JAUPT announced quality assurance visit

How to pass your JAUPT announced quality assurance visit

So you’ve just received an email providing you with a few date options regarding a JAUPT announced quality assurance visit. As with all audits, unless you’re fully prepared you can put yourself under unnecessary stress, and I hasten to add for no reason. To help you pass your JAUPT announced quality assurance visit, I have put together a few pointers to make the whole process a more pleasurable one.

Background

JAUPT carry out around 300 to 400 announced visits per year. It is important to note that an approved training centre is subject to centre visits from both JAUPT and DVSA/DVA. This means that you could experience two visits in a short period of time from either organisation. I should add that we have had two JAUPT announced visits but not experienced a DVSA visit….as yet.
The purpose of an announced visit is to check whether standards are being maintained and to confirm the centre’s internal processes and procedures as per their Scheme of Control and confirmatory statements, detailed in the centre application form.
An approved training centre is subject to at least one announced visit during the five year
approval period from JAUPT. Your JAUPT announced quality assurance visit will always be conducted within the first twelve months of approval and will be pre-arranged between JAUPT and the centre.
Whether you are a centre that has not begun training yet or a centre that is conducting fifty plus training courses a month, the visit will still be conducted.

1. Responsibilities

The responsibility for quality and safety at an approved training centre lies with the responsible
contact. This is the person operationally responsible for periodic training. Ensure this person is present throughout the visit and is fully up to date with your policies and procedures. I have heard of auditors turning up for an audit and the responsible contact either not there or they just leave the auditor in a room on their own. Aside from this being a irrisponsible strategy, it’s just damm right rude.

2. Prepare

I know this sounds obvious but you should start your preperation from the day you confirm your dates. List out all the individual aspects of your internal systems and tackle each job systematically and methodically. There are two helpful documents published by JAUPT which you should familiarise yourself with.

The first document is the Centre quality assurance self assessment. This is a check list type document which will help you identify areas of continuous improvement and assist you to compartmentalise all the requisite areas needing attention.

The areas covered include:
  • Quality and delivery of the training
  • Knowledge transfer
  • The learning environment
  • Course content ensuring the course is being delivered in line with the approved
  • Course layout and identification checks and registration
The second document is the course quality assurance check list. It will assist you with the identification of areas of continuous improvement. Although this second useful document is aimed at course quality, it will help to ensure you have covered everything off. It should also form part of your annual review processes. We’ll come that next.

3. Review

Obviously, reviews are ongoing and should be carried out annually. Part of your audit is to confirm your internal processes and procedures as per your Scheme of Control (SoC). However, if you haven’t already, this is a good time to carry out your review. This will really help you to pass your audit as you don’t want to be caught out with an old, out of date policy or procedure!

Once you have reviewed your SoC make sure you re-version number the document and send it to your case worker at JAUPT for approval.

I have set up three approved training centres in my time so we have a SoC template which may help. You can purchase one here. Remember this is only a template so you will need to adjust to your requirements!

4. Reconcile

You will need to cross reference training dates supplied to JAUPT with training delivered. This is achieved by using the R&E system, your own records and scheduled courses supplied to JAUPT. The quickest and easiest way is to use an excel spread sheet. As we all know however, the R&E system is somewhat antiquated, so trying to get a data download in the form of a spreadsheet from here is simply not possible. Unfortunately, for some reason the R&E team won’t provide training centres with this useful document either. Luckily there is a solution, as you can request the same spreadsheet from JAUPT, just ask your case worker. You will need to justify any anomalies to your auditor, so make sure you make notes regarding any issues.

It’s worth noting auditors like to see a working spreadsheet which also manages uploads dates/upload reference numbers.

5. Paperwork

If you didn’t know you can keep electronic records. So no need to have boxes of registration sheets and feedback forms present. Which ever system you use, just make sure all records are present, are easily accessible and in chronological order.

6. On the day

Start early and arrive at work at least two hours before the auditor arrives. This is twofold as your auditor will most likely arrive early and you need to have time to prepare your records and environment. Use a well lit, clean/tidy separate room where you won’t be disturbed. Make your auditor feel welcome, offer them some refreshments and stay with your auditor throughout.  Trust me, this will make the whole process much more comfortable for all parties.

As long as you are well prepared for your JAUPT announced quality assurance visit, you have been methodical and you have covered off the above points, your day will be a relaxed and enjoyable one.

Join the TMconsultant Consortium

TMconsultant is a Driver CPC training consortium and we provide like minded companies and individuals with the opportunity to deliver Driver CPC training but would prefer not to set up a training centre in their own right. For more information please visit our website or just get in touch. Here to share the knowledge!

 

DVSA amended their guidance about DQC validity dates

DVSA amended their guidance about DQC validity dates

DVSA amended their guidance about DQC validity dates to make it clearer for drivers, operators and trainers.

DVSA won’t issue DQCs with more than five years validity on the card

Prior to November 2016 when a driver with a valid DQC hit their 35 hour of period training their next DQC would usually have a validity period of greater than five years. DVSA will instead issue drivers with a subsequent DQC, to confirm validity periods of greater than five years, before their current card expires.

Drivers can view the specific date their subsequent card will be issued using the online driver enquiry service (ODE)

We strongly encourage all drivers to sign up for the ODE

The important things to remember are:

  • drivers will not lose any validity from their DQCs because of this change
  • if a driver reaches 35 hours of periodic training well in advance of their current DQCs expiration date they will automatically receive their subsequent DQC at least 90 days before the current card expires.
  • If a driver has less than 12 months validity on their current card their subsequent card will be despatched immediately when they hit their 35 hour of periodic training.
  • If the validity period across both cards is greater than five years drivers should note that any periodic training undertaken cannot be validated against a future DQC.

When should drivers expect to receive subsequent cards?

A driver who holds a DQC with more than 12 months validity and completes 35 hours periodic training will receive a subsequent DQC within the last twelve months validity of their current DQC. This would usually be despatched on the same date their first DQC was issued:

  • a driver who currently holds a DQC acquired via periodic training with an expiry date of 09/09/2019 who completes another 35 hours of period training on 01/03/2016 will have their subsequent DQC issued on 01/03/2019 – synchronised to the date their second 35 hours was complete (01/01)

However, if a driver who holds a DQC with more than 12 months validity completes 35 hours of periodic training and the date their card was originally issued is close to the expiry of the current DQC, their subsequent DQC will be issued 90 days before the date they completed their second 35 hours. For example:

  • a driver who currently holds a DQC acquired via periodic training with an expiry date of 09/09/2019 who completes periodic training on 01/09/2018 (8 days before the anniversary of his cards expiration) for the period 10/09/19 to 09/09/2024. The subsequent DQC will be issued on 27/05/2019 (90 days + 8 days before the anniversary of training)

Drivers who want to know specifically when their card will be despatched can view this using the ODE.

Keeping address details up to date

DVSA suggests that periodic trainers should remind drivers to must make sure that DVLA has their most up-to-date address details to avoid any delays in receiving their DQCs.

JAUPT announced audit 2018

TMconsultant pass JAUPT announced audit 2018 with flying colours!

Congratulations are in order as TMconsultant pass JAUPT announced audit 2018 with flying colours!

On 24 April 2018 TMconsultant were audited by JAUPT to ensure we fully comply with legislation relating to the DIRECTIVE 2003/59/EC OF THE EUROPEAN PARLIAMENT AND OF THE COUNCIL of 15 July 2003 on the initial qualification and periodic training of drivers of certain road vehicles for the carriage of goods or passengers, amending Council Regulation (EEC) No 3820/85 and Council Directive 91/439/EEC and repealing Council Directive 76/914/EEC.

The main areas of audit consisted of:

  • Centre details
  • Communication
  • Scheme of Control – how we manage the consortium
  • Sampling of records

Arrival Time 08:15 Departure Time 13:15

Executive Summary

Overall, a well structured Centre under the control of an experienced and knowledgeable Primary Contact ensuring appropriate training is being delivered to professional drivers. The Centre was seen to have effective controls in place to ensure standards are maintained.

Would you like to join our consortium and become a member? For more information please do get in touch!

top 10 reasons vehicles fail an MOT test

Top 10 reasons vehicles fail an MOT test

DVSA have published this very useful, top 10 reasons vehicles fail an MOT test.

For class 7 vehicles, the top 3 defects were:

  • lighting and signalling
  • suspension
  • brakes

In 2016 there were 1,687 accidents, including 28 deaths, caused by vehicle defects such as tyres, brakes or lights and indicators. It’s important to make sure your vehicle is safe to drive, to help keep Britain’s roads safe.

About this data set

This data set comes from data held by the Driver and Vehicle Standards Agency (DVSA).

It isn’t classed as an ‘official statistic’. This means it’s not subject to scrutiny and assessment by the UK Statistics Authority.

MOT test results by class

The MOT test checks that your vehicle meets road safety and environmental standards. Different types of vehicles (for example, cars and motorcycles) fall into different ‘classes’.

This data table shows the number of initial tests. It doesn’t include abandoned tests, aborted tests, or retests.

The initial fail rate is the rate for vehicles as they were brought for the MOT. The final fail rate excludes vehicles that pass the test after rectification of minor defects at the time of the test.

MOT test results by class of vehicle

Initial failures by defect category

These tables give data for the following classes of vehicles:

  • class 1 and 2 vehicles – motorcycles
  • class 3 and 4 vehicles – cars and light vans up to 3,000kg
  • class 5 vehicles – private passenger vehicles with more than 12 seats
  • class 7 vehicles – goods vehicles between 3,000kg and 3,500kg gross vehicle weight

All figures are for vehicles as they were brought in for the MOT.

A failed test usually has multiple failure items.

The percentage of tests is worked out as the number of tests with one or more failure items in the defect as a percentage of total tests.

The percentage of defects is worked out as the total defects in the category as a percentage of total defects for all categories.

The average defects per initial test failure is worked out as the total failure items as a percentage of total tests failed plus tests that passed after rectification of a minor defect at the time of the test.

MOT class 1 and 2 vehicles: initial failures by defect category

MOT class 3 and 4 vehicles: initial failures by defect category

MOT class 5 vehicles: initial failures by defect category

MOT class 7 vehicles: initial failures by defect category

MOT test stations and testers

You must have an authorised test station to carry out MOTs, and you have to be approved as a ‘nominated tester’ (NT). Other MOT stations include:

  • post office operated test stations
  • designated local authorities
  • the Crown
  • some police authorities

MOT test stations and testers

Action against MOT authorised examiners and nominated testers

DVSA can take disciplinary action or stop you operating as a testing station or tester if your service is not good enough.

Action against authorised examiners and nominated testers

TMconsultant Driver CPC Consortium

New members join the TMconsultant Driver CPC Consortium

We would like to welcome our new members to the TMconsultant Driver CPC Consortium! Micronclean, Headway Training, Logan Logistics, Ace Trainers, Prospect Training and Recruitment Ltd and Streamline Kent Ltd all joined recently and we would like to take the opportunity to wish our new members every success.

TMconsultant is a Driver CPC consortium providing the opportunity for those who would like to deliver Driver CPC training but would prefer not to set up a training centre in their own right. By becoming a member of our consortium you can teach Periodic Driver CPC training with all the benefits of being a fully registered training centre with JAUPT, operating under the umbrella of TMconsultant.

If you would like any information about joining our consortium please do get in touch, here to share the knowledge!

top 10 reasons vehicles fail an MOT test

Changes to Drivers’ hours fines for commercial drivers March 5 2018

The rules will change from 5 March 2018 so lorry, bus and coach drivers who drive tired will be fined for every time they’ve done it in the last 28 days.

If you drive a lorry, bus or coach, you must follow rules on how many hours you can drive and the breaks you need to take.

The Driver and Vehicle Standards Agency (DVSA) can fine drivers up to £300 if they’re caught breaking the rules. They can also be prosecuted or have their vehicle immobilised.

At the moment, DVSA can only fine drivers for:

  • offences committed that day
  • ongoing offences, like manipulating tachograph records, which record drivers’ hours

Drivers will be fined for older offences

From Monday 5 March 2018, DVSA traffic examiners will start issuing on-the-spot fines for any drivers’ hours offences committed in the last 28 days.

In a single roadside check, DVSA traffic examiners will issue fines for up to 5 drivers’ hours offences. It means you could be fined up to £1,500 in a single check if you’ve consistently broken the rules.

It won’t matter if the offences took place in Great Britain or elsewhere.

The rules will also apply to drivers who don’t live in Great Britain. However, they’ll need to pay any fines immediately, before being allowed to continue their journey. DVSA will immobilise their vehicle until they pay.

Fines to deter drivers from not resting properly

As well as giving fines to drivers for recent offences, DVSA traffic examiners have started issuing fines to deal with drivers who don’t properly rest.

Lorry, bus and coach drivers must take a 45-hour rest break at least every fortnight.

Since 1 November 2017, DVSA has started to fine drivers up to £300 if they spend their full weekly rest break in their vehicle in places where it causes a problem. For example, if a lorry driver spends their full break in the cab of their lorry in a layby.

Illegal parking, noise and litter nuisance

Spending the weekly rest break in the cab can:

  • contribute to drivers not properly resting
  • expose drivers to poor living conditions

It can also cause problems in local communities. In some areas, lorry drivers have parked illegally or inappropriately while taking the 45-hour break, and have caused residents to complain about noise, litter and anti-social behaviour.

During 2016, authorities in Kent took action against 3,700 lorry drivers for parking illegally or inappropriately.

Targeting problem areas

DVSA traffic examiners will target places where this is causing the biggest problems, such as residential areas and laybys.

DVSA will also work with its counterparts in other countries to deal with overseas operators whose drivers regularly do this.

Devastating consequences of driving tired

Crashes involving tired lorry drivers can be devastating. Almost a quarter of injuries in accidents involving lorries are fatal or serious.

About 40% of sleep-related accidents involve commercial vehicles.

According to the Royal Society for the Prevention of Accidents (RoSPA), driving while tired may be responsible for:

  • 1 in 5 of all accidents
  • up to a quarter of serious and fatal crashes

Source: Vehicle enforcement data for Great Britain

In addition to the devastation caused to families and communities, road collisions cost the economy an estimated £16.3 billion a year, and add pressure on the NHS and emergency services.

Protecting you from unsafe drivers and vehicles

DVSA Chief Executive, Gareth Llewellyn, said:

DVSA’s priority is to protect you from unsafe drivers and vehicles.

These tougher fines will help us to take stronger action against any drivers or operators who break drivers’ hours rules and will help make our roads safer.

There’s no excuse for driving while tired. The results of falling asleep at the wheel of 40 tonne lorry can be devastating to families and communities. Any drivers breaking these rules is putting other road users at risk and could face losing their licence and livelihood.

James Firth, the Freight Transport Association’s Head of Licensing Policy and Compliance Information, said:

For some years, DVSA officers have been virtually powerless to take effective action against non-UK HGV drivers who may have committed a string of offences in the days and weeks before the vehicle is stopped.

These new powers mean the enforcement authorities will be more able – and more likely – to take action against all drivers who are found to have repeatedly flouted these critical road safety laws.

top 10 reasons vehicles fail an MOT test

DVSA announce first businesses to benefit from transport scheme

DVSA announce first businesses to benefit from transport scheme. John Lewis, Sainsbury’s and a district council are among 30 organisations to start benefiting from a new way of recognising safe and responsible vehicle operators.

DVSA earned recognition for vehicle operators is a new way for organisations with lorries, buses and coaches to prove they meet driver and vehicle standards.

They’ll regularly share performance information with DVSA, such as their MOT initial pass rates and if their drivers have broken drivers’ hours rules.

In return, their vehicles are less likely to be stopped for roadside inspections. DVSA will still stop vehicles if they’re in an obviously dangerous condition.

Targeting those likely to be a danger to your safety

From today (31 January 2018), vehicle operators taking part in a pilot of the scheme will no longer have their vehicles routinely stopped at the roadside by DVSA.

This will let DVSA target its inspections and roadside checks at drivers and vehicles most likely to be a danger to your safety.

Household names, local businesses and a local council

The 30 private and public sector organisations on the pilot are responsible for over 6,000 lorries, buses or coaches.

The organisations include:

  • British Telecommunications
  • the City of Wakefield metropolitan district council
  • CT Plus – a social enterprise
  • DPD Group
  • John Lewis
  • Sainsbury’s

They’re all different sizes – the smallest having 2 vehicles, with the largest having more than 3,500 vehicles.

Helping responsible businesses

The scheme is being designed to help safe and responsible businesses go about their business unhindered, which will save them time and money.

It also means DVSA can spend more time taking unsafe drivers and vehicles off our roads.

There’s still time for operators to join the pilot

Vehicle operators can apply to join the DVSA earned recognition pilot until 28 February 2018. Those applying to join the pilot will get extra help through the application process.

All the benefits of the full scheme

The full scheme is expected to launch later in 2018.

When it’s launched, vehicle operators who have joined will be able to:

  • prove they’re an exemplary operator, which can help when they bid for contracts, and raise their profile with potential customers
  • use the DVSA earned recognition marque in their marketing and publicity, showing they’re serious about road safety
  • have their details shown on GOV.UK, so people know they’ve achieved the high standards needed to join the scheme
  • get access to a dedicated DVSA earned recognition team to discuss issues and ideas to help their business

Their vehicles will continue to be less likely to be stopped at the roadside for checks.

Protecting you from unsafe drivers and vehicles

DVSA Chief Executive, Gareth Llewellyn, said:

DVSA’s priority is to protect you from unsafe drivers and vehicles.

This pilot is allowing the best operators to go about their business unhindered, so we can target our activity at those most likely to be a danger to all road users.

I would like to thank everyone who has helped us develop the pilot to the point where operators are starting to feel the benefits.

FORS audit experience

The FORS audit experience, how was yours?

What can you expect when you have your FORS audit? Should it be like a visit from the DVSA?*

Well, the FORS audit experience doesn’t have to be painful in anyway and you should expect to have an informative and pleasurable meeting with your FORS auditor. That said, this isn’t always the case. In my experience of FORS audits, (and I have been to a quite a few) I would say that it is possible you may encounter the odd auditor who can make you feel somewhat uncomfortable.

Now we can all agree there is always room for improvement but getting unwanted advice and obnoxious and dismissive comments isn’t necessarily what you signed up for. As far as I’m aware the general ethos of FORS (or more specifically Fleet Source) is to employ knowledgeable auditors who also posses good people and good customer service skills. In most cases that is the case. In fact, I have had the pleasure of meeting many FORS auditors whom are extremely talented transport consultants in their right and are really engaging people. However, if you have finished your audit exhausted with frustration, then how come a few have slipped through the net?

Finding the right people for the job

I can’t comment for Fleet Source or FORS but one can assume, as with all employers that finding the right people for the job can be difficult. I can speak from experience as I have made some not so great employment decisions. You meet the candidate, interview goes well, good CV etc. But after a few weeks it turns out they aren’t quite who they say they are, and that perhaps you may have misjudged your decision making process. Anyway, the point being it is understandable how some auditors may have the knowledge but lack certain other necessary skills required for the job.

Should I complain about my FORS audit experience?

Ok, so what happens if you encounter said auditor and haven’t had that great FORS audit experience? Well, you need to log a complaint. I know no one wants to sound like a whinge, but it’s vitally important you do log your concern. This way, something will be done about it and it will ultimately minimise the chances of someone else being subject to the same problem. However, you must ensure you do this the correct way. So here’s my list of Do’s and Don’ts after finding yourself in this unfortunate position.

  1. Do be polite at all times and stay on good terms. Even if this person is pushing your buttons!
  2. Don’t lose your temper, as the last thing you want is to have is a complaint logged against you and your company
  3. Do wait until your audit report comes back before you do any complaining. You need to have all the facts, remember knowledge is power!
  4. Do be meticulous. Go through each action point and work out what you disagree with and what you think the auditor has got wrong/missed etc
  5. Do think carefully about how you are going to approach the personality issues encountered. Be as positive as possible.
  6. Do be factual, concise and honest
  7. Don’t make any demands but you do need to think about what outcome you would like to achieve. If you have a genuine issue then I can say FORS will listen and deal with your complaint in a very professional manner
  8. Do refuse an auditor if they are known to be difficult. When allocated an auditor, you do have the right to refuse and request another one.

I’m not going to publish any names in this post about the FORS audit experience. However, if you are about to apply for your FORS Bronze audit, then feel free to get in touch and I will happily let know the names to watch out for!

*Please note this isn’t to say DVSA visits and DVSA officers provide a bad experience. All DVSA officers whom I have met are very professional and have been very good at making the operator feel at ease. It’s just a more pressured experience as the stakes are much higher!

Have you had any bad or indeed great FORS audit experiences? I’d love to hear about them! Let me know in the comments section.

Hoban Haulage Ltd pass their FORS Bronze standard audit

Congratulations! Hoban Haulage Ltd pass their FORS Bronze standard audit!
This was a new application which Hoban Haulage passed in a record two weeks and what a fantastic achievement and is testament to their commitment to compliance and helping to make London’s roads safer.

Hoban Haulage purchased our complete FORS Help package and we worked remotely. They followed the to do list and our advice ensuring a first time pass.

A few words from the MD…..
“Thanks Nick for your brilliant FORS Help package, I followed your advice and ensured all the templates fitted to my business. Your help was invaluable and I recommend anyone who wishes to pass their FORS Bronze without a hitch to go with TMconsultant! “

If you need any advice or FORS help, then just get in touch. TMconsultant, here to share the knowledge!

top 10 reasons vehicles fail an MOT test

New MOT reminder service launches in beta