Guidance

HS2 module audit standards: DVSA earned recognition

Updated 1 September 2023

Applies to England, Scotland and Wales

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This publication is available at https://www.gov.uk/government/publications/dvsa-earned-recognition-vehicle-operator-standards/hs2-module-audit-standards-dvsa-earned-recognition

Introduction

This document details the standards of the scheme, the assessment and evidence required during an audit to attain additional module status.

It is a public document and allows both the operator and the auditor to identify the areas where standards are met and where shortcomings need to be addressed.

Each of the applicable standards must be attained in order to meet the overall criteria and the operator should be able to demonstrate full and effective control in all cases. It is not possible to be entirely prescriptive in all cases, as each operator must be considered individually.

It is up to the operator to demonstrate the systems they have in place satisfy the required standards.

Before completing an audit, reference must be made to section 3 of the earned recognition scheme guide and the audit sampling criteria defined below.

Important note

Contracts for the High Speed 2 (HS2) project require additional audit requirements over and above the mandatory earned recognition standards. DVSA earned recognition (ER) can be used to gain acceptance to HS2 contacts but you must satisfy all the applicable standards in sections 1 to 10 of the HGV or PSV earned recognition standards.

As this is an optional module it is therefore acceptable for operators to choose to apply these additional requirements to an individual operator licence, which is part of the ER accreditation. This would include all the associated operating centres and specified vehicles on the selected licences applying for this module, rather than all the entities and licences in the ER accreditation.

Operators can therefore decide to adopt this module for individual licences in the accreditation or for the entire ER application entity. The ER accreditation and published list will clearly identify the status of the operator licences, which have achieved the HS2 module standards in addition to the ER accreditation.

Operators who already have ER accreditation may apply for this module and have a separate additional audit for associated licences. To keep accreditation for this module, the following periodic ER audit would need to include standards for this HS2 module for the selected licences.

This module will need to be audited annually.

Vehicles specified on operator licences with this module would need to include additional check items for the periodical safety inspections, which will be included as part of the maintenance system key performance indicator (KPI) report.

We advise operators to discuss any notifiable alterations to their ER accreditation with the ER team, as it could be more cost effective to bring the periodic ER audit forward to combine with an application for this module.

Operators will need to inform the authorised audit provider of their intention to contract for HS2 and to ensure the appropriate audit sections are completed; failure to do so may result in the operator being excluded from HS2 contracts.

Once the audit has been successfully completed, the ER Scheme Manager will notify the applicant the accreditation status of each licence in the application. The operator’s ER and HS2 module accreditation status will be published on GOV.UK and identifiable with a vehicle registration mark via the DVSA online search application.

Use an identifier when you visit an HS2 site

You may need to display an identifier in your vehicle’s windscreen when you visit an HS2 site. Not all contracts will need you to do this, so ask your contract supplier if they want you to display one.

You must not display the identifier in your vehicle when you are not at an HS2 site.

You can only use identifiers from a supplier approved by HS2. You can order them from Dawes Highway Safety HS2 identifiers.

When you place the identifier in your windscreen, the ‘HS2’ side should face outside and the ‘DVSA earned recognition’ side should face inside of the cab.

HS.1 Additional vehicle safety equipment requirements

Requirements

Operators shall ensure vehicles are fitted with the following safety equipment to help protect and warn vulnerable road users. When carrying out safety inspections, operators check that these requirements are met and include the result of the checks in maintenance KPI reports.

  • HS.1.1 - Back and side pictorial warning sticker
  • HS.1.2 - Side under-run protection of both sides of the vehicle
  • HS.1.3 - An audible left turn alert
  • HS.1.4 - Blind spot elimination to the front, side and rear of the vehicle
  • HS.1.5 - Digital recording of activities outside the vehicle, where specified by the employer for vehicles regularly being used on HS2 project

Assessment criteria

Criteria Description
HS.1.1 Warning stickers must be of an approved design for the appropriate scheme or as specified by the contractor. Warning stickers must be properly attached to at least the back and side of the vehicle, clearly visible, maintained in a clean condition and replaced when required.
HS.1.2 Side under-run protection unless exempted by the appropriate scheme undertaking. The default should be that sites are designed and operated of being used by N3 vehicles. It is expected that such vehicles will be N3 compliant, except where site conditions are demonstrated to be impracticable and agreed on a case-by-case basis by the contractor.
HS.1.3 An audible left turn alert shall be fitted to the vehicle to warn vulnerable road users of the drivers intention to turn.
HS.1.4 Blind spot elimination shall include appropriate class IV, V and VI mirrors, and one of the following: side scan detection, viewable camera system, left turn sensor system fitted to the front nearside, collision avoidance system fitted to the front nearside. All equipment shall be in working condition at the start of the working day and the employer may specify to be working throughout the working day.
HS.1.5 Recommended but only applicable for vehicles accessing HS2 construction sites for mass haul movements (Muck Away Tippers) for vehicles over 7.5 tonnes.

Vehicles will be required to adopt an additional method of digitally recording the activity outside of and around the vehicle, which can be stored for a period of at least 4 weeks, to provide digital witness and evidence in the event of collisions and near-misses and for training purposes for the reasons of aiming to reduce the risk of future incidents.

There should be written evidence from the scheme undertaker where vehicles are exempt from side underrun protection which is additional to Road Vehicles (Construction & Use) Regulations 1986 requirements.

The operator should take all practical steps to either eliminate or minimise blind spots around the vehicle using indirect vision aids and driver audible alerts. The operator should have systems in place to ensure all equipment fitted is maintained in working condition at all times, as far as reasonably practicable.

Stick on Fresnel lenses are not considered as suitable alternative.

Principal contractors shall set out in relevant plans the extent that vehicles over 7.5t also regularly accessing construction sites will be fitted with cameras with digital recording equipment and how the contractor and its supply chain will adopt better vehicle design or technology as a part of its normal fleet renewal strategy.

HS.2 Site rules

Requirements

The operator should have policies and procedures in place to ensure adherence with any specific site rules implemented by any nominated undertaker.

This may include additional equipment fitted to vehicles, access routes, access times and specific driver training.

Assessment criteria

Criteria Description
HS.2.1 Documented procedural evidence of management of an effective process.
  • there should be written policies including use of beacons, hazard warning lights, number of passengers carried
  • employer’s documents should be inspected to see the full requirements
  • any additional items should be added to walk around check to ensure additional equipment is in working order
  • maintenance procedures should ensure any additional equipment is included in the safety inspections

HS.3 Additional driver training requirements

Requirements

The operator must ensure that drivers have additional training exceeding the requirements in section 8 of the HGV standard or section 8 of the PSV standard where it is a requirement of the HS2 contract.

Part of this requirement may be included in the Driver Certificate of Professional Competence training.

Assessment criteria

Criteria Description
HS.3.1 Work-related road risk driver training such as Safe Urban Driving or equivalent.
HS.3.2 Rural driver training – Approved HS2 driver training programme.
HS.3.3 Fuel efficiency training, for example Safe and Fuel Efficient Driving, LoCity or equivalent.
  • check for evidence of training records to ensure evidence of driver training being completed
  • check the syllabus to ensure the training meets the requirements of the HS2 contract and is delivered by an approved body
  • the operator should evidence a forward planning system to ensure drivers are retrained when required

HS.4 Vehicle emissions and clean air

Requirements

In addition to the requirements in section 3.12 of the HGV standards or section 3.12 of the PSV standards, where required operators must adhere to the most current clean air rules specified by the HS2 contract. Operators should have a policy of replacing the vehicles that do not meet the lowest emission level, Euro 6. Operators should when carrying out safety inspections, so that this requirement is included in maintenance KPI reports. When carrying out safety inspections, operators should check that emissions control systems are in working order and include the result of this check in maintenance KPI reports.

Assessment criteria

Criteria Description
HS.4.1 A robust and detailed policy to ensure vehicles meet the latest specification to reduce harmful emissions this includes where possible the use of alternative fuels.
HS.4.2 Robust procedures must be in place to ensure that only compliant vehicles are used in areas where specified by HS2 contracts.
HS.4.3 Robust maintenance and monitoring systems must be in place to ensure the correct operation of any equipment fitted to vehicles to reduce emissions is in working order at all times.
  • check vehicle telematics reports to ensure systems are working
  • read Air Quality (E31) information paper to check adherence
  • check the understanding of low emission zones and how they affect the operation
  • check periodic safety inspections are checking emissions control systems presence and correct operation

HS.5 Health and safety

Requirements

The operator must have policies and procedures in place to reduce the risk of work-related accidents, injuries and cases of ill health and promote health and safety best practice throughout the workplace.

Assessment criteria

Criteria Description
HS.5.1 A robust and detailed policy.
HS.5.2 Written procedures showing clear lines of responsibility and communication.
HS.5.3 Clearly defined risk assessments for all procedures.
HS.5.4 Evidence of training and awareness for all employees.
HS.5.5 Robust reporting procedures.
HS.5.6 Proactive assessment of risks to reduce accidents, injuries and ill health.
  • evidence should be obtained to show risk assessments have been distributed throughout the whole operation and have been understood
  • all risk assessments should be living documents and evidence of annual review
  • where required evidence of training to mitigate risks and reduce incidents

HS.6 Complaints

Requirements

The operator must demonstrate a process that deals effectively with all reported complaints providing documentary evidence to show each has been robustly investigated within a 10-day period and appropriate action taken to prevent a recurrence.

Assessment criteria

Criteria Description
HS.6.1 Documented procedures in relation to reported complaints.
HS.6.2 Complaints record kept showing actions taken.
  • robust policy document
  • evidence of compliance with investigation period
  • evidence of recurrence of complaints

HS.7 Routing

Requirements

The operator must route vehicles in the most efficient way considering weight restrictions, low bridges and the environmental impact. Where possible routes should be planned that minimise the distance travelled, and fuel used.

Where specific routes are required for contracts, procedures must be in place to ensure those routes are adhered to.

Assessment criteria

Criteria Description
HS.7.1 Evidence of policies to minimise the environmental impact.
HS.7.2 Documented evidence of fuel usage analysis and evidence of ongoing commitment to fuel savings.
HS.7.3 Evidence of avoidance (where possible) of known congestion hotspots.
HS.7.4 Evidence of fines or penalties relating to violation of any restrictions, for example London Lorry Control Scheme, weight restrictions.
HS.7.5 Evidence of correct routing procedures including awareness training where a driver is instructed remotely.
  • the operator should always use the most efficient route to reach a destination, where satnav is used it should be a specialist system showing low bridges and weight restrictions
  • certain projects may require lorry routes (such as for vehicles over 7.5t) to be approved by a relevant planning authority and the contractor should demonstrate how deviation will be managed
  • check for complaints to see if they are justified, could the operator use a different route to avoid the issues
  • check evidence to ensure the policy is being adhered to

HS.8 Incidents on the road

Requirements

The operators must record and investigate any incidents including road traffic collisions and near misses. Procedures must be in place to determine the reasons and prevent reoccurrence.

Operators should complete the report a collision or incident if you’re a DVSA earned recognition operator form where required.

Assessment criteria

Criteria Description
HS.8.1 A robust and clear policy including grading of collisions.
HS.8.2 Evidence of fully detailed investigations.
HS.8.3 Evidence of support and or additional training drivers involved.
HS.8.4 Evidence lessons learnt are disseminated to appropriate staff.
HS.8.5 Evidence of incidents being reported to DVSA using the report a collision or incident if you’re a DVSA earned recognition operator form.
  • evidence of detailed investigation of vehicles and drivers involved in incidents
  • look for reoccurrence of similar incidents in similar locations
  • check incidents against the requirements for completing the report a collision or incident if you’re a DVSA earned recognition operator form
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