B. Authorised examiners

How to become an authorised examiner, what training you'll need, why your authorisation might cease, the facilities, equipment and security you need to carry out MOT tests, your responsibilities as a tester.

1. Application and authorisation

Any individual person, persons in partnership or company may apply to DVSA via an application for MOT authorisation form (VT01) to become an authorised examiner (AE), authorised to carry out MOT testing of specified vehicle classes as set out in Section A. Introduction.

DVSA publishes information about about authorised vehicle testing stations (VTSs). This includes your trading name, address and phone number to assist the public in finding a VTS in their area.

DVSA will provide information when requested under the Freedom of Information Act. Personal information will not be included in these requests.

Information regarding an AE, VTS or its staff may also be supplied in response to a request from other enforcement agencies, for example the police and HM Revenue and Customs.

An application to become an AE or gain approval for a VTS may be made separately or jointly and must show compliance with the conditions set out in the requirements for authorisation. Further information is available on how to become an MOT station, and should be read in conjunction with this guide.

Final authorisation to carry out MOT testing will be granted only to applicants who can satisfy DVSA that they are of good repute and that their premises, equipment and personnel meet the required standards.

Applying to become an authorised examiner

The application to become an AE must come from the legal entity that will be in full control of the testing operation. This will either be:

• a company
• a partnership
• a sole trader

If a company is in control of the testing operation

In the case of a company, the AE would be the company itself, not the directors or company management staff regardless of who owns the company and who its directors are. The application is to be signed by any person duly authorised by the company to do so.

Written confirmation that the person is duly authorised signed by an ‘officer of the company’ is required (see Abbreviations and definitions).

The directors must be recorded on the company’s register at Companies House.

If a partnership is in control of the testing operation

In the case of a partnership the AE would be the partnership itself, for example the partnership of F Bloggs and A N Other.

The application is to be signed by a person duly authorised by the partnership to do so.

Confirmation that the person is duly authorised in the form of a statement to that effect signed by each of the partners will normally be required together with a copy of the current partnership agreement.

If a sole trader is in control of the testing operation

In the case of a sole trader the AE would be the person making the application, who must sign it.

Any authorisation by DVSA allows only the legal entity authorised to provide the testing service. If a company is reconstituted in a way that leads to a new company registration and number being issued then it will be regarded as a new entity and a new authorisation is needed.

If, in a partnership, a partner leaves or joins, the partnership becomes a new entity, so again a new authorisation is needed, as it is in the case of a sole trader who takes on a partner or forms a company (see also Transfer of records following cessation or disciplinary action).

Application outcomes

Applications will be considered by DVSA following appropriate enquiries and inspections. Applicants will be informed in writing as to the outcome of DVSA’s considerations, which will be either:

• authorisation granted
• approval in principle (AIP)
• intention to refuse

Authorisation granted

This will always have a standard set of conditions but may be subject to additional conditions specified in the authorisation. Standard conditions include compliance with the requirements of the MOT testing guide and the appropriate inspection manuals, as amended from time to time; and special notices.

Approval in principle (AIP) given

This will list items to be complied with before authorisation is granted and will include a time limit after which the AIP will expire. Where the applicant is not prepared to comply with an item, or items, listed they must notify DVSA as soon as is possible, and before the expiry date of the AIP. The application will then be dealt with as in intention to refuse.

Intention to refuse notified

If DVSA, on behalf of the Secretary of State, intends to refuse an application (the legal term is ‘is minded to refuse’), the applicant will be sent a letter. This will give the reason(s) why DVSA intends to refuse the application. The applicant may, within 14 days of the date of the letter, appeal against the refusal.Details of how to do this will be included in the letter.

This process follows the same procedures as an appeal against disciplinary action see Section I8. Appeals against cessation. If an appeal is received within the deadline, it will be considered, and the applicant told of the outcome in due course. If no appeal is received, a further letter will be sent after the 14 days to confirm the refusal.

2. Training

A DVSA approved MOT Managers course that covers testing responsibilities, administrative arrangements, quality systems, disciplinary and appeal processes must be attended for each AE by:

• an AE Principal for the AE
• the AE Designated Manager for that AE

The course is designed to help the AE and AEDM to fully understand their responsibilities and role within the MOT Service.

Authorisations granted before 1 April 1995, that have not been subject to change, do not require their AEDM to have attended the MOT Managers Course. Appendix 1 gives more detail on the AEDM training requirements.

3. Cessation of authorisation and other changes to businesses

Your authorisation can cease by means of:

• voluntary cessation
• automatic cessation
• cessation for disciplinary reasons

Voluntary cessation

An AE may voluntarily cease to be authorised or close an MOT centre at any time by notifying DVSA in writing.

To surrender your AE authorisation or close an MOT centre you must either be:

• the sole trader
• a partner in a partnership with permission to make the request
• the limited company director (AEP)
• someone acting on behalf of the company with permission to make the request

You must fill in the online form to tell DVSA you’re closing an MOT centre.

Once the AE authorisation has ceased or centre has closed, DVSA will:

• refund any unused MOT slots
• remove any roles assigned to this authorised examiner or MOT centre from the MOT testing service

Automatic cessation

An authorisation ceases automatically if:

• the authorised legal entity is no longer in control of the testing operation at the VTS
• the AE is a sole trader who dies, is adjudged bankrupt (or, in Scotland, has their estate sequestered), or becomes a patient within the meaning of Part VIII of the Mental Health Act 1983 (or, in Scotland, becomes incapable of managing their own affair)
• the AE is a partnership and this is then dissolved (see also other changes to business)
• the AE is a company which is no longer trading or operating (for example, dissolved or dormant), or is no longer in control of the authorised site(s) - in some cases, this could also result in disciplinary action
• no tests have been conducted for a period of 12 consecutive months or more under the AE’s authorisation

An AE must notify DVSA if any of the above changes to the business occurs. Testing must stop immediately if any of the above circumstances occurs until DVSA confirms it can recommence.

Any test carried out after the effective date of the change will have been carried out improperly – this may adversely affect the authorisation of a reconstituted business.

To minimise any disruption to a business that wishes to continue trading following any such changes, AEs should notify DVSA in advance when any of the above changes are planned allowing any necessary applications for new authorisations to be processed before the change takes place. An authorisation cannot automatically be transferred with a business.

Cessation for disciplinary reasons

DVSA, on behalf of the Secretary of State (see Section F. The Driver and Vehicle Standards Agency), has the discretionary power to take disciplinary action against an AE, including cessation of the authorisation.

Failure to adhere to the requirements for authorisation may result in disciplinary action against the AE or the tester. Section I. Discipline explains the disciplinary and appeal processes.

If the AE is a sole trader

When the AE is a sole trader, the responsibility for taking action to ensure that the authorisation is operated in accordance with the Secretary of State’s requirements and the penalties for failure to do so falls on that person.

If the AE is a company

In the case of a company, the responsibility for taking action to ensure that the authorisation is operated in accordance with the Secretary of State’s requirements and the penalties for failure to do so falls on:

• all the officers of the company (see Abbreviations and definitions)
• any other person duly authorised by the company to sign applications and other similar documents relating to the authorisation

If the AE is a partnership

In the case of a partnership, the responsibility for taking action to ensure that the authorisation is operated in accordance with the Secretary of State’s requirements and the penalties for failure to do so falls on:

• each partner
• any other person duly authorised by the partnership to sign applications and other similar documents relating to the authorisation

Transfer of records following cessation or disciplinary action

Where the constitution or administration of a business changes, and the individual AE or one or more partners or directors or officers of a company continue under the new entity, any records, including those of disciplinary matters, will continue to be regarded as relevant to the reconstituted business. Similarly, if any individual AE, partner or director or officer of a company takes up an equivalent role with another AE, any existing records (again including disciplinary ones) will be regarded as relevant to the new AE.

Independence of new AEs

Where the authorisation of the AE has ceased, for disciplinary reasons as above, anyone wishing to apply for authorisation at that site(s) must be able to show that they are sufficiently independent from the former AE, partners or officers of the company.

The maximum acceptable involvement of the former AE is as landlord.

The former AE, including the AEDM and any individuals who were directly accountable in the cessation of the previous authorisation shall not be involved in any way with the management or responsibility of any authorisation.

The spouse, partner, family members of the former AE, including the AEDM and any individuals who were directly accountable in the cessation of the previous authorisation, would not be considered sufficiently independent.

Other changes to businesses

It is not necessary to stop testing immediately for changes other than those described in automatic cessation. DVSA must be notified and receive a full and complete application within 28 calendar days where there is any other significant changes to the control or operation of the business.

Failure to notify such changes within this period may be treated as a shortcoming under Section I. Discipline and may result in the VTSs approval to test being suspended until an acceptable application has been received.

Such changes would include:

• a sole trader entering into a partnership
• any change in the partnerships constitution (where the AE is a partnership)
• any change to the directors of the company (where the AE is a company)
• any change to the person who was required to attended the MOT managers’ course - this only applies where a trained person is required under section B2. Training
• any change in trading name or court appointed supervision of the business other than that which is described as automatic cessation
• a company that continues to operate under the same registration and company number may continue testing provided that any changes to the officers of the company or change in the relationship to any parent company have been notified

It is possible for the AEDM, or other appropriate roles, to update some authorisation details directly on the MOT testing service, such as phone numbers, email address and correspondence address. Any other details must be notified to DVSA in writing.

The AE can cease the appointment of a tester. In the case of a multi-site AE, this cessation may be from all sites, a selection of sites, or a single site. A cessation by one AE does not affect any current or future nominations by other AEs.

4. General responsibilities

Authorisations are granted in accordance with the conditions applicable to the authorisation.

These conditions include compliance with:

• the requirements for authorisation applicable at the time of authorisation
• this guide
• appropriate inspection manuals, as amended from time to time

Additional conditions may also be specified and acceptable with the written authorisation. AEs are in law fully responsible for ensuring that statutory MOT testing at their VTSs is carried out to the required standard and in the manner instructed by DVSA.

Failure to adhere to the conditions of an authorisation or notify DVSA of a change in the constitution or operation of a business or approved site may result in disciplinary action (see Section I. Discipline). For a partnership or company, all partners or directors and officers of the company are equally responsible.

Each authorisation is required to have an AEDM and a SM for each VTS, which may be the same person. See Section M. System roles and user roles.

The responsibilities of testers are set out in Section E. Tester.

AEs are held fully responsible for the actions of their staff and others acting on their behalf or with their agreement, all such staff must be adequately supervised and fully conversant with their testing duties.

Premises and equipment

Every AE must, at all times, properly maintain the premises, facilities and testing equipment at all VTSs for which they are responsible. The facilities and equipment include:

• all facilities and equipment that were present at the time of the VTS’s approval and any additions or alternatives that have been subsequently agreed with DVSA

• all facilities and equipment required by any mandatory upgrade introduced by DVSA

All testing equipment must be kept in good working order. Measuring apparatus must be calibrated in accordance with DVSA’s requirements. If an item of mandatory test equipment is not re-calibrated by its due date, then testing which uses that item must not continue.

In exceptional circumstances where the calibration cannot be carried out by the due date the SM should notify DVSA via the customer service centre.

Testing must stop on any class or type of vehicle as soon as any mandatory item of equipment malfunctions, in a way that could prevent a test being properly conducted on that class or type of vehicle. Testing must not be resumed until the equipment is properly repaired. If equipment fails during a test but before its use has been completed, the test must be aborted, and any fee paid returned.

Roller/plate brake testers and headlamp aim testers can be calibrated anytime during the six months following its last date of calibration. The equipment is then considered calibrated until the end of the 6th month.

For example, if an RBT is calibrated on 15 Jan 2017 – the calibration expiry is 31 July 2017. Therefore, any calibration must be carried out before 1 August 2017.

There are three exceptions to the general rule above:

• where a roller or plate brake tester malfunctions testing may continue, for up to 2 working days from the time the defect occurred, using the DVSA approved decelerometer - only tests booked before the malfunction can be carried out under this arrangement

• where the wheel free play detector malfunctions at an ATL or OPTL approved VTS, testing may continue for 7 calendar days from the time the defect occurred, using the conventional method with an assistant for those specific parts of the test - after that testing cannot continue

• where an item of connected equipment is unable to connect to the MOT testing service but otherwise is performing correctly, testing may continue for up to 7 calendar days from the time the defect occurred - after that testing cannot continue for vehicles that require that equipment

For connected equipment connectivity issues only, DVSA, at their discretion may consider requests to continue testing beyond 7 calendar days, Authorised Examiners must email motadministration@dvsa.gov.uk before the initial 7-day period has expired stating the reason for the request.

All testing equipment which requires a mandatory upgrade or inspection must be completed within the requirements. Testing must stop on any class or type of vehicle as soon as the deadline for upgrade or inspection is reached. Mandatory upgrade or inspections can be introduced by DVSA, by equipment suppliers or the Health and Safety Executive. Mandatory inspections include those required on lifts and hoists covered under LOLER.

An AE must apply to DVSA for approval prior to the changes being made for:

• addition of test classes

• replacement or modification of any fixed test equipment that will alter the approved dimensions or layout

• alterations to the building or the layout of equipment

The AE can apply using the Application for MOT Authorisation Form (VT01). Supporting drawings should be enclosed with the application.

No proposed change will be acceptable if it reduces clearances or dimensions (including those for access) below the limits specified in the requirements for authorisation or, for features approved only as ‘acceptable variations’, below their existing values.

DVSA must be notified of any changes to fixed equipment or equipment that needs to be connected (transfer results to the MOT testing service) using the ‘Change testing equipment’ link on the VTS page on the MOT testing service. Provided the notification has been given, the AE can proceed to have the equipment installed and use it. This includes upgrading to connected equipment where an API key must also be requested using the ‘Request a key’ link.

The changes will be checked by DVSA at the next visit. If the changes do not meet the requirements for authorisation approval may not be given.

The renewal of mobile testing equipment does not have to be notified to DVSA provided that the replacement is on the current DVSA approved list and will not affect the range of vehicles that can be tested.

Security

AEs are responsible for ensuring that blank MOT contingency testing (CT) certificates are not accessible at any time to unauthorised persons.

In the event of loss or theft of blank CT certificates the AE must immediately either:

• notify DVSA via the customer service centre

• report the loss by emailing the MOT mailbox

The AE must send a full written account of the circumstances within one working day.

An AE may consider removing a tester from the list of testers at any of the VTS(s) within their authorisation to cover periods of extended absence. This could include for prolonged illness. This should be considered for periods in excess of 3 weeks. At the end of the period of absence the AE can reinstate the tester to the list of testers.

The AE shall take reasonable precautions to ensure that all MOT security code users which they are responsible for safeguard their security cards or authentication apps, passwords and their unique email address recorded on the user’s MOT testing service (MTS) profile.

The chosen method to generate an MOT security code must be protected and retained in the personal possession of that MTS user and not left unsecured.

Outside working hours, the security of the MOT security code generator is the responsibility of the MTS user.

AEs must ensure that MOT security code users do not:

• disclose their password to anyone

• share the MOT security card, authentication app or access to their MTS profile unique email account with anyone

• write down their password

• leave MOT security cards or authentication apps in an unsecured location

• write their user ID, password or answers to their security questions on the security card

Nobody, including MOT testing service administrators or DVSA staff, is authorised to ask you for your user password. Users must report any request to disclose their password (or requests to change their password to a particular value) to DVSA via the customer service centre immediately.

Contact DVSA

DVSA Customer Service Centre enquiries@dvsa.gov.uk
Telephone: 0300 123 9000
Monday to Friday, 7:30am to 6pm
Find out about call charges

DVSA
The Ellipse
Padley Road
Swansea
SA1 8AN

Liability for vehicle damage

The extent of an AE’s liability for damage is set out in Regulation 14 of the Motor Vehicles (Tests) Regulations 1981 (Statutory Instrument 1981 No 1694) as amended and in part reproduced in Appendix 4: Liability for loss or damage. It describes the scope of AE’s responsibility for loss, damage or injury caused while vehicles are in their custody for MOT tests, and while the test is being carried out.

AEs must not display disclaimers of such liability in their VTSs and must ensure that no vehicle presenter is asked to sign any such disclaimer.

Convictions

AEs must notify DVSA immediately in writing of any convictions of individuals involved in the MOT service under their authorisation. This includes:

• AEPs
• AEDMs
• AEDs
• site managers
• site admin
• testers

For conviction definitions see Appendix 7: Convictions and repute.

Checks by DVSA staff

DVSA uses a risk based approach to managing the MOT service, assessing VTS sites and test standards to determine the potential risk of non-compliance. AEs can view their site’s risk rating on the MOT testing service.

A guide to manage your MOT centre sets out the standards and good practises a VTS should strive towards to be assessed as a low risk of non-compliance.

AEs must allow the:

• inspection of their testing arrangements, equipment, facilities and records
• checking of their tester’s competence
• re-examination of recently tested vehicles by DVSA staff at any time during normal working hours or that the VTS is open

AEs should always ask to see the official warrant that DVSA enforcement staff carry. If you have doubts about anyone asking to see official documents, refuse access and call the DVSA customer service centre.

AEs must ensure their staff behave with respect and consideration towards DVSA staff, their agents and the public and remove such conduct that might reasonably be expected to cause, obstruction, insecurity, discomfort, offence, humiliation or harm.

5. Testing responsibilities

Test appointments

Appointments made for vehicles without a current MOT certificate (which could not be legally driven to and from the testing station without an appointment) must be recorded in writing. The record must include the:

• vehicle’s registration mark
• date and time of the appointment
• name of the person making it

The record must be kept for at least 3 months after the date of the appointment.

Dormant sites

AEs will be expected to staff and maintain their VTSs as operational concerns. Where no tests have been conducted at a site for a consecutive period of 3 months AEDMs are required to contact DVSA detailing the reasons and any corrective action being taken. AE’s may also voluntarily surrender the authorisation and close the VTS.

When no tests have been conducted for a consecutive period of 12 months DVSA will consider this as notification of the AE’s wish to voluntarily surrender approval of the site. DVSA will write to the AE confirming the cessation of the site. This will be considered to be a non disciplinary cessation and AEs may re-apply at any time.

Decline to test

An AE must not carry out an MOT test on a vehicle if it is of a class or type of vehicle which they are not authorised to test, or a type of test they are not authorised to carry out. If the presenter asks for the reason in writing a CT30 may be completed and given to the presenter.

Refusal to test

Where an AE intends to refuse to test a vehicle the vehicle presenter must told straight away of any such circumstances, pointing out that consequently the test cannot be carried out. No fee may be charged for a test refused in these circumstances.

If the presenter asks for the reason in writing, the vehicle must be registered via the MOT testing service and a VT30 produced giving the reason(s).

Refer to the relevant MOT inspection manual, Introduction, for details of reasons for refusal to test.

Abandoned and aborted tests

If, once a test has been registered, it becomes clear that the test cannot be completed because of any of the circumstances set out in Appendix 3: Grounds for refusal to carry out a test, then the test must be either:

• abandoned after being completed as far as is possible and a test certificate refused because the tester considers it unsafe to continue or because it becomes apparent during the test that certain items cannot be satisfactorily inspected - an appropriate fee may be charged for the test
• aborted because a test cannot be completed due to a problem with the VTS’s testing equipment or the tester - no fee may be charged for the test

In both of the above the test is cancelled on the MOT testing service and a VT30 must be issued, stating the reason why the test was abandoned or aborted.

Viewing the test

Any individual presenting a vehicle has the right to observe the test from the approved viewing area(s) or via camera relayed images.

Conduct of test and test standards and methods

AEs must ensure that the MOT tests are carried out without avoidable distraction or interruption and strictly in accordance with the conditions of their authorisation, which includes compliance with:

• this guide
• the requirements for authorisation
• the appropriate inspection manual
• any other instructions issued by DVSA

They must ensure that, for each test:

• the vehicle is registered on the MOT testing service at the commencement of the test
• the appropriate test result is recorded on completion
• where required, the appropriate documentation is issued before the vehicle leaves the premises

The tester who carries out the test must:

• make all assessments of any pass/fail criteria
• confirm all database entries
• sign all appropriate documentation

AEs must ensure that assistance is always available to testers for those parts of the test that require it.

Once started, a test must be completed to the maximum extent safely possible (see abandon/abort above). If a test has to be aborted because of equipment failure or because the tester is unable to continue the test (for example, if the tester becomes unwell), no fee may be charged. The reason why the test was aborted must be entered onto the system and a VT30 produced. If the tester who started the test is not available to abort the test on the MOT testing service, this can be done by another tester.

Retests (Re-examinations)

Where the vehicle fails the test and it is expected that the defect(s) can be rectified within one hour, the tester can elect to use the PRS facility (see Abbreviations and definitions. Provided the tester has completed the initial examination before any repairs are carried out and the vehicle has been retained and repaired at the VTS.

If the defects are rectified within one hour of completion of the test, the tester must then enter the results on the MOT testing service recording the defects and the pass.

If the defects cannot be rectified, for any reason, within one hour then the vehicle must be failed. PRS is a partial re-examination for which no fee can be charged and during which the tester cannot register any new tests.

A pass result must not be recorded before the vehicle satisfies all the test requirements.

Statutory free retests, requiring only a partial re-examination, are available when:

• the VTS has not changed ownership

• the vehicle remains at the VTS for repair and the re-examination is conducted before the end of the 10th working day following the day of the initial test - in such circumstances the vehicle must not leave the premises and the failure result must be recorded following the initial test

• the vehicle is returned to the same VTS where the vehicle failed the initial test before the end of the next working day on which testing is carried out and all the failure items are those which are statutory free retest items only (see Section L. Accounts and fees)

If the vehicle is removed from the VTS for repair and returned for a retest before the end of the tenth working day following the day of the initial test then, provided the test station has not changed ownership, only a partial re-examination is required. For which half the statutory maximum test fee may be charged.

When a partial re-examination is permissible, the tester must examine all the failed defects (dangerous and major) along with any items that may have been affected by repairs carried out since the initial test. Where applicable the partial retest must also include carrying out another brake performance test and entering the results in the MOT testing service. The tester should also check any minor defects and or advisory items that had been recorded at the time of the initial test and mark as repaired as appropriate.

Only one partial re-examination is permissible per full test.

In all other cases, a vehicle having failed an MOT test must have a full re-examination when presented for retest and a further test fee (up to the maximum allowed for the class) may be charged.

Vehicles in classes 4A or 5A that have passed the seat belt installation element of a test but failed in other ways, that are returned to the same VTS for retest, must be re-examined as class 4 or 5 respectively. That is, the seat belt installation check should not be repeated or the additional fee for that check charged. In such cases the VT30 for the original fail must be endorsed or a non-component advisory should be recorded to the effect that the seat belt installation check has been passed.

Ideally, any re-examination should be carried out by the tester who completed the original test, but where this is not reasonably practicable any tester listed at that VTS may carry out the re-examination.

If, during the re-examination of a vehicle in any circumstances, it becomes clear that the vehicle does not meet the necessary standard, whether because the original defect has been inadequately repaired or because another defect is present, the vehicle must be failed and a further failure for the test outcome recorded.

Charges for repair work carried out on the vehicle, with the owner’s prior consent, are made by the garage in the usual way and are not covered by the statutory test fee.

If, after the retest only minor defects remain and a pass result is recorded, then there is no further retest option to remove the minor defects.

There is no retest for tests that result in only minor defects or advisory items.

Use of testing stations by DVSA

AEs must allow their VTSs to be used by DVSA for examining vehicles subject to an appeal or complaint about a test result provided that 3 days’ notice has been given. The notice period may be reduced by mutual agreement. DVSA will pay one half of the relevant test fee for the use of the premises and equipment unless the arrangement is cancelled at least 24 hours prior to the appointment.

6. Quality management

AEs are responsible for the quality of testing within their garage or garages.

Others, most notably testers, also have a responsibility upon them associated with this, but it is for AEs to ensure there are adequate systems for the management of the quality of testing at their garage or garages.

To that end AEs must ensure an adequate system of quality management at each of their VTSs. Such a system will need to be tailored to meet the individual circumstances of the VTS or VTSs, such as:

• number of VTSs
• volume of test
• numbers of testers
• experience of staff

In all cases its objective must be the same; to best ensure that MOT testing is conducted to consistently high standards.

In operating systems, AEs should always remember that sometimes things will go wrong. A successful quality management system is one that identifies things going wrong in a timely way and helps the AE put things right. A quality regime that never identifies things going wrong is unlikely to be working effectively. Where things are found to be going wrong, then it is key to record this and show what has been done to prevent reoccurrence.

Going forward, much of DVSA’s focus in identifying how well garages are managing quality will come from reviewing their quality management system. This will mean that it is necessary to document the system and how it operates. This need not be an onerous task – and, again, needs to be proportionate to the size and complexity of the AE’s operation.

The overall quality management system should always include:

• people
• training
• procedures
• equipment
• assurance
• improvement

People

This should include:

• policies for recruiting staff
• probation criteria
• policies around what you will do when there are quality failings
• information about site managers (where they are used)

Where AEs do have a responsibility across sites there would be an expectation that site managers are suitable individuals with suitable training to do their job.

Training

This will include the checks you do to make sure that all of your staff have the necessary training, both mandated training from DVSA, and also any other training they need to be able to understand and implement changes to tester’s manuals, test standards and test results entry. Also, any training they require to safely work in your garage. It may include a link to your people policy so that there is clarity on what you expect from your staff in terms of their own personal development. It would be expected that such a system should be designed to ensure that all staff conducting MOT testing have followed the in-year training requirement and have passed the annual assessment.

Procedures

You need to ensure that your staff know how MOTs operate in your VTSs including:

• what documents to use
• how bookings are operated
• how to access information such as manuals, guides and reports (for example, test quality information, test logs, slot usage and transactions)

Equipment

This needs to ensure that all relevant staff understand how to ensure equipment upkeep and calibration, that process is clear and there are clear procedures for dealing with any equipment failures.

Assurance

A procedure needs to be in place to check that at least a sample of MOTs are checked to ensure that the correct routines and procedures are followed and that the correct standards are applied.

An AE may consider implementing an assurance approach which could include a third party or trade representative. Any third party should cover aspects relating to MOT test standards and the administrative management of the MOT business. Alternative approaches could be to:

• nominate an experienced and well-regarded tester to conduct the assurance checks
• rotate the responsibility across the team
• partner with neighbouring garages

All those carrying out assurance checks must be trained as MOT testers and hold a Level 2 qualification in MOT Testing or equivalent for the appropriate class and comply with the requirements for annual training and assessments.

The key factor in whatever approach is to ensure that all testers have a proportion of tests rechecked by someone who is independent of that tester – so they can have some degree of objectivity.

The role of AE consultant within an MTS may be allocated to individuals to assist the quality and assurance approach at the site. See Section M. System rules and user roles.

The frequency of checks may typically be expected to be 1 per tester every 2 months. However, this is based on the average garage throughput of 2 to 3 tests per day for experienced testers – so should be varied to reflect the volume of tests done or any other special circumstances – such as the experience of testers. For example, if a tester is inexperienced or doing twice the average of 2 to 3 tests per day you should consider increasing the checks to once a month.

Where a VTS has one tester it is expected that the AE should also have in place a suitable means of assuring the quality of testing This could include using a third-party assessor, a reciprocal arrangement with a local VTS. Where this is not possible other methods should be used to ensure the quality of testing, for example the use of test quality reports to check the testers own performance against the national statistics, noting reasons for differences and any action taken if appropriate.

The assurance processes in place should be subject to regular review, this will enable an AE to monitor the effectiveness and if necessary, make changes where required.

Assurance checks should include the operation of the VTS, and the test quality of the MOT tests carried out by the testers at the VTS.

Whoever is conducting the quality assurance check should either:

• closely watch all parts of the test as they are carried out
• closely observe the testing process and conduct a full re-examination of the vehicle to check standards application

Once the tester has completed the test, which will be the subject of a quality control (QC) check, any difference in the test result, test standards or observed defects must be discussed and resolved prior to confirmation of the test result on the MOT testing service.

The result of the assurance check must be recorded, including any agreed action. That agreed action could be additional training, a garage development session or any other appropriate action. The key thing here is to show that corrective action is taken.

Where unusually high numbers of failings are found, it would be expected that the frequency of checks is increased until such time as it is evidenced that the problem has now been solved.

Improvement

Overall, the system needs to demonstrate that things are fixed when they are found wanting. A good quality system will find problems and record their resolution so there is a culture of learning and improving.

7. Use of data and data protection

The MOT testing service contains personal data. The collection, storage and use of personal data within the service is explained generally in the DVSA personal information charter and in the privacy notice for MOT testing service.

All system users must ensure that the data held is kept secure and only released to those who have a right to see it.

Access for registered users of the MOT testing service will be via a secure log-on process, designed to reduce the opportunity for unauthorised access. In addition to an MOT security code, all users require a user ID and a password and users may only access data appropriate to their role(s).

It is the responsibility of each individual user of the system to ensure that all the information or data that is processed is done so legally. Failure to comply with the Act may lead to prosecution over and above any DVSA disciplinary action.

Some personal information relating to the users is held on the system, such as testers name and address, and care should be taken when accessing this information.

Each system role has a clearly defined set of access rules that allow access to information appropriate to that role. Audit logs will be created and kept on the system, and will record all appropriate actions against each user ID.

In order to safeguard the data, each system user should not:

• give another person information that they would not otherwise have access to - this includes test result information

• supply any information to a third party or member of the public unless you are told otherwise in the current MOT guide, inspection manuals or special notices (SNs), such as providing documents to vehicle presenters - any requests for information should be made in writing and sent to DVSA’s Information Access Team at DVSA headquarters

• access personal information when there is a danger that unauthorised persons may view the information

DVSA national headquarters

enquiries@dvsa.gov.uk
Telephone: 0300 123 9000
Monday to Friday, 7:30am to 6PM

Driver and Vehicle Standards Agency
Berkeley House
Croydon Street
Bristol
BS5 0DA