension. If information is received within the 45 days but more information is needed, an extension can be granted, the system is corrected to reflect the additional time and a DMV M LSBU, information letter is mailed. Information must be sent as no hearings are given on these scheduled suspension notices or orders of suspension. If the driver is under the jurisdiction of the Department of Education (DOE), driving vehicles with S1 or S2 plates, the driver is responsible for being fingerprinted through DOE, both FBI and SBI, every four years or at the renewal of the driver license. Once completed information is received the driver history and subsystem are updated and then it is prepared and sent to be microfilmed. If the information is not received the P endorsement is suspended until the information is received and a restoration fee is paid. The second function is to review the SBI criminal history records and determine if the information disqualifies the driver from having a passenger endorsement. The SBI reports are received and reviewed against the AOC/ACS Court System for completion of information and/or additional information. At this time the reports are divided into no action to be taken at this time and sent to
microfilm, or it is determined that a scheduled notice of suspension will be issued. If a scheduled notice of suspension is to be issued, the SBI report and AOC/ACS information is photocopied and the copy is sent to microfilm under DRT M CASE. If the criminal record (SBI) reveals a disqualification, a scheduled notice of suspension (BUS S CPCR) is entered generating the document. The suspension is effective within 30 days but a 15 day grace period is allowed. If the driver does not request a hearing, the scheduled notice defaults into an order of suspension (BUS O CPCP). A driver may request an opportunity conference which may or may not be granted based on the nature of the convictions. If granted, the driver will be required to attend a conference (CON M POPP). This event code has text which is entered to provide the date, time and location of the conference and results in the issuance of the Notice to Attend. The driver comes on the assigned conference date and the record is discussed. A settlement offer is made at the end of the conference requesting additional information from the driver before a final review and determination is made concerning as to if/when restoration of the P endorsement will take place. If a driver requests a conference prior to suspension, the scheduled notice of suspension is RS (requirement satisfied) and a conference is scheduled (CON M PCDL). This event code has text which is entered to provide the date, time and location of the conference and results in the generation of the Notice to Attend. The driver comes on the assigned conference date and the record is discussed. A determination is made as to what additional information is required in considering the possibility of taking No Action against the P endorsement or if suspension is warranted. Upon review, the driver is notified either by DRT M BUSL (No Action) or by form letter (DMV M CORR) that his P endorsement is being suspended and if he does not accept this decision to notify the BAU in writing within two weeks of his decision to go to the Office of Administrative Law for a formal hearing. If the driver accepts MVC initial decision, the suspension goes into effect on the date specified in the letter and the BUS O CPCR event code is entered generating a notice. If the driver requests the formal hearing, the P endorsement remains valid until the case is heard and returned to the MVC Legal Staff for review and approval or modification. It then comes back to the BAU for entry of the decision, either No Action or Suspension. If a person files exceptions, it may delay the case longer before a decision is made. Also the driver has the right to appeal to the Appellate Division. If the SBI report is received through the Dept of Education, a direct order of suspension is added to the record BUS O BSED ( S endorsement). The SBI
report is reviewed and a determination is made as to whether or not the BAU will take action against the P endorsement resulting in the entry of BUS S CPCR. Both the application and the criminal history review/conference side of the BAU are involved with telephone calls. The Unit receives on average 2800 calls from drivers concerning notices received or to obtain information on already suspended P endorsements. They provide the required information. The event code DVR M TELE is used and text is entered pertaining to the call. If the case is more complicated the driver s phone number is taken and given to the Supervisor or a hearing officer to return the call. The event code DMV M TELE is entered and text is entered. Once any kind of BAU case is completed it is entered to the system as DRT M CASE (usually there is text), or in the case of a conference under the conference code CON M PHBU (attended pre-hearing conf.), CON M OTBH (attended opportunity conf.), or CON M FHBU (failed to attend pre-hearing conf.). Anything entered under DRT M CASE is alphabetized, boxed and sent for microfilm within 2 months. Conferences are maintained longer in the Unit until the case is completed and are sent to microfilm three months after the year is complete. Things we need the System to do: 1) We have recently submitted a request to have the capability to flag an endorsement. This would allow us to keep a driver from obtaining an endorsement if we receive information that they have made application (show intent to obtain) and/or we have received information showing the driver is medically or physically unfit and/or if they have a disqualifying criminal history or driver history. 2) We still need access to FBI reports and access to the Superior Court Promise Gavel. At present decisions on criminal histories are made only on the SBI (State) report. DOE does not forward any FBI records to us because they cannot under current law. This puts MVC at risk as a driver could have a violent out-of-state record that we know nothing about. Access to the Superior Court system to obtain dispositions on what appear to be open arrests would help to resolve cases in the same way that the Municipal Court Automated Compliant System does by supplying the info without relying on the driver. 3) Since physicals are to be submitted every two years, we need a system that can follow the posting of the received physical examination form (DVR M APPR) and issue a scheduled notice of suspension to any driver with an active P endorsement who has not filed his physical examination form (BUS S CPPE). It also has to have flexibility through event codes to issue a scheduled suspension notice for drivers whose medical examiner s certificate states they must obtain a new physical in less than two years (3 months, 6 months, 1 year or other). 4)
Change all SUS S&O CDLS and BUS S/O CPDE (Dept of Ed disqualification) to BUS S&O CPCR (Disqualifying Record-pass). Since the SUS L BSED which resulted in the S restriction (cannot transport school children) is no longer being used due to the inception of the S endorsement, the old CDLS and CPDE event codes will result in confusion and possible incorrect restorations of the SUS O CDLS or CPDE (MVC s action based on the SUS L BSED event) because the BUS O BSED (disqualified school bus driver DOE) will be RS upon receipt of a clearance letter from DOE. All of the SUS L BSED events are being converted on October 1, 2005. 5) Conversion of all old commercial/bus scheduled suspension and orders of suspension to the current codes where possible. Reintroduce the questionnaire portion of the application. This part asked if the driver had ever been convicted for substance abuse (drugs/alcohol) and when. It also inquired into the existence of a criminal arrest and/or conviction record. 7) On the event codes scheduling conferences (CON C PCDL or POPP), the screen should not only show both current and reschedule dates for the conference but without having to go back to all the AC events prior to the current entry. 8) We need a code for failure to appear at an opportunity conference. June 9, 2005
39. Limo Driver Review Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Receives criminal background check results from the State Police and FBI. Driver Improvement Analysts review results and make determination if driver is qualified to drive a limousine or not. Employer is notified of outcome by letter. No suspension is made for disqualified drivers. Participants Who participates in this process and what is their role Participant Limousine Associations of NJ Role Provide NJMVC with names and address of all limousine drivers licensed in NJ. MVC CDL Unit Sagem Morpho Inc State Police SBI Unit Federal Bureau of Investigation Participants cont Receives data from Sagem Morpho, State Police SBI Unit and FBI regarding criminal background checks for Limo drivers. Completes all DH data entry regarding background checks. Houses and maintains files for all limo driver applicants and their employers. Answers inquiries from public and governmental offices regarding limo background check process. Completes fingerprint collection via live scan method for all limousine drivers in state. Transmits fingerprints to the State Police SBI Unit. Completes criminal background check for Limousine drivers and transmits record or no record to NJMVC. Completes criminal background check for Limousine drivers and transmits record or no record to NJMVC. Who participates in this process and what is their role
MVC Agencies Limousine drivers Limousine Companies Distributes Sagem Morpho applications to Limousine driver applicants as requested. Answers informal question regarding background check project. Completes fingerprint application, pays for fingerprinting services and submits for fingerprinting. Completes application and submits to MVC CDL Unit. Takes action against drivers as needed Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Sagem Morpho Fingerprint Application Sagem Morpho daily reports State Police criminal background check result report Description Supplied by agency or on web site, call toll free telephone number, schedule appointment, appear in person at fingerprint site, fingerprint receipt issued upon completion, fingerprints transmitted to State Police Manager receives e mail report from Sagem Morpho periodically and forwards e mail to SSR2 to post DVR M FING to driver history Process background check and transfer electronically to Internal Investigations central printer to be collected by Bus Application Unit, sorted and distributed by statue to the proper area FBI criminal background check result report Same as above Qualified letter Letter sent to limousine drivers employer stating that driver has completed background check and is qualified to drive limousines.
Forms and Information Needed or Completed con t Dis-qualified letter Letter sent to limousine drivers employer stating that driver has completed background check and is not qualified to drive limousines. Description of Current Process What steps, exceptions and variations are there for this process MVC CDL will receive list of limousine drivers from the Limousine Association of New Jersey. Letter and Sagem Morpho fingerprint application will be sent to all drivers informing them of new requirements. (If same Limo company employed driver in 2002 or before they will be grand fathered in and will not have to complete background check). Driver completes application, schedules appointment with Sagem Morpho and submits for fingerprinting. Prints are sent to State Police SBI Unit for criminal background check and then sent to the FBI for federal background check. Results will be sent to the MVC CDL who completes a thorough review of the applicant s criminal history and determine if applicant is qualified or not. Letter is sent to limousine company informing them if driver is qualified or dis-qualified. Driver History events include letter and application sent to driver and employer, compliancy event and qualified or disqualified result letters sent to employer. MVC will not suspend if driver is dis-qualified.
40. Multiple Driver Resolution (MDR) Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Generated by MVC, Courts or Law Enforcement (based on motor vehicle stop).the goal is to determine correct driver license number and combine all numbers to correct one. Participants Who participates in this process and what is their role Participant Courts MVC Staff Customers Law enforcement MVC MATRX Role Courts based upon inaccurate information/criteria create different driver license number Refer Legal Entity s to one of the Driver conference ( RSC) at one of the 4 sites for determining the correct driver license number and combining of records. Legal entity walks to the Driver conference ( RSC) at one of the 4 sites to determine the correct driver license number and combining of records Based upon inaccurate information/criteria create different driver license number Maintains all motor vehicle related information. Receives information and matches the data to legal entity personal profile(s) on MVC records; updates the proper records with related event details. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form RSC1 Description Fee Authorization document that is used by the
Regional Service Center Driver Conference Section for all transaction processed. RSC-9 RSC-9a RSC-9b RSC-9c MV-11 RSC-14 DC-26 License review questionnaire that is completed and then notarized by Legal Entity Affidavit completed by the Legal Entity for the misuse of driver license Affidavit completed by the Legal Entity for the misuse of Registration Packet of instructions given to Legal Entity upon their request When misuse has been determine a stop is placed on the registration and title Authorization for Driver record Update use to authorized a new driver license number and move all registered vehicles to new number Authorization for Driver record Update use to authorized corrections to the driver history record ( move violations etc ) Description of Current Process What steps, exceptions and variations are there for this process
Multiple Number Security Investigation Unit submits the Notice of Action form for Regional Support to open an identification case for the appropriate Regional Service Center. The system generates a scheduled suspension that is sent to the driver in question advising them they have 25 days to appear at the site indicated with acceptable 6 points of identification and proof of address. Legal Entity appears at Driver Conference (RSC) Legal entity has Identification verified Legal Entity is referred to License review Unit with the Service Center MVC Employee completes RSC1 MVC employee reviews the Driver History record The DIA at the Regional would contact the investigator that submitted the request if they have any questions. Legal Entity may complete the following steps : RSC-9 a &b and is informed to have the documentation notarized and what supporting documentation may be required upon their return. MVC Employee may complete the following steps : A file is assembled by the MVC employee containing the following documents: license applications, registration applications, vehicle titles, accident reports, M- F 1 cards, source documentation, microfilm File upon Legal entity s return will also contain the questionnaires, supporting documentation they are submitting and their identification. Pictures of the Legal Entity are also taken by MVC and included in the file. MVC employee then processes the Personal Appearance by entering proper event code i.e DMV M PAET indicate Personal Appearance at Eatontown : Description of what occurred on Amm4 option DH /pf 9 Key ( sorry cannot provide blank screen ) Event codes are utilized to indicate site and RSC 1 number is entered to tract transaction Legal Entity signs RSC-1 and is issued a pink copy as their receipt
41. OAL Transmittal Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Prepare contested cases and support OAL hearings and decisions Participants Who participates in this process and what is their role Participant MVC Conference officers at RSC Drivers at conference Administrative law judges at OAL Staff of MVC OAL transmittal unit MVC Legal staff Role Conduct pre-hearing conferences, attempt to settle with drivers, prepare conference reports, if driver rejects settlement return cases to OAL transmittal unit In certain discretionary cases, may reject MVC settlement offer and request formal hearing at OAL Conduct formal hearings of MVC contested cases. Make findings of fact and law. Issue initial decisions (advisory opinions) on each case to MVC chief administrator. Prepare case file documents and DH record abstracts and transmit to OAL. Receive OAL initial decisions and refer to Legal staff. Implement terms of final decisions, including suspensions and mandatory completion of driver safety programs. Review initial decisions and decide whether to affirm, modify or reject. Recommend decision to MVC CA. Refer final decisions to OAL unit staff for implementation and record updates. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form Description
MVC-OAL transmittal forms and case file documents OAL unit case logs Certified DH record abstracts Authorization of suspension, warning and/or DIP Describe contested case. In some cases, identify witnesses to testify at hearing. Provide discovery of MVC and other records. Case management and tracking. For review by ALJs in connection with contested cases. For implementation of decisions, issuance of appropriate notices and orders of suspension. Description of Current Process What steps, exceptions and variations are there for this process (See DH_Conferences.doc use case about scheduled conferencing) Driver commits violation and receives notice of discretionary scheduled suspension from MVC. Driver requests a hearing. Hearing request is timely and sufficient, and request is granted. Driver is scheduled for a pre-hearing conference to take place at a RSC. Driver attends the conference and discusses his case with a DIA. Driver declines to accept analyst s settlement offer and requests a formal hearing at OAL. RSC staff returns the case file materials to OAL transmittal unit. Unit staff prepare the case file papers for transmittal to OAL. If more than one contested case is active at the same time, unit will combine the cases before transmitting them to OAL. OAL receives the case and files it, giving it a unique OAL docket number signifying that it came from MVC.
The case is assigned to an administrative law judge (ALJ) and OAL notifies the driver of his scheduled hearing. If the driver fails to appear at the hearing, OAL returns the case to MVC as an abandoned appeal for MVC action in accord with hearing rules. MVC will send driver an order of suspension for the original term of suspension, effective on a date set by MVC. The driver must serve the suspension and pay a restoration fee before his license will be restored. If the driver submits satisfactory proof of reason for his FTA at OAL hearing, his case will be transmitted to OAL and a new hearing scheduled. At his hearing, driver attempts to show why his license should not be suspended citing disputes of fact and/or law. The ALJ has 45 days to render an initial decision. Within 45 days of receipt of the ALJ s initial decision, the MVC chief administrator may accept, modify or reject the decision and render one of her own. The driver may file written exceptions to the initial decision and dispute the ALJ s findings of fact and/or law. MVC legal staff reviews all initial decisions and makes recommendations for final decisions which may be adopted by the MVC CA. The MVC CA has authority to issue a final decision which can only be appealed to the Appellate Div of Superior Ct of NJ. Depending on the final decision, MVC will issue an order of suspension, refer driver to a driver improvement school program, give driver an official warning and place him on probation, or take no action at all. As with other MVC cases, DH records and related case, privilege and interaction logs will be updated as the case proceeds through the process.
42. HAZMAT Review Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Receives HME background check results from the Transportation Security Administration. Updates compliance date and whether applicant is qualified or dis-qualified on Driver History. Dis-qualification triggers suspension of HME. Participants Who participates in this process and what is their role Participant TSA IBT MVC CDL Unit MVC Agencies OIT Role Transportation Security Administration completes background checks of various databases to determine if HME applicant is qualified to obtain/retain a hazardous material endorsement on their CDL. Integrated Biometric Technologies is fingerprint vendor contracted by TSA to take fingerprints of HME applicants and transmit to TSA. HME applicants fingerprint application is sent to MVC to add compliance date to driver history. Receives data from TSA and IBT regarding HME background checks. Completes all DH data entry regarding background checks. Houses and maintains files for all HME applicants. Answers inquiries from public and governmental offices regarding HME process. Distributes HME notices and TSA fingerprint applications for driver review only. Answers informal questions regarding background check project. Prints HME Advisory notice based on CDL expiration. Memo event is placed on DH signaling advisory notice was sent.
Participants con t Driver Testing Centers HME Holders MVC Mail Room Comp System Performs initial and renewal hazmat test for all HME holders in the state. In addition to being cleared by TSA, HME holders must pass a hazmat knowledge test at initial licensing and upon renewal. CDL transfers from another state must also take the HME test. Without proper test pass code driver cannot receive initial license or renew current CDL. All commercial driver license holders in the state that have a hazardous material endorsement on their CDL. This also includes drivers upgrading a CDL to include HME, drivers transferring into NJ from another state and drivers upgrading a basic license to a CDL. Receives advisory notices and suspension notices as required from OIT and completes mailing process. Prints order of suspension notice for hazardous material endorsement after dis-qualification event is placed on DH by CDL triggering suspension. Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form TSA Fingerprint application Initial HME Notice HME Renewal Notice Description Fingerprint application complied by the Transportation Security Administration that must be completed electronically before fingerprinting can be completed. Applicants call a toll free number or submit pertinent info on line before appearing in person at fingerprint site. Handed to all initial applicants appearing at any MVC Agency advising of new regulations under USA Patriot Act with regards to background check and fingerprinting. Mailed to all HME holders 90 days prior to expiration of DL, beginning with June 2005 expiration advising of
new regulations under USA Patriot Act with regards to background check and fingerprinting. HME Order of suspension TSA background check result report IBT compliance report Mailed to driver upon receipt of TSA disqualification and entry of DMV M SANQ on driver history. Daily report emailed from TSA giving background check results for HME holders. Event code entered on driver history to denote qualification or disqualification. Weekly report emailed to MVC listing all HME applicants fingerprint collection date along with electronic signature. Description of Current Process What Steps, exceptions and variations are there for this process INITIAL: HME applicant applies for permit at MVC Agency takes required tests at MVC Driver Testing Center. Applicant receives TSA fingerprint application and initial notice at Agency and submits the application on line or through toll free number. They then appear in person at fingerprint site to complete fingerprint collection process. Applicant then waits for TSA qualification letter sent by TSA before they return to agency to receive CDL with HME. If driver receives disqualification, no H endorsement will be issued and MVC will receive TSA e-mail, add correct event code to record and MVC will suspend H and order of suspension will be mailed to driver. The CDL Unit enters all Driver History events with regards to TSA compliance and qualification or dis-qualification of HME. RENEWAL: Driver will receive HME renewal notice 90 days prior to license expiration date. Process is the same for initial. If applicant is fingerprinted 45 days before CDL expiration date and results are not received from TSA by that date a 45-day extension CDL will be issued. The CDL Unit enters all Driver History events with regards to TSA compliance
and qualification or dis-qualification of HME. TRANSFER: CDL transfers to NJ from another state appear in person at an MVC Agency and purchase a transfer permit. If HME background check was completed within the past 12 months NJ will accept background check from previous state. Transfer applicant must present TSA qualification letter to Agency. Letter is faxed to the CDL unit who then reviews the letter and verifies its authenticity with TSA. If validated applicant goes to DTC takes HME knowledge test and if they pass they can proceed to MVC Agency and receive a CDL with HME. The CDL Unit enters all Driver History events with regards to TSA compliance and qualification or dis-qualification of HME. If transfer applicant has not had a background check completed or check was done over 12 months ago, applicant must go through initial HME procedures listed above.
43. School Bus Inspection Fee Collection Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Maintain billing for school bus inspections and to enforce suspension procedures for delinquent accounts. Participants Who participates in this process and what is their role Participant School Bus Mobile Inspection Teams MVC/Account/ Support Service Staff Regional Service Centers Role Generate billing invoice at point of service. Give copies to school bus company and submit copies to central office for tracking. Enter invoices into database. Track and apply payments. Take administrative action against delinquent accounts. Accept payments for school bus inspection fees that have been scheduled for suspension of their registration privileges or have been suspended. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form SS-209 Description This is a billing invoice with an itemized description of inspection fees charged for each type of inspection and total of fees due. Invoice is given to bus company that vehicles are registered to.
Forms and Information Created What information, notices, forms, etc. are generated by this process. Information/form Fee Due/Scheduled Suspension Notice Order of Suspension RSC 1 Cancelled checks Cancellation notice Restoration notice Description If payment is not received within thirty (30) days MVC will propose the suspension of registration privileges for all of the company vehicles. If payment is not received after scheduling of suspension or there is no response, MVC will suspend the registration privileges for all of the company vehicles. If the paid is paid at an MVC Regional Service Center, a receipt of payment is given to the customer. If payment is mailed to central office, a cancelled check is their receipt. Notice that the proposed suspension has been cancelled. Notice that registration privileges have been restored. Description of Current Process What steps, exceptions and variations are there for this process Nineteen (19) mobile inspection teams perform school bus inspections. A billing invoice is generated at the point of service. There are four copies of billing invoice. One copy is to be remitted with payment, one customer copy is retained by company having service provided, one copy is retained by school bus inspection team, and one copy is sent into central office for payment tracking. Information that is included on the billing invoice are as follows: The company terminal identification number, which is generated and maintained by the operations unit, invoice number, billing date, billing address, company telephone number. License plate numbers and vehicle identification numbers of each vehicle are listed and if a 30 day rejection, out of service, or approval sticker has been issued and the charge for the inspection. If approval
sticker is issued, the number of the sticker is listed. The corp. code is listed on the invoice. Invoice is made out to whom the vehicle is registered to, unless if the vehicle is being leased, wherein, the lessee is listed as party responsible for payment and their corp. code is used. The company is given thirty (30) days to remit payment from when invoice is received in central office. If payment is not received; a fee due/scheduled suspension notice is generated for all registrations attached to the corp. code. The proposed suspension allows for thirty (30) days plus an additional five (5) day grace period for payment to be made. If payment is received, the scheduled suspension is cancelled and the actual payment amount is entered in order to cancel suspension. If payment is not received, all registrations attached to corp. code are suspended. If a company is suspended and wishes to be restored; payment, plus a $100 restoration fee must be remitted. These fees can be remitted to the central office or may be taken to a Regional Service Center. Only one $100 restoration fee is presently required in order to restore all registrations. When registrations are suspended, the school bus mobile inspection teams are contacted by central office personnel and advised not to perform inspections on any company vehicles until restored and team is advised by central office personnel that inspections can be resumed. The event codes used are as follows: DMV D FPBI Failure to pay bus inspection fees DMV F FPBI payment of school bus fees; cancels scheduled suspension
44. School Bus Insurance Verification Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Each school bus contractor is required to furnish liability insurance for bodily injury and property damage in the amount of $1,000,000 combined single limit per occurrence for all vehicles transporting school age children to and from school or school related activities for hire. Participants Who participates in this process and what is their role Participant MVC Support Service Staff/Operatio ns Insurance producers (agents) N.J. Insurance Companies School bus companies Dept. of Banking & Insurance Role Secure and maintain all pertinent insurance information from school transportation companies. Provide MVC staff with insurance information. Act as a liaison between insurance companies and MVC. Provide contractors with insurance that is required by law and in certain are dealt with directly, such as when MVC is performing field audits and complaint investigations. Are informed if insurance has expired or if there have been any amendments. To verify if certain insurance agents and companies are authorized to write insurance in the State of New Jersey. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form Description
Acord 25 Declaration page of insurance Scheduled suspension notice Order of Suspension Cancellation of scheduled suspension Restoration notice Actual certificate of insurance. Sent in by insurance companies when there are any amendments or cancellations. If current insurance is not received or if company s insurance has been cancelled, scheduled suspension is sent to company. If no response or company fails to comply within thirty (30) days, an order of suspension is sent to company If company complies within thirty (30) day period, a notice is sent to company canceling the scheduled suspension. If company is suspended, then furnishes an insurance certificate and pays the restoration fee, then a restoration notice is sent. Description of Current Process What Steps, exceptions and variations are there for this process Each school bus company is required to submit an Acord 25 insurance certificate to the MVC central office upon expiration or if there are any cancellations or amendments to their current policy. The company corp. code is scheduled a suspension for their entire fleet of vehicles that are attached to that corp. code. They are given thirty (30) days to contact MVC central office and comply with insurance regulations. When contractor complies and submits a current Acord 25 insurance certificate or a letter of reinstatement from the insurance company, the proposed suspension is cancelled. If the contractor fails to do so within a thirty (30) day period, registration privileges for all of their vehicles are suspended. There is no grace period given for this event. The school bus mobile inspection teams are notified and advised to cease performing inspections on vehicles until insurance is provided and registration privileges are restored. Central office staff notifies teams when to resume inspection of the company s fleet of school vehicles.
Insurance certificate and restoration fee must be submitted to a representative in the MVC Operations central office, these cannot be accepted by the Regional Service Centers. If a customer appears at the Regional Service Center to rectify this matter, they are directed to contact the school bus inspection unit directly. The event codes are as follows: DMV S RISB Failed proper ins coverage DMV O RISB Suspension for failed proper ins coverage
45. School Bus Refusal to Inspect Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Complaints are received of non-conforming vehicles being used for the purpose to transport for hire; school age children to and from school or any school related activities. Participants Who participates in this process and what is their role Participant MVC Operations Support Staff MVC School Bus Mobile Inspection teams MVC Operations Field Monitoring staff MVC Operations Management Enhanced/IM Monitoring unit Role Receive complaints from complainants. May observe suspicious activity and report to central office. Also assist in follow-up investigation when necessary. Review complaint and investigate and advise management of discovery and action taken. Notified of discovery and provide additional recommendations. When discovered that vehicle has been inspected by Central Inspection facility or private inspection facility, monitors are notified and investigation is performed on the CIF, PIF, or ERF. Forms and Information Needed or Supplied
What information or forms are provided to MVC to complete this process. Information/form SS-105 Proposed Suspension Order of Suspension Cancellation of Scheduled Suspension Restoration notice Description School bus unit complaint Notice of proposed suspension of registration privileges of non-conforming vehicle is sent to company. Order of suspension of registration privileges of nonconforming vehicle is sent to company. If company complies, a notice is sent canceling the scheduled suspension. If company is suspended, complies, is inspected, and pays restoration fee, a restoration fee is sent. Description of Current Process What steps, exceptions and variations are there for this process Complaint is received and SS-105 is completed with complainant name and telephone number, if available, vehicle, and company information. The nature of the complaint is recorded. A letter is sent to company advising to contact MVC Operations central office to schedule an inspection of their school vehicle(s). If contractor does not respond within thirty (30) days, a proposed suspension of their registration privileges is scheduled and sent out. If company fails to respond or comply with thirty (30) days the registration privileges and plates are suspended for said vehicle. An investigation by the Operations Field Monitoring staff is performed to verify if vehicle is continuing transportation operations. The event code for this infraction is: DMV S RTIB Refusal to inspect a school vehicle DMV O RTIB Order of suspension for refusal to inspect a school vehicle
46. HDD Re-inspection Request and Suspension Warning Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Smoke complaints received on diesel-powered trucks that are observed emitting excessive smoke from the exhaust are reported to MVC. These trucks are scheduled for reinspection at a Specialty site. Failure to comply results in revocation of the registration privileges. Participants Who participates in this process and what is their role Participant DEP MVC HDD Unit MVC Specialty inspection Site (Three locations statewide: Asbury Park, Winslow and Morristown) MVC Inspection Operations Specialty Inspection Site Driver Mgmt Role Complaint is received by DEP. DEP forwards information to MVC. Inspection operation using a reinspection form (SS104) assigns a file number (in the future can be legal entity number) and test location for retesting vehicle. Performs the required test. Sends confirmation of the test back to MVC inspection operations or notifies inspection operations of noncompliance. Notification of non-compliance is reported to Driver Management Services. If truck fails the opacity test the DEIC sticker is removed. Or if no sticker is displayed,n either case the truck returns to a DEIC for follow up testing. Suspends registration
Services MVC Regional Center Restores suspension and reschedules testing at a specialty site for smoke emissions. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form SS104 Order of Suspension Restoration Fee Description Notice of Re-inspection If no compliance or response for testing, MVC will suspend the registration of the vehicle. Once restored the vehicle will be rescheduled for testing Forms and Information Created What information, notices, forms, etc. are generated by this process Information/form SS104 Reinspection Form Order of Suspension Description Identifies the vehicle to be retested, owners name and address and indicates the inspection location and a date to comply by. For non-compliance this notice is mailed to the owner of the vehicle Description of Current Process What steps, exceptions and variations are there for this process DEP receives a smoke complaint Complaint is forwarded to MVC for site scheduling (one of 3 specialty sites. MVC schedules an appointment and generates a reinspection letter (SS104) to the vehicle owner.
The operator reports to the specialty site for testing. Specialty site inspection performs required inspection. Enters data using legal entity number as complied. If owner of vehicle does not comply, electronically the registration is suspended. If owner of the vehicle complies but fails the test, the truck returns to a DEIC for follow up testing and sticker issuance.
47. School Bus Co. Maintenance Inspection Certification and Related Suspension Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Every school bus operator shall certify to the director, on a form prescribed by the director, that he or she has inspected and maintained his or her school buses. Such certification shall be made once every twelve (12) months. Participants Who participates in this process and what is their role Participant School bus operators MVC Support Service staff School Bus Mobile Inspection Teams Systems Role Required to submit certificate once every twelve (12) months. Receive and enter receipt of certification into school bus inspection database and track receipt of such. Cease inspection of suspended vehicles. Devise event and suspension notice. Forms and Information Needed or Supplied What information or forms are provided to MVC to complete this process. Information/form School Bus Certification Description To be completed annually and mailed to MVC School Bus Inspection Unit no later than September 30 th of each year.
Forms and Information Created What information, notices, forms, etc. are generated by this process. Information/form Proposed Suspension Order of Suspension Cancellation of scheduled suspension Restoration notice Description If company does not respond by September 30 th, suspension of registration privileges of all vehicles is sent. If company does not respond within thirty (30) days of proposed suspension, an order of suspension is sent. When company responds and complies within thirty (30) days, the scheduled suspension is canceled. When company complies and pays restoration fee, a restoration notice is sent. Description of Current Process What steps, exceptions and variations are there for this process Each school bus contractor must complete annually and mail by September 30 th of each year, certification that he or she has inspected and maintained his or her school buses in conformity with N.J.S.A. 13:20-30.10. Such certification must be received in MVC Operations central office by September 30 th of each year. MVC support staff will receive and review certification and enter into school bus inspection database for tracking purposes. On October 1, of every year, all companies who have failed to submit certification will be proposed a suspension of registration privileges for all of their vehicles. If company does not respond and comply within thirty (30) days, registration privileges will be suspended. If company complies within thirty (30) day period, the proposed suspension will be cancelled. If a company is suspended, the school bus mobile inspection will be notified and will cease inspections of all of company s vehicles and will place them out of service, if necessary.
Investigations by the field monitoring staff will be performed to verify if vehicles are being used for school transportation. There is presently no event in system for this process. We will be meeting with systems to implement this process.
48. Provisional License Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Monitoring of provisional license holder By MVC MATRX Participants Who participates in this process and what is their role Participant MVC MATRX Remedial Prog. Provider Courts Role Monitors provisional license holder MVC or private administers course Provides violation information Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Provisional License Violation Info Remedial Prog. Attendance Roster Description Received from courts concerning PDL holder to MATRX via ATS Reflect program completion Y or N posted to DH record Description of Current Process What steps, exceptions and variations are there for this process Accumulate 2 or more points or conviction of serious violation Must attend remedial program or face suspension Pay Program Fee
Attend program Attendance updated Pay other related Fees if applicable Rest, ACP, and satisfy program requirements if applicable Additional violations- PTS or serious violations 90 day non discretionary suspension administrative suspension and 90 day postponement of basic license 90 day non discretionary suspension for each new violation in excess of 2 points and/or for each serious offense Additional scheduled suspension if 12 point total reached Pay Rest Fee and ACP Fee and satisfy IDRC requirements (if applicable) Conviction of drug/alcohol non driving offense if no suspension 180 day non discretionary administrative suspension for each offense Pay Rest Fee or ACP Fee if applicable and satisfy requirements
49. Juvenile Court Actions Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Monitoring of examination permit holders (at least 17 years) By MVC MATRX Participants Who participates in this process and what is their role Participant Permit Holder Parents MVC MATRX Remedial Program Provider Courts Role Must sign permit if under 18 Monitors permit holder MVC or private administers remedial program Submits violation info to MATRX Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Description Exam Permit Parents must sign if under 18 Violation Info Remedial Prog. Attendance Roster Provided by courts to MVC MATRX thru ATS Shows attendance Y or N entered into MATRX Description of Current Process What steps, exceptions and variations are there for this process
Examination permit holder convicted of violation (s) totaling 2 or more points or other serious violations Non discretionary 90 day suspension cancel road test and notice Remedial training course mandatory attendance Pay Rest Fee or ACP Fee (if required) satisfy IDRC (if required) Reschedule road test Additional points accumulated or additional serious violation before program attendance 90 day non discretionary administrative suspension for each additional conviction Scheduled suspension in addition if 12 point threshold reached Pay Rest Fee or ACP Fee and complete program Additional points or serious violations after remedial course completion 90 day non discretionary administrative suspension for each suspension 90 day non discretionary postponement of basic DL eligibility Scheduled suspension if 12 point reach Pay Fees Rest and ACP complete IDRC requirements Reschedule road test Conviction of drug/alcohol offense not related to driving if not subject to another suspension 180 non discretionary suspension notice cancels road test Pay Rest Fees and ACP Fees and program fee (if required) Fraudulent parent/guardian signature if under 18: 180 postponement of basic license eligibility Notice cancels road test Reschedule road test
50. HDD Violations Second Offense Summary Brief description of the purpose of this process. What decision(s) will be made, etc. Monitoring of SLP holders issued at 16 to license By MVC MATRX Participants Who participates in this process and what is their role Participant MVC MATRX System Parent Remedial Prog. Provider Courts Role Monitors permit holder behavior If drive is under 18 must sign permit MVC or private administers remedial program Submits violation information to MATRX Forms and Information Needed or Completed What information or forms are provided to MVC to complete this process or completed as a result of this process. Information/form Special Learners Permit Violation Info Remedial Program Attendance roster Description Parents signature required under 18 Provided by courts concerning permit holder to MVC MATRX thru ATS Shows attendance Y or N entered into MATRX Description of Current Process What steps, exceptions and variations are there for this process
Special learners permit holder convicted of violation (s) totaling 2 or more points or other serious violations Non discretionary 90 day administrative suspension- notice also cancels road test date Must attend remedial program pay fee update DH record to reflect fee payment for program Scheduled for program Attendance Y or N Pay Restoration Fee or ACP Fee if required Reschedule road test Additional violations point carrying or serious Prior to program attendance: 90 day non discretionary suspension for each additional violation Additional suspension period if 12 points reached Pay Restoration Fee and ACP Fee (if required) Rescheduled road test After program completion: 90 day non discretionary postponement of basic DL cancel road test 90 day non discretionary suspension for each new violation Additional scheduled suspension if 12 points reached Pay Restoration and ACP (if needed) Fees Reschedule road test Conviction of drug/alcohol offense not related to driving, if not subject to a suspension penalty: 180 day non discretionary administrative suspension notice also cancels road test Pay Rest and other required Fees Satisfy IDRC program If applicable Reschedule road test
Fraudulent signature of parent/guardian 180 day postponement of provisional driving privileges notice also cancels road test Reschedule road test