Appendix 09.pdf

Functional Requirements: SCDMV Driver Enforcement and Compliance

Appendix #:

Subject:

Functional Requirements: SCDMV Driver Enforcement and Compliance

Appendix 09 - Driver Enforcement and Compliance Page 1 of 38

Overview System Enhancements and Improvements Violations Ticket Processing Event Processing Suspension Processing Hearing and Appeals Medical Condition Processing Ignition Interlock Processing

Compliance Processing Reinstatement Processing Accident Reporting and Processing CDL / Driver Compliance Inventory – Citation Financial Responsibility

See Appendix 15 for a complete list of all abbreviations and acronyms.

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Overview

The system shall support the following Driver Enforcement and Compliance functions:

1. Violations – Allow the definition of violation categories specific to SCDMV.

2. Ticket Processing – Process tickets on customer records, including both electronically received and paper-based tickets, which may come in the form of indictments or warrants, with the focus on electronically received tickets. The system shall track and report out on the number of tickets added to records that were received electronically, as well as the number of tickets, indictments, and other similar documents added to records that were received via paper, and the entity providing either paper tickets or electronic tickets. The reporting mechanism must be configurable to SCDMV needs.

3. Events and Points Assessment – Track, report out on, and manage events and points assessments on customer records.

4. Suspension Processing – Manage the processing and application of suspensions to customer records.

5. Hearings and Appeals – Generate and send hearing and appeals packets and track them as part of case management on the customer’s record.

6. Medical Condition Processing – Generate and manage medical packets related to customer driving eligibility.

7. Ignition Interlock Processing – Track the installation, removal, and compliance of ignition interlock devices.

8. Compliance Processing – Provide alternate products and services to enable customers to drive their vehicles under limited conditions.

9. Reinstatement Processing – Process the reinstatement of customer driving privileges and enable the issuance of regular products based on eligibility.

10. Accident/Collision Reporting – Receive and report on various items related to collision reports.

11. CDL/Driver Compliance – Provides the tools to verify against FMCSA’s database for CDL medical certifications for commercial drivers.

12. Inventory – Citation – Provides inventory management on the issuance of citation number ranges and paper citation tickets.

13. Financial Responsibility – Monitors and reports on customer compliance with financial responsibility insurance requirements, including processing uninsured motorist claims and surety bonds.

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System Enhancements and Improvements

SCDMV envisions the following system enhancements and improvements in the new modernized system:

2.1 Suspension Wizard-like Capability

The system shall include a suspension wizard-like feature that enables SCDMV users to input specific parameters and criteria related to a suspension as defined by the business rules. The system will guide the SCDMV user to relevant information, such as identifying which suspension needs to be cleared, in what order, when applicable, and the appropriate method for clearing it and shall be intuitive to guide the SCDMV employees and customers to alternative licensing options, if available based on South Carolina law.

The system must have the functionality to track what’s needed for a customer to obtain a special license (route restricted, temporary alcohol, provisional), if applicable. If some requirements have not been met, the system must be able to provide a list of those requirements upon request.

This shall be available to a customer who may be using a web-based account. The customer shall be able to easily understand why they are currently suspended and what is necessary to clear the suspension and reinstate their driving privileges.

2.2 Clearing Multiple Suspensions at Once

The system shall provide the capability to clear multiple suspensions simultaneously, provided the customer meets the eligibility criteria for clearing them. The system must allow a customer to choose what suspensions they would like to clear without mandating that all are cleared at the same time. If a customer has a web-based account with the SCDMV, the customer may select what suspensions they would like to clear and pay the applicable reinstatement fees for solely those items, if desired.

2.3 Automated Notification for Skills Test to Certain Conditions

If a customer has four or more at-fault collisions within a 24-month period, the system shall automatically generate and send a notification requiring the customer to schedule a skills test by their preferred method of receiving correspondence. The system shall include a direct link to schedule a skills test on the correspondence, depending on the preferred method selected by the customer, if the preferred communication allows this links to be included. The system shall create an alert in a work queue to track compliance with this requirement. Notifications shall be sent electronically whenever possible and made accessible to the customer through the customer account via the customer portal.

The system shall be configurable to alert customers of which driving test they must take dependent on what license class the customer holds and what type(s) of vehicles were

Appendix 09 - Driver Enforcement and Compliance Page 4 of 38 involved in the at-fault collisions. These must be configurable based on SCDMV business rules.

2.4 Ability to Receive and Process Updated Ticket from Court

The system shall process electronically received tickets from courts, as well as paper citations. It shall also identify updated electronic and paper tickets from courts, process them as updated records, and automatically link them to the appropriate customer’s record. The system must be able to report on ticket data sent by the courts; the violation types of tickets and the time frames related to these tickets/data. The system must have the capability to this reporting analysis regardless of whether the ticket was received as an electronic ticket or a paper ticket. In the instances of paper tickets, the SCDMV recognizes that the system would not know it was not a paper ticket unless an SCDMV user provided information to that effect first. The system shall provide a report on the SCDMV employee who processed what ticket, when necessary, and provide information on errors related to tickets being applied to incorrect records when a certain threshold of accuracy is not met. For example, the system shall have the capability to flag a record if the record the ticket was added to, and the ticket itself, does not have matching features of a percentage determined by SCDMV, and this shall be able to be reported to applicable staff.

2.5 Automated Medical Packet to Customer

The system shall generate and send a medical packet tailored to the customer’s specific needs, when required. This packet may include the customer’s demographic information. If specific conditions are met, such as the need for a periodic medical or vision examination, the system shall automatically generate the medical packet with the required demographic details and send it to the customer via the customer’s preferred mode of communication.

The system must possess the capability to retain customer’s medical records for an amount of time set by the agency and receive existing medical records currently stored as paper documents. These records must be stored in the same way other records are stored, but the system shall have the capability to vary the permissions of users to allow for viewing these or not. Further, the system shall have the ability to manage the timeframe in which these records are uploaded, and for how long they’ve been in the same state.

2.6 Track and Report Citation / Ticket Book Usage

The system shall have the capability to provide inventory management of citation and ticket book numbers assigned to each law enforcement agency, including both electronic and paper formats. It shall actively generate usage statistics, identify trends in usage, damage, missing items, and ordering patterns. The system shall also have the

Appendix 09 - Driver Enforcement and Compliance Page 5 of 38 capability of producing detailed reports to monitor law enforcement agencies’ citation usage and ordering activities, providing actionable insights for effective management.

2.7 Collision Report Improvement

For collision reports with enough matching information available, the system shall have the functionality to automatically process that report, document the collision as required by SCDMV business rules, and deliver it straight to the document repository of the involved drivers’ (when applicable) customer record without the need for human intervention. If there is not enough information available to automatically process, the report will be added to a workflow queue that shall be reported back to the issuing officer through the interface after review by the appropriate user.

The system shall have the ability to report on the collision reports added to records and any errors related to this action. The system shall have the capability to report on various collision related parameters.

The system shall implement a standardized procedure and defined timeframe for processing Collision Report Requests. It shall include functionality to detect and alert users if duplicate requests are being submitted, as well as the status of the report (rejected, not received, processed, etc.). Additionally, the system shall provide intuitive, guided screens to enable agents to efficiently complete collision report requests.

The system should have the capability to print multiple collision reports at once with only the case number. For example, if a user was to command the system to print each individual report when given 1500 report numbers, that should be possible without the need for a person to go into each individual customer record to locate the reports and print.

2.8 Suspension Notification

The suspension notification shall be configurable depending on the violations on the customer’s record, restatement requirements, and actions that the customer must take for compliance. The suspension notification shall have the capability to include information and appropriate statuses and links, if applicable, per the preferred mode of communication.

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Violations

3.1 Introduction

The system shall support the processing of violations and citations received from various sources, including courts, law enforcement agencies, out-of-state jurisdictions, and other relevant entities. Violations and citations shall be categorized as described in the following sub-sections.

3.2 Process Descriptions

3.2.1 Alcohol Related Criminal Violation

SCDMV processes alcohol related criminal violations in compliance with South Carolina code of law. For commercial drivers, such violations may lead to the disqualification of commercial driving privileges.

3.2.2 Alcohol Related Administrative Violation

Customer may be asked to take a chemical test by law enforcement.

If the customer refuses to take the chemical test or if a person’s BAC registers higher than .15, law enforcement reports the refusal or results to SCDMV via US mail which will result in an immediate suspension of driving privileges of the customer.

The system shall monitor these violations and take appropriate action and prevent customers from obtaining products that they are not eligible to receive. These and all violations must be appropriately applied to the record in an easy-to-understand manner.

The SCDMV is in the process of exploring how to make this process less reliant on mail and is working with law enforcement on that initiative.

3.2.3 Commercial Drivers Violation

CDL holders may incur convictions resulting in CDL disqualification. Convictions for noncompliance, including those received from out-of-state jurisdictions, may lead to the disqualification of commercial driving privileges. The CDL program is administered in accordance with 49 CFR and other federal and state statutes.

3.2.4 Moving and Driving Restriction Violation

Violations of driver’s license restrictions, such as those reported by law enforcement or courts, may result in penalties. Alcohol-related incidents may lead to immediate actions, including suspension.

Customers may also receive citations for moving violations, such as speeding or reckless driving. A combination of multiple moving violations may result in the suspension of driving privileges. Suspension periods will vary based on the number of convictions and the age of the customer.

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3.2.5 Court Non-Compliance Events

When the customer receives a citation, they are required to pay the fine of the ticket. If the customer fails to pay the fine, then court will send a Failure to Comply (FTC), Failure to Appear (FTA) in court, or Failure to Pay (FTP) fines to Court, which will result in a withdrawal of driving privileges of the customer. The customer has the option to appeal against the decision in court to receive a different result. These court orders may also be received from out of state courts.

Any items from courts, to include those above, must be properly recorded on the driver’s record in an easy-to-understand manner. Functionality of the system must include “stops” that do not allow the issuance of certain products in instances where a customer is not eligible for them. The system shall present compliance/license reinstatement requirements in a manner that are easily understood by the customer and the DMV employee.

3.2.6 Driving Privilege Removal or Restoration Request

External agencies may request the addition or removal of restrictions or suspensions on a customer’s driver’s license due to compliance-related issues. These requests may come from the following agencies:

1. South Carolina Judicial Branch (Courts)

2. Department of Social Services (SCDSS)

3. Department of Public Safety (DPS)

4. Department of Alcohol and Other Drug Abuse Services (DAODAS)

5. Department of Probation, Pardon, and Parole Services (PPP)

6. County Tax Collectors, Auditors, and Treasurers

7. Federal Motor Carrier Safety Administration

8. Law Enforcement Agencies (LEA)

9. Other Jurisdictions – For cases involving reciprocity agreements.

3.2.7 Cancelation of South Carolina Credential Request

The system shall process a cancelation when a notification to cancel the South Carolina credential is received by the SCDMV in one of the following scenarios:

10. Customer Moved to Out-of-State Jurisdiction – The notification will usually come from an out-of-state jurisdiction to which the South Carolina driver has moved.

1. Fraud – Circumstances of fraud may be found that require the cancelation of the driving privileges.

2. Error by SCDMV staff – When the SCDMV staff makes an error on a license or if they failed to contact the SCDMV within a stipulated time frame, the person is notified by the SCDMV to return and receive a corrected license.

3. Parental Consent – Parents of a minor may request cancelation of driving privileges for the minor child under their custody.

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3.3 System Features

1. The system shall provide a capability to monitor, record, and apply all violations by the violation category.

2. The system shall provide a capability to add more violation categories and a list of violations to the violation category.

3. The system shall provide a capability to move a violation from one category to another.

4. The system shall provide a capability to receive both criminal and administrative alcohol related violations via an interface, if available in future.

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Ticket Processing

4.1 Overview

The SCDMV receives most tickets electronically through the courts interface, which are processed automatically. Paper tickets are also received from some courts and are manually processed by SCDMV employees.

The system shall have the following capabilities:

1. Automated Processing of Electronic Tickets – The system shall process electronically received tickets without requiring intervention from SCDMV employees, if the information on the ticket matches to a specified degree of certainty and a driver for which a record exists in the system. A different queue must exist for review and processing, when the specified degree of certainty is not met. Processing of electronic tickets must include features to report on the nature of the tickets themselves, to include the date of the violation, the ticket number, the violation, the driver’s information, the court which disposed of the ticket and the disposition itself, to include the date of the disposition, the information of the law enforcement entity issuing the ticket, and other attributes.

2. Manual Processing of Paper Tickets – The system shall enable SCDMV employees to manually process tickets received on paper, recognizing that tickets shall primarily be processed electronically. The system shall provide the capability to report on what tickets are paper and added to a record versus ones that are electronic. The reporting features shall include similar attributes above, with a distinction on what was a paper ticket and was an electronic ticket.

The system shall support the ticket processing functionality described in the following sub-sections.

4.2 Process Descriptions

4.2.1 Receive and Process Electronic Tickets from Court

The system shall process electronic tickets received from the court interface automatically, without intervention from SCDMV employees. Rejected tickets shall be added to a workflow queue that shall be reported back to the court through the interface after review by the appropriate user.

4.2.2 Receive and Process Paper Tickets from Court

The system shall process paper tickets received from the court as follows:

1. Paper tickets shall be scanned, indexed, and placed in the appropriate work queue for processing at the central office with the capability of the date the ticket was received by the central office to be captured. Once a paper ticket is scanned, it shall not be printed for processing. The system may be equipped with the appropriate reader technology to appropriately apply a paper ticket to a record using the

Appendix 09 - Driver Enforcement and Compliance Page 10 of 38 attributes described earlier automatically as if it was an electronic ticket provided a specified degree of certainty exists between the paper ticket and the record. The system shall count paper tickets and electronic tickets separately to ensure the agency has oversight into what entities are providing paper tickets versus electronic tickets and for what violations.

2. These tickets shall be manually processed and linked to the customer’s record.

3. The ticket shall also be sent to the out-of-state jurisdiction for further processing based on the type of violation.

4. For in-state customers:

a. If the customer does not already exist in the system, a new customer record shall be created, and the ticket shall be recorded. Newly created customers for the reason of a violation must be a field that is able to be reported by the system to ensure there are no new customer records being created for already existing customers. The system shall create new customers automatically only when it is reasonably sure that that customer does not already exist, including providing comparison checks against existing records before creating a new customer.

b. If the customer exists, the ticket shall be recorded on the existing customer record.

4.2.3 Process Tickets from Out-of-State Jurisdictions

The system shall process tickets or violations received from out-of-state jurisdictions for South Carolina drivers. These tickets may be received directly from the jurisdiction or via the AAMVA interface.

4.3 System Features

1. The system shall provide a capability to link the ticket to one or more customers, as appropriate.

2. The system shall provide a capability to move the ticket from one customer to another, if the ticket was processed for the wrong customer, without the need for deleting the ticket data and re-entering it again. The system may provide the capability to the customer, using their online profile to view all ticket data according to business rules.

3. The system shall provide the capability to view all the active and closed tickets. The closed tickets may only be visible for a certain amount of time after they have been closed and will depend on the type of violation listed on the ticket and role-based access given to the staff.

4. The system shall generate statistics on the number of tickets received, processed, and errors on electronically received tickets, among other attributes as defined by the SCDMV. The System shall have the capability to send these statistics back to the reporting agency.

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5. The system shall monitor the tickets received, processed electronically, on paper, by the agency and the error or reject rate.

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Event Processing

5.1 Overview

The system shall process all incoming events, including violations, compliances, and other relevant updates. These events shall be applied to the customer’s driving record and may trigger further actions.

1. Violation and Point Assessment – Certain events will have point values associated with them, which must be accurately assessed on the customer’s record. These points may impact driving privileges and the status of the customer’s driving credentials.

2. Compliance and Other Events – Events related to compliance or other updates must be processed and appropriately linked to the customer’s record. The system shall update the customer’s driving privilege status and the status of the products they own based on the nature of the event.

3. Comprehensive Event Handling – The system shall have the capability to receive, process, and link all events to the appropriate customer record, ensuring accurate and consistent updates to the system.

5.2 Receive and Validate Event

5.2.1 Receive Event

The system shall process violations, compliance events, and other updates received from external agencies and third-party service providers. The process includes the following capabilities:

1. Initial Validation - The system shall validate incoming data to ensure accuracy and flag any erroneous information. Erroneous data shall be returned to the submitting agency for correction. In some cases, the SCDMV may be obligated to correct incoming records based on the sender’s requirements.

2. Electronic Processing - The system shall receive and process information and documents electronically. These documents shall be automatically indexed, stored in the Central Document Repository, and associated with the appropriate customer record.

3. Manual Processing - For reporting agencies unable to submit documents electronically (e.g., courts, law enforcement), the system shall support the manual processing of paper documents. These documents shall be scanned, indexed, and processed to ensure proper handling and association with the customer’s record.

5.2.2 Perform Validation

The system shall validate the records for errors and duplicates to ensure accuracy of the customer record. The system will need to provide a capability to fix any errors and duplicates manually, if needed.

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1. Reporting Errors – If the records can’t be processed correctly, then erroneous records must be sent back to the reporting agency.

4. Duplicate Records – If a duplicate is found, the system shall return the record to the reporting agency and produce a report for the SCDMV.

5.2.3 Processing Manual Request

1. Scan and Index – When documents are received as paper documents, these are scanned and indexed to the Central Document Repository and associated to the appropriate customer’s record.

2. Manual Entry for Record, Document and Request – The system shall provide the capability to manually enter the record, document, and request, if necessary.

3. Forwarding for Verification – The system shall automatically send the documents that have failed to update customer’s record to the appropriate work queue for verification. Any records that need a manual verification shall also be sent to appropriate work queue.

4. Verification by Employee – The documents received manually may be verified by the SCDMV employee prior to being scanned and indexed. Any records that have not been updated from electronic transmission will also be reviewed by the SCDMV employee.

5.3 Points Assessment

5.3.1 Assess Points to the Customer

When a violation with associated points is recorded, the system shall assess the points to the customer's record. Points may be assessed based on either the violation date or the conviction date, which could differ due to factors such as court appearances or notification periods provided to the customer. If points are added to the customer’s record, the system shall evaluate the total points accumulated within a specific period and determine the appropriate withdrawal action, such as suspension or revocation of driving and/or vehicle registration privileges. The system shall generate and send an automated notification to the customer via their preferred mode of communication, informing them of the assessed points and any actions taken.

5.3.2 Remove Points from Customer’s Records

Points shall be removed or reduced from the customer’s record if the customer undertakes compliance actions, such as completing a safe or defensive driving course or an educational program through a state-approved provider. The system shall evaluate the reduction in points and determine if any withdrawal actions or suspension periods can be adjusted. This may allow the customer to regain their original privileges or reduce the duration of their suspension. An automated notification shall be generated and sent to the customer using their preferred mode of communication, informing them of the updated status.

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5.3.3 Maintain Violation Points Table

Authorized SCDMV employees shall have the capability to manage the violation points table within the system. This includes the ability to add, modify, or remove violations;

assign or change point values for violations; and update effective dates for point value changes. The system shall allow adjustments to the violation points table without requiring programming changes, ensuring flexibility and ease of management.

5.4 License Cancelation

5.4.1 Cancel License – Surrendered Out of State

When a South Carolina driver’s license is surrendered in another state, it shall be canceled in the system. A cancellation notification is received from the out-of-state jurisdiction when a new driver’s license is issued to the customer. This information is sent to South Carolina either directly or through the AAMVA interface. The system shall update the South Carolina driver’s license record to reflect its cancelation and may forward any pending violation information to the jurisdiction issuing the new license.

Customers with unresolved violations will still be required to fulfill compliance requirements.

5.4.2 Cancel License – Voluntarily Surrendered, Fraud, or Other Reasons

The system shall support license cancelation for the following reasons:

1. The customer voluntarily surrenders the license.

2. Fraud is detected internally by the SCDMV or reported by an external entity such as a law enforcement agency.

3. Other reasons as determined by the SCDMV.

In these scenarios, a cancellation notification may be generated and sent to the customer. The system shall update the customer record to reflect the cancelation and the reason for it. Customers with unresolved violations will still be required to meet compliance requirements. Customers who surrender their driver’s license may be eligible to receive an identification card.

5.5 CDL and CMV Violations

5.5.1 Process CDL and CMV-Related Violations

The system shall process violations associated with a commercial driver’s license (CDL) or those occurring while operating a commercial motor vehicle (CMV). These violations may lead to the disqualification of commercial driving privileges.

Depending on the type of violation and whether it involves a CDL, CMV, or both, driving privileges may be suspended, and commercial driving privileges may be disqualified for a specified duration in accordance with system-defined business rules as well as federal statute, federal regulation, and state law. For severe or repeated violations, commercial driving privileges may be permanently revoked.

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Commercial driver-related violations are federally mandated to be retained for 55 years.

All occurrences of such violations shall be counted when determining the disqualification of commercial driving privileges.

5.6 Child Support Violations

5.6.1 Add and Remove Suspensions – Child Support Violations

The system shall support the addition, update, and removal of child support-related violations on a customer’s record. Information on these violations may be received electronically or as paper documents from the Department of Social Services (SCDSS).

Electronically received violations shall be processed automatically, while paper-based violations may be processed manually, if needed.

The addition, update, or removal of a child support-related violation may result in the suspension or reinstatement of the customer’s driving privileges.

The system shall generate a notification to inform the customer of the suspension or reinstatement of their privileges due to child support obligations. Notifications shall be sent using the customer’s preferred communication method.

5.7 AAMVA Updates

5.7.1 Send Updates to AAMVA

The system shall report violations and changes to the status of driving privileges on a customer’s record to the American Association of Motor Vehicle Administrators (AAMVA) through the AAMVA interface. Updates shall be sent to AAMVA under the following circumstances:

1. A customer moves to South Carolina and requests a driving credential, necessitating a change in the state of their driving record to South Carolina.

2. A violation is added to the customer’s South Carolina driving record.

3. A violation is removed from the customer’s South Carolina driving record.

4. An existing violation’s information is updated.

5. The status of the customer’s driving credential changes, such as upgrading, downgrading, or surrendering a license.

6. A customer’s pointer is updated.

5.8 System Features

1. The system shall track all points activity for a customer, including the range of dates during which the points are valid.

2. The system shall automatically accumulate points from all points activities associated with a customer’s account.

3. Accumulation of points may trigger automated actions, such as:

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a. Adding a suspension or withdrawal of driving privileges.

b. Removing a suspension or withdrawal of driving privileges.

c. No changes to driving privileges.

4. The system shall automatically generate notifications for any triggered actions and send them to the customer via their preferred communication method, while also making them available on the customer’s profile.

5. If points activity reaches a specified threshold requiring manual review, the system shall automatically initiate a workflow and place the record in the appropriate work queue for evaluation.

6. The system shall track violations with respect to their timing and evaluate their impact based on the condition of the customer’s record when the violations occurred, not when they were reported.

7. The system shall add or remove points as a result of hearings and appeals activity.

8. The system shall maintain commercial driver-related violations for 55 years as mandated by federal regulations and South Carolina statutes. It shall account for all occurrences of violations when determining disqualification of commercial driver privileges.

9. The system shall allow the addition or update of events to the list of possible events that can be received for a customer.

10. The system shall track and generate reports on statistics for each defined event.

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Suspension Processing

6.1 Overview

Certain violations and the accumulation of points on a driver’s license may result in the suspension of driving privileges. Since customers may not always be aware of the violations or the total points accumulated on their record, the system shall generate appropriate notifications to inform customers about events related to their driving credential and any actions that may lead to a suspension. These notifications must be included in the customer’s online account in a conspicuous location along with the dates associated with point reduction/removal.

6.2 Process Description – Ticket Suspension

6.2.1 Generate Suspension Notification to Customer

The system shall generate and send a suspension notification to the customer after processing a ticket, citation, or point assessment related to their violation. The suspension notification shall be linked to the customer’s record and will be visible in their online profile if they have one with the SCDMV.

6.2.2 Process Suspension on Customer

The system shall process the suspension after the notification period if the customer does not take the necessary compliance action, submit required documentation, request a hearing, or apply for alternative driving privileges. Once processed, the suspension shall:

1. Suspend the customer’s driving privileges, including non-commercial, commercial, motorcycle, and moped privileges.

2. Update the status of the driving credentials to "suspended." For commercial driver licenses, the status shall be changed to "disqualified."

3. In some cases, include the suspension of vehicle registration.

The customer may still be eligible for an identification card or alternative driving privileges, depending on the violation type and compliance status.

The system shall have the capability to send a post-suspension notification based on the type of violation or activity or opt not to send one, if unnecessary. Suspension-related activity shall be viewable in the customer’s online profile if they have one with the

SCDMV.

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6.3 Process Description – Accident Suspension

6.3.1 Process Suspension for Accident

The system shall process accident-related suspensions based on the financial obligations of the "at-fault" driver and/or primary owner. Driving privileges for the at-fault driver shall be suspended under the following conditions:

1. Suspension remains in effect until compliance obligations are met.

2. A judgment or default action results in the withdrawal of driving privileges.

The suspension shall apply to all driving privileges, including non-commercial and commercial, and the driving license products owned by the customer shall be marked as suspended. The customer may have the option to obtain an identification card during the suspension period.

It is desired by the SCDMV that the system have the ability to read the collision report (as mentioned above), determine if the insurance information on the collision report is empty or complete, then determine if the insurance information on file with the SCDMV, to include the policy start date, end date, and filing date, of the insurance information aligns with the information on the collision report. In many instances, an individual who is in a collision and doesn’t have a valid insurance policy is subject to suspension. These are manually reviewed processed now, and the SCDMV is interested in how to automate this suspension notification generation.

6.4 System Features

1. The system shall have the capability to track all suspension-related activities and generate appropriate notifications based on each customer’s specific situation.

Notifications shall inform the customer of their suspension status, the reason for the suspension, and any required remediation actions.

2. The system shall provide the capability to define and update notification requirements for each type of violation and points activity. This includes specifying the content, format, and delivery method of notifications based on the violation or point activity.

3. The system shall allow the definition of suspension durations for each violation and point activity. Suspension parameters shall include additional criteria such as the number of occurrences within a specified time period, the type of license held (e.g., commercial or non-commercial), and other applicable factors.

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Hearing and Appeals

7.1 Overview

The system shall support the generation and submission of documentation packets required for hearings and appeals as follows:

1. Electronic Processing

The system shall have the capability to receive and process documentation requests for hearings and appeals electronically. Upon receiving a request:

a. A hearing packet shall be generated for the Office of Motor Vehicle Hearings (OMVH) when a customer requests a hearing.

b. An appeals packet shall be generated for the court when a customer appeals a court’s decision.

c. The generated documentation packet shall be sent to the appropriate requesting agency electronically.

2. Manual Processing

The system shall also support the manual processing of hearing and appeals documentation requests when electronic processing is not feasible. SCDMV staff shall be able to manually generate and send the required packets to the appropriate requesting agency.

These capabilities shall ensure that the system provides flexibility and efficiency in managing hearing and appeals requests, meeting both automated and manual processing needs.

7.2 Process Descriptions

7.2.1 Receive a Request for Documents

The system shall handle requests for documents, images, and customer records submitted by the hearing office or appeals court, either electronically or as paper requests. Upon receipt, the system shall:

1. Record the request along with relevant details such as the date of receipt, the requesting agency, and the requested records, images, and documents.

2. Link the hearing or appeals information to the customer’s record to indicate that a hearing has been requested, or an appeal is in process. This linkage shall highlight potential impacts, such as the reversal of a suspension or reissuance of driving products pending the decision outcome.

3. Create a case to track the hearing or appeals request, allowing for the addition of supplemental documentation and tracking of the decision’s impact on the customer’s driving privileges or products.

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7.2.2 Prepare a Hearing or Appeals Packet

The system shall support the creation of hearing or appeals packets by:

1. Extracting relevant customer records, images, and documents required for the hearing or appeal.

2. Redacting sensitive or unnecessary information, as applicable, with SCDMV staff possessing the ability to configure what’s redacted on a case-by-case basis as necessary.

3. Creating an exhibit list to catalog the contents of the hearing or appeals packet.

4. Sending the packet to the hearing office or court using their preferred delivery method, which may include electronic or paper formats.

5. Attaching a copy of the packet to the associated case and maintaining it in the system. The packet shall also be linked to the customer’s record for tracking and reference purposes.

7.2.3 Receive Hearing or Appeals Decision

The system shall process decisions received from the hearing office or appeals court by:

1. Recording the decision in the associated case and posting it on the customer’s record.

2. Applying the decision to the customer’s driving privileges, which may involve actions such as withdrawing (suspending, revoking, canceling, or disqualifying) or reinstating driving privileges.

3. Generating and sending a notification to the customer based on the decision, detailing the updated status of their driving credentials and any next steps the customer must take to comply or regain privileges.

7.3 System Features

1. The system shall utilize case management capabilities to track all hearings and appeals, including associated documentation, timelines, and decisions.

2. The system shall provide the ability to send documents electronically to hearing offices and courts, ensuring timely and secure delivery of required materials.

3. The system shall automatically generate hearing and appeals packets, extract relevant customer records and redact sensitive information in accordance with system-defined business rules.

4. The system shall support the receipt and processing of appeals requests from out-of-state courts, ensuring compliance with applicable regulations and procedures.

Appendix 09 - Driver Enforcement and Compliance Page 21 of 38

Medical Condition Processing

8.1 Overview

The System shall support the evaluation of customers for medical conditions to determine their eligibility to operate a vehicle. This evaluation process applies to both commercial and non-commercial drivers.

8.2 Process Descriptions

8.2.1 Issue Medical Packet to Customer

In this process, a tailored medical packet is issued to the customer for completion and certification by their medical provider. The package will include the customers’ demographic information and be customized based on their specific needs.

A medical packet may be issued for the following reasons:

1. Customer Request – The customer voluntarily requests a medical packet.

2. SCDMV Employee Observation – An SCDMV employee identifies a potential medical condition based on the customer's behavior or physical presentation, such as using a walker or wheelchair.

3. External Reporting – A medical condition is reported by an external entity, such as law enforcement or a third party (e.g., a neighbor).

Upon issuance of the medical packet, the customer’s existing driving credentials (including commercial, non-commercial, motorcycle, and moped licenses) are marked for review upon receipt of completed medical packet. An identification card is issued to the customer during the evaluation process.

8.2.2 Process Received Medical Packet

In this process, the completed medical packet submitted by the customer is recorded, processed, and linked to their record in the System.

The customer may be required to fulfill one or more of the following requirements:

1. Complete a skills test, vision test, or other specified assessments at the SCDMV office.

2. Submit a medical certification form completed by a licensed medical provider.

3. For military customers, provide qualifying documents from a medical provider to receive applicable waivers for products.

Upon processing the medical packet, the system will evaluate the customer’s eligibility for alternative products and prevent the customer’s driving credential from being issued. Based on eligibility, the customer may be issued an identification card, a restricted or full driver license, or other conditional products as determined by their medical evaluation results.

Appendix 09 - Driver Enforcement and Compliance Page 22 of 38

Submit Medical Records and Receive Responses from the Medical Advisory Board

In this process, select medical packets will be forwarded to the Medical Advisory Board to review (in accordance with SC Code 56-1-221) and determine a means to resolve.

Records are submitted to the Medical Advisory Board through the SC Department of Public Health Secure Data Transfer System Portal with a 30-day response time.

8.3 System Features

1. The system shall provide the capability to issue medical packets to customers through print or email, based on the customer's preferred delivery method.

2. The system shall enable the tailoring of medical packets to meet the specific needs of the customer. Each packet shall include the customer’s demographic details and any other relevant information.

3. The system shall automatically generate and send medical packets when specific conditions are triggered, such as the requirement for periodic examinations (e.g., vision tests). The medical packet shall be sent to the customer via their preferred communication channel.

4. The system shall maintain a record of all medical packets issued to customers. This information shall be visible in the customer's profile, along with details of any other relevant products issued.

5. The system shall display the products that the customer is eligible to receive currently and other products they may be eligible to receive in future with the effective date for these eligible products.

6. The system shall display a history of all prior products owned by the customer, including the date ranges during which each product was issued and active in the customer’s record.

7. The system shall interface with the SC Department of Public Health Secure Data Transfer System Portal to send cases and associated data to be reviewed. The system shall also interface with the SC Department of Public Health Secure Data Transfer System Portal to receive the results of the Medical Advisory Board review and determine a means to resolve.

Appendix 09 - Driver Enforcement and Compliance Page 23 of 38

Ignition Interlock Processing

9.1 Overview

Certain violations and events require customers to install an ignition interlock device (IID) in the vehicles they operate. The IID installation may be mandated for a specific duration, determined by the type of violation and as directed by the court.

9.2 Process Descriptions

9.2.1 Add Ignition Interlock Requirement to Customer’s Record

When a customer has certain violations, such as driving under the influence (DUI), their regular driving privilege may be withdrawn. However, they may still be eligible for a special license if specific criteria are met, including the installation of an ignition interlock device (IID) in their vehicle for a mandated time.

The court may require IID installation as a condition for driving privileges, covering the suspension period and possibly an extended period after the suspension ends. The system shall track the IID requirements on the customer’s record, including:

1. The violation(s) necessitating IID installation.

2. The specified time for compliance.

3. The date the customer becomes eligible to install the IID and start fulfilling the compliance requirement.

If the customer has multiple violations requiring IID installation, the system shall manage the order of suspensions and their associated IID compliance requirements.

9.2.2 Record Installation of Ignition Interlock Device

The system shall record IID installation and update the customer’s record with the information provided (electronically by interfacing with their system or by paper) by the South Carolina Department of Probation, Parole and Pardon Services (SCDPPPS).

If the customer is eligible to begin their compliance period with the IID:

1. The system shall start the IID compliance clock.

2. Add ignition interlock restriction on the customer’s record / credential.

3. The customer may be issued additional products, such as a restricted driver license.

4. The system shall update the customer’s record to reflect a transition from suspension to restricted driving status.

If the customer is not yet eligible to begin their compliance period, a notification shall be generated, informing them of their eligibility date for starting IID compliance.

9.2.3 Record Removal of Ignition Interlock Device

The system shall record the removal of the IID and update the customer’s record with the information received from SCDPPPS.

Appendix 09 - Driver Enforcement and Compliance Page 24 of 38

If the customer has completed the required IID compliance period:

1. The system shall stop the IID compliance clock and mark the requirement as completed.

2. The customer may be eligible to reinstate their regular driving credentials by surrendering their restricted driver license.

If the customer removes the IID before completing the required period:

1. Their driving privileges shall be suspended.

2. A notification may be generated to inform the customer of their suspension and any reinstatement restrictions, as defined by system business rules.

9.2.4 Process Completion of Ignition Interlock Requirement

When the customer completes their IID compliance period and the removal notification is received from SCDPPPS, the system shall:

1. Stop the IID compliance clock.

2. Mark the IID requirement as completed.

3. Notify the customer of their eligibility to apply for regular driving credentials.

If the previously issued products are expired or nearing expiration, the system shall prompt the customer to renew their credentials through the SCDMV portal or at an SCDMV office location.

9.3 System Features

1. The system shall actively monitor and track the receipt of ignition interlock-related input from the South Carolina Department of Probation, Parole, and Pardon Services

(SCDPPPS).

2. The system shall automatically link ignition interlock-related input received from SCDPPPS to the corresponding customer’s record.

3. The system shall provide the capability to determine the following for each customer:

a. Whether the customer is eligible to start the ignition interlock compliance clock.

b. Whether the customer has completed their required ignition interlock time period.

c. Whether the customer has not yet completed…