M. System rules and user roles
MOT testing service user roles, what they can do, what their responsibilities are, which roles are mandatory, authorised examiner's responsibility for security of the MOT testing service.
This section sets out the roles and responsibilities of people who fulfil particular tasks within the MOT service.
A person can hold one role or multiple roles depending on the size and circumstances of the Authorised Examiner and VTS.
Some of these roles will need access to the MOT testing service.
Each MOT testing service user will have a set of tasks (or functions) that they are allowed to perform. For convenience, these tasks are grouped together into ‘roles’. Each of these roles is given a role name, for example Tester, VTS Admin.
When a user logs on to the MOT testing service, the service checks what roles the user holds and gives them access only to the appropriate functions.
The table shows the list of roles recognised by DVSA and if they have access to the MOT testing service.
| Role | Access to the MOT testing service |
|---|---|
| AE Principal | Yes |
| AE Designated Manager | Yes |
| AE Delegate | Yes |
| AE Consultant | Yes |
| Site Manager | Yes |
| Tester | Yes |
| Quality Control | Yes - via tester or other suitable role |
| Site Admin | Yes |
To hold an MOT role, all role holders must first meet the minimum requirements and:
- have no unspent convictions
- be of good repute
Refer to Appendix 7 Convictions and Repute.
Some roles require additional preconditions to be met before the role can be gained, for example some roles require the individual to have technical qualifications and/or attend mandatory training.
To obtain a role a person must:
- meet the minimum requirements
- set up an account in the MOT testing service
- set up security sign in authentication. Role holders require a security code generated by an authentication app or email to sign into MTS
- fulfil the requirements for each role requested (see role information)
- be assigned the role by an appropriately authorised person
To guard against unauthorised use, the MOT testing service can only be accessed by authorised personnel who can satisfy the security requirements and are known to the system. To identify themselves, they must use their user identification number, password and MOT security code. Each user must only use their own personal MOT security code and password.
Roles are assigned or removed to/from a person using a role hierarchy.
A person may assign and remove a role to a person within the scope of their own AE or VTS. For example, a site manager can remove testers from their own VTS but not testers assigned to a different VTS.
| Role | Assigned by | Removed from MTS |
|---|---|---|
| AE Principal | DVSA | DVSA |
| AEDM | DVSA | DVSA |
| AE Delegate | AEDM | AEDM/self |
| AE Consultant | AEDM | AEDM/self |
| Site Manager | AEDM, AED | AEDM/AED/self |
| Tester | AEDM, AED, SM | AEDM/AED/SM/self |
| Site Admin | AEDM, AED, SM | AEDM/AED/SM/self |
The role of AEDM (Authorised Examiner Designated Manager) is assigned by DVSA from the information supplied by the AE during the application process. The AEDM is responsible for assigning other roles within their organisation and VTS.
Designated councils and their inspectors are treated as if they were AEs or testers in relation to the roles described in this section.
For an AE to be authorised and a site to start testing, specific MOT roles must be appointed to individuals. These identify the individuals’ responsibilities with regard to the MOT Service and where applicable, allow them appropriate access to the MOT testing service.
The following mandatory roles are required for the authorisation of a site to test:
- Authorised Examiner Principal (AEP)
- Authorised Examiner Designated Manager (AEDM)
- Tester
- Site Manager (SM)
- Quality Control (QC)
There are additional non mandatory roles, giving varying levels of access to the MOT testing service, which AEs may find useful to aid with the running of their business.
These are:
- AE delegate (AED)
- AE consultant (AEC)
- Site admin
A role that is classed as an AE level role holds tasks and responsibilities for that authorisation and covers all the VTSs within the scope of the AE.
Authorised Examiner Principal (AEP)
Role purpose
To identify the entity and people responsible for the business.
Who holds the role
Authorised Examiner Principals (AEPs) are the people who make up the business i.e. the sole trader, partners in a partnership, directors in a company. They are legally responsible for the entity.
Method of appointment
An AEP is appointed through the approval process and must fulfill certain requirements before they are accepted into the MOT Scheme.
Tasks and responsibilities
The people constituting the entity are responsible for ensuring that the MOT requirements for their authorisation are met. This includes ensuring that systems and controls are in place to make sure that all tests carried out under their approval are conducted correctly.
The AEPs and business may be subject to disciplinary sanctions should the requirements not be met. The AEP(s) are the people that can represent the AE when corresponding with DVSA regarding disciplinary events or they can be represented by their AEDM.
Within the MOT testing service, a number of business rules for AEs and testers set out in the MOT testing guide are automatically enforced, that is, if the data held in the system does not indicate compliance, then testing is not permitted.
The AEP role has access to view data held on the MOT testing service regarding their AE and VTS, staff and test information.
Authorised Examiner Designated Manager (AEDM)
Role Purpose
The purpose of the AEDM role is:
- to oversee the management, operation and quality of all the vehicle testing stations under the umbrella of the Authorised Examiner (the business)
- ensure an adequate system of Quality Management at each of their VTSs; to best ensure that MOT testing is conducted to consistently high standards
- a single point of contact for the DVSA who is enabled and responsible for speaking on behalf of the Authorised Examiner
Who holds the role
This role is held by a Principal of the business or senior manager such that they hold a position within the business that enables them to speak directly for the business. The AEDM must have direct responsibility for MOT testing at all VTS sites within an Authorisation. They should be of a standing where they exercise the most control over the creation, development and implementation of policy and management of the MOT operation for the entire business on behalf of the AE.
A consultant is not considered appropriate for this role.
There is only one AEDM per authorisation. This person is accountable directly to the business owner(s).
This role does not devolve the ultimate responsibility held by the Authorised Examiner (AE) who is liable for the correct operation of the business.
Method of appointment
An AEDM must be nominated by the Authorised Examiner. The application is made using a VT01 which must be signed by an AE principal.
All of the entry requirements must be met including a current DBS check and declaration of any disciplinary history within any DVSA scheme.
The applicant must attend and pass a Level 3 Award in MOT Test Centre Management or have attended the previously named MOT Managers’ Course or Authorised Examiners’ course.
Existing authorisations granted before 1 April 1995 do not require an AE to have an AEDM to have attended the MOT Managers Course unless there is a change to the AE authorisation. (See Appendix 1 for further conditions relating to the training requirements of this role.)
Tasks and responsibilities
Below is a list of the tasks and responsibilities that is expected to be covered by an AEDM.
The way in which systems and controls are implemented will vary depending on the size and circumstances of the AE, for example a single site AEDM would not be expected to put in place the same systems as a multi-site AEDM, but the same level of quality would be expected.
Duties may include but are not limited to:
First point of call
The first point of call representing the Authorised Examiner for DVSA
Manage legislative requirements
Understand the responsibilities of an Authorised Examiner.
Understand the rules governing the management of MOT testing.
Keep up to date with changes and ensure staff understand what is relevant to their roles.
Know why it is important to comply with MOT rules and the consequence of not complying with MOT rules.
Quality systems
Understand the test centre quality systems needed within a vehicle testing station.
Ensure adequate systems, plans and resources are in place to ensure quality standards are met and maintained.
The systems should include:
- People
- Training
- Procedures
- Equipment
- Assurance
- Improvement
Quality Audits
Ensure regular quality audits are completed to maintain correct standards.
Obtain sufficient, valid information from your quality assurance system and other sources, including customers, to enable you to evaluate accurately whether processes and products/services are meeting the required standards.
Detect and record any shortfall in the quality of processes, products, and services, investigate the cause(s) and take prompt remedial action.
Report quality performance, including shortfalls and corrective actions taken.
Identify and assess risks of shortfalls in the quality of processes and products/services and take preventative action to mitigate these risks.
Manage compliance requirements
Develop effective policies and procedures to ensure test centre(s) meet all official published requirements in relation to vehicle testing which includes but is not limited to:
- Tests are registered and conducted correctly
- Mandatory training and assessments are completed
- Premises comply with requirements of authorisation
- Keep up to date with any mandatory changes required for test stations
- Maintenance and reporting procedures are in place
- Equipment is in good working order and where necessary calibrated
- MOT related documentation/records are readily available
- Tests are correctly managed, such as test slots can be accounted for
- Customer procedures are in place, such as booking in systems, complaints systems
- Instil good practice
Customer experience
Ensure the customer receives a high quality of service.
Resolve customer problems.
Access to data and functions
The AEDM will use the MOT testing service to carry out specific tasks and supervision.
Functions and data that the AEDM will access include:
Finance
- Purchase slots
- Check transactions
Staff
- Allocating/removing roles
- Quality checks
- Checking the performance of testers and VTSs using data available within reports such as test quality information and test logs
Data and communication
- Checking AE data is correct and up to date
- Receive/acknowledge special notices and notifications
- Access MOT publications
The Authorised Examiner is ultimately responsible for the correct operation of all their VTSs and test standards for every test conducted under their approval. The assignment of an AEDM does not change or devolve that responsibility.
Authorised Examiner Delegate (AED)
Role Purpose
To assist the AEDM with managing the testing operations. This role has access to the same supervisory and management functions within the MOT testing service as the AEDM with the exception that it cannot assign the AED role to another person. The way in which the role operates will vary depending on the circumstances of the Authorised Examiner. A large AE with multiple VTSs may employ many AEDs to spread the workload and manage their VTSs more effectively. However, this does not detract from or remove the ultimate responsibility from the AEDM and AE. The AED is not a mandatory role and a smaller AE may decide it is not necessary.
Who holds the role
The role can be held by any person who meets the minimum requirement for holding a MOT role.
Method of appointment
The AE delegate role is assigned by the AEDM.
If due to unplanned events an AEDM is not available and has not appointed an AED, DVSA may assign the AED role when appropriate.
Tasks and Responsibilities
The AED role is flexible in its use. It has the same access to data and functions as the AEDM, but it is for the AE and AEDM to decide how and to what degree they are used. Note: this is a voluntary role and is not recognised by DVSA as authorised to speak on behalf of the AE for approval or disciplinary matters unless designated by the AEDM or an AEP of that authorisation.
Authorised Examiner Consultant (AEC)
Role Purpose
To provide advice on MOT standards and how to run the MOT centre.
To assist the AE with quality management of testing within their VTSs.
To help AEs and AEDMs to fulfil their responsibilities.
Who holds the role
The role can be held by any person who meets the minimum requirement for holding a MOT role. Whilst there is no mandatory training requirement it is advised that the AEC attend and pass a Level 3 Award in MOT Test Centre Management.
Method of appointment
The role can be assigned by the AEDM and AED, typically to a third party. By allocating the role the AEDM is agreeing to give the AEC access to data for tests and the testers at their VTSs.
Tasks and Responsibilities
The AEC role will report to the AEDM and has access via MTS to:
- test performance data using test logs and test quality information
- testers annual assessment information
- service reports
Using this data, the AEC will provide informed independent insight and advice to the AEDM. The role can view data only and cannot carry out any other actions, such as buying slots, starting tests or assign roles.
Roles that are classed as VTS level hold tasks and responsibilities that only apply to the VTS to which that person is assigned.
Site Manager (SM)
Role purpose
The purpose of this role is to manage the day to day running of a VTS and supervise the quality of testing. A site manager may manage more than one VTS. If a user holds this role at more than one site, they need to ensure that each site is correctly managed.
Who holds the role
The role is held by the person who has direct contact and supervision of the MOT testing operation within that garage.
Normally there will be only one SM per VTS, however, in some cases there may be a need to have more than one, for example where there are multiple shifts.
Smaller single site AEs may choose to assign the SM role to the AEDM, larger single site businesses may allocate it to another manager or supervisor. The decision on how many SM roles are needed and to whom they are given is left to the AEDM based on how the business is run.
Method of appointment
The Site Manager is assigned by the AEDM or AED.
Tasks and responsibilities
A site manager is responsible for the tests and facilities within the garages to which they are assigned. A site manager would be expected to manage the tasks below or escalate to the appropriate managers where necessary.
Duties may include but are not limited to:
VTS Compliance
Ensure VTS data on MTS is correct and up to date
Manage or escalate when necessary:
- Tests are registered and conducted correctly using prescribed methods
- Contingency procedures are followed
- Check site review summaries and act upon as necessary
- The VTS complies with requirements of authorisation
- Keep up to date with any mandatory changes required for their test stations
- Maintenance and reporting procedures are in place and used
- Equipment is in good working order and where necessary calibrated
- MOT related documentation/records are readily available
- Tests are correctly managed, such as test slots can be accounted for
- Customer procedures are in place, such as booking in systems, complaints systems and used
Staff
- Manage adding and removing roles of tester and VTS admin (if required)
- Ensure testers complete mandatory training and assessments
- Spread best practice
- Check new staff meet the required standards
- Ensure new staff understand the VTS reporting procedures, such as equipment operation
Quality management
- Ensure testers are up to date with test standards and special notices
- Use data from MTS to check test performance
- Ensure regular quality control checks are carried out
- Ensure any shortfall in the quality of test standards is acted upon prompt remedial action is taken
- Escalate issues where necessary
Customer experience
- Ensure the customer receives a high quality of service.
- Resolve customer problems.
Quality control (QC)
Role purpose
To check the correct standards are applied to the MOT tests carried out within their VTS and where shortcomings are identified to ensure a process is followed to ensure corrective action is taken.
Who holds the role
Quality Control checks are carried out by a person who holds a Level 2 qualification in MOT Testing or equivalent for the appropriate class and comply with the requirements for annual training and assessments.
They may be designated from the list of testers at the site or use a Third Party.
Method of appointment
Quality Control is a process. There is not a specific role within the MOT testing service for Quality Control.
The person selected to carry out the tasks for quality control is chosen by the Site Manager/AEDM/AED and is a part of the AEs Quality Management system.
Tasks and Responsibilities
The QC will check that at least a sample of MOTs carried out by the testers in a VTS are checked to ensure that the correct routines and procedures are followed and that the correct standards are applied.
Duties may include but are not limited to;
Quality Audits
Carry out regular quality control checks:
- Closely watch all parts of the test as they are carried out.
Or
- Closely observe the testing process and conduct a full re-examination of the vehicle to check standards application.
Record Shortfalls
Detect and record any shortfall in the quality of test standards. On completion of an observed test, any difference in the test result, test standards or observed defects between the tester and QC must be discussed and resolved with the tester prior to the test result being entered on MTS.
Remedial action
Take prompt remedial action when shortfalls are found:
- Record the result of assurance checks
- Remedial action must be recorded and agreed.
Escalate issues
Escalate issues where necessary:
- Where unusually high numbers of failings are found – it would be expected that the frequency of checks is increased until such time as it is evidenced that the problem has now been solved.
- Escalate issues that cannot be resolved or are of a severity that they should be brought to the attention of the site manager or AEDM.
Tester
Role purpose
A Tester carries out MOT tests to designated standards, registers tests on to the MOT testing service prior to starting a test and confirms test results when completed.
Who holds the role
A tester must meet the eligibility requirements and have achieved a Level 2 Award in MOT Testing or previous equivalent DVSA MOT Testers course. Refer to Section E Testers.
Method of appointment
A tester is approved by DVSA after successfully completing mandatory training and assessments. The Tester is appointed to a VTS by their Site Manager/AEDM/AED.
Tasks and Responsibilities
Duties may include but are not limited to;
MOT tests
- Carry out statutory MOT tests for vehicles presented at the VTS for test
- Amend incorrect test records and issue replacement documentation
- Participate in quality control checks
- Take prompt remedial action for any shortfall in the quality of test standards
VTS compliance
Within each VTS;
- Understand the VTS reporting procedures for equipment defects etc within the VTS
- Use equipment that is in good working order and where necessary calibrated
- Ensure MOT related documentation/records are managed as required
Training
- Complete mandatory training and assessments within the required timescales
Site Admin (SA)
Role Purpose
To assist the Site Manager with the day to day running and administration of the VTS.
Who holds the role
The role can be held by any person who meets the minimum requirement for holding a MOT role and is assigned by the Site Manager/AED/AEDM.
Tasks and Responsibilities
The Site admin role is flexible in its use. It has similar access to data and functions as the site manager, but it is down the Site Manager/AED and AEDM to decide how and to what degree they are used.
Duties may include but are not limited to;
Test performance
- Check test performance data of testers using test logs and Test Quality information report
- Issue duplicate certificates
- Check test slot count
Tester compliance
- Check completion of testers training and annual assessments
VTS compliance
Within each VTS cover:
- VTS reporting procedures for MOT equipment for example, within the VTS
- MOT equipment is in good working order and where necessary calibrated
- MOT related documentation/records are managed as required
- Check site review summaries and act upon as necessary
- Keep VTS details up to date on MTS
The management structure of the Authorisation will dictate who fills a particular role.
The minimum roles that are required for the operation of a VTS are;
- AE Principal
- AEDM
- Site Manager
- Tester
One person may hold all of these roles.
The following examples are suggestions only and can be varied to suit the particular Authorisation:
Sole trader or partnership with one VTS
In these types of Authorisation, the sole trader or one of the partners would typically have the role of AEDM assigned to them by DVSA. Other roles such as AED and Site Admin, which perform a specific function within the MOT business, can be assigned to other persons.
Sole trader or partnership with more than one VTS
These Authorisations will be set up in the same manner as the example above. However, for each VTS there must be an SM, though a person can be an SM of more than one VTS. It would be up to the Sole Trader or Partners to decide the distribution of the other roles within their organisation.
Companies
In these types of organisations, the AE is the company itself and there must be an AEDM role assigned, usually to a director or the officer of the company having direct responsibility for all MOT testing operations. It would be up to the Company to decide the distribution of the other roles within their organisation.
Designated Councils
These will be treated in the same way as companies above. The position of AEDM should be assigned to someone who is able to speak on behalf of the Council and who has direct responsibility for all MOT testing.
Within the MOT Testing Service, a number of business rules for AEs and Testers set out in the MOT Testing Guide are automatically enforced, that is, if the data held in the system does not indicate compliance, then testing is not permitted.
Testers should be aware that it is extremely important to regularly check for new notifications and Special Notices on their home page and ensure they are read.
AEs should be aware of their responsibility for the security of the MOT Testing Service. They must ensure that all staff under their control are aware of DVSA’s and the MOT Testing Service security requirements.
MOT Testing Service facilities are to be used only for legitimate MOT business and the system is continuously monitored to detect unauthorised access and transactions.
Every user (regardless of role) is responsible for the security of the MOT Testing Service, which includes their personal and authentication information used to access the system.
Everyone with an officially assigned user ID and role (AEP, AEDM, AED, SM, Site Admin, Tester or AEC) must:
- not disclose their personal email address log on details to anyone who could then use this information to gain access to MTS
- keep their personal details on MTS up to date including an individual/personal email address
- not use a shared email or one that others have access to
- not store password and login details on any device used in connection with the MTS
- not disclose their password or login details to anyone
- not share their security card, or allow access to their authentication app or authentication email
- not allow anyone else access to their personal MTS account
- not misuse the system for unofficial business or illegal activities
- not use IDs belonging to other users or allow other people to use their ID
- not use remote desktop/access software
Additionally, AEs are responsible for ensuring that their staff do not:
- disclose their security details, (including password, login details or authentication codes) to anyone
- make unauthorised copies of software or data
- attempt to gain unauthorised access to MOT Testing Service functions or data
- make unauthorised alterations to the system or application configuration or software
- disclose to unauthorised individuals or organisations personal or sensitive information held on the system
- misuse the system for unofficial business or illegal activities
- use IDs belonging to other users or allow other people to use their ID
Do not disclose your Password to anyone. Nobody, including MOT service desk operatives or DVSA staff, is authorised to ask you for your password. Users must report any request to disclose their Password (or requests to change their Password to a particular value) to the DVSA Customer Service Centre.
Contact DVSA
DVSA Customer Service Centre
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