Appendix 2. Facilities and Security

Contents

B1 General

B2 Sign and Notices

3 Notice Board

4 Equipment Calibration

4.1 Equipment Maintenance, Calibration and Records

4.2 Maintenance Periods

4.3 Portable Appliance Testing

4.4 Frequency and Location of Calibration

4.5 Calibration Personnel

4.6 Documentation

4.7 Calibration Certificates

4.8 Independent Calibrators

5 MOT Testing Service IT and Associated Equipment

5.1 Hardware requirements

5.2 Browser requirements

5.3 Printer requirements

5.4 MOT Security Card Replacement

6 Complaints about the MOT Testing Service


General

The following information supplements the requirements set out in the appropriate Requirements for Authorisation.


2. Signs and Notices

The three triangles MOT sign detailed in ‘The Traffic Signs Regulations and General Directions 2016, Schedule 11, diagram 864') must be displayed in a prominent position, no part higher than 4.5m from the ground and no more than one sign on each road frontage.


Notice Board

All AEs must also display the following notices on a notice board with a protective transparent covering inside the VTS in a location where they can be read by those presenting, or intending to present, vehicles for test.

a. The Certificate of Authorisation (VT9) issued by DVSA;

b. The current Fees and Appeals poster (form VT9A) showing vehicle classes, test fees and appeals procedure and the details of DVSA Customer Service Centre. This may be displayed adjacent to the ‘official’ notice board if it will not fit on the notice board proper. Additional copies of this poster can be obtained online.


Equipment Calibration

Introduction

The MOT List of Acceptable Equipment lists the various makes and models of test equipment that have a measuring capability e.g. headlamp aim testers, brake testers etc. The suitability of other test equipment is individually assessed at each VTS. This list is available online at GOV.UK.


4.1. Equipment Maintenance, Calibration and Records

All testing equipment must be kept in good order, and measuring apparatus must be calibrated regularly in accordance with DVSA’s requirements (see paragraph 4.4). In all cases calibration records must be kept for a minimum of two years.

In the case where the serial number of the equipment cannot be found the VTS should make up a number, which identifies the equipment, and mark the equipment accordingly. Where a VTS uses an item of test equipment that is awaiting approval, the AE should contact the DVSA Customer Service Centre for advice.

The AE is required to ensure that calibrations are carried out when required. For Roller Brake Testers (RBT), Plate Brake Testers (PBT), ATL Weighing Facility, Motorcycle Weighing equipment (where applicable) and Headlamp Aim Testers the calibration expiry date will be taken as the month end date where certificates only show the month and year of expiry, see paragraph 4.4b.

RBT, PBT, Weighing equipment and Headlamp Aim Testers can be calibrated anytime during the six months following its last date of calibration. The equipment is then considered calibrated until the end of the 6th month.

Failure to recalibrate by the due date will prevent testing of any vehicle that requires the use of that item of test equipment. In exceptional circumstances, beyond the AE’s control, where the calibration cannot be carried out by the due date the SM should notify DVSA. DVSA may extend the calibration period in order to allow testing to continue.

Testing must also stop if any mandatory item malfunctions in a way that could prevent a test being properly conducted. Testing must not be resumed until the equipment has been properly repaired. If equipment fails during a test but before its use has been completed, the test must be ‘Aborted’ and any fee paid returned.


4.2. Maintenance Periods

All equipment must be maintained in good working order at all times. In the case of ATL or OPTL, maintenance periods for steering and suspension play detectors, is a minimum of 6 months for pneumatic and 12 months for hydraulic equipment. Maintenance must be conducted by the manufacturer or manufacturer’s agent and a maintenance report issued detailing any remedial work conducted. A signed and dated declaration that the equipment is in good working order must be issued after the maintenance has been completed.


4.3 Portable Appliance Testing

Under Health and Safety legislation (including the Health and Safety at Work Act 1974, the Electricity at Work Regulations 1989 and the Provision and Use of Work Equipment Regulations 1998), employers are responsible for the inspecting and testing of all types of electrical equipment in all work situations. Among other things, the Provision and Use of Work Equipment Regulations require that equipment provided for use at work is safe, maintained in a safe condition and, in certain circumstances, inspected to ensure this remains the case. In particular, the Electricity at Work Regulations place a legal responsibility on employers and employees to comply with the provisions of the regulations and take reasonable steps to ensure that no danger results from the use of electrical equipment. It is therefore the responsibility of AEs to ensure that all electrical equipment used on their premises, has been tested to ensure that it poses no risk to health & safety.

Note: Further information on PAT, including leaflets, can be obtained from the Health & Safety Executive, www.hse.gov.uk.


4.4 Frequency and Location of Calibration

a. Exhaust Gas Analysers

(i) Daily (checks by the user) Carry out a leak check on the hose and probe. Most machines have an automatic facility for doing this. If not, a physical check of the hose and probe must be carried out to confirm that there are no leaks.

(ii) Three, six or twelve monthly - depends on make/type. This must be carried out according to the approved procedure by a recognised calibration technician only. An exhaust gas analyser must be calibrated with a certified calibration gas and when the ambient temperature is above 5 degrees C.

Note: Gas analysers cannot be properly calibrated if the mains AC voltage is less than 204V or more than 264V.

b. Roller and Plate Brake Testers, ATL and Motorcycle Weighing Facilities, and Headlamp Aim Testers

These can be calibrated anytime during the six months following its last date of calibration. The equipment is then considered calibrated until the end of the 6th month. (Where the calibration certificate only states the month and year of expiry, the last day of that month should be taken as the calibration expiry date).

Note: The requirement for motorcycle weighing equipment to be calibrated only applies to sites approved to the November 2009 Requirements for Authorisation. c. Decelerometers and Salter brake testers Must be calibrated at intervals not exceeding 2 years. Decelerometer may only be calibrated by;

(i) the manufacturer or;

(ii) a calibrator accredited by the United Kingdom Accreditation Service. (UKAS).

Salter meters can be done by the manufacturer’s local depot if available, a firm which has taken over responsibility for equipment support from the manufacturer, a calibration specialist or local trading standards office.

d. Tyre Tread Depth Gauges

A periodic accuracy check is required at least every six months. This can be done by placing the base foot onto a flat surface (e.g. window glass) and checking that the zero datum’s align. AEs are to keep a separate record showing the date of the accuracy check.

e. Diesel Smoke Meters

(i) Weekly checks by the user;

(ii) Annual calibration by a technician accredited by UKAS.


4.5 Calibration Personnel

Equipment may be calibrated on site only by the following personnel:

a. Exhaust Gas Analysers and Diesel Smoke Meters

A technician accredited by UKAS. There are two exceptions

(i) equipment (non-catalyst or catalyst) with an approved automatic monthly self-gassing facility requires a 12 monthly UKAS calibration with monthly calibrations which may be performed by VTS staff.

(ii) non-catalyst OIML Class 1 equipment with an approved self-gassing facility requires a 6 monthly UKAS calibration with an intermediate calibration which may be performed by VTS staff.

b. Roller and Plate Brake Testers, and Headlamp Aim Testers

Either;

(i) the original manufacturer;

or

(ii) firm that has taken over responsibility for equipment support from the manufacturer;

or

(iii) a calibration specialist;

or

(iv) an experienced person from the VTS. DVSA will witness a calibration prior to confirmation of this arrangement and may subsequently require periodic demonstration of continuing competence using the correct equipment.

c ATL and Motorcycle Weighing Facilities

(i) the original manufacturer;

or

(ii) a company which has taken over responsibility for equipment support from the manufacturer;

or

(iii) a calibration specialist.

Note: Calibration is only required for motorcycle weighing facilities for sites approved to the November 2009 Requirements for Authorisation.


4.6 Documentation

In cases where a VTS employs either the manufacturer or a calibration specialist, there must be a written contract and the Test Station must obtain a certificate for each calibration.


4.7 Calibration Certificates

a. General

All certificates must contain

(i) a certificate serial number

(ii) details of the equipment i.e. make, model and serial number

(iii) title and address of calibration company or agency

(iv) signature of calibrator and date of calibration

(v) smoke meter and gas analyser calibration certificates shall meet the UKAS and DVSA standard agreed.

b. Exhaust Gas Analysers

Calibration certificates are normally valid for 3 (or 6 or 12) months from the date of issue. However, if the certificate is issued no more than 14 days before the expiry of an existing certificate, then the expiry date may be 3 (or 6 or 12) months from the date of expiry of the old certificate.

c. Roller and Plate Brake Testers (RBT and PBT)

Certificates must include a record of the test load, gauge readings and percentage error. The following limits apply in both forward and reverse operation as applicable.


The minimum values for Roller Brake Testers
The minimum values for Roller Brake Testers second part

Calibration certificates must include a record of the test load, gauge readings and percentage error. Calibration results may be recorded in kgf or the equivalent in imperial lbs.

Accuracy

Brake force readings shall be accurate to within:

+/- 3 kgf (6.6 lb) of the true value from zero up to and including 100 kgf

+/- 3% of the true value for all readings above 100 kgf

Calibration certificates for brake testers are to contain the following (or similar) statement:

“This is to certify that the above brake test equipment has been calibrated and is within the limits specified by DVSA.”

d. ATL Weighing Facility

Certificates must include a record of the test load, gauge readings and percentage error.

Accuracy to within +/- 3% between 200 kg and 3000 kg imposed weight traceable to an acceptable quality standard.

Calibration certificates for brake testers and ATL weighing facility are to contain the following (or similar) statement:

“This is to certify that the above brake test equipment has been calibrated and is within the limits specified by DVSA”

e. Headlamp Aim Testers

Calibration certificates for headlamp aim testers are to contain the following (or similar) statement: “This is to certify that the above headlamp aim testing equipment has been checked and is in correct alignment with the vehicle standing area.”

f. Diesel Smoke Meter

(i) Smoke meters are to be calibrated every 12 months. Calibration certificates are normally valid for 12 months from the date of issue. However, if the certificate is issued no more than one month before the expiry of an existing certificate then the expiry date may be 12 months from the expiry of the old certificate.

(ii) Initial Period of Calibration

A new diesel smoke meter should be supplied with an Initial Calibration Certificate in one of two forms:-

either

1. a certificate of conformity

issued by a BSI/ISO registered company, the meter will have been calibrated as a part of the in-house quality control procedure. It will carry the BSI and/or ISO logos, and will be dated. Within six months of the issue of a Certificate of Conformity a new meter must be calibrated by a UKAS accredited engineer.

Note: You may find that some new smoke meters have very little time left to run with this type of certificate when delivered.

or

2. a UKAS calibration certificate

Issued immediately prior to or following delivery by a UKAS Accredited Engineer.

Like all other UKAS issued calibration certificates on diesel smoke meters a new meter must be calibrated by a UKAS Accredited Engineer within twelve months of the issue of this certificate.

If you have any questions regarding the certification of a smoke meter, contact the manufacturer or his agent.

g. Motorcycle Weighing Facility

Certificates must include a record of the test load, gauge readings and percentage error.

Accuracy to be within +/- 3%.

Calibration certificates for weighing facility are to contain the following (or similar) statement:

“This is to certify that the above weighing facility has been calibrated and is within the limits specified by DVSA”.

h. Calibration by Vehicle Test Stations

VTSs calibrating their own equipment must keep a register listing the types of equipment and the information stated in paragraph 4.7.

a (ii) and (iii) above. Each calibration entry must contain the signature of the person who performed the calibration, the date, and for brake testers, the readings obtained (see paragraph 4.7.c above).



4.8 Independent Calibrators

VTSs employing calibration specialists are advised to satisfy themselves of the technical competence and viability of the company concerned.


5. MOT Testing Service IT and Associated Equipment

Authorised Examiners are responsibility for the supply and maintenance of all IT equipment and internet connection used for MOT testing purposes.


5.1 Hardware requirements

PC, iMac and laptops

The MOT Testing Service is designed to run on most recent Windows and Mac OS computers and Laptops with:

• a 1GHz processor

• 512 MB system memory

• 20GB hard drive space

• 1024 x 768 screen resolution or above

• a network cable socket (RJ45) or Wi-Fi

Tablets

MOT Testing Service is designed to run on any tablet with screen sizes of 9 inches and above (measured diagonally across the screen).

Internet connection requirements

MOT Testing Service works on internet connections of 0.5Mbps (512 Kbps) and above.

The internet connection may be via fixed line, 3G, 4G or satellite.


5.2 Browser requirements

A suitable ‘browser’ is required to view MOT Testing Service website.

One of the following browsers will need to be installed on your device to use MOT Testing Service.

• Chrome (latest version) – supplied by Google and can be used on either Windows or MacOS

• Firefox (latest version) – supplied by Mozilla and can be used on either Windows or MacOS

• Internet Explorer 9 (IE9) and above (IE10 and IE11) – supplied by Microsoft with its latest IT equipment

• Safari 7 – supplied by Apple with its latest IT equipment

5.3 Printer requirements

An A4 black and white printer is required to print MOT certificates and other documents from the MOT Testing Service.

All printer consumables are provided by the AE/VTS (ie plain white paper and toner or ink etc)


5.4 MOT Security Card An MOT security card is issued to all users who have a role within MOT Testing Service.

The card generates a 6-digit number that will need to be entered every time the user signs into MOT Testing Service.

The roles that require a card are:

• tester

• site manager

• site administrator

• authorised examiner designated manager

• authorised examiner delegate

A user is able to order a security card via the MOT Testing Service once they have been assigned a role.

On receipt of the card it must be activated by the user.

The user will then be able to access the functions to carry out the activities related to their role Replacement Security cards are ordered via the MOT Testing Service and are posted to the users VTS or home address. Replacement cards are normally replaced free of charge. MOT Testing Service can still be used while waiting for the replacement card.

6.0 Complaints about the MOT Testing Service


Complaints concerning MOT Testing Service should be made in the first instance via the MOT Testing Service Desk.

If the complaint is not resolved the AE should contact the DVSA Customer Service Centre.