Vehicle Maintenance
- Are you aware of OCRS (Operator Compliance Risk Score)?
If you’re a vehicle operator, your drivers might be stopped at the roadside by the police or the Driver and Vehicle Standards Agency (DVSA) for vehicle inspections.
DVSA use the Operator Compliance Risk Score (OCRS) system to decide which vehicles should be inspected.
OCRS is used to calculate the risk of an operator not following the rules on roadworthiness (the condition of its vehicles) and traffic, for example drivers’ hours or weighing checks.
red – highest risk
amber – medium risk
green – low risk
- What is your Operator Compliance Risk Score?
Please select from the dropdown of green amber and red
The Operator Compliance Risk Score (OCRS) system is based on data collected by the Driver and Vehicle Standards Agency (DVSA) over a 3-year rolling period.
Data is taken from:
- MOTs
- roadside inspections
- desk-based (‘remote’) assessments
- site visits fromDVSA
You’ll get 3 scores in your report:
- roadworthiness
- traffic
- a combined score
| Category | What the score is based on |
|---|---|
| Roadworthiness | Vehicle tests (first test and MOTs), roadside inspections, site visits and desk-based assessments |
| Traffic | Roadside inspections and prosecutions (for example, for drivers’ hours and tachograph offences, weighing checks), site visits and desk-based assessments |
You’ll get points for breaking the rules or not meeting requirements in the areas you’re scored on. The number of points is determined by how serious the offence is.
You’ll be given one of the following band ratings for each category, based on your score:
- red – highest risk
- amber – medium risk
- green – low risk
- Do you have a policy regarding routine checks of vehicles in your fleet to ensure the vehicles meet the road-worthiness standard requirement of the licence?
It is mandatory that you have policy in place regarding routine checks and it is a legal requirement to do checks on PSV's.
- Are the Maintenance and Safety Inspections carried out in-house or by a contractor?
- If in house, are the engineering facilities appropriate for the size of fleet, taking into account the following: undercover accommodation, tools & equipment appropriate to the size and nature of the fleet, an adequate under vehicle facility, adequate lighting, access to brake testing equipment, access to headlamp test equipment, access to exhaust emission test equipment and to steam or pressure under vehicle washing facilities?
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Do you have a policy regarding routine checks of vehicles in your fleet to ensure the vehicles meet the road-worthiness standard requirement of the licence?
- Have you a monitoring system in place to ensure this policy is adhered to?
If your employed drivers fail to report defects, or owner drivers fail to maintain their vehicle to the standards required by the local licensing authority it is advisable to have a policy in place to take appropriate action to prevent reoccurrence. Do you currently do this as a company ?
- Do you or your drivers keep records of safety checks and repairs?
An example would b e a logbook per vehicle that has been signed off with daily and weekly inspections and repairs. Receipts for repairs and MOT advisory / advisory completion.
- If Yes, how long are the records kept? (months)
Please enter the amount of months these safety records are kept
- In the event of a vehicle being taken off the road due to faults found during official checks, would you interview and consider action against the person responsible for the upkeep of the vehicle?
Ensuring that the vehicle is roadworthy is essential. Roadworthiness is important for both driver and passengers, and ensures that all individuals travelling within the taxi / coach are safe at all times. Because you are providing a public or private service, it is of much higher importance for drivers to regularly check their vehicle – as they cannot legally transport passengers if they do not meet roadworthiness standards. The correct maintenance of the vehicle is the best way to ensure that it meets the right standards for carrying passengers.
- Do you have a Schedule for Inspections and annual MOT tests?
If yes please detail each company will have different standards and plans please provide a detailed description of your internal schedule.
- Is the Inspection Program being adhered to?
Please state if the inspection program in place is being followed 100% of the time.
Yes / No
- Do the Inspection dates on the planner match the dates on the inspection sheets?
These may have slight discrepancies due to sickness and absence however we need to know if they are 100% accurate
- Are all defects highlighted on the Inspection Sheet actioned & signed off by a mechanic and countersigned by a competent person?
Any defects found such as headlights being broken / worn down being signed by a shift supervisor and mechanic ? this may be in a supervisors daily check routine potentially
- Are the Inspection sheets retained?
Are inspection sheets held? Scanned into a computer? These sheets may potentially be stored on a computer / mobile pad / tablet from the initial inspection. please choose from yes (they are stored) and No (they are not stored)
Coach Companies should hold inspection sheets for a minimum of 15 months.
- If Yes, how long are the records kept? (months)
Please enter the amount of months that the records are retained, please note that if you don't keep them we urge you to initiate a system in which you would store these records. We recommend a MINIMUM of 15 months
- In the event of a breakdown, do you have a procedure to ensure the onward journey of passengers throughout the UK?
- Wheelchair lifts have regular thorough examinations at least every six months under the guidance explaining the Lifting Operations & Lifting Equipment Regulations (LOLER) 1998?
- Do wheelchair ramps have regular thorough examinations in line with manufacturer's guidelines?
- Do wheelchair Tie-Down & Occupational Restraint Systems (WTORS) have regular thorough examinations in line with the manufacturers guidelines?
WTORS should be labelled to show the level to which they have been tested. Labels or instructions, including diagrams, should be displayed within the vehicle as reference for carers and transport staff when fitting/removing WTORS.
It is unlikely that one type of WTORS will be suitable for all types of wheelchairs and users. Some WTORS are designed for a specific type of wheelchair and should not be used on other wheelchairs. Vehicles should therefore carry sufficient equipment to ensure safe WTORS for the intended wheelchair passengers. The range required should be agreed following consultation with wheelchair users, carers, prescribers and manufacturers.
- Do you conduct independent quality audits checks?
If yes, we may require a separate document to be provided to clarify the quality audit checks conducted.
- What is your first-time MOT pass rate? (%)
Drivers Walk round / First User Checks / Defect Reporting
- Is there a system in place for drivers to do a first user walk-round checks?
You’re responsible for making sure your vehicle is safe to drive.
Carry out a walkaround check of the vehicle before your journey to make sure it’s safe. Report any defects in writing to the person in charge of sorting out vehicle defects in your organisation.
The police and Driver and Vehicle Standards Agency (DVSA) officers can stop you to do checks on your vehicles.
Information can be found at " https://www.gov.uk/guidance/carry-out-psv-daily-walkaround-checks " for all the legal requirements that must be provided to achieve this step of the company profile.
- Is there a system in place for drivers to report vehicle defects on their first user walk-round checks?
This system would potentially be the same as the inspection log book.
- Are the first user walk-round checks validated and rectified by a competent person?
weekly checks on vehicles by supervisors and shift supervising staff are recommended by the government.
- Do drivers receive training/written instruction on how to conduct a first user walk-round checks which is documented, signed, dated and kept in the drivers file?
This is a training requirement that a driver must have training or be provided with a training document showing how to complete a driver walk arround check. A generic check should contain
Check from the driver’s seat
1. Steering
Check that the steering wheel:
- moves properly and that the power-assisted steering works correctly
- has no excessive play
- does not jam
Check that there’s no excessive lift or movement in the steering column.
2. Mirrors, glass and visibility
Check that all mirrors are in place and not:
- damaged or missing glass
- covered up
- insecure
Check that the windscreen is not:
- cracked
- scratched
- discoloured
Check that the windscreen and front side windows are not excessively tinted.
Check that no objects get in the way of your front view.
As a general rule, there should be nothing in the swept area of the windscreen wipers.
As long as they do not seriously block your view of the road, you can have some official stickers and road safety items, such as an operator licence disc.
If you use a camera system instead of a mirror, check that it works and the view is correct.
3. Brake and air build-up
Check that:
- the air builds up correctly
- the warning system works
- there are no air leaks
- the footwell is clear
- the service brake works
- the parking brake works
- the service brake pedal does not have excessive side play or missing, loose or incomplete anti-slip tread
4. Windscreen wipers and washers
Make sure the windscreen wipers work. Check that they are not:
- missing
- damaged or worn
Make sure the windscreen washer is working.
5. Heating and ventilation
Check that:
- forced-air ventilation systems work, if your vehicle has them
- at least half of the ventilation system works, if your vehicle does not have forced-air ventilation
- ventilators, windows and roof hatches are secure
- de-mister equipment works
6. Horn
Check that the horn works and is easily accessible from the driver’s seat.
7. Warning lamps
Check that these work correctly:
- instruments
- gauges
- dashboard warning lamps, including the anti-lock braking system (ABS), full headlamp and parking brake
8. Height marker (coaches only)
Check the height displayed on the vehicle height marker in the cab.
Check outside the vehicle
9. Lights and indicators
Check that:
- all lights and indicators work correctly
- all lenses are fitted, clean and the right colour
If your vehicle was first used after 1 April 1991 and it is more than 2.1 metres wide, check that marker lights are fitted and work.
10. Wheelchair access
If your vehicle is covered by Public Service Vehicle Accessibility Regulations, you must check that these accessibility features are in good condition:
- the wheelchair space and its safety features
- the boarding device for wheelchair users
- priority seats
- handrails
- colour contrasting features such as handrails and steps
You must also make sure you know how these features work.
11. Doors and exits
Check that doors and emergency exits:
- work correctly
- are secure when shut
- open fully
Check that there are visible emergency exit markings and that the lights work.
12. Tyre and wheel fixing
Check that:
- tyres and wheels are secure
- tyres have a tread depth of at least 1mm
- tyres are inflated correctly
- there are no deep cuts in the tyre’s sidewall
- there is no cord visible anywhere on the tyre
- there are no objects or debris trapped between the twin wheels
- all wheel nuts are in place and are tight enough
If your vehicle has wheel nut indicators, check if they have moved.
13. Diesel exhaust fluid (AdBlue)
Check that your diesel vehicle has enough AdBlue diesel exhaust fluid and top up if necessary.
14. Fuel, oil and waste leaks
Check that the fuel filler cap is fitted correctly.
Turn on the engine and check underneath your vehicle for any fuel, oil or waste leaks.
15. Number plate
Check that the number plate is not:
- broken or incomplete
- incorrect or spaced incorrectly
- dirty
- faded
- covered up by anything
16. Excessive engine exhaust smoke
Check that the exhaust does not emit an excessive amount of smoke.
17. Lights and reflectors
Check that:
- all lights and indicators work correctly
- all lenses are fitted, clean and the right colour
- stop lamps come on when you apply the service brake and go out when you release it
Check that the reflectors (including side reflectors) are not:
- missing
- broken
- insecure
- fitted incorrectly
- the wrong colour
- covered by dirt or other objects
18. Body exterior
Check that:
- body panels, luggage compartment doors and access doors are secure and that they do not have jagged edges
- luggage compartment doors and access doors are secure when closed
Check inside the vehicle
19. Seats and seat belts
Check that seats are secure, not damaged.
If seats are designed to retract automatically when not in use, make sure they retract correctly.
If there are seatbelts, check that they:
- do not have any cuts, damage or fraying that may stop them from working
- stay secure when you plug them in
- retract against you when fitted, and fully retract when you take them off
20. Body interior
Check that:
- exits are not obstructed
- nothing that a passenger may walk on will collapse or is defective or insecure
- retractable steps work correctly
- engine interior covers are present and do not allow fumes to enter the passenger compartment
- interior lights are present and work
- any special features such as toilets or cooking facilities are in good condition and safe to use
If your vehicle has parcel racks, grab rails, stanchions, guard rails, padded backrests and barriers, make sure these are all in place and secure.
21. Fire extinguisher
Check that the fire extinguisher is the correct type. It must
- contain water or foam
- be marked BS 5423 or EN3
- have a minimum fire rating of at least 8A or 21B
Check that the fire extinguisher is:
- easy to access
- in good condition
- not discharged
22. Emergency exit hammer
If your vehicle has glass emergency exits that need a hammer to break, check that the hammer is present and easy to access.
23. First aid kit
Vehicles need a first aid kit if they are a bus with:
- 16 or more passenger seats (except local services)
- 9 to 16 passenger seats first used from 1 April 1988
Check that the first aid kit is:
- present
- in good condition
- easy to access
24. Communication with the driver
Check that:
- bell pushes work and make a sound when you push them
- signs that show your vehicle is going to stop work
- signs that show the route and destination work
Record and report the result of your check
Record and report all defects that you:
- find during the daily walkaround check
- become aware of during your journey
What to record
Record:
- the vehicle registration (number plate) or identification mark
- the date
- details of the defects or symptoms
- your assessment of the defects (for example, ‘dangerous’)
- your name
- who you reported it to
Use a form that includes a list of the items checked each day. Record ‘nil’ defects if you do not find any.
Download a template to use or use the system that your employer provides.
If you become aware of defects during your journey
Find a safe place to stop to assess and report any defects you become aware of during your journey.
You must get dangerous defects fixed before you continue your journey.
- Do drivers receive refresher training/instruction for drivers who fail to identify safety critical defects?
Yes / No
- Do you or your drivers keep records of the vehicle defect reports?
- If Yes, how long are the records kept? (months)
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