Driver Certificate of Professional Competence (Driver CPC) by undul846

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									Driver Certificate of Professional Competence (Driver CPC) A Guide to recording Periodic Training for Approved Training Centres

Index
Introduction ......................................................................................................3 Getting Started.................................................................................................4 Recording Periodic Training.............................................................................9 Editing Saved Records ..................................................................................14 How to Pay? ..................................................................................................15 Maintaining Payment Cards ...........................................................................15 Useful Hints....................................................................................................18 How Can I Find Out More? ............................................................................19

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Introduction
As an Approved training centre you will need to record information about course attendees and their periodic training. This will be entered on the central training record managed by the Driving Standards Agency (DSA). This is a guide to tell you how to do this. Training centres must abide by the terms and conditions that they have already signed up to.

Some key points to remember: • • • • • • • Only on-line access to allow updating of training records; Training records must be added within 5 days of course completion; You must keep full and accurate records of all training for audit purposes; All information you retain must be kept securely and in line with the Data Protection Act 1998 You are responsible for checking the identity of the driver Check that the trainee holds a lorry or bus category on their licence - if not they do not require Driver CPC When the driver has completed their 35 hours of periodic training they will automatically receive a Driver Qualification card (DQC) as evidence that they hold Driver CPC. All lorry and bus drivers must carry their DQC when they are working, so it is very important that you add records of their training promptly and accurately; If the driver holds a GB/NI photo card licence, they will receive their DQC automatically to the address on their driving licence. It is important that the driver keeps this up to date.

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Getting Started
Registration
Before you access the system for the first time you will need to register and enrol on to the Driver CPC Periodic Training services through the Government Gateway. To complete the registration process you will need a unique code in the format CPCER123456 - DSA will provide this in writing. Once you have received it go to www.gateway.gov.uk You will also be asked to enter other information about your training centre which is included on your training centre approval letter. You will not need to use the code again. To begin, click on Register as an Organisation

Click on Register

Please Note: if you already use Government Gateway services and hold a digital certificate, click on Register with a Certificate and follow the on screen instructions.
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The Registration screen Please enter your details and follow the on screen instructions to complete the registration process Please Remember to: • • • Choose a password you can remember – you will need to use this every time you log in to use the Government Gateway Enter an e-mail address - if you forget your password it can be reset and sent to your e-mail address. Click on Submit

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Once you have successfully completed the registration process your User ID will be displayed on the confirmation screen. Please make a note of it or if you wish, take a screen print to help you remember it as you will need it every time you log in to the Government Gateway. Click Continue

1234 5678 5687

   

 

The ‘You’re Services’ screen will be displayed: Select Driver CPC Periodic Training to enrol

   

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Service Enrolment: Enter the information from the letter you received from DSA and the approval letter you received from JAUPT. You can add a reminder word/phrase in the Reference name field. Click Next to continue

 

This is confirmation of your enrolment, please be aware of the following: • • • You can use your User ID immediately after you have completed the registration process. You should not give anyone access to your user ID or password. Keep your password and user ID secure.

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Additional Users
Some Training Centres may have more than one member of staff who need to enter training records. You can register them to use the Driver CPC Periodic Training database so that they do not need to go through the Government Gateway registration process. To add another user, log in to Government Gateway and from the options on the left hand side of the screen click on Manage your assistants. Follow the on screen instructions. These are very similar to those for when you first registered. When you get to the Add Assistant Confirmation screen make a note of, or print the User ID and password for the user. They will need these to use the system.
   

Please Note: Manage Assistants will also allow you to add new members of staff when they join the centre, or remove access for staff when they leave.

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Recording Periodic Training
Go to www.businesslink.gov.uk/cpctrain - you may wish to add this to the list of favourites on your web browser. Click on Record Driver CPC Training online

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The Login screen will be displayed Enter your User Id and Password Click Login

The Driver CPC home screen: Click on Maintain Training Record - to record training records

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From the drop down list, select the Name of Training Course you want to enter records against Then either enter the Date Course completed or select the date from the drop down calendar (use the button to the right of the date field box)

Click on Record Attendance - this will take you to the Maintain training record screen where you can add all the details of all trainees who completed the course on that date

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Course Details - all of the information about the training course you have entered is now displayed – course code, course name, course duration and the date the course was completed

Enter the full driver number for all of the trainees, if the driver number is not accepted the system will prompt you to correct it and try again. Please select either a GB or a Northern Ireland (NI) licence from the drop down list on the left hand side of the driving licence number field. Click Submit

Save/Next button - If you complete all ten entries on a screen this will save the details and move you on to the next screen where you can add more records.

Please Note: you will not be able to enter training records for holders of non-UK licences or EU licence holders with a GB counterpart. However, you will still need to record details of these trainees as we may contact you for confirmation of training if a non-UK driver applies for a DQC.
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Exclude – this allows you to record the driver number and edit/submit it later. Excluded records will not be saved to the database. When you have entered all the training, you should select the Submit button. You will be given confirmation of the number of records added and the amount that you will need to pay for these to be added to the central database record.

Please Note: it is important that you keep a record of the driver details as they will be not be available to view once this transaction is completed. See confirmation screen below:

Payment - Select the Proceed button to continue.

Please note: If you think that the number of courses entered is incorrect, click on the Back button to correct before proceeding to payment screen.

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Editing Saved Records
If for any reason you have been unable to complete an entry after you have pressed the Save/Next or Submit button on the Enter training records screen, you can go back and edit it. Log in as before select the Enter training records screen. Each training record that can be edited is shown under partially completed courses. Click on Edit to update.

The records for editing will be displayed on the Maintain Training Record screen (as previously shown on page 12.) To make the amendment, you can either: • • Exclude the incorrect record and re-enter the driver number as a new record Make changes to the Driver Number and click on Save/next

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How to Pay?
Payment must be made by credit or debit card, we accept the following cards: • • • Visa Delta Mastercard

The first time you make a payment, you will need to enter all of the card the details. They will be stored securely in the system to save you from entering the information every time.

Maintaining Payment Cards
In order to prevent any complications with the payment/refund process it is important that the payment card details are maintained /updated regularly.

To Add a Payment Card
Click on the Maintain Payment Cards option. Select Add New Card

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Complete the fields as shown in the screen below (those fields marked with an asterix are mandatory and so must be completed) Click on Add – the details will now be visible in the Select Debit/Card screen; you can use them when you enter training records.

Please Note: to remove a payment card follow the same process as above and select Remove Card.

Once you have added payment card details, you may immediately process a payment from this screen. Place a tick in the radio button under Select and click on Use Card

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A summary of the transaction details will be displayed - you will not be charged for any records that you excluded when you entered them. Please check that this is the card you wish to use and that this is the address the card is registered to. Enter the Card Security Code (CVV2) and click on the Authorise button once - Please do not click more than once as you risk further payments being taken. Wait for the payment confirmation screen to appear - this may take a few moments. If you do not wish to make payment select the Cancel button

Payment Confirmation screen – if you wish to print a copy of this for your records use the print function on your web browser To enter another course, click on Continue

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Useful Hints
• • • You must fill the boxes marked with

*

If the entries on the screen are in shaded boxes, this is information that cannot be changed If you have entered and pressed the Save/Next button and you are unable to proceed with payment, the records are saved and you can come back later and make payment. Driver records will not be updated on the database until the whole process including payment has been completed We will provide information to JAUPT to help them monitor performance of approved training centres (and courses) against the terms of their approval agreement

• •

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How Can I Find Out More?
www.businesslink.gov.uk

Periodic Training Database If you are having difficulties with the periodic training database then please contact: Telephone: 0191 2018112 E-mail: CPCRE@dsa.gsi.gov.uk or write to DSA PO Box 280 Newcastle Upon Tyne NE99 1FP Driving licence queries: Driver Customer Services Correspondence Team DVLA Swansea SA6 7JL Tel: 0870 2400009 Fax: 0870 2401651 E-mail: drivers.dvla@gtnet.gov.uk

Periodic training queries JAUPT 12 Warren Yard Warren farm Office Village Milton Keynes MK12 5NW Tel: 0844 800 4184 Email JAUPT enquiries@drivercpc-periodictraining.org Northern Ireland CPC Enquiry line: 028 7034 6960

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