Quality assurance policy for operating Driver- CPC ... · bring both parts of their photocard driving licence with them on the day, or old style licence with passport for I.D. •

Quality assurance policy for operating Driver-CPC training sessions and compliance with JAUPT Centre Approval

This is the Quality Assurance Policy and arrangements for delivering periodic Driver CPC courses at: Tockwith Training

Michael and Lorraine Moore

Day-to-day responsibility for ensuring this policy is put into practice is delegated to:Laurie Moore

Tockwith Training Services LtdThe Training Centre, Shirbutt Lane, Hessay, York, YO26 8JTTelephone: 01904 737049Email: [email protected]: www.tockwithtraining.co.uk VAT Number: 989927035Reg No. 7205247

JAUPT APPROVED CENTRE AC00364

Statement of intentPage 1

Tockwith Training is committed to:

• Develop a full understanding of the needs of our customers;• Work in close co-operation with clients, customers and suppliers to provide high quality training and high pass rates;• Actively seek customer feedback and to use this as a format for continuous assessment and improvement;• Develop the potential of our employees to ensure all members of sta� are capable of under-taking work required in a safe and responsible manner, in accordance with the Company’s Health and Safety Policy;• To ensure that all instructors and admin sta� are assessed on a regular basis to ensure all work being undertaken is carried out correctly and to a high standard. • To ensure all equipment provided is suitable for the purposes of driver training and is renewed at suitable intervals.• To ensure that drivers licences are checked to confirm they are able to attend the course and all other terms and conditions as set out by the Vehicle Drivers (Certificates of Professional Competence) Regulations 2007 (as amended) (SI No 2007/6051)



First ContactPage 2

Initial customer contact and booking:

The following will be should be applied to all customers seeking Periodic DriverCPC training;

• Is the course suitable for the driver/drivers, considering their job role as a driver and driving licence entitlements? Direct them to information held on the company website or a chat to a instructor who carries out the training.• Explain what is included in the course cost and what the drivers will gain by attending.• Find course, instructor, facilities availablity and suggest a date to the customer.• Ensure that we take contact details, minimum name, address and phone number• When arranging courses for a company ensure that you o�er a discount on the training fees if 6 or more drivers are booked on one course.• If a course is booked, ensure the approved booking letter, joining instructions and invoice is sent. • If the booking is from an individual also get a payment by card or cash to confirm the book-ing. • If the booking is from a company ensure that the approved booking form with the terms and conditions on the reverse is signed and returned to confirm the booking and if applicable, suitable facilities if training is to be carried out on-site.• Ensure that the the booking form mentions that they must be informed that they need to bring both parts of their photocard driving licence with them on the day, or old style licence with passport for I.D.• All bookings must be entered on the computer diary to enable the instructor to get a list of drivers names attending.



Instructor First ContactPage 3

Instructor meeting drivers at the start of the training session:

arrive for periodic driver cpc training;

• Beforehand print out from the computer diary in reception a list of names for who is attend-ing the course that day, for the use of the instructor. Also print from the Printer in reception of the internal memory the driver information sheet called ‘DRIVER CPC INFO’, enough for copies for all the drivers and one spare.• Before the drivers arrive ensure that the classroom is suitable, equipment is all present and functional, projector communicates with the computer and functions, and also all the course materials and handouts are to hand with enough corporate pens for everyone.• Welcome the driver(s) to the training centre or site being used.• Ensure they know where to be seated while licences are inspected.• Photocopy both parts of their photocard driving licence, including the counterpart of all drivers attending.• If the driver presents an old style driving licence (pre 1997) then this should be checked for driving entitlements to ensure they qualify for the course and their passport must be used as identification and both items photocopied.• All the copies of identification documents from the drivers must then remain with the instruc-tor while they conduct the lesson, and original documents handed back to the drivers when convenient before they leave.



Foreign Driving LicencesPage 4

Instructor meeting drivers at the start of the training session comes across a foreign driving licence:

arrives with a foreign driving licence from another EU country;

• On arrival at the training centre the foreign driver must present his/her driving licence and

• All licences and photo identification should be checked carefully and if suspected to be a fake the driver must not be admitted to the course.• Drivers not registered in the UK will need to supply a valid GB address, this will be where the

• The driving licence should also be checked to ensure the driver has the required driving entitlement, such as category C1 or D1, this will be on the reverse of the driving licence card.• Drivers should not be accepted onto a course if they don’t have the relevant driving entitle-ment for that course.

• In order to obtain a DQC, such drivers will need to complete an application form (DQC1) and send this with their driving licence, D9 (some EU drivers will have this, it is a UK licence counterpart), a

-sary. A fee of £25 applies and drivers will need to provide a GB address as the DQC can only be posted to GB postcode areas.The application form (DQC1) is available from DSA by calling 0300 200 1122 or by sending an email



Driver RecordPage 5

Drivers need to complete the driver information sheet with details such as their name and address completed:

training session but will not be included in the 7 hours cpc training;

• The driver information sheet stored on the printer in reception called ‘CPC DRIVER INFO’ is required to be completed by all drivers attending the course.• Check that all the details are completed and match the instructor record of attendance that was printed before the customers arrived o� the computer diary. This can be done by the instructor or admin sta�, if the information matches then tick at the bottom of each completed driver information form that it has been checked and matches records held for the individuals booking.• If the details do not match then advise the customer of a problem and seek to rectify the situation by contacting the person who made the booking to confirm a change of driver being admitted to the course and note this on the reverse of the form.• If you suspect that the driver has not booked on the course and could receive training with-out paying a fee they must be removed from the course if this is found to be the case unless they pay the full course fees by card that same day.• Driver Information Forms must be kept with the instructor until the end of the course or kept with an admin person if investigating a problem, then given back to the instructor at the end of the day.• The copies of licences, passports and the Driver Information Form must all be kept together ready for use by the instructor when uploading to JAUPT, combined with evaluation sheets and for archiving on paperport installed on a secure computer.



EvaluationPage 6

Drivers need to complete the evaluation sheet at the end of the course:

training session but will not be included in the 7 hours cpc training;

• The evaluation sheet will be pre-printed and many copies are kept in the waiting room down-stairs next to a red post box.• Drivers are asked to complete the form and the instructor will ensure that they post it in the red box on the wall.• The instructor must not observe what is being written or pressure the drivers to write a good report.• A copy of our complaints policy can also be found next to the feedback forms, incase a driver wishes to complain about the course or its delivery.• Once completed the drivers can leave the training session.



Managing completed evaluation formsPage 7

Completed evaluation forms must be:

• The evaluations should be collected from the red post box in the waiting room within five days of the course date.• Forms collected need to be sorted into courses so that are not all mixed together.• The forms should then be sent to the CPC Manager for them to check that all the feedback was at least satifactory.• Unsatisfactory feedback should be carefully considered by the CPC Manager and if it is felt that changes should be made to the delivery of the course this should passed on the Manag-ing Director, Michael Moore to action changes.• Poor feedback relating to facilities should also first be considered by the CPC Manager and if felt appropriate the feedback should again be passed onto Michael Moore to enable the Managing Director to make any changes.• Poor Feedback on a single area (rating of 1 out of 5) on a course from more than 25% of the course members without any restraint must be considered serious and the CPC Manager must present the feedback to the Managing Director for immediate improvements to be made.• Feedback forms must be handed to the Admin for archiving on the computer system within 10 days of the course date.• Feedback forms must be filed by the Admin sta� on the Paperport software, in the descrip-

held.



Upload to JAUPTPage 8

Drivers records held by the DVLA/DSA/JAUPT need to be updated with the details of drivers having sucessfully completed a 7 hour CPC course:

of the course completing;

• Log on to the DriverCPC upload service via gateway.gov.uk• The user name and password is found in the filing cabinet in the locked o�ce upstairs under ‘J’ for JAUPT, it should be found in the collection of papers for this organisation.• When entering the site fill in the course date correctly and choose the course the drivers attended via the drop down selection.• Using the copies of driving licences taken, showing their driving licence number, type in the licence numbers and when finished click submit and follow the payment instructions.• Make a print out of the receipt at the end and hand this to accounts dept.• Make a note on each Driver Information Sheet that their details have been uploaded for later inspection.• Ensure that the JAUPT file is returned to the locked o�ce and log out of gateway.gov.uk



Page 9

required:

of the course completing;

• On the network drive found on the admin computers locate the folder called ‘certificate’• Using the Driver Information Sheets copy the correct name from the their driving licence

-cate is correct.• Print out the certificates onto thick paper, get the instructor to sign the certificate or the Managing Director and check the details are correct.• Save a copy of each of the certificates printed to the network drive (work documents/certificates/printed/...) using the individuals name for the file name in case of inspection or if a reprint is required at a later date.• Using details held on the driver information form, booking form or in accounts on the Sage

• Once the certificates have been printed, signed, checked and put in an envelope ready for posting in the post tray in reception then tick the box on the driver information form to confirm that the certificates have been sent and write the date in the space provided.• Certificates should be sent first class, to ensure they arrive promptly and placed in a hard backed A4 envelope to prevent damage.



Self AuditingPage 10

Every twelve months Michael Moore the Managing Director must check that the systems and procedures in place are being applied correctly by the admin team and the instructor:

The following will be should be applied by Michael Moore anually;

• Check all the Driver Information Forms to ensure tha ce duties, such as; uploading driver details to JAUPT, sending out cer ates within 10 days have all been completed, ticked, dated etc.• Also Michael Moore will attend one course per year for each instructor conducting Driver CPC courses to ensure that the systems and procedures are being delivered correctly.• Any shortfalls shall be brought to the attention of the appropriate individuals without delay and c rmation of these changes taking e ect or T&C’s being complied with will be recorded within 21 days and kept in the JA e.

Signed - Laurie MoorePosition - DirectorDate - 1st January 2015



Documents

Quality assurance policy for operating Driver- CPC ... · bring both parts of their photocard driving licence with them on the day, or old style licence with passport for I.D. •