Online New Operator Seminar – Frequently asked questions Q1. Can I forward my online email invite to someone else? A. No, as the nominated person with responsibility for and a controlling influence you stated that you were able to take part. The online set up adds attendees in a lobby area prior to the seminar starting and only the names we have will be given access. Q2. Who should attend the seminar? A It is important that the person attending has ‘responsibility for and a controlling influence’ over, your transport operations and is named within the business entity e.g. Sole Trader, Partner, Director Q3. Can my Transport Manager attend on my behalf? A. An additional person who has responsibility for transport e.g. Administrator, Supervisor or Transport Manager may attend alongside, but not instead of the licence holder. This is because the person attending should be the person that is held responsible for the overall running of the company. Please note that we can only offer one login per Operator as we are restricted to a maximum number per seminar, so you will need to share a device if an additional person would like to join. Q4. I already hold a Transport Manager Certificate of Professional Competence and /or I have attended many external accredited seminars previously. Do I still need to attend this seminar? A. Yes. Q5. What happens when I join online? A. You can join the seminar by using the link provided (link will be sent 1 day before seminar) to join the seminar and be placed in a lobby waiting area, once the start time is reached those whose details match will be admitted into the seminar. You should be in the waiting area at least 10 minutes before the start time, if you arrive after the seminar has started the online seminar will be locked and you will needto attend an alternative seminar date. Q6. Is it video or just audio? A. Everyone will need to have video and audio capability to take part. The Traffic Commissioners have indicated that this is essential to ensure active participation in the seminar. Q7. Is the online seminar recorded? A. No, however at the beginning of the seminar a register of attendance will be logged, where each operator will be asked to introduce themselves and their position in the company. This will be your proof of attendance and DVSA proof to the Traffic Commissioners of who attended. Q8. Can I be at home for the online seminar? A. DVSA appreciate that we all work in different places, the DVSA examiner delivering the seminar may also be at home. If the dog jumps on you or you have children around or other distractions do not panic, we will work around this as best as possible and we can mute each person if required while you tend to the issue. We will though expect that you canfully engage for the length of the seminar, therefore you should arrange cover of other work commitments on the day (you may need to do the seminar again if the examiner feels that you were distracted by other work commitments during the seminar). Q9. What happens if someone is behaving inappropriately during the online seminar? A. DVSA operate a strict policy regarding behaviour toward our staff and others on the seminar, any level of aggression or inappropriate behaviour towards them will not be tolerated. You should be dressed appropriately and in a suitable environment for this type of meeting. If the presenter feels that someone is acting inappropriately, they will remotely remove someone from the seminar, they will not be able to log back in as online room will be locked. Q10. What if I cannot hear the presentation due to background noise? A. We strongly suggest that the use of headphones will enhance your experience and reduce background noise. If you are having a problem, you can message the presenter directly for help or guidance. Q11. What happens if I lose connection due to a technical issue (Wi-Fi / data connection lost)? A. We appreciate that these things happen, if the connection is lost due to DVSA then you should remain in the seminar and we will switch to an alternative data source and rejoin the seminar, if after 15 minutes DVSA have not come back to the seminar please disconnect and we will be in touch. If the connection is lost by yourself then please try to reconnect, we may attempt to contact you to find a solution on the day or contact you later to arrange another seminar date for you. Q12. What if I have a valid reason for not being able to attend the online seminar? A. Please contact us on the email or phone number provided and we will discuss a solution with you. Q13. What if I do not have any vehicles? Or operate hire vehicles? A. You still need to attend the seminar. Q14. What happens if I do not attend the seminar? A. You will only be given limited opportunities to attend an online seminar, face to face seminars will not be available for the foreseeable future therefore you should prioritise attendance online. Non- attendance at the offered opportunities without a valid reason will result in further action from DVSA and the Traffic Commissioner. Q15. What would further action mean? A. This will most likely mean that you will receive a compliance visit from an examiner(s) who will expect you to be able to produce full records for defect reporting, vehicle maintenance, drivers’ hours, working time directive, driver CPC, correct use of operating centre etc. If you are not yet operating any vehicles, you will still be expected to demonstrate your awareness and understanding of these requirements. Q16. What else may be involved in further action? A The matter could also be referred to the Traffic Commissioner, who may require you to demonstrate your knowledge, understanding and compliance with the appropriate regulations at a Public Inquiry. Q17. What will be expected of me on the day? A. This is your opportunity to engage with local DVSA examiners, this will be an open forum for you to ask questions, improve your compliance, interact with other operators and an opportunity to speak to DVSA examiners in a non-enforcement situation. Q18. Will there be a test at the end? A. No. The session is intended to be educational and informative. Some question slides are involved in the online version, this is just to make sure we have covered the area and is not a test. We regularly receive positive feedback from operators who have found the seminar beneficial to the management of their operation. You will be expected to attend the complete seminar, if you leave early you will have to attend another seminar. Q19. I have held an Operators’ Licence and been operating commercial vehicles for many years. Why have I been invited to a ‘New’ Operator Seminar? A. New Operator licences are not only issued to ‘brand new’ operators, yours may have been issued for another reason such as a change of entity, change of business name, death of a person named on the licence or change of ownership. Invitations to new operator seminars are initiated by the granting of any ‘New’ Operator Licence. The Traffic Commissioners see this as an appropriate opportunity to promote education and awareness of up-to-date transport legislation across the Industry as a whole. Q20. I hold a ‘Restricted’ Operators’ Licence, as transport is not my main business. I only have one vehicle, which I use occasionally. Do I still need to attend the seminar? A. Yes. In fact, in these circumstances it is more important that you attend. As a ‘Restricted’ Licence holder, you are less likely to have a designated Transport Manager, and as transport is not your main business, you are less likely to have up-to-date knowledge of legal requirements relating to transport operations. Q21. I am unable to attend the seminar on the date you have invited me, what should I do? A. We would ask that you contact us, the online version offers some flexibility. We will only offer you two opportunities to attend the seminar, if you are unable to attend on the first invitation, it is important that you do so on the second occasion. Q22. Do you offer the option to attend the seminar out of hours (evenings or weekends)? A. No. Q23 I have already surrendered / or I am intending to surrender my Operators Licence / or I have had my licence revoked, what should I do? A. We need you to confirm this in writing to us before we can withdraw your seminar invitation. In the case of licence surrenders, please visit Manage your vehicle operator licence - GOV.UK (www.gov.uk).