How to run and manage a Driver Certificate of Professional Competence (CPC) periodic training course.
Who can provide courses
You must be an approved training centre to provide Driver CPC periodic training courses.
You have to apply to get approval for:
- your training centre
- any courses you want to provide
Find out how to set up Driver CPC training centre.
Provide privacy information when drivers book your course
You must provide privacy information to drivers at the time you collect their personal data from them.
You can do this using a privacy notice. This must be easy to understand and easily accessible.
You can download a template of a privacy notice to use. As a data controller, you’re legally responsible for making sure your actual privacy notice is accurate and explains how you collect and use data.
Check the Information Commissioner’s Office guidance on the right to be informed for more information about what you must include.
Send joining instructions
You should send joining instructions to each driver before the course takes place. These should include:
- the course’s start and end times
- the length of the course (for example, 7 hours excluding breaks)
- details of your cancellation policy
- whether lunch is provided
- a contact number so drivers can tell you about any special requirements
You can download an example of joining instructions.
Register delegates and check their identities
It’s the centre’s responsibility to record attendance and ID checks. If you want to use the example above, this guidance will help you complete it.
You can download a template of a registration sheet to use.
It should include a comments section to note if the course was not delivered to a delegate because:
- their licence was not valid
- the delegate did not finish the course because they were unwell
- of other reasons, for example, the driver was late for the course and was turned away
Write the details of an identity check the comments section.
Write ‘Do not upload’ if the delegate did not finish the course and cross through the record.
The attendance record should show when your course runs over 2 consecutive days or if 2 modules are taken each day.
Check the identity of drivers
You must check the identity of all drivers using one of these forms of photo ID:
- a photocard driving licence
- a valid passport
- a digital tachograph card
- a driver qualification card (DQC)
Check the driving licence entitlement
You must check that all drivers have the right entitlement on their licence. Only drivers with large goods vehicle (LGV) or passenger carrying vehicle (PCV) entitlement can have periodic training recorded for them.
Introduce the course
You should set enough time for a welcome and introduction session. This should include:
- a health and safety briefing
- information about welfare facilities
- the course aims and objectives
- an opportunity for drivers to share their experiences and knowledge
- timings for the course
- the conduct expected, such as:
- use of mobile phones
- mutual respect and confidentiality
Train the drivers using your approved course
- link the course content to the syllabus
- be up-to-date with current legislation
You do not have to cover the full content of the syllabus - you can focus on parts of it.
You can include content that goes beyond the content in the Directive (2003/59 EU) as long as it’s linked to the syllabus and is an expansion on a Directive topic.
Course content rules
Your course content must be equivalent to at least a level 2 vocational qualification.
The UK qualifications regulator defines a level 2 as:
Competence which involves the application of knowledge and skills in a significant range of varied work activities, performed in a variety of contexts. Some of the activities are complex or non-routine, and there is some individual responsibility and autonomy. Collaboration with others, perhaps through membership of a work group or team, may often be a requirement.
Courses for LGV or PCV drivers or both
Your course content should apply to the LGV and PCV sector, or it can be for both. The course content can be very different for each.
You can run the course to a mixed group of drivers and extend the course time if you need to, so that both LGV and PCV drivers get full training.
Example You can send the LGV drivers on a break while the PCV drivers get specific training, or the other way around.
Your periodic training course must:
- last for the required time - short delivery is not allowed
- be delivered as approved within its approval time
You need to make sure there’s enough approved content to fill the course.
Only direct contact time with a trainer counts toward periodic training. You can use more than one trainer to make sure the drivers have enough contact time.
Example You could run a course with 20 drivers which includes practical sessions. These could include vehicle safety checks or best practice for loading your lorry.
You could run the theory-based classroom part with one trainer, but it would need more than one trainer and pallet truck for the practical part.
Periodic training courses are at least 7 hours long, but you can apply to deliver a course that is:
- 14 hours long
- 21 hours long
- 28 hours long
- 35 hours long
Pre-course activities, breaks and lunch do not count as training time.
Courses must be run in blocks of at least 7 hours, but a 7-hour block can be further split into 2 parts of 3½ hours. The second part must start within 24 hours of the first part ending.
Example 1a A training course is approved for 10 hours and 30 minutes. This could be run as:
- a block of 7 hours on the first day
- a block of 3 hours and 30 minutes on the second day
The second part must start within 24 hours of the first part ending.
Example 1b The same course could also be run as:
- a block of 3 hours and 30 minutes on the first day
- a block of 3 hours and 30 minutes on the second day
- a block of 3 hours and 30 minutes on the third day
Each part must start within 24 hours of the previous one ending.
Example 2 A training course is approved for 35 hours. The drivers work a 6-day week. This could be run as 5 consecutive days of 7–hour sessions
You could also run it as:
- a 7-hour session on the first day
- a 7-hour session on the second day
- a 7-hour session on the third day
- a 7- hour session on the fourth day
- a 3½ hour session on the fifth day
- a 3½ hour session on the sixth day
Each session has to start within 24 hours of the previous session ending.
A modular course is a 7-hour course made up of 2 modules of 3½ hours.
Example You could have 4 modules 3½-hour modules (A, B, C, D) lasting 3½ hours each. You can run these in any combination to make a 7-hour course, for example, AB, CD, BC, AD, AC, or BD.
A modular course can be split into 2 sessions, but the second session must start within 24 hours of the first session ending.
There’s no limit on how many modules can be in a modular course.
You can include practical activities in your course. If only one driver is doing the practical activity the other drivers must be doing learning activities so they get at least 7 hours of training.
Vulnerable road users
Include content about vulnerable road users in your course where it’s appropriate.
DVDs and video clips
You can use DVDs within the content of the course.
Plan for problems with running your course
Make sure that you have plans in place to deal with problems when you’re running your course.
You can use paper copies of slides if you have a computer problem.
- change the running order on the day to avoid bad weather
- use a classroom session if it’s not possible to have a practical session outside
Running ahead of schedule
You can use standby material if you think your periodic training course might finish early.
This can be more in-depth but must be relevant to the approved course content.
Delegates who need more help
Check the knowledge of delegates at the start of the course to work out which sections you might need to spend more time on. This could mean you reduce the time spent on other sections.
Collect feedback and evaluate the course
Evaluate approved training courses:
- for their quality
- so that improvements can be made
Get feedback from:
- drivers attending the course
- the operators who paid for the course
Give course evaluation forms to drivers to fill in if they want to. You can download a template form to use.
The form should include:
- the course title
- the date it was run
- a specific trainer’s name
- a space for the driver’s details which they can optionally give
Other ways to evaluate the course
- check how effective the training was
- use a short question and answer session or quiz paper that is reviewed as a group
- have formal exams and tests within periodic training
- issue a pass or fail for the evaluation session
Review your course
Reviews should look at the content of the course so you know if delegates:
- found the information useful
- thought the course was engaging and pitched at the right level
Your review should:
- identify opportunities for continual improvement
- look at the performance of your trainers and whether some were more effective than others
- consider if the right number of attendees were on the course so you can make changes in future
You should keep evaluation records and they should be available if you’re audited.
Give a certificate of attendance
Give a certificate of attendance to the driver. Drivers need evidence of completing periodic training to be able to continue working.
You can download a template of a certificate to use.
What the certificate needs to include
The certificate needs to include the:
- driver’s full name
- course name and number (as they appear on your certificate of approval)
- centre name and number (as they appear on your certificate of approval)
- length of the course in hours
- date the course was completed
- signature of the trainer or senior person responsible (this can be handwritten or electronic)
- Driver CPC logo (you need to get permission to use this and follow the rules)
- website address - www.gov.uk/checkdrivercpc (the service to check how many hours of periodic training the driver’s done)
You can also include your company logo.
Record the training you provide
You must record the training within 5 working days of the course ending.
You need to keep a separate record of the date you record the training. You can use the service to print a receipt of the details you’ve recorded. These records can be used as proof of training in the event of:
- an enquiry
- a complaint
- a system failure
Keep your records in accordance with:
- your Driver CPC approval
- data protection laws
The lead centre in a consortium should keep the records.
Your records must be available for inspection by auditors. Uploaded training can be cancelled if you do not have good enough records of it.
Your approval can be suspended or withdrawn if there are continuing issues with record-keeping.