In an MOT Test Centre, it is fundamentally important, to ensure that there are; a management system, policies and checks that in place. This is to make sure, that the MOT testing is done to the correct standard.
All MOT tests, must meet the standards that are set out by the Driver and Vehicle Standards Agency (DVSA).
To ensure you meet the DVSA’s standards, the best way forward is to:
- have a management systems in place
- put checks in place & assess MOT test standards, by using policies and quality checks
- manage your MOT testers. You can do this, by recruiting suitable testers and making sure they get regular training
- keep your premises and equipment safe. You can do this, by maintaining and monitoring your garages
- understand that your MOT centre’s risk rating, can play a big part in your business
How to Manage your MOT Test Centre
Managing your MOT Test Centre, can depend on many factors. There are many important tips that you need to think about. All you need to do, is to make them effective. Also, keep in mind the effectiveness of managing your business. Obviously, this will depend on the size of your business and what works for you.
It is your responsibility, for putting management systems in place to manage your MOT business.
This is easily put in place by;
- having simple, clear and effective processes
- keeping your business information up to date
- following the data protection rules
- making sure that on-site managers, have the authority to run an MOT Centre effectively
Always keep in mind, that for failing to meet the required standards, you are at risk of getting penalties. Of course, the penalties depends on how serious the issues are.
Below are more details in ways to manage your MOT Test Centre.
1. Having Simple, Clear and Effective Processes
It is essential that you have simple, clear and effective processes, for your MOT Testing Centre Business.
These processes need to be in place, so that it helps your testers understand what you want them to do. Furthermore, you should show them how your MOT centre complies with the testing standards.
Moreover, you need to demonstrate how you manage your MOT centre and your testers. Remembering the important factor, that your processes must follow DVSA policies set out in the MOT testing guide.
2. Keeping your Business Information up to date
Keeping your business information up-to-date is highly important.
The business information that you need to make sure is up to date, is your;
- MOT Centre & Business (AE) details
- limited company director details
- authorised examiner designated manager or ‘AEDM’ details
- site manager details
You can check the above information, by going to the GOV.UK website – MOT testing service.
If when you check on the GOV.UK website, you see that some of the information is incorrect, it can be easily rectified. On the website you can correct your contact details, email addresses, or telephone numbers. But for other incorrect details, you will need to fill in a; form to make changes.
You may, or may not know, that it is compulsory to display your current ‘authorisation of examiner’ certificate (VT9) on your public noticeboard. As well as displaying the current MOT test fees and appeals information poster (VT9A). If you’ve lost or damaged the original, you can easily apply for a replacement certificate online and it is free.
3. MOT – Data Protection
Data Protection must be followed at all times, when you store or use personal information. This doesn’t only apply to customers personal information, but also your employees.
4. Site managers
You must have at least 1 site manager per site. The site manager is responsible for the day-to-day running of the MOT Test Centre. You can decide to have more site mangers, depending on the size of your business.
The site managers must understand what they have been asked to do, as well as what they are responsible for. Moreover, they need to have good knowledge and the right skills and training of MOT Testing Centres.
As a manager, you are responsible for managing the MOT test standards (quality control), at all your MOT centres.
You can do this by having clear MOT test policies in place. More ways of quality control, is by using MOT test quality information to monitor standards and check samples of MOTs done by your testers.
5. MOT Test Policies In Place
By having policies in place, this will reduce the risk of MOT tests not meeting the required standard.
The policies you should think about are:
- If you allow your MOT testers to test their family and friends’ vehicles. If you do, you need to think about; how you are going to manage the risk, to make sure those tests are done to the right standard
- If vehicles are not being tested without the authority of the AE designated manager
- how customers can complain, and how you deal with their complaints
- what happens if problems with test standards are found
- disciplinary actions – depending on; how serious the problem is, if it’s a repeated issue that shows no improvement or if they have committed fraud. (record the details of any problems you find and what actions you take to stop them happening again)
If you have 5 or more employees, it’s a good idea to write your policies down. By having these policies in place, it should help your testers to improve and support their training needs.
6. MOT Test Quality Information
By using the MOT test quality information, this is a great starting point to monitor the standards of testing. Use it as a starting point to monitor their standards of testing.
There are 2 types of data that the MOT testers can get from the MOT testing service. These are:
- MOT test quality information, which is a summary of failure rates at your sites
- MOT test logs, which is a record of every MOT test carried out at your sites
7. Check an MOT Sample
It is very important that you have a process in place to check a sample of MOT’s. This is to make sure that the correct routines, procedures and correct standards are been followed and applied.
You can either do this by:
- using a third party to check both the MOT test standards and management of your MOT centre
- choosing an experienced MOT tester to carry out assurance checks
- giving each MOT tester responsibility for carrying out assurance checks on a rota basis
- partnering up with other MOT centres to carry out assurance checks on each others sites
No matter which option you choose, it is always a good idea to make sure all testers have their tests checked by someone else.
It is always best to do one MOT test from each tester, at least every 2 months.
Just remember, when considering how often to do these checks, you should take into consideration these points;
- the testers experience
- how many tests they do each day
- if any issues have been identified with their testing standards
When the person is doing the checks, they should closely watch how the tester carries out all parts of the test, or re-examine the vehicle using the correct testing standards. They should then discuss any differences in the test result, or in the observation of defects and agree on any corrections.
Once the checks have been carried out, you need to keep a record of the quality checks and what corrections have been made. Also, keep a record of any agreed actions to take, or additional training needs.
Try not to forget to review your process regularly to make sure it’s working. But if not, you will need to make changes.
Maybe you would prefer to have an MOT consultant from outside your business to do the checks. If this is the case, you can assign the authorised examiner consultant (AEC) role in the MOT testing service.
8. Eligible Staff to be Testers and Meet the Standards
When you are recruiting, you should check they are eligible to be a tester and that they can test to the correct standards.
The checks you need to do, will all depend on, whether they are new to MOT testing or not.
If they are newly qualified testers, you need check that their MOT tests are done to the right standards.
You can do this by:
- supervising some of their tests
- checking a sample of their MOT tests more frequently, especially during their first few months
- providing coaching and training
If they are existing MOT testers, it is important to check that they are currently qualified to be a tester in the right vehicle classes.
You should also check that they have completed the previous year’s annual training and assessment. Also that they hold a valid driving licence for the class of vehicle they are testing.
Furthermore, if they are a freelancer or a contractor, you should check that they are currently active in the MOT testing service. This is so you know they have not been suspended. You can also supervise some of their tests and review their previous test history in the MOT testing service.
9. Ensuring Testers do their Training & Assessments
It is mandatory that you and your testers keep up to date with training and assessments, updates and changes to DVSA testing policies.
MOT testers must complete their annual training and assessment by 31st March every year.
You must make sure they have done the training and kept a record of it. Also that they have taken and passed the assessment and recorded the assessment result.
Ongoing training and checks are fundamentally important. It is essential that you;
- carry out regular quality checks on your testers throughout the year
- identify your testers development needs and provide the training they need
- make testers aware of special notices and the Matters of Testing blog posts
- encourage testers to learn from one another to help them improve their testing standards
10. Security checks
Carrying out regular security checks should be done. This is to make sure, that MOT testers have not written their MOT testing service password anywhere. Also, get the testers to always sign out of the MOT testing service when they’ve finished their shift. And last but not least, un-assign testers from your MOT centre as soon as they stop working for you. This will eliminate them from carrying out any unauthorised tests registered to your test centre.
Remember, that you are responsible for managing your site and MOT equipment.
How you can monitor and maintain your premises and equipment is, to;
- record information about your equipment
- keep your site safe, clean and meeting the standards
- apply to make changes to your site and equipment when needed
11. Record Information
Recording information about your equipment is a must. As a manager, you need to keep calibration certificates for at least 2 years, including expired certificates. Also, you need to keep a record of the times when equipment needs calibrating and repairs that are made to equipment. It is also good to have a process in place of what to do if something breaks. And, how you make sure your staff know what they should do. When equipment maintenance takes place, you need to keep it in good working order.
12. Make Sure your Site Meets the Health & Safety Requirements
Keeping you site safe, clean and making sure it meets the H&S requirements, is a must. If you have more than 5 members of staff, you need to write a health and safety policy. Make sure that you clean your site regularly and that your testers know the process for keeping it clean. Not only does this give a good look to the customers , it also meets the H&S requirements.
Displaying relevant posters on the public noticeboard, including the current MOT test fees and appeals information, is also a requirement.
Do you know, that you can be given a prison sentence of up to 2 years and an unlimited fine for serious health and safety offences?
13. Making Changes to your Site and Equipment
You must apply to DVSA if you want to make physical changes to your site (including the layout).
This also includes; being able to test more vehicle classes. Along with, replacing or modifying fixed equipment, that will change the approved dimensions or layout of your centre. Also, changing the building or the layout of equipment.
You must also tell DVSA about, any ‘like for like’ changes to fixed test equipment. You can do this by going on their webpage.
However, you may not be given approval if the changes do not meet the requirements.
As a manager, you are responsible for managing your MOT centres risk ratings. You can do this by;
- monitoring your risk ratings in the MOT testing service
- fixing any problems picked up at DVSA site reviews
14. Monitoring your risk rating
The DVSA use a system that calculates the potential risk of every MOT tester and centre that don’t meet the required standards. They call this a risk rating.
If you have a high-risk rating, it does not automatically mean anything’s wrong with your testing standards. It is advisable that you check your processes and systems are working correctly and make changes if they are not.
The data should be reviewed by you and your testers regularly to review the data. You should look into any unusual differences, investigate any issues and record the outcome.
There are 3 risk ratings – red, amber and green. The ratings are the same for both testers and centres.
| Risk rating | Type of risk | What to do |
|---|---|---|
| Red | Higher risk | You must look into the reasons why you have been rated as higher risk. Also, make sure you test to the right standard and follow all the right processes. |
| Amber | Medium risk | You should look into the reasons as to why you have been rated as medium risk. You need to check, that you test to the right standards and follow all the right processes. |
| Green | Lower risk | You are advised to still check that you test to the right standard and follow the right processes. |
Ratings for MOT Testers
All MOT tester have their own individual risk rating and it’s calculated by comparing their individual test information, against the national averages.
Their individual risk rating can be seen by going to their profile on the MOT testing service. However, only MOT testers can see their own individual risk rating. It is up to themselves, whether or not to share this information with anyone. The risk ratings for MOT testers are refreshed on a monthly basis and this will pick up any changes that happened in the previous month.
Ratings for the MOT Centre
The risk rating for MOT centres are calculated from the testers who are testing at the site. It is also calculated from, DVSA site reviews and disciplinary cases for your testers and your MOT centre.
The risk ratings for the MOT centres are refreshed month by month and this will pick up any changes, that happened the month before. If you go to your business profile page and select Event history, you can get information on test activities and incidents from the MOT testing service. It is a good idea for you to use your test quality reports, to check information on your testers results.
15. DVSA site reviews
At least once every 3 years, the DVSA will carry out a site review of your MOT centre. If you have a red risk rating and your testing doesn’t appear to be at the correct standards, this will incur more regular site visits.
The DVSA won’t tell you when they plan to visit, they will just turn up.
What the DVSA look at during a Site Review
A DVSA examiner will check that all MOT centre details are correct.
The details they will look at are, that your;
- limited company directors are correct
- authorised examiner designated manager, or ‘AEDM’ details are correct
- site manager details are correct
- all testers listed at the site are correct and that they still work there
The DVSA examiner will also:
- check that your premises and equipment meet the rules and regulations
- look at your management and quality control processes
- look at your employees test standards
- carry out a test standard check
Site Review Result
Once the DVSA examiner has finished and they have recorded the results of the site review, you will get a notification. These results will tell you;
- if the review was satisfactory, needs of improvement, or it was unsatisfactory
- any advice the DVSA examiner is giving you
- what to do if you need to take action to fix any problems that arose
If the DVSA examiner finds any problems, you must fix them immediately. In the case, that you are given an unsatisfactory outcome, you have 15 days to reply to the DVSA examiner who carried out the visit. In the reply, you have to tell them what actions you have taken to correct the problems.
For more information on; Health and Safety Protocols in MOT Testing.
