Set the record straight

The PRD is a centralized, digital system designed to provide prospective employers with accurate, up-to-date information about a pilot-applicant’s qualifications, experience, and training history. But like any system that compiles data from multiple sources, mistakes can happen. And occasionally, an unscrupulous employer can create an intentionally incorrect employment record. Any incorrect entry in your PRD, whether from an FAA record, a former employer, or an incomplete data transfer, can have real consequences when you’re applying for a new flying job.

Fortunately, the FAA has outlined a process for identifying and correcting PRD errors. Understanding how it works and where common pitfalls lie can help you make sure your professional record remains as precise as your flying. However, there are some holes in the system that can make correcting a record a difficult process.

The PRD consolidates pilot information previously stored in disparate systems and paper requests under the old Pilot Records Improvement Act (PRIA) process. It includes, among other things, a pilot’s FAA records (such as the pilot’s record of failed practical tests, current certificates and ratings, enforcement history, and accident/incident history) and the pilot’s professional employment history (including training, separation information, and disciplinary actions related to pilot performance). In short, the PRD is the official, digital repository of a pilot’s professional history, and is required to be used by prospective employers when evaluating a candidate. But the PRD doesn’t automatically guarantee accuracy. Data is entered by multiple sources and discrepancies can appear, especially when operators transition from legacy databases or when human error creeps into manual entries.

Every pilot with professional flying aspirations should periodically review their PRD record, and any pilot holding a commercial, ATP, or remote pilot certificate with a current medical can access the PRD. Once inside, you can review FAA-held records and any data that has been contributed by past employers. Watch for any errors such as an incorrect address, certificate numbers, or medical information; erroneous practical test failures; missing or incorrect employment separation or disciplinary entries; or data listed under the wrong operator. Even small discrepancies can raise red flags during a hiring review. A periodic audit is the best way to catch issues before they become career impediments.

The process for fixing an error depends on the source of the data. If the mistake originates from FAA data—for example, an incorrect certificate date or record of enforcement action—the FAA directs pilots to contact the originating office (such as the Airmen Certification Branch or the Office of Chief Counsel) to request a correction. If issues persist, pilots may be able to utilize the Privacy Act to force a more thorough review. Once the FAA updates its internal systems, the corrected data should automatically sync with the PRD.

If the problem lies in information entered by a current or former employer, such as training results or disciplinary history, the PRD mandates that employers correct the record within 10 days or initiate a prescribed dispute resolution process. The dispute resolution process requires the employer to investigate the contested record within 30 days and record the final disposition in the PRD. However, if an unscrupulous employer refuses to correct the inaccurate record, the pilot’s only resource may be a lawsuit, although a pilot may mark the record as disputed.

In either case, keep your communications professional and well-documented. Be prepared to provide supporting evidence like training records, correspondence, or relevant logbook entries to substantiate your request.

Corrections don’t happen instantly. Depending on the complexity of the issue, it may take several weeks for the data source or the FAA to review and update the record. If you’re in the middle of a hiring process, let prospective employers know you’ve identified a discrepancy and initiated a correction. Transparency can help prevent misunderstandings.

The FAA’s PRD has made pilot record management far more efficient, but it also places new responsibility on pilots to stay engaged with their own data. If you find an error, don’t panic. The system is designed to allow for review and correction. It just requires knowing whom to contact and following through.

By taking a proactive approach, you can ensure that when the time comes for your next opportunity, the record that speaks for you is as accurate and reliable as your flying.

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