1. (1) Application process. Application to become a third-party pilot escort trainer or instructor must be made on a form furnished by the division, and must include the following:

   1. (a) name and address of entity;
   2. (b) list of instructors;
   3. (c) resumes of each instructor outlining related experience in the pilot escort, heavy haul, academia, or commercial vehicle enforcement fields;
   4. (d) a copy of the entity's business license;
   5. (e) sample of digital image certification card that will be issued to students upon completion of the course;
   6. (f) sample of the "Flagger" certification card that will be issued to students upon completion of the course;
   7. (g) procedural guidelines that outline security measures implemented to safeguard students' personal information; and
   8. (h) copies of the course curriculum and testing materials. Course materials will be reviewed and approved by the division to ensure that requirements are met.

2. (2) Course curriculum requirements. An extensive course curriculum description and information can be obtained by contacting the UDOT Motor Carrier Division Customer Service or Superload team at (801) 965-4892. Course curriculum to certify pilot escort drivers to operate in Utah must cover the following topics:

   1. (a) division rules governing oversize load movements;
   2. (b) pilot escort operations;
   3. (c) flagging maneuvers for over-dimensional loads;
   4. (d) oversized or overweight load movement, coordination, planning, and communication requirements and best practices;
   5. (e) pilot escort vehicle positioning and situational training;
   6. (f) rail grade crossing safety;
   7. (g) routing techniques, including pre-trip surveys; and
   8. (h) insurance coverage requirements and liability issues.

3. (3) Testing procedures. Testing materials must be submitted to the division for approval. Tests should be structured with a minimum of 40 questions per exam. A minimum of two different examinations must be submitted and used randomly during the instruction of the course, and structured as follows:

   1. (a) 12 Fill in the blank;
   2. (b) 12 Multiple choice;
   3. (c) 12 true and false questions;
   4. (d) one to six questions dealing with safety equipment;
   5. (e) one to four questions dealing with the duties of pilot escort drivers;
   6. (f) one to six questions dealing with the maintenance of equipment; and
   7. (g) one to six questions dealing with items that must be collected in a route survey.

4. (4) Grading of examinations.

   1. (a) An authorized trainer must provide an explanation to the division of how the test will be administered.
   2. (b) Students must pass with an 80% score to be certified.
   3. (c) Students receiving less than an 80% score will be allowed to attend one additional class without additional cost, except for reimbursement of any additional materials and postage costs.
   4. (d) If the division terminates a contract with an entity providing third-party pilot escort training, the entity shall provide to the division electronic documentation regarding students who completed the courses administered by the entity.

5. (5) Applicant Recertification Procedures.

   1. (a) An authorized trainer shall provide means through which an individual may be recertified either by mail or the internet.
   2. (b) The authorized trainer shall submit written procedures documenting the process for the examination that will allow the applicant to recertify. The examination must not be a duplicate of the examination used during the initial certification process and should be constructed to educate the student on updates pertaining to pilot escort certification and legal requirements.
   3. (c) Recertification tests must be structured as outlined in this section.
   4. (d) Applicants receiving less than an 80% score will be allowed to retake the certification exam one additional time at no additional cost except for reimbursement of any additional materials and postage costs.
   5. (e) Students receiving less than an 80% score will be allowed to attend one additional class or certify by mail or online without additional cost, except for reimbursement of any additional materials and postage costs.

6. (6) Training costs.

   1. (a) Costs associated with providing classroom instruction, materials, testing, and credentialing will be the responsibility of the authorized trainer.
   2. (b) These costs may be passed on to the students for certification in the form of tuition determined by the authorized trainer based on the business model and expenses.
   3. (c) Cost proposal and course fees must be submitted to the division for approval as part of the application process.

7. (7) Suspensions and revocations of pilot escort training entities.

   1. (a) The division may suspend or revoke the authorization to provide services if the entity fails to meet conditions and requirements set forth in of this section.

   2. (b)(i) If an entity has the authority to provide training services revoked or suspended, the entity may appeal the decision.

      1. (ii) The appeals will be handled by a steering committee created by the division.
      2. (iii) The steering committee will have the powers granted to the department's deputy director for appeals from other division administrative actions.
      3. (iv) The steering committee's decision, if approved by the director of the division, will be considered a final agency order under the Utah Administrative Procedures Act.

8. (8) The division has the right to review:

   1. (a) rates;
   2. (b) fees;
   3. (c) procedures; and
   4. (d) the certification process is established by an authorized trainer when the division deems it necessary to ensure compliance with this rule.

9. (9) Record retention and data management requirements. Authorized trainers must maintain the following certification and recertification records for a period of eight years:

   1. (a) student's name, address, and contact information;
   2. (b) driver's license number, original MVR, and original proof of insurance information from insurance provider;
   3. (c) copy of each student's written exam;
   4. (d) digital copy of certification flagger card, including photo;
   5. (e) training and expiration dates on students;
   6. (f) recertification and expiration dates; and
   7. (g) list of instructors, proctors, administrators, and a copy of their resumes, and the date of classroom instruction and re-certification dates, providing services.

10. (10)(a) Records may be scanned and kept electronically, provided the authorized trainer has the necessary data backup and retrieval procedures.

    1. (b) The division has the right to review any records retained and may observe the instruction given both in the classroom and through the recertification process when the division deems it necessary to ensure compliance with this rule.
    2. (c) The loss, mutilation, or destruction of any records which an authorized trainer is required to maintain must be immediately reported by the authorized trainer by an affidavit stating the date these records were lost, mutilated, or destroyed, and the circumstances involving the loss, mutilation, or destruction.
    3. (d) Records must be retained by the authorized trainer for eight years, except for the computerized file, which is to be kept permanently, during which time the authorized trainer will be subject to inspection by the division during reasonable business hours. If the authorized trainer goes out of business, the permanent record must be submitted by the entity to the division.
    4. (e) It is the responsibility of the authorized trainer to provide a list of applicants who have successfully recertified, along with the corresponding grade, to the division at the end of each quarter of each calendar year.
    5. (f) Records, including computerized records, must be provided to the division if requested for an audit or review of the authorized trainer's records. Failure to provide records as requested by the division is a violation of this rule.
    6. (g) Entities must maintain accurate, up-to-date records.

KEY: permits, safety regulations, size and weight, trucks

Date of Last Change: March 16, 2026

Notice of Continuation: April 30, 2024

Authorizing, and Implemented or Interpreted Law: 72-1-201; 72-7-406; 72-9-303; 41-1a-102; 41-1a-231; 41-1a-1206; 72-7-402; 72-7-404; 72-7-407; 72-9-301; 72-9-502