DVSA's TEVR (Traffic Examiner Visit Report)

Zed Aziz CMILT

The festive season is upon us, but for operators and transport managers, there's one unwelcome visitor that can turn your Christmas cheer into a Boxing Day hangover: the Traffic Examiner Visit Report (TEVR) from the DVSA. But fear not! This guide will arm you with the knowledge you need to understand, survive, and even thrive after a TEVR.

What exactly is a TEVR?

Imagine a DVSA examiner arriving at your operating centre, armed with a checklist and a keen eye for detail. That's a TEVR in a nutshell. It's a deep dive into every aspect of your operation to ensure you're complying with all the rules and regulations. Here's what they'll be scrutinising:

• Management Control: The examiner wants to see that you, the transport manager, the responsible person are truly in control. Do you have the knowledge, competence, and systems in place to effectively manage your drivers, vehicles, and daily operations?

• Continuous Professional Development (CPD): The transport industry never stands still. Have you been keeping your skills and knowledge sharp with regular CPD? The examiner will want to see evidence of your commitment to staying up-to-date.

• Operator Licence Compliance: Your operator's licence is your passport to operate. Have you kept the DVSA informed of any changes, such as new vehicles, changes of address, or, heaven forbid, any convictions?

• Driver CPC Monitoring: Driver CPC (Certificate of Professional Competence) is essential for professional drivers. The examiner will check how you ensure your drivers are completing their periodic training and keeping their CPC valid.

• Driver Employment and Checks: How do you recruit and manage your drivers? Are you carrying out the necessary driving licence checks every 3 months? And for PSV drivers, are you conducting DBS checks?

• Journey Planning and Record Keeping: Efficient journey planning is key to a smooth operation. The examiner will look at your planning processes, how you manage both digital and analogue tachograph records, and your system for checking these records for any infringements.

• Disciplinary Procedures: No one's perfect, and drivers can sometimes make mistakes. Do you have clear disciplinary procedures in place to address any driving infringements and promote a culture of compliance?

• Working Time Management: Driver hours rules are complex but crucial for safety. The examiner will want to see how you manage working time, ensure drivers are taking adequate breaks, and keep accurate records.

• Vehicle Maintenance and Compliance: Keeping your vehicles in tip-top condition is non-negotiable. The examiner will check your systems for managing vehicle tests (MOTs), insurance, road tax, tachograph calibration, and speed limiter functionality.

• Operator Compliance Risk Score (OCRS) Monitoring: The DVSA's OCRS system is designed to flag potential risks. Are you actively monitoring your OCRS and taking steps to address any areas of concern?

The TEVR process ultimately boils down to one question: can this operator be trusted to uphold the commitments they made when they received their licence?

Why might you get a TEVR?

Nobody wants a surprise visit from the DVSA. Let's be clear – these visits aren't random. They're triggered by a variety of factors, including:

• High OCRS: A poor OCRS score suggests you might have compliance issues, making you a prime candidate for a visit.

• Complaints: If someone complains about your operation – a member of the public, a customer, or even one of your own drivers – the DVSA might come knocking.

• Roadside Checks: If your vehicles are stopped at the roadside and the enforcement officer finds issues with the vehicle, the driver's records, or anything else, it could lead to a TEVR.

• New Operator: Starting a new operation? The DVSA often conducts TEVRs for new operators as part of their initial assessment.

• Random Selection: Sometimes, it's just the luck of the draw. The DVSA carries out random checks to ensure everyone is playing by the rules.

• Data Analysis: DVSA constantly analyse data from various sources, including roadside inspections, MOT records, and public service vehicle (PSV) operator compliance scores. If we spot concerning trends or anomalies, it might trigger a visit.

• Changes to Licence: Generally when major changes are made a licence, this can trigger a MIVR, TEVR or the DBA (Desk Based Assessment).

• Poor MIVR: If you've had a poor MIVR, definitely expect the TEVR

The TEVR often goes hand-in-hand with its partner in crime, the Maintenance Inspection Visit Report (MIVR). If you've had one, be prepared for the other! They're two sides of the same coin when it comes to ensuring your operation is safe and compliant.

The TEVR Cycle: From Knock at the Door to Final Reckoning

1. The DVSA Visit: The examiner arrives, introduces themselves, and gets down to business. They'll want to see your documentation, talk to you and your drivers, and may even download tachograph data from your vehicles.

2. Draft TEVR Report: After the visit, you'll receive a draft TEVR report. This outlines the examiner's findings, including a score for each area they've assessed. This is where you'll see if you've got any "advisories" or, worse, "unsatisfactory" marks.

3. 14-Day Response Period: Now's your chance to fight your corner! You have 14 days to respond to the draft report. This is crucial. You can provide further information, clarify any misunderstandings, offer mitigating circumstances, or present new evidence. But most importantly, you need to explain how you will fix any problems identified in the report. This is where a clear and detailed recovery plan is essential.

4. Final TEVR Report: The examiner will review your response and issue a final TEVR report with their final verdict. This report is sent to the Traffic Commissioner, who has the power to take further action.

5. Traffic Commissioner Action: What happens next depends on the severity of the findings in the final report. The Traffic Commissioner might:

Call you to a Public Inquiry: For serious non-compliance, you could be summoned to a Public Inquiry, where you'll have to explain yourself to the Traffic Commissioner. This can result in penalties, limitations on your licence, or even the revocation of your licence altogether.

Issue a warning letter: For minor infringements, you might get a slap on the wrist and a warning to improve.

Take no further action: If everything is satisfactory, you can breathe a sigh of relief.

Every encounter with the DVSA leaves its mark. Check your OCRS after the final report to see how this encounter has affected your score.

What to do if you've received an adverse TEVR?

Don't panic! Keep calm and follow these steps:

• Call in the experts: Contact Fleet Transport Consultants (FTC) immediately. Our experienced transport consultants have seen it all before and can guide you through the process, helping you formulate a robust recovery plan and present your case to the DVSA.

• Take time to digest the report: Don't rush your response. Set aside some time to carefully review the report, understand the specific issues raised, and gather any evidence you need.

• Think strategically: Don't just react emotionally. Work with FTC to develop a calm, measured, and strategic response.

• Trust your consultant's advice: The transport consultants at FTC have years of experience dealing with TEVRs and know what it takes to achieve a positive outcome.

• Face the music: Burying your head in the sand won't make the problem go away. Addressing the issues head-on is the best way to prevent further action and demonstrate your commitment to compliance.

• Focus on long-term solutions: Quick fixes and sticking plasters won't cut it. Implement sustainable changes to your systems and processes to ensure ongoing compliance.

• Learn from your mistakes: Every TEVR, no matter how unwelcome, is a learning opportunity. Use it to identify weaknesses in your operation and make improvements to prevent similar issues from arising in the future.

Key Takeaways for Operators and Transport Managers

• Proactive Compliance: Prevention is always better than cure. Implement robust systems and procedures with the help of FTC to keep your operation compliant from the outset.

• Regular Audits: Don't wait for the DVSA to knock on your door. Conduct regular internal audits to identify any potential weaknesses in your operation. FTC can assist with this and provide valuable insights.

• Data Management: Accurate and up-to-date records are your best friend. Keep meticulous records for everything – drivers, vehicles, journeys, working hours, maintenance, and training.

• Driver Training: Invest in your drivers. Ensure they are properly trained on all relevant regulations, company procedures, and safe driving practices.

• Open Communication: Foster a culture of open communication within your organisation. Encourage your drivers to raise any concerns they may have, and address them promptly.

By understanding the TEVR process, partnering with Fleet Transport Consultants, and proactively managing your operation, you can ensure compliance, maintain a good OCRS, and avoid the stress and potential penalties associated with a negative TEVR. Remember, we're all working towards the same goal: a safer and more compliant transport industry for everyone.

Need help with a TEVR, MIVR, or anything else related to transport compliance? Contact Fleet Transport Consultants today for expert advice and support.