Inspecting organisation applications (WoF & CoF)

Are you applying for a new inspecting organisation appointment (WOFIO, COFIO forms) and/ or additional inspecting organisation sites (IOADD form)?

If you are submitting a WOFIO, COFIO or IOADD form, the following applies to the processing of your application.

Application submitted to Waka Kotahi

You will receive an acknowledgement of your application.

Fit and proper person assessment

• Waka Kotahi is now completing fit and proper person assessments for all directors/partners associated to an application (and shareholders on a case-by-case basis).
• We are in the process of updating our application form to include an additional consent form to complete.
• In the meantime, once your application is received we will send you a fit and proper person check and disclosure consent form that all directors/partners must complete and send back to us for your application to be accepted.
• If these forms are not returned to us within a reasonable timeframe the application will be considered incomplete and will be returned to you.
• You can also download the Fit and proper person guidelines.

Application timeframe

• Applications are processed in the order they are received and confirmed as complete.
• The processing timeframe for your application will begin once your complete application form and all applicable fit and proper person check consent and disclosure forms have been received.
• There are many factors that can impact on the time taken to assess an application, such as the need to seek additional information or evidence.
• To minimise potential delays, submit all evidence of qualifications, skills, experience and references with your application.
• Further information about current application timeframes will be sent to you once your application is received.
• All application timeframes are estimates only.

Your application will be assessed

Important: All applications are assessed on a case-by-case basis and on the circumstances presented in your application. If any changes occur while your application is being considered, you must advise Waka Kotahi immediately. Significant changes to an application may require a new application. Changes you must advise us of include (but are not limited to):

• Changing the legal entity you are applying for appointment as (sole trader, partnership or company)
• Adding/removing partners (in a partnership) or directors (in a company)
• Changing your IO representative
• Changing your site representative
• Adding/removing vehicle inspectors
• Changing your site address

Failure to notify us of changes may result in significant delays.

Internal assessment

• Waka Kotahi undertakes a rigorous assessment of your application which includes (but is not limited to)
  • Fit and proper person assessment of the IO representative and directors/partners (and shareholders on a case-by-case basis).
  • Conflict of interest and financial interest checks.
  • Assessment of the ability and competence of the organisation, including the directors/partners (as applicable), IO representative, site representative, vehicle inspectors and any other person likely to be involved in the inspection business.
  • Verification of qualifications and references.
  • Reviewing the performance history associated to any person involved in the applying organisation.
• We may also need to interview you and/or others in the organisation at this stage of the process. If this is required we will contact you to request this (we may also for efficiency undertake a site assessment at the same time, but this does not indicate your application has been approved – the results of the visit will be referred to Vehicle Inspections for final consideration).
• If your application is assessed as not meeting the requirements of the Land Transport Rule: Vehicle Standards Compliance 2002 you will be notified in writing with the reasons for this, and you will have the opportunity to make submissions.
• Alternatively, your application may progress to the next stage of the application process as follows.

External assessment (site visit)

• If the assessment of your application determines that your application can progress to the next stage of the process, a certification officer will contact you to arrange this.
  • This stage of the process may include (but is not limited to) some or all of the following:
    • Visiting your site
    • Checking your site meets minimum equipment requirements
    • Discussing the Notice of appointment and Quality Management System with you
    • Conducting a vehicle inspector assessment
  • Having a site that meets minimum inspection requirements does not mean your application will be approved
  • The outcome of the external assessment will be referred back to the Vehicle Inspections team for consideration
  • If any concerns or changes are identified at this stage of the process, they must be considered, which could significantly delay the processing timeframe for your application and affect the outcome. Concerns or changes to an application may relate to:
    • Changes to staff (IO representative, site representative, vehicle inspectors)
    • Your understanding of the responsibility you would hold as an IO, including your understanding of the VIRM, Notice of appointment and Quality Management System
    • Site requirements

Site requirements - other information

• Your site does not need to meet all requirements when you submit your application.
• You can wait for the outcome of the internal assessment stage of the process assessment before ensuring your site meets requirements. Please let us know if you want to take this option.
• Your site must meet all requirements by the agreed date of the external visit.
• Having a site that meets minimum inspection requirements does not mean your application will be approved.
• Our certification officer will refer the findings of the site visit to the Vehicle Inspections team, who will consider all other aspects of your application and determine whether the organisation can be appointed as an IO.