Schedule 3 – Membership Agreement

This schedule provides further information about the items listed in the Master Driver CPC Membership Agreement. It also provides additional information relating to requirements that may not appear explicitly in the agreement but has been provided to RTITB by DVSA or appears in other relevant Driver CPC documentation.

The list below aims to provide as much information as possible but is not exhaustive and does not provide further information for each and every item listed in the Membership Agreement, as for some items the agreement itself provides sufficient clarification.

Members must ensure they are able to demonstrate compliance with all criteria and requirements. RTITB will conduct various forms of auditing throughout the membership year in order to confirm a member meets all required criteria and is able to adequately demonstrate this compliance.

Managers/business owners with responsibility for ensuring compliance in their organisations should ensure all staff (e.g. managers, instructors, and administrators) are fully aware of the requirements and what they are expected to do in order to remain compliant.

If at any time you are unsure as to what is required in order to be compliant, please contact the Master Driver CPC Team on 01952 520211, we are here to help you.

1. Members must ensure they comply with Schedule 2 for the use of logos (trademarks) at all times. If RTITB identifies any issues with regard to logo use, we will contact the member and request rectification is taken. If action is not taken within the reasonably specified timeframe, RTITB reserves the right to suspend membership until the matter is resolved.
2. Master Driver CPC Consortium Periodic Training can be delivered using the services of an interpreter. The interpreter should be the same nationality as the drivers attending training. The interpreter must be present for the entirety of the course and must be available for interview by RTITB auditing officers and/or DVSA Training Accreditation Team/DVSA auditors. If an interpreter is to be used, the course should be organised so that those attending benefit from the interpreter’s presence and as a result timings may need to be extended. An RTITB registered and appropriately qualified instructor must be present throughout the training.
3. Members must ensure courses are delivered strictly in accordance with each course’s delivery guidelines. Members should note that delivery requirements may differ depending on the course and should refer to the course instructor guide for full information. The Driver CPC modules (LGV and PCV) include 3 possible delivery methods per 45 minute topic, this includes but is not limited to quizzes, case studies, discussions and workshops. Members must choose one of the delivery methods available for each topic. If at any time a member is unclear as to the course delivery requirements, they should contact the Master Driver CPC Team for help.
4. Members must ensure that the maximum number of drivers allowed to attend a course (as stipulated by RTITB and approved by DVSA) is not exceeded under any circumstances. For the LGV/PCV modular course the maximum ratio is 20 drivers. Maximum course ratios differ for some courses. Maximum ratios for all courses are listed on the letter of membership from RTITB and should be referred to if in any doubt.
5. Courses must be delivered in blocks of at least seven hours (This cannot not be shortened under any circumstance).
6. Courses with total durations exceeding seven hours must be run on consecutive days and in blocks of at least seven hours.
7. A seven-hour block can be further split into two 3.5 hour parts, but the second part must start within 24 hours of the first part ending.
8. Drivers attending Periodic Training courses should be made aware of their responsibility to comply with all aspects of the Drivers’ Hours regulations, particularly in respect of weekly rest. The Working Time Regulations may also apply. Legal advice should be sought where appropriate.
9. Drivers must complete the full course duration for any hours to count towards Periodic Training. Members must not upload drivers to MDRS who have not completed the full course duration.
10. The Master Driver CPC Consortium assessments are not mandatory, but if a member chooses to conduct the assessments, they are to be completed by drivers following training course closure. Please note the time taken to undertake assessment does not count as training time. The assessments must not form part of the course duration under any circumstances.
11. Drivers who have additional support needs may have the assessment questions and possible answers read to them verbatim by the course instructor who may then select the answers chosen verbally by the driver on their behalf. The instructor must ensure that they do not lead the drivers’ response.
12. Interpreters may also be used to interpret questions and possible answers as described above.
13. Instructors must be present at all times during assessments.
14. Timing of assessments being delivered verbally by instructors or by interpreters may be extended by 50%.
15. Verbal delivery of assessments should be conducted on a “one to one” basis and in a manner which respects confidentiality
16. A maximum of 3 re‐tests on the Master Driver CPC Consortium assessments is permitted on the same day as referral. The number of re‐tests will need to be recorded on MDRS when uploading the course. This option is only to be used when appropriate and at the discretion of the course instructor.
17. The assessments are a formal evaluation of a driver’s knowledge and should be treated as such i.e. the assessment answers should be all the drivers own work and should be conducted in a formal assessment environment.
18. DVSA have advised RTITB that they do not consider it appropriate to deliver two seven-hour courses in a 24 hour period and that courses delivered in this manner will not be accepted for upload to DVSA.
19. The best practice advice from the DVSA is to take breaks in the following way (as a minimum): 1ST SESSION/AM: 15mins MIDWAY POINT: 30mins 2ND SESSION/PM: 15mins
20. Members cannot hold training courses outside of the United Kingdom. Any course hosted at venues outside of GB/ NI will not be uploaded to DVSA and the hours will not count as Periodic Training hours.
21. Instructors cannot attend a course and deliver it at the same time. Any courses where the instructor is also listed as an attendee will not be accepted by RTITB and will not be uploaded to the DVSA. Members are responsible for ensuring such courses are not uploaded to MDRS.
22. Only organisations who are members of the Master Driver CPC Consortium and who have evidence of this are entitled to advertise their training as such. If a member is delivering training commercially on behalf of another organisation, the member must make RTITB aware of this arrangement in advance and any advertising/marketing materials should clearly identify the name of the Master Driver CPC Consortium member who will be delivering the training.
23. Advertising should be done only in the trading name provided to RTITB when joining the consortium. Other companies within the group or other trading names cannot advertise themselves as members of the consortium.
24. Consortium membership cannot be shared by another organisation/individual and belongs only to the legal entity on behalf of which the membership agreement was signed and is non-transferable.
25. Driver CPC Periodic Training cannot receive funding. Members who offer Driver CPC Periodic Training for free in conjunction with funded training must ensure that any advertising/marketing material makes clear that the Driver CPC Periodic Training is a free addition and is not itself being paid for with funding.
26. RTITB reserves the right to request changes to any Master Driver CPC Periodic Training advertising that we feel is unclear/misleading.
27. Members must ensure courses are only delivered to drivers who hold a licence entitlement for the sector for which the courses have been approved by DVSA (i.e LGV or PCV).
28. Premises used by members for the delivery of training should be checked in advance and should provide a professional and comfortable environment that is conducive to learning (i.e. warm, quiet, good lighting, exclusive use).
29. Premises used by members for the delivery of training should be subject to a recorded risk assessment prior to use and should comply with all relevant health and safety legislation (e.g. emergency exits, first aid, fire and evacuation, traffic routes etc.)
30. Members must keep suitable risk assessments and documented facility checks for all premises used to deliver Master Driver CPC Periodic Training. These records must be kept for at least 6 years and be made available for inspection upon request.
31. Members should store training records in a logical and secure manner that ensures the paperwork will not be damaged and must ensure that all training records are kept for a minimum of 6 years. Digital copies can be held, as long as they are in a secure location and can be made available for auditing purposes.
32. Members must have computer systems that are capable of running the course materials and accessing MDRS. Computer systems should include the capability to print relevant course materials and MDRS documents (RTITB will endeavour to provide guidance on the minimum system requirements, however we are not IT experts and members may from time to time need to obtain expert assistance in order to run the course materials/access MDRS).
33. Members should ensure that instructors and premises have suitable and sufficient learning aids and materials as detailed in the course instructor guides.
34. Members should ensure that all training equipment (laptops/projectors/TV’s) is fit for purpose and suitable for the size of group being trained. These should be thoroughly tested prior to course commencement.
35. Members delivering any in cab courses must ensure the vehicles used have MOTs, are suitably insured, and have O licence compliant systems of maintenance. Members must also ensure that a record of the vehicles used during training is made, such as the licence number and class of the vehicle.
36. All policies and procedures should be relevant and regularly reviewed. Members should be able to provide actual examples of the policies and procedures being utilised effectively upon request.
37. An MDRS Username and Password Security Procedure should be developed and implemented. This should describe how the MDRS usernames and passwords will be distributed, when necessary, securely stored, how access will be controlled and how usage will be monitored.
38. Internal Licence and ID checking, and entitlement procedures should be developed and implemented. This document should detail what needs to be done and how. Members should ensure this procedure is followed by all instructors.
39. Members should produce and retain “Instructor Selection Criteria” which identifies the experience and qualifications the member would require an instructor to have to be deemed appropriately qualified to run courses on behalf of that member. This criterion should differ for the different courses offered by the member.
40. Members need to retain evidence of each instructor’s qualifications and experience for inspection upon request.
41. Members should produce an “Instructor Continuing Professional Development” policy which describes how the member will ensure the instructors will maintain and improve their industry, legislative and instructional knowledge and understanding. RTITB will conduct an annual CPD check to ensure all members’ instructors are undergoing CPD.
42. Policies should be produced for each of the following. (Remember a policy is typically described as a deliberate plan of action to guide decisions and achieve rational outcome(s); a. Quality Assurance Policy – How you will regularly monitor and improve your course delivery b. Equal Opportunities Policy – How you will ensure all employees and drivers will be treated fairly and equally c. Health and Safety Policy – How you will ensure the safety of your employees, visitors, contractors and drivers d. Data Protection Policy – How you will ensure that any personal data held is only used for the purpose for which it is intended, and how you will ensure compliance with GDPR.
43. Procedures should be produced for each of the following; a. Complaints procedure b. Refunds procedure (if commercial member) c. Licence & ID checking and entitlement procedures d. Course delivery internal auditing procedure. These procedures should detail what will be done and by who. Members should ensure these procedures are followed at all times.
44. Members must ensure that the instructors they use for the delivery of Master Driver CPC training;

• Hold a current, registered instructor qualification in one of the following disciplines;
  • RTITB Lift Truck Instructor
  • RTITB Industrial & Commercial Instructor
  • RTITB LGV Fleet Instructor
  • National Register of LGV Instructors (NRI)
• Have completed and successfully passed the Driver CPC Online Induction.
• Have been added to the member’s instructor list on the RTITB database.
• Have met any additional requirements for individual course delivery (e.g. PCV, First Aid, ADR etc).
• Have appropriate in depth knowledge of the subject they intend to deliver and will be able to confidently present the material.
• Have appropriate, relevant industry experience/understanding.
• Adhere to all other members requirements – It is the responsibility of the member to have internal systems which ensure the instructors are delivering training as required.

46. Members must ensure that the instructors used to deliver practical Master Driver CPC training comply with the accompanying driver’s rules and comply with any legislative changes communicated in this regard by DVSA or other statutory bodies.
47. Members should ensure that instructors refer to, and utilise, the instructor’s guides provided and that instructors are fully prepared prior to course delivery.
48. Members should ensure that instructors make training as relevant as possible to the drivers by referring course content to the working environment of the drivers.
49. Members must ensure that the latest version of the course materials (supplied by RTITB), where applicable, is used by instructors at all times.
50. Members should have reasonable insurance cover in respect of any risks that are presented as part of Master Driver CPC Consortium membership and Driver CPC Periodic Training delivery. Members are strongly advised to seek advice from an insurance specialist.
51. Members must have suitable administration resources to ensure course data can be uploaded to MDRS within 3 working days of course completion. Repeated failure to upload courses to MDRS within 3 working days may result in membership suspension.
52. If a member is unable to upload within the 3 working day timeframe they should contact the MDRS Team (01952 520211) immediately.
53. RTITB will respond to course uploads with any identified queries within 1 working day. These queries should then be responded to within a further 1 working day. Failure to work within these timeframes may affect your membership and could result in the DVSA refusing to accept the driver data if the DVSA 5 day upload period has been exceeded.
54. When uploading the course timings detail to MDRS, the start time should be the exact start time of the training session i.e. after pre-course administration (ID checks, data protection, form filling etc.) has been completed. The end time should be the exact time at which the Periodic Training session finished (not when the assessments finished – if applicable). Please ensure the course break times are accurately recorded on MDRS.
55. Members must not deliver or upload any course under their Master Driver CPC membership that is not an RTITB approved Driver CPC course or has not been delivered strictly in accordance with the instructor guide/timetable for that course.
56. Payment is required at the time of, or prior to, upload to MDRS. This can be done via a credit or debit card or a 7 day payment account. Please contact the MDRS Team for further information. Failure to maintain your billing account appropriately with RTITB could result in your access to MDRS and other services being suspended.
57. If members make a mistake when uploading data to MDRS there is a 24 hour window during which changes can be made without charge. After this time the appropriate MDRS fee for each and every driver on the course will become payable should changes need to be made, even if the changes are not being made by RTITB.
58. Members must ensure data is accurately uploaded to MDRS at all times. RTITB will audit data uploaded to MDRS against the MDRS Attendance Form, MDRS Driver Registration Forms, MDRS Driver Feedback Form and any associated assessments. A significant lack of accuracy in the transfer of data to MDRS will result in restricted access to MDRS and in severe cases could lead to membership suspension.
59. All courses must be pre-registered at least 72 hours before course commencement. If you need to run a course and cannot give sufficient notice due to circumstances beyond your control, authorisation to run the course must be sought from the MDRS Team prior to course commencement. You will find the out of hours information here. Repeated failure to provide sufficient notice of courses or failure to notify RTITB of a course in advance of delivery may result in restricted access to MDRS or in the suspension of membership. RTITB has to upload a spreadsheet to DVSA Training Accreditation Team’s website at the beginning and end of every day (including weekends) detailing every course that is being run by the consortium. This is a requirement of consortium approval so that we know exactly what courses are being run in advance. The spreadsheet is also used by DVSA when looking at course uploads.
60. When pre-registering a course on MDRS, the start time should be the anticipated start time of the eligible training time (i.e. after pre-course admin). The pre-registered end time should be the anticipated end time, including breaks and lunch, but excluding the assessment time (i.e. the time at which you expect the eligible training time to end).
61. All courses must be cancelled at least 72 hours before they are due to commence on MDRS if they are no longer going ahead. If a course is no longer running and is due to start in less than 72 hours, the member must telephone the MDRS Team to make them aware as soon as they become aware that the course will not run. Repeated failure to cancel courses/cancel courses with sufficient notice may result in the suspension of membership. RTITB are required to notify DVSA each time a course is cancelled to ensure a DVSA auditor does not have a needless journey to audit the cancelled course.
62. Before training commences the instructor must undertake a formal identity check. The ID check cannot form part of the Periodic Training hours. If a driver cannot produce the appropriate forms of identification on the day of the course, before commencement, they should not attend the training. The ID check should be recorded in the appropriate section on the MDRS Attendance Form. This requires a visual check of one of the following (no other forms of identification may be accepted):

• A current passport AND evidence of driving licence number (expired passports are not acceptable)
• Photo card driving licence (expired licences are not acceptable)
• A digital tachograph card
• A driver qualification card (DQC)

When checking the entitlement of any drivers who gained their vocational licence after 10th September 2009 for LGV, or 10th September 2008 for PCV, instructors should ensure that the drivers present their DQC as evidence to confirm they have passed modules 2 and 4 and are therefore eligible to attend periodic training.

63. Members need to confirm that a driver is eligible to attend Periodic Training and holds the appropriate licence entitlement to attend the training being undertaken. If a member is unsure about the eligibility of a driver they should contact the MDRS Team for guidance prior to course commencement.
64. Drivers who do not hold a full GB/NI licence but who are eligible to attend Driver CPC Periodic Training in the UK should still be uploaded to MDRS, however members must ensure that the “outside UK” box is ticked.
65. Members must send joining instructions prior to course attendance which clearly detail the ID requirements so that drivers are fully aware of what they must bring with them in order to attend Periodic Training (Example joining instructions can be downloaded from the member guidance page).
66. Members must ensure the fair processing notice is provided and explained to drivers at the beginning of each and every course. The fair processing notice appears at the start of each of the RTITB produced ‘Introduction’ PowerPoint presentations.
67. To qualify for the 7 CPC hours, drivers must be in attendance for the entirety of the course, therefore a policy is in place for times when drivers might arrive late. To be able to receive CPC hours, drivers must arrive no later than 20 minutes after the course commenced. 20 minutes of a 7-hour course is equivalent to 5% of the course being missed. Any time after this would result in the driver having missed a significant part of the training day and their learning would therefore be compromised. Any drivers arriving after this time will not be allowed to attend the course.
68. Members must not issue their own Records of Attendance/Certificates for Master Driver CPC courses.
69. RTITB will email Records of Attendance/Certificates for Master Driver CPC courses to the member within 10 working days of course upload to MDRS.
70. Members can have their company logo added to the RTITB produced certificate/record of attendance, free of charge. Logos should be designed to fit a 4cm x 4cm square and the file size should be no larger than 500kb.
71. The Record of Attendance/Certificate belongs to the driver and must not be retained by the employer. Every effort must be made by the member to give the course attendees their attendance record/certificate, and a record should be made by the member of the date the attendance/certificate was provided and how it was provided (including details of unsuccessful attempts to provide the attendance record to the driver)
72. Members must ensure the following are completed for each driver/course; the MDRS Attendance Form, MDRS Driver Registration Form, MDRS Driver Feedback Form, and any associated assessments for each driver on each course. RTITB and DVSA will inspect these during auditing. These records must be kept for at least six years and must be provided to RTITB and DVSA for inspection upon request. Where appropriate employers should have the opportunity to provide course feedback.
73. Members must ensure that their drivers do not repeat the same course unless there is a specific need. As consortium lead, DVSA will expect us to monitor this, so we may contact you from time to time to clarify the reasons for driver’s repeating courses. If DVSA believe a driver repeats a course, the drivers’ periodic training hours, or their Driver Certificate of Professional Competence (DQC) card may be revoked. DVSA may also take action against you for knowingly delivering repeat training.