7. Incident reporting and other administration
How to report training incidents, including the deadline for doing it, and who you have to report them to.
7.1 ATBs are required to notify DVSA of all incidents that occur during CBT, DAS (on and off road) and training at a DVSA multi-purpose test centre. Notifications should be made on the ‘Motorcycle instructor incident report form’. You can download the motorcycle incident report at Report a motorcycle training incident to DVSA. ATBs must complete the form and return it either by email to motorcycle.incidents@dvsa.gov.uk, or post within 48 hours.
7.2 For serious incidents only, the instructor or ATB must notify DVSA immediately by telephone.
DVSA
Telephone: 0117 954 2639
Monday to Friday, 8am to 5pm
Find out about call charges
During office hours, DVSA will be available to take the call. If outside office hours, the instructor/ATB should leave a voicemail message or call back first thing the next working day.
7.3 ATBs are also responsible for reporting all serious accidents involving hospitalisation or resulting in time off work for more than seven days. These incidents must be reported to the Health and Safety Executive (HSE) in order to comply with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). HSE’s contact details are in Annex 3.
7.4 An ATB that ceases to provide CBT courses should inform DVSA in writing and return the following documentation:
- all instructor certificates.
- all DL196 certificates both used and unused covering the last two years. DL196 certificates older than 2 years should be securely destroyed.
- On receipt of all documents, DVSA will arrange for a refund to be issued on any unused/unspoilt certificates.
7.5 These documents are all accountable, so if for any reason they are not returned to DVSA, it is likely that future applications to become an ATB or instructor may be affected.
7.6 ATBs should notify their local DVSA CBT Examiner as to when they will be conducting CBT courses if requested to do so. Email is preferred; however, a phone call is also acceptable.
7.7 ATBs must produce an electronic DL196 Return for each book of DL196 certificates using the spreadsheet provided. These forms must be completed as soon as all 25 certificates have been issued and emailed promptly to DL196Returns@dvsa.gov.uk. Return forms must be in an acceptable format before they can be processed, it is the ATB’s responsibility to ensure the data is inputted and formatted correctly.
7.8 Support is available to ATBs to help them compete their returns which must be submitted accurately and on time. If returns are not submitted correctly DVSA can stop issuing new books of certificates until all outstanding returns have been completed.