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How to apply
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Download and save the application form on your computer before you start to fill it in.
-
Open the form on your computer, fill it in and save it again.
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Email the form to er_aap@dvsa.gov.uk. You need to attach any documents to support your application.
Evidence you must send DVSA
You need to send DVSA evidence that you’ve met the eligibility criteria including:
- copies of training certificates
- quality management certifications
If you run a company, you need to send DVSA evidence of recruitment and monitoring for any auditors that work for you, including:
- information about how you manage certificates of professional competence
- evidence that auditors have up to date qualifications
- details of relevant experience
Audit documents you must send DVSA
You also need to send documents that you’ll use when doing an audit including:
- an example of the contract you ask operators to sign
- a copy of your complaints procedure for operators
What happensto afterinclude youin apply
your audit report template
Your audit report must say whether:
the operator has met standards for DVSA willearned completerecognition relevantmodules checks,and includingperformance acriteria
the centreoperator verificationmeets meetingthe terms and conditions of their operator licence
you have checked documentation from the operator’s quality control reviews and inspections
It must also include:
evidence to checksupport documentsthe assessment result for each performance criteria
feedback for the operator about any requirements they did not meet
the result of the systems audit
dated signatures for the auditor, transport manager or responsible person and processes.operator This(these meetingcan willbe takeelectronic)
You placemust oninclude Microsofta Teams.summary page showing:
If
the youname meetof allthe operator the standardsaudit atis for
a list of operator licence numbers
- the centre
operator’s DVSA earned recognition number
contact details for the operator
your company’s name
your auditor’s name
your contact details
the date of the audit and any other verification meeting,checks
the result of the audit
details of an improvement plan
evidence of verification checks carried out at other operating centres
the final results
You’ll need complete original signed copies of your audit report for the operator, DVSA willand sendyour youcompany.
What anhappens approvalafter letteryou confirmingapply
DVSA will confirm that youyou’re areconditionally accepted as a DVSA earned recognition authorised audit provider. YourThen detailsDVSA will bepublish addedyour todetails on the list of authorised audit providers on GOV.UK.
AtBefore thisyou’re stage,fully accepted as a DVSA earned recognition authorised audit provider, DVSA will do a quality check of your first audit.
If you mustmeet contactall the standards at the quality check then DVSA will confirm that you’re fully accepted as a DVSA earned recognition teamauthorised to:audit provider.
providers.
When an operator contacts you for your first audit, you need to email dvsaer@dvsa.gov.uk with the date, time and address of the audit. IfOne a member of the DVSA earned recognition team is available, they will go to the audit to check that you meet the auditor standards.
Quality
If checks of your audits
DVSAaudit willdoesn’t domeet desk-based quality checks of the DVSA earned recognition auditsstandards, carried out by your organisation. If your audit does not meet the DVSA earned recognition standardteam followingwill decide if the qualityoperator check,you’re theauditing has passed. Then DVSA earned recognition team will give you feedback and work with you to help you meet the standards.
Once an auditor meets the required level, a risk-based approach is implemented. This is to make sure that audit report standard is set at the right level and consistent across all audit providers.
Working as a DVSA earned recognition authorised audit provider
You should always follow the
DVSA earned recognition authorised audit provider code of practice (PDFODT, 176768 KB, 8 pages) and
DVSA earned recognition terms and conditions for authorised audit providers (PDFODT, 176769 KB, 11 pages).
You need to do at least 70 hours of continuing professional development every 5 years, including a 2-day Transport Manager Certificate of Professional Competence refresher course. A professional body, trade organisation or authorised training centre must run the refresher course.
You’re responsible for the cost of refresher courses and business expenses such as indemnity insurance.
DVSA will send you the DVSA earned recognition logo so that you can use this on your website and marketing materials.
Operators will contact you to book an audit. You’ll need a process to prevent any conflicts of interest between you and the operator you’re auditing.
What you need to do when you carry out an audit
You must:
- use a systematic process
- carry out audits in a fair and unbiased way
- use the right number of samples for vehicle, trailer or driver records based on the size of the operator
What you check during your audit is based on the size of the operator. You can use the HGV sampling criteria or the PSV sampling criteria to work out what you must check.
Any decisions or observations you make about the operator meeting the standards must be:
- fully justified
- explained clearly
- documented in your audit report
During the audit, you should:
- ask open and probing questions
- observe and record positive and negative reactions to your questions
- check the operator’s policy and process documentation
You must give objective evidence, show independence and write an impartial audit report.
Within 10 days of carrying out an audit, you need to send your audit report and any evidence to us. DVSA will review this and decide if the operator can join DVSA earned recognition or stay on the scheme.
Audits for operators who want to join the scheme
You can audit an operator before or after they apply for DVSA earned recognition. OnlyYou amust standardsend fullythe metresults auditof shouldthe beaudit submittedto withDVSA anup applicationto:
3 tomonths joinbefore the operator applies for DVSA earned recognition
3 scheme.months after DVSA receives the operator’s application
DVSA will let you know:
- if
there are any conditions on an operator’s licence you need to be aware of
if you should check a particular operating centre as part of your audit
- if there is specific documentation you need to check
You must make sure the operator’s systems meet the DVSA earned recognition audit standards.
If an operator does not meet the standards and you think they can make improvements to meet these standards within the application period, you can help them make an improvement plan. You’ll need to check to make sure they have fixed the issues within the application period and then you can mark the audit as complete.
Audits for existing DVSA earned recognition operators
Operators need to have an audit every 2two years to make sure they still meet DVSA earned recognition standards.
If the operator fails the audit on minor issues whichthat they cannotcan fix within 283 days,months, you must send the audit report to the earned recognition team. They will work with the operator to ensure they achievecan the required standard for them to stay on the scheme.
If the operator fails significantly, you must send them:
- feedback
- a
an 28-day action plan
a time schedule to meet the standards
Regular quality checks
DVSA will:
- check your audit reports regularly
- carry out on-site quality checks if there are any issues with your audit reports
What happens if you do not meet the standards
If you do not follow the standards, DVSA will remove you from the list of DVSA earned recognition authorised audit providers. You will not be able to carry out audits for DVSA earned recognition.
To meet the standards, you and your auditors must:
- meet the terms and conditions
- follow the code of practice
- make sure that operators are meeting DVSA earned recognition audit standards
- keep your competence qualification up to date
- keep your quality management systems accreditation up to date
- not be involved with or linked to anything likely to damage the reputation of the DVSA earned recognition scheme
Appeal being removed from the scheme
If you don’t meet the standards, DVSA will write to you explaining why.
You’ll have 14 days to appeal in writing with any facts or circumstances you want DVSA to take into account.
We’ll look at your appeal and make a decision then respond to you within 14 days.
If you’re not satisfied with this response you can email corporatereputation@dvsa.gov.uk.