The DVSA have launched their pilot DVSA earned recognition scheme. This can only be a great opportunity for operators and help with road safety!
Forward post from DVSA
DVSA earned recognition: save time and money
We know roadside checks cost you time and money. That’s why we want to make sure we don’t target compliant operators unnecessarily.
DVSA earned recognition for vehicle operators is a new way to prove you meet driver and vehicle standards.
You regularly share performance information with DVSA. In return, your vehicles are less likely to be stopped for inspections.
It’s a voluntary scheme that’s designed to work for operators of all sizes.
Join the pilot
We’re looking for operators with a track record of compliance to join the pilot.
If you join now, we’ll give you more help to get through the process. This level of support won’t be available later, so take advantage of it now.
We’ve published a new guide about how to join the pilot of DVSA earned recognition for vehicle operators. It tells you everything you need to know to get started.
When you successfully complete the pilot
You’ll get automatic entry to the DVSA earned recognition scheme. This will give you the full benefits, such as being:
- an exemplary operator, and being able to prove this when you bid for contracts
- recognised as a DVSA-approved operator on a list on GOV.UK
- less likely to have your vehicles stopped at the roadside for inspections, saving you time and money
- less likely to have DVSA enforcement staff visit your premises
Tag Archives: Transport Manager
Changes to fines for commercial drivers
Changes to fines for commercial drivers
(Forward post from DVSA)
Changes to fines for commercial drivers rules will affect lorry, bus and coach drivers who drive tired will be fined for every time they’ve done it in the last 28 days.
How to apply for an Operator Licence
(2018 revised post). I often get asked “How do I apply for an operator licence” and questions relating to the application process. This is mainly because it can seem like a daunting prospect as there are many detailed aspects to the process, which will need thoughtful consideration. There are many pitfalls and if you don’t get it right first time, could delay the granting of the licence or worse, the application could be rejected. It’s also worth noting (nearly) all applications must now be carried out online, with very few exceptions. As information prior to application is now almost nonexistent, here is my helpful guide on how to apply for an operator licence and (to hopefully) speed up the process for you.
Step 1. Get it together, be prepared
Ensure you have all the requisite information/documentation required before you start the application. For an overview of the vehicle operator licensing system and to ensure you are applying for the correct licence, you can view/download a copy of the GV74 guide here. This is dated 2011 and makes references to ‘vosa’. Don’t be put off as the information is still relevant.
Specifically you will need:
- Forms/Information
- Main application (old GV79 form)
- Advertisement (old GV81 form)
- Transport Manager (old TM1 form)
- Current financial levels – See below but ensure you view the online guidance as this is where most applications can fail
- Scale of fees – so you know how much to pay
- Signed maintenance contract
- Supplementary environmental information.
- Guidance notes – All guidance (old GV79G, old TM1G) is now online see Step 2
- Contact Information – This is the main person dealing with the application. They must be available to be contacted during the weeks after the application has been submitted
- Contact address – This is the address used for correspondence. It can not be a PO Box or third-party address and must be an address in Great Britain
- Establishment address – This is the address in which the business keeps its core business documents, specifically relating to the operator licence. This can be the same as the contact address
- Company information – What is your trade and are you a Limited Company, Sole Trader, LLP, partnership, sole trader etc. You will need to provide company information as it appears on the Companies House website. You will also need to provide names and date of birth of all Company Directors
- Type of licence – Do you require a Standard, Standard International or a Restricted Licence? Click here for more information on types of licence
- Transport Manager – If you are applying for a standard or standard international operator licence, you will need to employ the services of either a full-time or external transport manager to demonstrate professional competence. The old TM1 form is now part of the online process. You will need the TM1 form and guidance notes (included in the online version) and your TM’s original CPC certificate. Restricted licence holders do not need to employ the services of a transport manager. However, I can not stress the importance of ensuring you do at least have access to professional advice and or consider employing the services of a professional consultant. It is worth noting that where compliance is concerned, restricted licence holders are subject to exactly the same legislation as standard licence holders. If you in need of a transport manager, do get in touch as we can help you find one.
- Vehicles – How many vehicles and trailers are you going to use? If you’re planning to expand the business in the not-to-distant future, it may be worth adding in a margin. You’ll also need the details of your vehicles if you know them. If you’re hiring/leasing for more than one month you will still need to provide the vehicle(s) details, if you have them
- Safety inspections – You’ll need to state the maximum number of weeks between safety inspections, and details of who will be carrying out the inspections. There are a number of factors to consider here. What will the annual mileage be, what kind of work will the vehicles be subjected to. If you’re unsure get advice. You’ll need to get a signed contract between you and your supplier if you are out sourcing your maintenance
- Operating centre details – This is where your vehicles and trailers will normally be kept. You must ensure that you have enough off-street parking spaces at your operating centre(s) for all of your vehicles and trailers. You will need to state whether the premises is owned by you, leased or rented. If rented or leased you’ll need to get a letter of permission from the landlord
- Advertisement – You will need to advertise your intentions via a local paper. Make sure you use the correct format and wording. This will be at your expense, usually around £300 to £450
- Financial evidence – You need to show the traffic commissioner that you have sufficient financial resources to maintain your vehicles and run your business. Make sure you provide original evidence of financial documentation. Note the rates change every January! This is very detailed by nature so familiar yourself with the guidance to ensure you get this right first time
- Previous licences – Gather information relating to anyone named on the application (including partners, directors and transport managers) who:
- Currently or have previously held a goods or public service vehicle operator’s licence in any traffic area
- Has had a licence refused, revoked, suspended or curtailed in the EU
- Have attended a Public Inquiry before a traffic commissioner
- Have been disqualified from holding or obtaining an operators licence by any traffic commissioner
- Within the last twelve months, have you, your company or organisation or your partners or directors purchased the assets or shareholding of any company that, to your knowledge, currently holds or has previously held an operator’s licence in any traffic area
- Convictions – Get information and background details on anyone named or has any connection with the application who has been convicted of any relevant offence. So that’s partners, directors, transport managers, any company named on the application, parent company if you are a limited company or any employees or agents
- Payment information – You can pay by card online or by cheque/postal order and card via the paper version. You’ll need the signature of who the person paying. For current rates, you will need to either request them from the central licensing office or start the online application.
Step 2. Apply for your operator licence
It is now only possible to apply for your operator licence online. However, under certain circumstances, it is possible to apply using the old paper version. That is if you don’t own a computer and or you are unable to use a computer. If you do want to apply using the paper version make sure you use the most up-to-date versions of the GV79, GV81 and TM1 forms. The only way to do this is to call the central licensing office (DVSA) on 0300 123 9000 and request the requisite documentation.
To apply online go to the .gov.uk website here and follow the instructions. It’s actually very intuitive and easy to use. It’s in pretty much the same format as the old GV79 form with all the same criteria, just online. You can pay the fees and upload all the requisite documentation, all from the comfort of your computer. Signatures are still required, the difference being it will be an ‘e’ signature. You will need to register with GOV.UK Verify first to be able to complete this part of the application.
Step 3. Complete the operator licence application
For the online application, you’ll need to register with the Government Gateway. You’ll also need to register with gov.uk Verify which is a way to prove who you are online for online signatures. Make sure you have all the requisite documents beforehand, see Step 1. Once you have completed the form, there will be an online checklist and paper applications will be included on the GV79.
Check list
- You have completed all applicable questions on the form
- You have checked that the declaration is signed and dated by an authorised person
- You have provided the whole page of the newspaper for each advertisement placed. The date and the full title of the newspaper are shown on the page holding my advertisement
- You have provided original financial evidence. You understand that photocopies are not acceptable
- You have enclosed a cheque or provided payment details to cover the application fee and you understand that this fee will not be returned, even if the application is withdrawn or refused.
All applicants for either a Standard National or International operator licence must supply the following information.
- Original Certificate(s) of Professional Competence in Road Haulage Operations or evidence of qualification(s) giving exemption, for all Transport Managers listed on the application
- Completed and signed the online TM1 form for all Transport Managers listed on my application. You may need to supply the following information depending on your answers some of the questions.
Depending on your answers to these questions further information may be required for some applicants.
- You answered stating that an external contractor would carry out the safety inspections for the licence and you have enclosed a copy of the maintenance contract with that contractor
- You answered ‘Yes’ to part regarding insolvency and have enclosed the relevant documentary evidence of the relevant insolvency history
- You answered ‘Yes’ regarding convictions and have enclosed full details of the background circumstances of all convictions declared.
Step 4. Undertakings and Declaration
You will need to read and digest the operator licence undertakings. Once understood you can sign the declaration. This must be either the owner, partner or director. As mentioned for the online system, you’ll need to prove who you are via the gov.uk Verify service as well.
I have provided these below so you have a prior understanding of an operators’ responsibilities.
Operator Licence Undertakings
I understand that by signing the application I am accepting the undertakings below; that they will be recorded on the licence; that failure to comply with the conditions or undertakings recorded on the licence may result in the licence being revoked, suspended or curtailed; and that failure to comply with these conditions is also a criminal offence.
- The laws relating to the driving and operation of vehicles used under this licence are observed
- The rules on drivers’ hours and tachographs are observed, proper records are kept and that these are made available on request
- Vehicles and trailers are not overloaded
- Vehicles operate within speed limits
- Vehicles and trailers, including hired vehicles and trailers, are kept in a fit and serviceable condition
- Drivers report promptly any defects or symptoms of defects that could prevent the safe operation of vehicles and/or trailers, and that any defects are recorded in writing
- Records are kept (for 15 months) of all driver reports which record defects, all safety inspections, routine maintenance and repairs to vehicles, and that these are made available on request
- In respect of each operating centre specified, that the number of vehicles and the number of trailers kept there will not exceed the maximum numbers authorised at each operating centre (which will be noted on the licence)
- An unauthorised operating centre is not used in any traffic area
Furthermore, I will notify the traffic commissioner of any convictions against myself, or the company, business partner(s), the company directors, nominated transport manager(s) named in this application, or employees or agents of the applicant for this licence and, if the licence is issued, convictions against the licence holder or employees or agents of the licence holder - I will ensure that the traffic commissioner is notified within 28 days of any other changes, for example a change to the proposed maintenance arrangements; a change in the financial status of the licence holder (e.g. if placed in liquidation or receivership), or a change to Limited Company status or partnership, that might affect the licence, if issued.
Step 5. Get it checked
I can not stress the importance of getting a second set of eyes to check over your application for an operator licence. The devil is in the detail and you simply can’t afford to leave anything out. This could be a colleague who understands transport or if it’s just you, you could use the services of a professional consultant.
Step 7. Interim or not
It is possible to apply for an interim licence. This means you can operate in the interim while your application is in process. However, it is worth noting that your application will need to essentially be ‘pre approved’ for the interim to be granted. So, if there are any complications or question marks regarding the main application, it is unlikely an interim licence will be granted.
Step 6. Apply (send)
For the online system, once you have completed the above steps, just click to send. For the paper version, collate all your documents and importantly do make sure you send your operator licence application via ‘signed for’ post or special delivery.
Remember, if you do not send all the information needed it will lead to a delay in the granting of the licence, or the application could even be refused.
Top tips
Finances
- Make sure your financial evidence is in the name of the applicant or licence holder
- Provide original documents with your application
- If you’ve only just opened your account, get an opening statement from the bank showing the required level of money for your licence
- Make sure you have enough surplus finances to support the number of vehicles you have applied for
Operating Centre and Maintenance
- If you don’t own the site, get written permission from the person who does
- Make sure your advert is published in a newspaper that can be purchased in the area where your operating centre is located
- Check the advert wording is correct before sending it off to the newspaper
- Make sure your advert is placed in the newspaper within the required timescale
- If maintenance isn’t in house, then complete a formal contract signed by you and the contractor
Transport Manager
- Make sure your transport manager’s original CPC is provided with your operator licence application. It will be returned
- Complete the TM1 form with your transport manager
- If your transport manager will be specified on more than one licence, set out how they will meet all their responsibilities in a separate letter. This will need to include:
- Days and intended time spent visiting each operating centre
- How they will travel
- Addresses and distance to travel
- Duties to be carried out
- Detail any other work including how much time is spent on said work
- If there is a TM assistant carrying out day to day duties. How the duties are distributed. If the assistant is qualified, make sure you sent the original version of their TM CPC certificate. This will be returned.
Previous history
- Tell the Traffic Commissioner about any operator licences you’ve previously held or been involved in
- Make sure you disclose any adverse financial history of other businesses you’ve owned (not just transport)
- Tell the Traffic Commissioner about any convictions and penalties for you or the business
Main reasons for delays and rejections
- Forms not being completed in full (including TM1 from for standard applications)
- Incorrect information on forms
- Incomplete documentation
- Financial standing not being met
- Maintenance contracts not being submitted
- Not submitting further information relating the TMs other work
- Not declaring any insolvency or conviction history. They will check!
In conclusion
In conclusion, make sure you have all the required information and you have the correct information ready for your application of your operating licence prior to your application. Make sure you have the correct types of documentation, be methodical and get it checked!
For further reading and information, I have complied the definitive list of .gov and DVSA downloadable guides and forms.
Need a Transport Manager or an External Transport Manager?
Here at TMconsultant we hold a database of transport managers covering the whole of the UK. So if you’re in need of a transport manager, simply complete the employers application form. We also provide all the requisite policy manuals, forms, and tools to get a new operator up and running which you can find in our shop. Alternatively just get in touch! Here to share the knowledge!
Great ways to make Driver CPC training more exciting
As Driver CPC trainers we’re always looking for great ways to make Driver CPC training more exciting for drivers. Not only do we need to ensure our delegates are kept engaged and motivated throughout the session, we trainers also need to be motivated as we’re teaching driver CPC day in day out.
Teaching is an art form. Great trainers hold our attention, make us laugh, help us to fully understand complex subject matter and, most of all, inspire us!
Get off to a good start
Kick off by giving a overview of you and brief history of your achievements. What your experience is and why you love teaching. Tell your your attendees what you are going to learn and how those skills will help them achieve their goals. Break down inhibitions by using an ice breaker. For example, you could ask drivers to break up into groups of two, one delegate will tell the other where they are from, who they work for and an interesting nugget of information the class will find funny. Each will tell the rest of the delegates about the other.
Change the room layout
Training rooms tend to be laid out in the same way, rows of tables and chairs. The easiest way is to just rearrange the room into a more interesting layout each time you deliver training.
Your choice of venue can also have an impact on engagement. A space full of light, colour and texture can prove far more inspiring than a bland, windowless meeting room.
Use props
To make your teaching even more visual, add in some real life props. These could be practical items such as old vehicle units, a model of a vehicle, straps, charts etc….anything that will help liven up the proceedings and help people to remember.
Although the nature of Driver CPC training is serious, it is important to remember that people learn best when they are having fun.
Play games
Which leads us nicely on to……games are a brilliant way for people to learn without even realising it. This could be ‘Generation Game’ style tasks, quizzes, puzzles, crosswords, memory games or ordering tasks – anything that focuses the attention. You can even do it against the clock for extra excitement.
Introducing a quick quiz at the end of each content section, helping recap on what’s been learned. You could offer a small prize for the winner!
Accommodate different learning styles
People learn in different ways. Some of us are visual learners, preferring pictures, videos and diagrams, while others respond to spoken and written word, music, logic and reasoning or even physical activities.
Try to vary your teaching by combining traditional linguistic teaching methods, with audio and visual presentations, written handouts, interactive tasks, and group work. This will provide an inclusive environment for all learning styles and ensure no one gets left behind.
Facilitate Engagement in Training
It’s important to create an emotional connection with the learner. Storytelling is great way to facilitate engagement in training. Case studies are a great way to tell a story and show impact.
Tell stories or use metaphors
Try to make it relatable to everyday life by using real examples and case studies or even creative metaphors or parables.
By associating imagery that is left of field to what you are actually teaching, such as comparing driver to a golf club, I think you can see where I went with that. This way you can more easily embed it in your delegates’ memories.
Keep it short
One of the best ways to keep your audience engaged is not overloading them with information. Go on too long and the brain simply shuts off and people stop listening.
As Driver CPC is taking place over the course of a day, schedule in plenty of short breaks. As well as giving attendees a chance to get up, walk around and take refreshment, you should also facilitate ‘downloading’ of learnings.
Give them time to write and organise notes and assist them by providing pens, pads, sticky notes and highlighters etc.
Provide recognition and reward
Training participants will be more motivated to successfully complete the course if their efforts are recognised and they have something to show for it at the end.
Make attendees know they will receive personalised certificates to mark their participation and perhaps also consider extra incentives such as a competition or small prizes for top students. An element of good-natured competition can keep the attention of those attendees with a competitive streak!
Let them teach you
Break into small groups. Assign each group a section of reading material. Have each team write down the major points on a flip chart and do a team presentation to the rest of the class. This exercise really increases energy!
Conclusion
Great ways to make Driver CPC training more exciting is as much about entertaining your delegates as informing them. Make your training lively, varied, fun and unexpected and your participants will learn quicker and better!
If you would like to know more about teaching Driver CPC please do get in touch. Here to share the knowledge!
Driver CPC Course Quality Self Assessment Checklist
As TMconsultant affiliate consortium members you know it is very likely you will have an unannounced visit from JAUPT at some point. So here is JAUPT’s Driver CPC Course Quality Self Assessment Checklist to help you better understand what the auditor will be looking for. I’ve included the top line headers below. For the full downloadable PDF version click here
COURSE QUALITY ASSURANCE SELF ASSESSMENT
SECTION 1 DELIVERY REQUIREMENTS
SECTION 2 TRAINING ENVIORNMENT
SECTION 3 COURSE INTRODUCTION & STRUCTURE
SECTION 4 APPROVED CONTENT
SECTION 5 TRAINER DELIVERY
Consultation on regulations for alternatively fuelled vans
Forward post from DVSA
Consultation on regulations for alternatively fuelled vans |
On 26 July 2017, the Department for Environment, Food and Rural Affairs (Defra), along with the Department for Transport (DfT), announced its plan to help reduce roadside nitrogen dioxide concentrations. The plan includes a consultation asking for your views on proposed changes to regulations for vans and light commercial vehicles. As part of the proposed changes, van drivers will be able to operate heavier electric or gas powered vehicles without having to apply for a new licence. The changes also include whether the VAT exemption for electric vans should be removed. Find out more about how the proposed changes will work and give your views by 18 October 2017. |
Top-line Transport Manager Duties
This list of Top-line Transport Manager Duties is not exhaustive and is intended to be used as a guide only. I have broken the jobs by daily, weekly, monthly, quarterly, and annually. Many of the jobs are interlinked and will need to be repeated where necessary. For a more detailed breakdown of the TMs duties, we have compiled the definitive transport manager’s compliance pack that contains all the requisite policies and procedures, risk assessments, declarations, and helpful tools, essential in helping you to effectively and continuously manage all transport activities.
Transport Manager Duties
Daily
- Ensure all drivers have a daily defect report book
- Ensure 3.5t drivers have a daily working time book. Including drivers who are swapping from EU to GB regs
- Ensure VU has paper roll inserted and drivers carry a spare
- Enter all defects are entered into a master defect book or the MS for cross-referencing
- Ensure all defects are rectified immediately, information has been recorded accurately and signed off – No rolling defects
- Collect any completed defect report books and working time record books
- Record any of the below on the Master Spreadsheet (MS)
- Fines
- Accidents
- Incidents
- Insurance claims
- Breakdowns
- Roadside stops
- Complaints
- Driver info changes
- Training
- Check planner schedule for any vehicle maintenance due dates
- Ensure any vehicles due for maintenance are booked in with suppliers
- Carry out pre-employment assessments for new drivers
- Carry out induction training for any new drivers
- File any relevant documentation
Weekly
- Review/cross-reference all defects
- Check whether part-time or agency drivers have or have not driven for any other company. If yes, they must complete the Agency or part-time driver activity record
- Check planner for vehicle maintenance
- Book in vehicles for PMIs, MOTs, Servicing, Brake Tests, Tyre changes
- Enter fuel and tyre usage on the MS
Monthly
- Collect Tachograph data and charts from drivers and VUs for analysis
- Send off data for analysis
- Make a record of the date sent and when reports are returned using the MS
- Complete the Tachograph analysis discussion with drivers
- Cross-reference charts with reports
- Drivers must justify any infringements in writing on the report
- Drivers must sign off any infringements and TM countersign
- Check:
- Digital Over Speeding – Instances whereby a vehicle has been recorded exceeding the predefined maximum speed limit for HGV/PCV’s. Small instances may indicate a steep descent. Review of any instances that exceed 3 minutes in duration.
- Events and Faults – Lists all error messages and diagnostic events that the digital tachograph unit within a given vehicle has recorded, such as tampering with the unit, removal of power supply, or mechanical/electrical failure. Review this section in detail.
- Driving without an Appropriate Card – This error occurs when the VU registers that the vehicle has been moved without a driver, enforcement, or workshop card being in place. In all likelihood, this error is brought about by small movements or shunts. However, they need to be explained where possible
- Unknown Driver – Indicates in detail every instance whereby a vehicle has recorded itself in motion, without a driver, workshop or enforcement card being inserted. Although most instances will constitute a small shift or shunt, a review of this section in detail and paying close attention to any instance which exceeds 5 minutes in duration is recommended.
- Record driver infringements on MS. Analyse trends to determine whether a driver needs any further training, reprimands (warning letter)
- Cross-reference PMI sheets with defect reports and carry out investigations for any discrepancies – Sign off PMI sheets
- Complete a spot check daily walk round check with drivers to ensure they are doing this properly – provide training where necessary
- Check with publications and online recourses for new legislation and general information relating to operating vehicles/training
- Review planner and make any necessary adjustments
- Book in vehicles for PMIs, MOTs, Servicing, Brake Tests, Tyre changes
- Carry out monthly driver meetings including a toolbox talk – record each toolbox talk using the training record sheet
- Carry out relevant driver licence checks
- Carry out relevant eyesight checks
- Carry out a monthly review/status meeting all staff involved with transport and with all connected departments
Quarterly
- Processes review and update policies and processes where necessary
Annually
- Ensure all vehicles are booked in for Pre MOT and MOT
- Book drivers in for annual Driver CPC training and or any other required training
- Carry out an annual review meeting with Directors and connected departments to include policies and processes according to Operator and Driver Handbooks
- Review and update policies and processes where necessary
- Directors to sign off updates
- Communicate policy changes to drivers – Carry out annual review meeting with drivers including any policy updates – drivers to be given new updates with training and driver declaration sign off
For more information regarding the documentation and services we offer and Top-line Transport Manager Duties, please visit the TMconsultant shop or alternatively please just get in touch. If you are looking to become a Transport Manager, have a look at the National Careers Service page for Transport Managers and also a blog I wrote, Looking for an External Transport Manager?
Here to share the knowledge!
DVSA publishes new load securing guide for vehicle operators
DVSA publishes new load securing guide for vehicle operators. New guidance has been published by the Driver and Vehicle Standards Agency (DVSA) to help vehicle operators transport loads securely. This is a very comprehensive new guide which is easy to read and very useful. It also contains great new DVSA films posted in youtube.
The guide, developed with the transport industry, sets out important information like:
- who’s responsible for load securing
- the consequences of poor load securing
- how DVSA enforces the rules on load securing
It gives practical advice about:
- loading on different types of vehicles
- carrying different types of loads
The guide includes videos so operators can find out things like:
- what DVSA looks for when it stops a vehicle at the roadside
- how different load securing systems can be used
The new load securing guide can be used by fleet operators to help meet requirement V6 Safe loading in the FORS standard which states “Fleet operators shall ensure that vehicles are safely loaded and that appropriate load restraints are used.”
To view the full article, please click here
DVSA’s 5-year strategy – helping you stay safe on Britain’s roads
Forward post from DVSA and their 5-year strategy. A very interesting read, point to note relating to operators –
- companies who prove they have excellent safety standards will see lower costs and other commercial advantages
DVSA’s purpose is to help you stay safe on Britain’s roads.
Today (Thursday 30 March 2017) we’ve published our 5-year strategy and business plan which set out a range of commitments we’ve made to improve road safety, user experience and value for money.
Our strategy explains what we’ll do between 2017 and 2022 to help you stay safe on Britain’s roads.
Our business plan sets out which parts of the strategy we’ll be taking forward in 2017 to 2018.
Read our 5-year strategy and business plan.