MOT Contingency Testing: Keeping Tests Moving

In the fast-paced world of vehicle maintenance, an unexpected system outage can bring operations to a grinding halt, causing inconvenience for both garages and motorists. For Vehicle Testing Stations (VTSs) in the UK, the unavailability of the MOT testing service (MTS) can seem like a major roadblock. However, the Driver and Vehicle Standards Agency (DVSA) has robust procedures in place to ensure that essential MOT tests can continue, even when digital systems fail. This is where Contingency Testing comes into play – a critical lifeline designed to maintain service continuity and uphold road safety standards. Understanding these procedures is paramount for every authorised examiner (AE) and tester to ensure compliance, minimise disruption, and continue providing a vital service to the public.

This comprehensive guide will walk you through everything you need to know about performing an MOT test when the primary service is not operational. From obtaining the necessary codes and understanding the required documentation to accurately recording test results and managing administrative responsibilities, we’ll cover all aspects of contingency testing, ensuring you’re fully prepared for any unforeseen technical issues.

When Can You Utilise Contingency Testing?

It's crucial to understand that contingency testing is not a default option for every minor technical glitch. It is specifically designed for situations beyond your control, ensuring fairness and preventing misuse. You are permitted to use contingency testing under two primary circumstances:

• The MOT testing service (MTS) is completely or partially unavailable due to technical problems originating from the DVSA itself.
• There is a widespread broadband problem affecting a broad geographical area, making it impossible to access the MTS.

Before commencing any test under contingency procedures, it is a mandatory step to verify the operational status of the MOT testing service. This check should be performed at the start of each test. It is imperative that you do not use contingency testing if the problem stems from your own IT equipment, internet service provider, or internal network issues. In such cases, you must cease testing until your own systems are rectified and restored to full functionality. Misuse of contingency procedures can lead to formal disciplinary action, so adherence to these guidelines is non-negotiable.

Obtaining a Contingency Code

The first step in initiating a contingency test is to secure a valid contingency code. This code authorises you to proceed with manual testing and is a crucial security measure. Here’s how to obtain one:

• Check the MOT Testing Service: If the service is partially available, a contingency code might be published directly on the MTS homepage.
• Check Your Email: The DVSA may also send contingency codes directly to registered email addresses of AEs and VTSs.
• Call the MOT Testing Service Desk: If a code hasn't been published or sent via email, your next step is to contact the MOT testing service desk. Their telephone number is 0330 123 5654, and they operate Monday to Friday from 8 am to 6 pm, and Saturday from 8 am to 2 pm (excluding public holidays).
• Outside Opening Hours: For issues occurring outside of regular service desk hours, you can email [email protected] to request a contingency code.

It's important to note that contingency codes are temporary and are valid for one day only. This means you will need to acquire a new code each day that the MTS remains unavailable and you intend to conduct contingency tests.

Essential Documentation for Contingency Testing

Before embarking on any contingency test, your VTS must have the necessary physical documentation ready. These documents are vital for recording test details accurately and for issuing official certificates to customers. For security purposes, these forms are automatically pre-filled with your VTS name, number, and address when downloaded from the MOT testing service.

You must download and have at least one copy of each of the following:

• Contingency MOT Test Certificate (CT20): This is the equivalent of a pass certificate issued when a vehicle successfully completes the MOT test under contingency procedures.
• Contingency Refusal of an MOT Test Certificate (CT30): This document is issued when a vehicle fails the MOT test or when a test is refused.

These copies can be saved digitally on a PC or tablet and printed as needed, or you can keep hard copies and photocopy them when required. It is crucial to remember that these certificates cannot be downloaded from GOV.UK; they must be obtained directly from the MOT testing service to ensure they contain your specific VTS details.

In addition to the certificates, the MOT inspection checklist (VT29/VT29M) is an indispensable tool that will be used throughout the contingency test. This form serves as your primary record-keeping document for all vehicle details, defects, and test results.

Vehicle Registration Process During Contingency Testing

When registering a test during contingency operations, the tester must meticulously collect and record specific information using the VT29/VT29M form. This information is crucial for accurate data entry once the MTS becomes available again. All additional information required during contingency testing should be recorded on the blank reverse side of the VT29/VT29M form. The details to collect include:

• Vehicle Registration Mark (VRM): This must be the actual registration mark displayed on the vehicle at the time of the test, using standard alphanumeric format. If both military and civilian marks are present, use the civilian mark. If no mark is displayed, write 'NOT DISPLAYED'. For non-UK marks, enter them as displayed.
• Vehicle Identification Number (VIN), Chassis Number, or Frame Number: The full number must be entered. If not required due to vehicle age, cannot be found, or is unreadable, write 'NOT FOUND'. Do not add or repeat digits if the VIN is less than 17 characters.
• Vehicle Make and Model: Include the design gross weight (DGW) where applicable.
• Approximate Date of First Use: Essential for determining test class and requirements.
• Colour: Record the basic colour (e.g., 'red'), not the manufacturer's specific designation.
• Fuel Type: Clearly state the fuel type (e.g., petrol, diesel, electric).
• Test Class and Vehicle Category: Ensure these are correctly identified.
• Odometer Reading: The current mileage of the vehicle.
• Engine Code (where present): If applicable, record the engine code.
• Engine Number (where present): If applicable, record the engine number.
• Country of Registration: The country where the vehicle is registered.

Once all the aforementioned vehicle information has been accurately gathered and recorded on the VT29/VT29M, the test may proceed. The VT29/VT29M is then used in the normal manner to document the test results, including any identified defects (categorised by severity: dangerous, major, or minor), advisory items, and brake test readings. This comprehensive recording is vital for smooth data upload later.

Completing Contingency Testing Documents

At the conclusion of a contingency test or re-test, the appropriate CT documentation (CT20 or CT30) must be meticulously completed and issued to the vehicle presenter. This process requires particular attention to detail:

• Handwriting: All CT documents must be handwritten using a ballpoint pen. This ensures a permanent record.
• Clarity and Firmness: Entries on test certificates must be written clearly and firmly. This is crucial not only for legibility but also to make any subsequent attempts to alter them conspicuously obvious, serving as a deterrent against fraudulent modifications.
• Unused Boxes: Any box on the certificate that is not used must be clearly marked as 'N/A' (Not Applicable). This prevents ambiguity and ensures completeness.
• Errors and Alterations: Documents containing errors or alterations must never be issued to the customer. If an error is made, the document must be clearly marked as 'cancelled'. There is no requirement to retain the cancelled document, but it must not be issued. You will need to complete a fresh, error-free document.
• Retained Copies: A second copy of all issued CT20 and CT30 certificates must be retained by the VTS for your records. This is a mandatory requirement for audit and compliance purposes.

The CT30 (contingency refusal of an MOT test certificate) is specifically issued to inform the vehicle presenter of any defects that led to a test failure or the reasons for refusal to test. Similarly, the MOT inspection checklist (VT29/29M) must be used by testers to record all vehicle details and identified defects, including their severity and any advisories, with sufficient detail to facilitate accurate completion of CT documents and later data entry during the 'CT catch-up' process. This form must also be retained as specified in the retention guidelines.

For partial re-tests, specific details must be recorded against the original VT29. This includes writing 're-tested' next to the original defects, noting any new advisory defects, and ticking the 'pass' box if the repaired defect is satisfactory. Emissions records should be handled and retained in the normal manner, alongside other contingency documents.

Recording Contingency Tests After an Outage

Once the MOT testing service (MTS) becomes available again, it is imperative that all contingency test results are recorded on the system as soon as possible. This 'catch-up' process ensures that the official MOT central records are updated and that the vehicle's MOT status is accurately reflected online. The process is straightforward:

1. Sign in to the MOT testing service using your credentials.
2. Look for and click on the 'Record contingency test' option.
3. The system will then guide you through the process of inputting the details from your handwritten CT documents and VT29/VT29M forms.

After successfully recording the test results online, you can then print the official, system-generated testing documents to give to the customer if they wish to have a digital copy for their records, though the handwritten certificate issued at the time of test is valid.

Retention Requirements for Contingency Testing Certificates

Proper document retention is a critical aspect of compliance and audit readiness. Authorised Examiners (AEs) bear the responsibility for ensuring that blank MOT contingency test certificates are securely stored and are not accessible at any time to unauthorised persons. This prevents potential fraud or misuse.

Furthermore, copies of all issued contingency documents must be retained by the VTS for a period of 3 months. This includes the second copy of all CT20 and CT30 certificates issued during contingency testing. Additionally, emissions printouts for tests must be attached to their relevant contingency testing documents and also retained for the same 3-month period. DVSA staff are authorised to request sight of these documents during their visits to your VTS, so organised and secure storage is essential.

Refusal to Test During Contingency

In certain circumstances, a tester may have valid grounds to refuse to test a vehicle. If a vehicle presenter requests written confirmation of the reason for refusal during a contingency period, a handwritten CT30 should be issued. This CT30 must be completed using a ballpoint pen, detailing the specific reasons for refusal. Unlike issued pass or fail certificates, no copy of this specific CT30 needs to be retained by the VTS, as it is not recorded on the MOT central records. Refer to Section B5: Testing responsibilities and Appendix 3: Grounds for refusal in the official guide for a comprehensive list of reasons why a tester may refuse to test a vehicle.

Standard MOT vs. Contingency MOT: A Comparison

Understanding the differences between a standard online MOT test and a contingency test is vital for VTS operations.

Frequently Asked Questions (FAQs)

Here are some common questions testers and VTS operators might have regarding contingency testing:

Q1: Can I use contingency testing if my VTS's internet is down, but the DVSA service is fine?

No. Contingency testing is specifically for DVSA technical problems or widespread broadband outages. If the issue is with your VTS's own IT equipment or internet service, you must resolve your local issue before continuing tests.

Q2: How long does a contingency code last?

Contingency codes are valid for one day only. You will need to obtain a new code each day you perform contingency tests.

Q3: Where do I get the blank contingency certificates (CT20, CT30)?

You must download these certificates directly from the MOT testing service (MTS). They are pre-filled with your VTS details for security. You cannot download them from GOV.UK.

Q4: What happens if I make a mistake on a handwritten CT20 or CT30?

If you make an error, the document must be clearly marked as 'cancelled' and a new, error-free document must be completed and issued. Do not issue documents with errors or alterations to the customer.

Q5: How long do I need to keep copies of issued contingency certificates?

You must keep a copy of each issued CT20 and CT30 certificate, along with associated emissions printouts, at your VTS for 3 months.

Q6: Do I need to retain a copy of a CT30 issued for a refusal to test?

No, a copy of a CT30 issued solely for refusing to test a vehicle does not need to be retained, as it is not recorded on the MOT central records.

Key Takeaways and Tips for Testers

Being prepared for contingency testing is not just about compliance; it’s about maintaining the integrity and continuity of your VTS operations. Here are some vital tips:

• Preparation is Key: Always have a supply of pre-downloaded CT20, CT30, and VT29/VT29M forms ready. Save them on multiple devices or keep hard copies.
• Stay Informed: Regularly check DVSA communications for updates on system status or new contingency procedures.
• Accuracy is Paramount: When recording information manually on the VT29/VT29M and completing CT certificates, double-check every detail. Errors can cause significant issues during the 'catch-up' phase.
• Secure Storage: Ensure all blank and issued contingency documents are stored securely to prevent unauthorised access or loss.
• Understand the 'Why': Knowing why each step is necessary (e.g., security features on forms, retention periods) helps you appreciate its importance and adhere to the guidelines more effectively.
• Don't Rush the Catch-Up: While it’s important to record results on MTS as soon as it’s available, take your time to ensure all manual data is accurately transferred.

By diligently following these contingency procedures, VTSs can confidently navigate system outages, ensuring that the vital service of MOT testing continues uninterrupted, thereby contributing to the ongoing safety of vehicles on UK roads.

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