5. Certificates of completion (DL196s)
Issuing certificates, ordering more, making mistakes on certificates, reporting lost or stolen certificates, and issuing replacement certificates.
5.1 At the end of a successful CBT course, the trainee must be issued with a certificate of completion (DL196). It is this document that validates the provisional entitlement on the licence, allowing the trainee to ride on road under normal learner conditions.
5.2 It is essential that ATBs monitor their own stock levels and re-order in good time. ATBs must not conduct CBT courses if not in possession of the requisite number of DL196 certificates to issue to the trainees. If DVSA become aware that ATBs are conducting CBT courses and are not issuing a DL196 certificate upon completion, then we would consider the removal of authority.
5.3 DL196 certificates are sold to ATBs for their exclusive use and under no circumstances can one ATB use certificates purchased by another.
5.4 DL196 certificates are available in books of 25 from DVSA in Nottingham. Payment for books of certificates can be made by credit or debit card. Cash is not accepted.
5.5 Books can be ordered online or by emailing the CBT inbox.
CBT
cbt@dvsa.gov.uk
ATBs should allow five clear working days for the certificates to be dispatched from receipt of the order.
5.6 Books of DL196s are sent with a copy of the original order form. On receipt of the books, ATBs should check to make sure that the serial numbers on the book(s) match the numbers written on the order form.
5.7 ATBs should ensure that the correct site code is entered on to each DL196 certificate issued.
5.8 DL196 certificates are printed in triplicate. The top copy is issued to the candidate after completion of the course. The other two copies should be retained by the ATB for two years, after which they should be destroyed or securely disposed of. All current and old DL196 certificates held by the ATB must be made available to DVSA on request.
5.9 ATBs are responsible for the safekeeping of DL196 certificates. If any certificates are lost or stolen, the police must be notified immediately. The loss should also be reported in writing or by email to DVSA in Nottingham giving full details of the circumstances and certificate numbers. If any certificates reported lost or stolen are recovered or found, the ATB must inform DVSA immediately. Should an ATB fail to do so, this may lead to a candidate being turned away at test because the DL196 certificate presented is considered to be stolen.
5.10 The DL196 certificate is to be completed and signed by the instructor who conducted the on-road training (Element E). The name and address of the ATB must be included on all three copies of the certificate.
5.11 It is not usually necessary to enter information into the category restriction box. However, this may be appropriate when a CBT course is conducted on a motorcycle sidecar combination or on a moped with more than two wheels. In these cases, ‘motorcycle sidecar combination/moped with more than two wheels’ should be written in the category restriction box. For more information on machines with more than two wheels, please see Section 9 of this manual.
5.12 The DL196 certificate is a legal document and extreme care should be taken when completing the form. However, there may be occasions where a simple error might occur which could be corrected.
5.13 Amendments/alterations can be made to the DL196 certificate if:
- all the information is legible
- any incorrect entry is crossed out, signed and the correct details clearly written above
Amendments can only be made at the time of completion. This will ensure that all three copies bear the amendment and can thus be used to verify the validity of the certificate. If a DVSA examiner has doubts about an amended DL196 form, they have the right to refuse to conduct a test. Correction fluid must not be used.
5.14 Should errors be discovered later, the ATB would be required to issue a replacement certificate. If the error is on the part of the ATB, the replacement certificate should be issued without charge.
5.15 DL196 certificates are valid for two years from the date of issue except where the certificate validates full moped entitlement on a full car licence. In these circumstances, the certificate remains valid for the lifetime of the driving licence.
5.16 ATBs are obliged to issue a duplicate of the original DL196 certificate to a trainee if the original is lost or stolen. The maximum fee that an ATB can charge for a duplicate DL196 certificate is £20.
5.17 The duplicate should fully mirror the information and details (including the completion date) entered on the original certificate. The instructor issuing the replacement certificate should write on the top of the duplicate: ‘DUPLICATE OF CERT NO. XXXXXXX’.
5.18 If the instructor who issued the original certificate is not available to sign the duplicate, their name should be printed on the duplicate, which can then be signed by the instructor issuing the certificate.
5.19 If the candidate is unable to personally collect the duplicate certificate it may be posted to them with an instruction for it to be signed upon receipt. In these circumstances, it is acceptable that the two copies of the duplicate, held by the ATB, will not contain a candidate’s signature.
5.20 If the ATB who issued the original certificate is no longer operating, DVSA can issue a duplicate certificate to a trainee if the certificate books were returned to them when the ATB closed.