N. MOT Contingency Testing Procedures

Contents

1 Introduction

2 Contingency Testing CT

2.1 Authorising CT

2.2 Contingency Testing Incident Code

2.3 CT Test Documentation

2.4 Vehicle Registration Process during Contingency Testing

2.5 Completion of Documents

a. Contingency MOT Test Certificate – CT20

b. Contingency Refusal of an MOT Test Certificate –CT30

c. MOT Inspection Check List – VT29/29M

2.6 Emissions Printouts

2.7 Refusal to Test

2.8 CT Catch-Up

2.9 Incomplete Tests Prior to CT

2.10 Errors Noted During Catch Up

2.11 VTS Test Log

2.12 Exchange CT Test Documentation

2.13 Duplicate and Replacement Certificates

2.14 Storage Requirements for CT Certificates

2.15 Changes in Testing Staff

Examples of Contingency Testing Documentation

Example 1 CT20 Contingency Test Certificate (Normal)

Example 2 CT30 Refusal of an MOT Test Certificate (CT Normal Failure)


1. Introduction

When the MOT Testing Service is not available, users must follow contingency procedures in order that

MOT Testing can continue and customers are able to receive relevant documentation. MOT central records can be updated later with test details.


2 Contingency Testing (CT)

Contingency test procedures will be invoked by MOT Testing Service Desk when the MOT Testing Service is not available due to an ‘authorised outage’.

An authorised outage is defined as:

• the service being unavailable or parts of it not working because of DVSA technical problems.

• a widespread broadband communication outage.

Contingency testing must not be used when IT equipment or services at a VTS stops working this includes:

• IT equipment

• Internet connection

• Printers

AEs are responsible for repair of this equipment or service and MOT testing must stop until the fault has been rectified.

During Contingency Testing test documents are hand written without contacting the MOT Testing Service Desk.

When normal service resumes all tests carried out under CT conditions must be input onto MOT central records. (See sect 2.8)

Testers must attempt a normal registration on MOT Testing Service every occasion before starting a new test.


2.1 Authorising CT

Users who experience a problem accessing MOT Testing Service should first check the service status page online using the following link:

https://mattersoftesting.blog.gov.uk/mot-testing-service-status/

This page will advise on any problems with the service and if appropriate may display the Contingency Testing Code.

If the status page says the service is running normally and you are still experiencing problems contact the DVSA Service Desk.

If an automated message deals with the particular problem please do not continue with the call, there is no need to speak with an operator.

Where VTS’s are unable to contact the DVSA Service Desk, they should phone the DVSA Customer Service Centre.


2.2 Contingency Testing Incident Code

The Code will be used to validate any MOT documentation issued during the period of the contingency testing.

VTS’s must not test using CT procedures without a valid incident code.

A Contingency code will last for one day, in the event of multiple authorised outages the same code will be used however;

a new code is required for each new day an authorised outage lasts.

Note: The fault tracking incident number issued by the DVSA Business Service Desk during the reporting of a fault

is not the same as a CT incident code and must not be entered on any MOT documentation.


2.3 CT Test Documentation

Before any CT test is started the VTS must have the required test documentation that may be necessary to complete the test.

Backdating a test certificate or carrying out an MOT test without issuing the proper document may lead to formal disciplinary action being taken.

The documents are automatically filled in with the VTS name, number and address for security purposes.

VTS’s must download from MTS at least one copy of each certificate:

• Contingency MOT test certificate (CT20)

• Contingency refusal of an MOT test certificate (CT30)

Copies may be saved on a PC or Tablet and printed when needed. and/or

Hard copies may be kept and photocopied as required.

MOT Inspection Check List - VT29/VT29M will also be required during contingency testing.


2.4 Vehicle Registration Process during Contingency Testing

When registering a test in Contingency the Tester must collect all the following information using a VT29/VT29M.

Additional information required during CT should be recorded on the blank reverse side of the form.

• VRM. The registration mark entered on the VT29/VT29Mmust be that actually carried by the vehicle at the time of test using only standard alpha numeric format.

If both military and civilian marks are displayed the civilian mark is to be used.

If the vehicle does not display a registration mark, ‘NOT DISPLAYED’ must be written in this section.

If a non-UK registration mark is displayed, that should still be entered in this section.

• VIN, chassis number or frame number, where present.

The full VIN, chassis or frame number must be entered onto the VT29/VT29M.

If a VIN, chassis or frame number is not required due to the age of the vehicle, if one cannot be found, or is unreadable the box should be endorsed ‘NOT FOUND’.

Note: If the VIN is less than the standard 17 characters it is not necessary to add or repeat digits in order to make the VIN/chassis entry 17 characters in length.

• Vehicle Make and Model (including Design Gross Weight where applicable)

• Approximate Date of First Use

• Colour e.g. basic colour e.g. ‘Red’ not the manufactures designation.

• Fuel Type

• Test Class and vehicle category

• Odometer Reading

• Engine Code, where present

• Engine number, where present

• Country of registration

When all of the above vehicle information has been obtained, a test may commence as appropriate and the VT29/VT29M

is used in the normal way to record the test result.

The tester must record defects including their severity, any advisory items and brake test readings.


2.5 Completion of Documents

At the end of a Test or Re-test, the appropriate Contingency Test documentation must be completed and issued to the vehicle presenter.

All CT documents must be hand written using a ballpoint pen.

Entries on test certificates must be written clearly and firmly to ensure that any subsequent attempt to alter them will be obvious.

Any box that is not used must be clearly marked as not applicable, e.g. ‘N/A’

Documents showing errors or alterations must not be issued. All alterations or errors must be clearly marked as ‘cancelled’ however;

there is no requirement to retain the cancelled document.

A second copy of all CT20 and CT30 certificates issued during contingency testing must be retained by the VTS.

a. CT20 Test Certificate must be completed as follows:

Contingency MOT Test Number

This is the 8-digit alpha numeric number (Contingency Code) supplied by the DVSA Service Desk.

Registration Mark

Copied from the vehicle.

VIN or Chassis/Frame Number

Either the full VIN /Chassis/frame as quoted or NOT FOUND.

EU Classification

The EU classifications with their vehicle descriptions can be found in the introduction section of the MOT Inspection manual.

Country of Registration

Odometer Reading

The odometer reading displayed at the time of test and units (‘miles’ or ‘Km’) must be entered.

If no odometer reading is displayed, then ‘NOT DISPLAYED’ should be written in this section.

There is no requirement to record the odometer reading history.

Method of Writing Dates and Times

The months of issue and expiry of a test certificate must always be put first followed by the day and year.

No space must be left in which figures can be inserted.

Two numbers must always be used in the day of the month. (e.g.May 01st 2016 Sixteen).

The last 2 figures of the year must also be entered in words to prevent alteration. The time should be shown using the

24 hour clock e.g. 2.40 p.m. should be shown as 14:40.

Expiry Date of Certificate

The CT20 Certificate ‘expiry date’ must only be 12 months less one day from the date of the test itself irrespective of

whether a current test certificate still has time to run or it is an early first test.

When the service is restored, the odometer reading history and any additional time due as a result of permitted early testing will be added

automatically to the test record and included on the exchange certificate.

Minor defects and advisories

Record all minor defects and any advisories, numbered sequentially.

Defect descriptions must reflect the wording that would be printed if the system was operating normally

in order that the information produced on exchange documents after Catch Up

matches the hand written version produced under CT.

If there is insufficient room then continue on another CT20.

Where more than one sheet is required then each should be numbered at the bottom of the page e.g. 1 of 2, 2 of 2.


b. Contingency Refusal of an MOT Test Certificate (CT30) must be completed as follows:

The CT30 must be issued to notify the vehicle presenter of any defects

CT Number and Vehicle details

The CT30 must clearly show the CT incident code and the required Vehicle details as described for the CT20.

Defects

Record all defects, including the defect severity; dangerous, major, minor and any advisories, numbered sequentially.

Defect descriptions recorded must reflect the wording that would be printed if the system was operating normally in

order that the information produced on exchange documents after Catch Up matches the hand written version produced under CT.

If there is insufficient room then continue on another CT30.

Where more than one sheet is required then each should be numbered at the bottom of the page e.g. 1 of 2, 2 of 2.

Re-Tests

Where a vehicle fails a re-test a new CT30 must be completed. Copies of all CT30 Refusal Notices must be retained as specified. (See Section H5).


c. MOT Inspection Check List - VT29/29M

When testing in Contingency Testing; Testers must use this form to record vehicle details and any identified defects.

This must include the defect severity; dangerous, major, minor and any advisories with sufficient detail

to aid the completion of CT documents and accurate data entry during CT Catch Up.

The VT29/29M must be retained as specified. (See Section H5).

Where a vehicle undergoes a partial re-test the following details must be recorded against the original VT29 for the re-test. (as per Section N Example 5)

• The statement ”Re-tested” must be written next to the defects plus any new advisory defects.

• If the repaired defect is satisfactory tick the appropriate ‘Pass’ box. 

• This form is available to print from the MOT Testing Service or on-line at

https://www.gov.uk/topic/mot/forms.

• It may also be used to record any advisory items found.


2.6 Emissions Printouts

Relevant emissions printouts are to be treated in the normal way and must be retained for 3 months following the requirement of Section H.5 of this Guide.


2.7 Refusal to Test

A hand completed CT30 should be issued to any vehicle presenter who requests written confirmation of the reason why the

Tester has refused to test their vehicle. This CT30 must be hand written ballpoint pen.

No copy of this CT30 needs to be retained as it is not recorded on MOT central records.

See Section B5.4 and Appendix 3 of this Guide for the reasons why a Tester may refuse to test a vehicle.


2.8 CT Catch Up

Catch Up is the process for entering CT test result details onto MOT central records.

Catch up must be completed as soon as the service becomes available again.

Note: Only the original test details are entered, duplicates are not recorded.

If, as a result of an error on a CT certificate, a replacement CT certificate has been issued before the test has been caught up,

the details entered at Catch Up should be those shown on the replacement certificate including the time and date of the actual test.

After normal service has been resumed, VTS’s must ensure that all CT tests carried out have been entered onto MOT central records.

In order to check this, Site Managers must view or print off the VTS Test Log and compare this with the Test documentation issued during CT.

Once Site Managers (SM) are satisfied that this has been correctly done, CT documentation should be retained as specified. (See Section H5).

If any outstanding CT tests come to light, these tests must be ‘caught up’ immediately.

Testers are required to perform Catch Up for their own tests

however another Tester at the same VTS may under exceptional circumstances perform Catch Up tests on behalf of other Testers.

Any Tester entering results on behalf of another tester should choose ‘Other’ on the contingency result entry screen and record the following in the ‘Reasons’ box:

• the original testers name

• the original testers User ID


2.9 Incomplete Tests

Prior to CT If you have registered a test but not completed entering the results when the system fails,

when the system returns to normal the incomplete test will still be present. Continue as follows:

• If the date is the same date as when the test was started this test record may be completed by entering the test results etc

as noted on contingency paperwork before performing “Catch Up”.

• If the date is different this test record must be aborted and the test record created via “Catch Up” procedures.


2.10 Errors Noted During Catch

Up In some circumstances an error on a CT certificate may be noted at Catch Up

(e.g. In trying to match with previous test records you may spot that you have transposed the characters in the VIN).

If this happens, record the correct information on the VTS copy of the CT document issued and use the details you now

know to be correct to perform Catch Up.


2.11 VTS Test Log

When the SM considers that all CT tests have been recorded onto MOT central records (Catch Up) SMs must view or print off the VTS Test Log.

This will enable the SM to check and ensure all tests carried out under CT conditions

have been recorded onto MOT Testing Service.


2.12 Exchange CT Test Documentation

Test documentation issued under CT must be exchanged for printed versions at the original VTS if requested.

No charge can be made for this service.

The required exchange documents should be produced using the ‘Issue Duplicate Test Documents’ process.

The original test details recorded during CT must be recorded on MOT central records, using Catch Up,

before exchange documents can be printed.

Any returned hand-written test documentation must be retained by the VTS. CT certificates must be marked ‘exchanged’

and stapled to the corresponding copy CT documentation where available.


2.13 Duplicate and Replacement Certificates

The procedures for producing these vary, dependent upon the time of the original test and when the Duplicate or Replacement was requested.

Follow the guide below:

Original Test When Duplicate/Replacement requested See

Before the CT incident During the CT incident 2.13a

CT Test During the CT incident 2.13b & c/d

CT Test After CT but before Catch Up 2.13e

CT Test After CT and Catch Up 2.13f

1. CT certificates must not be used to provide duplicates or replacements of certificates that have already been recorded on MOT Testing Service.

The situation should be explained to the applicant and he should be advised that a computerised document can be produced as soon as

the system returns to normal.

If the applicant is not satisfied with this response they should be advised to contact the DVSA Customer Service Centre

shown on the VT9A Fees and Appeals poster.

2. A duplicate or replacement for a CT certificate must be completed by hand onto a normal CT certificate and must include the

additional information shown in CT20 example 2.

A copy of the replacement certificate must then be attached to the original CT paperwork.

When performing Catch Up duplicate certificates are not required to be recorded and the original CT certificate should be recorded as normal.

For replacement certificates, the original CT certificate should be marked ‘cancelled’ and the reason for the replacement must be clearly marked.

(See CT20 example 3). The cancelled certificate must then be attached the original CT paperwork.

When performing Catch Up enter the details that match the replacement certificate as a normal test.

3. A duplicate of a CT certificate can only be produced at the VTS who carried out the test but can be completed by any Tester at that VTS;

the producer must add their signature to the “Issuer’s Signature” box.

The maximum fee for the duplicate certificate should be that shown on the latest MOT fees poster.

4. A replacement certificate must only be issued by a Tester, preferably the Tester who carried out the original test.

The Tester must be satisfied that the amendments required are correct and refer to the vehicle that was actually tested.

Replacement certificates must be issued free of charge.

5. In the case of a duplicate certificate, where the CT incident is over, but Catch Up has not yet been carried out,

the Tester must perform Catch Up before a computerised duplicate can be issued.

In the case of a replacement certificate, where the CT incident is over, but Catch Up has not yet been carried out,

the Tester must be satisfied that the amendments required are correct and refer to the vehicle that was actually tested.

The VTS copy of the CT certificate should be marked with the correct information and where available to customer copy must

be retained with the VTS CT paperwork.

The Tester must perform Catch Up entering the details that match the replacement CT certificate as a normal test before a

computerised certificate can be issued.

6. Normal Duplicate/Replacement procedures apply (see Section H4, paragraph 6b or c).


2.14 Storage Requirements for CT Certificates

AEs are responsible for ensuring that blank MOT CT certificates are not accessible at any time to unauthorised persons.

Copies of all issued documents must be retained as specified in Section H5.


2.15 Changes in Testing Staff (CT)

During any CT incident it will not be possible to appoint and remove Testers using the MOT Testing Service.

In such circumstances the DVSA Customer Service Centre must be notified in writing of the full name and User ID of any

Tester being appointed or removed.

As DVSA may not have access to MOT Testing Service either, the previous VTS of any incoming Tester must be recorded along

with the approximate date as to when he last tested.

When the CT incident has ended the VTS must assign the testing role to the Tester before the Tester will be able to be

carried out computerised testing at the VTS and perform Catch Up of any CT tests that they had carried out.


MOT Contingency Testing Procedures Example 1 MOT Contingency Testing Procedures Example 2