New York Codes, Rules and Regulations
Title 15 - Department of Motor Vehicles
Appendices
Appendix 3-C

Current through Register Vol. 44, No. 38, September 21, 2022

(cf. Part 6)

ARTICLE 19-A BUS DRIVER PROGRAM:

OCTOBER 15, 1985 ROSTER SUBMISSION

IN MACHINE READABLE FORMAT*

Program Description and Technical Specifications

September 1985

PROGRAM DESCRIPTION

Recently enacted legislation requires that bus carriers submit driver rosters to the Department of Motor Vehicles on October 15, 1985. Carriers who are submitting rosters wih fewer than fifty names may send their rosters on paper; carriers who are submitting rosters with more than fifty names must submit them in a machine readable format. Despite the fifty name limit, all carriers are strongly encouraged to send their rosters in a machine readable format.

This booklet describes the process that will permit the department to accept machine readable input from carriers, ensure its integrity, and enter these records into a newly created data base that links the records of individual drivers with the associated records of their employers. In addition, if a carrier is under contract to a school district, school district records will also be created and linked to the associated carrier record. This booklet also describes the media that can be used to transmit rosters; the placement of employer, school district, and driver records on a machine readable input file; and the data elements that compose each of these records. Finally, this booklet describes any output that the department will return to a carrier in the event that data is submitted in error.

TABLE OF CONTENTS

1. Program Description

2. Technical Specifications for Machine Readable

Input (Magnetic Tape, Punched Card, Diskettes)

3. Field Descriptions and Record Layouts

________

*Requirement of All Motor Carriers Employing at least 50 Drivers

19-A BUS DRIVER PROGRAM:

Technical Specifications

For Machine Readable Driver Rosters

***INTRODUCTION

The following are the input specifications for employers who must submit their driver rosters (and where applicable, information on school districts under contract) on October 15, 1985 as required by the new Article 19-A legislation. Carriers must furnish their own machine readable media.

***MAGNETIC TAPE STANDARD

Tapes should be standard 1/2" magnetic tape with the following characteristics:

(1) 9 track; (2) 1600 BPI; (3) EBCDIC encoded; and (4) not labeled internally. DMV will process these on an IBM 370 or an IBM 3081 using 3420 tape drives and should be compatible with this equipment.

***PUNCHED CARD STANDARD

Cards are acceptable and, with magnetic tape, the preferred means of input for this program.

***8 INCH DISKETTE STANDARD

Eight inch diskettes should be single sided, single density, soft sector diskettes. They should be formatted using Basic Data Exchange. All records should occupy two sectors per record. If multiple diskettes are submitted, then the Data Set Names should be in the following format: dddddd01, dddddd02, ... For example, if 3 diskettes are sent, the Data Set Names could be NYSDMV01, NYSDMV02, and NYSDMV03.

***5 INCH DISKETTE STANDARD

Five inch diskettes must be submitted in PC-DOS format only. They may be single or double sided, single or double density diskettes. They should be encoded as ASCII text files in the fixed format described below. Records should be delimited with a carriage return and line feed. If multiple diskettes are submitted, then the filenames should be in the following format: dddddd01, dddddd02, ... For example, if 3 diskettes are sent, the file names could be NYSDMV01, NYSDMV02, and NYSDMV03.

***RECORD FORMAT

All records should be 147 characters long. The records contained on tape should be blocked 10 to a block. Punched card users should employ three cards per record with a continuation mark in position 72 and deck sequence numbers in positions 73 through 80. Five inch diskette records should be 149 positions long with a carriage return and line feed occupying the last two positions in a record. Storage notation for all fields is character. All records should be composed of data which conforms to the standards noted in the Field Description section below.

***EXTERNAL LABELING

The external label on a magnetic tape or diskette should indicate sending company, creation date, and the number of records. It must be accompanied by a two-part receipt containing explanatory information (see sample form at the end of this booklet). One part will be used for our records and one will be returned to the sending company as proof of receipt of tape.

***RETURN

Tapes, cards, and diskettes will be returned by U.S. Mail or UPS unless the carrier or his agent requests special handling. If the input medium is to be mailed to DMV, we recommend it be shipped in cardboard boxes suitable for this purpose.

***TAPE PROCESSING REPORT

Upon receipt, input will be processed on a preliminary basis for the purpose of identifying edit errors. The absence of any of the following record information will be considered as an edit error which precludes DMV acceptance of the record in question for filing purposes:

For Carrier and School District records:

- the Federal employer identification (tax) number;

- company (or school district) name

For Driver records: either

- driver's motorist identification number or

- driver's name (for drivers not licensed in NYS only)

- driver's date of birth (for drivers not licensed in NYS only)

- driver's gender (for drivers not licensed in NYS only) and

- driver's social security number

- driver's state of license

In the event that edit errors are detected, a report will be generated that contains the following:

(1) source of file (Actual Employer, not Service Bureau)

(2) total records contained in input

(3) total records with no edit error

(4) total records with edit errors

(5) printout of each record containing an edit error

***TRANSACTION PROCESSING REPORT

After matching the driver roster against drivers' records on the departments license file, a list of drivers received will be returned to the employer (not to the service bureau). This list will only indicate the driver's current driving status: that is, the driver's license is or is not under suspension or revocation and the driver is qualified to drive a bus only as far as a driving record allows. This notification, of course, does not itself qualify a school bus driver who is also subject to a criminal history check; neither does this notification satisfy the medical requirements that are necessary to qualify a driver and that are the responsibility of the carrier to certify.

For any New York State licensed driver whose carrier submitted record does not match-up against a record on the department's license file, a "no-hit" notification will be generated. The department expects a correction of all no-hits to be returned from the employers.

***CHANGES IN SPECIFICATIONS

Although these specifications are being issued to build the department's 19-A files quickly and cost- effectively on October 15, 1985, the use of machine readable input to submit data to the department may be required again. If this occurs, copies of any subsequent amendments to technical specifications and/or media handling arrangements will be announced in advance and forwarded to the carrier.

***DATA FIELDS

Data fields are described below in the attached record layouts. They compose two (or three) distinct record types:

(1) employer data located as the first record in the file;

(2) if the employer is under contract with a school district, school district data listed as the second (and, where multiple contracts apply, subsequent) record(s) in the file;

(3) driver data beginning at the next record in the file. These record types are required to ensure the Department can match an employer supplied driver record with an equivalent entry on its license file; to ensure prompt notification to the employer (and, where warranted, a school district) when a serious infraction occurs that comprises a bus driver's status; and to assist the Department to administer this program effectively.

***FURTHER INFORMATION

Technical questions concerning these specifications should be referred to:

Mr. Thomas Huber

Office of Data Processing

New York State Department of Motor Vehicles

Empire State Plaza

Albany, NY 12228

(518) 474-0606

Procedural questions concerning entry into this program or an employer's responsibility under Article 19-A of the Vehicle and Traffic Law should be referred to:

Bus Driver Certification Unit

New York State Department of Motor Vehicles

Empire State Plaza

Albany, NY 12228

(518) 473-9455

Rosters (either on paper or on tape, cards or diskettes) should be sent to:

Bus Driver Certification Unit

New York State Department of Motor Vehicles

P. O. Box 2688

Empire State Plaza

Albany, NY 12228-0685

Carriers should not mix driver rosters with "new" driver applications, fingerprint cards, or checks. The processing of these latter forms may be delayed if they are included with rosters.

Field Descriptions

Note: If a field is not completely filled or not applicable, then the data in that field should be left justified and filled with blanks unless the field is numeric, in which case it should be right justified, zero filled (unless noted otherwise).

EMPLOYER DATA FIELDS (Record 1)

EMPLOYER DATA FIELDS

(Record 1)

1. Record type One position alpha equal to E for employer. 2. Employer Federal Employer Identification Number; 9 numeric positions. Code An employer who employs himself only and does not have a Federal employer identification number should use his social security number. This code is used to link entries in the employer file with entries in the associated driver file. 3. Company 20 alphanumeric positions giving the first twenty positions Name of the company name. 4. Continuati- 20 alphanumeric positions giving the next twenty positions of on of the company name as required. Company Name 5. Street 20 alphanumeric positions, self explanatory. No special Address editing required. 6. City 20 alpha positions, self explanatory. No special editing required. 7. State 2 alpha positions. Use standard USPS abbreviations. 8. ZIP Code 9 numeric positions. If using a five position ZIP code only, left justify and zero fill. 9. Attention 36 alpha positions, giving the title of the party responsible for the collection of driver data and for the carrier's enforcement of the provisions of the 19-A program. 10. 19-A 1 alpha position, Y or N. Exempt? 11. School Bus 1 alpha position, Y or N. Carrier? 12. Number of 3 numeric, giving the number of school district records, if School any, that are contained in this file. Districts Served 13. Number of 5 numeric, giving the number of driver records that are Drivers contained in this file.

SCHOOL DISTRICT DATA FIELDS

(Records 2, 3, ..., n)

Note: If a carrier is under contract to carry school children, records for the contracting school district should be inserted here. Otherwise, driver records should begin here. 1. Record Type One position alpha equal to S for school district. 2. School Federal Employer Identification Number; 9 numeric positions. District This code is used to link entries in the employer file Code with entries in the associated school district file. 3. School 20 alphanumeric positions giving the first 20 positions of District the school district name. Name 4. Continuation 20 alphanumeric positions giving the next 20 positions of of School the school district name as required. District Name 5. Street 20 alphanumeric positions, self-explanatory. No special Address editing required. 6. City 20 alpha positions, self-explanatory. No special editing required. 7. State 2 alpha positions. Use standard USPS abbreviations. 8. ZIP Code 9 numeric positions. If using a five position ZIP code only, left justify and zero fill. 9. Attention 36 alpha positions, giving the title of the party responsible for monitoring the driving performance of carriers under contract to the school district. 10 Ed. Dept. 8 numeric positions. This is the code assigned by the Code Education Department to each school district. This code is used to link entries in the department's school district file with entries in the Education Department's file. 11. Filler 2 positions, self-explanatory.

DRIVER DATA

(Records 2, 3, ..., n)

Note: If a carrier is under contract to carry school children, records for the contracting school district should be inserted here. Otherwise, driver records should begin here. 1. Record Type One position alpha equal to D for driver. 2. Social Security 9 numeric positions entered without hyphens. Number 3. Last Name of 20 positions, self-explanatory. If the driver does not Driver hold a New York State license, copy the last name exactly as recorded directly from the driver's license document. 4. First Name of 20 positions, self-explanatory. If the driver does not Driver hold a New York State license, copy the first name exactly as recorded directly from the driver's license document. 5. Middle Initial 1 position, self-explanatory. If the driver does not of Driver hold a New York State license, copy the middle initial exactly as recorded directly from the driver's license document. If a middle initial was not recorded on the license document, omit it here. 6. Date of Birth 6 positions in format MMDDYY. If the driver does not hold a New York State license, copy the date of birth exactly as recorded directly from the driver's license document. 7. Gender of Driver 1 position alpha: M if male, F if female. 8. Street Address 20 alpha-numeric positions, self-explanatory. No special editing required. 9. City 20 alpha positions, self-explanatory. No special editing required. 10. State 2 alpha positions. Use standard USPS abbreviations. 11. ZIP code 9 numeric positions. If using a five position ZIP code only, left justify and zero fill. 12. State of License 2 position. This is the state that issued the driver's license. Use standard USPS abbreviations. 13. NY Motorist 19 or 22 alpha-numeric positions entered without any Identification modification as it appears on the driver's license Number document, except that the hyphen and blanks are to be omitted. First position is alpha; remaining are numeric. If the MI as recorded on the NYS driver's license document is 19 positions long, zero fill through position 22. If the dirver does not hold a NY license, blank fill the entire 22 position field. 14. Date First Hired 6 positions in format MMDDYY. This is the date that a driver was first hired as a bus driver. It is used to determine if the driver is subject to "new" or "old" driver requirements. 15. School Bus 1 alpha position, Y or N Dirver? 16. Certified 1 alpha position, Y or N, Code Y if the driver has been Examiner? approved to act as DMV Certified Examiner. 17. Certified 4 numeric positions. If Certified Examiner? Field equals Examiner Y, then use the DMV assigned Certified Examiner Number number; otherwise, zero fill. 18. Filler 2 positions, self-explanatory.

MV-701 (6/73)

New York State - Department of Motor Vehicles

Computer Operations

TRANSMITTAL - DATA LOG

Agency ____________

[ ] Tape [ ] Card [ ] Disc

[ ] Other (specify)

Date Sent ____________

File Ident. ____________

Vol. Ser. No. ____________

Total Rec. ____________

DS Name ____________

Type of Data ____________

LRECL ____________ BLKSIZE ____________ RECFM ____________

[ ] Label [ ] Nonlabel [ ] Other (specify)

Comments:

DO NOT WRITE IN THIS BOX--For Computer Operations Use

Date Received ____________

Scheduler ____________

Date processed ____________Input to ____________

Date Returned ____________

Comments:

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