Correct as at 26th April 2024. It may be superseded at any time.
Extract taken from: Vehicle Inspection Portal > Applications > Inspecting organisation applications (WoF & CoF) > Application information (WoF and CoF)
Application information (WoF and CoF)
Your responsibilities as an inspecting organisation
If we appoint you as an inspecting organisation you’ll be responsible for:
- putting safe vehicles on New Zealand’s roads
- following all relevant legislation, rules and guidelines (including your Notice of appointment and the Vehicle inspection requirements manual (VIRM))
- making sure all vehicle inspectors (VIs) at your site perform to a high standard and have the tools and equipment they need to complete inspections.
We also expect you to:
- be a champion and role model for:
- driving safely
- driving to the conditions of your driver licence
- keeping your vehicles compliant, for example having a current inspection and vehicle licence (rego)
- create a culture in your organisation that enhances the industry’s reputation
- work with us in a constructive and cooperative way.
Vehicle inspection requirements manual (VIRM)
Driving safely (Waka Kotahi website)
How the application process works
- You’ll send us a complete application form with all relevant supporting documents.
- We’ll assess your application and let you know if you meet our requirements to move on to a site assessment.
- If you meet our requirements, a certification officer will visit you at your site and complete the site assessment. At the site assessment, be prepared to talk to them about your:
- quality management system
- conflicts of interest
- responsibilities under a Notice of appointment.
You’ll also need to have your insurance policies available for them to check.
- If your site assessment is successful, we’ll appoint you as an inspecting organisation.
Submitting or updating your application
Submitting your application
Make sure you've completed all sections of the form, and supplied all supporting documents (if your application is incomplete, we'll send it back to you).
Email it to vehicleinspections@nzta.govt.nz or post it to:
Provider Licensing
Waka Kotahi
Private Bag 11777
Palmerston North 4442
Updating your application
If anything changes while we’re assessing your application, email vehicleinspections@nzta.govt.nz to let us know as soon as possible. If you don’t, it could delay your application.
Changes include (but aren’t limited to):
- changing the legal entity you’re applying as
- adding or removing partners in a partnership
- adding or removing directors or major shareholders in a company
- adding or removing vehicle inspectors
- changing your site address
- changing your trading as name
- becoming an MTA member or ending your MTA membership
- using a consultant or ending your contract with a consultant.
General application requirements
Requirement | Details |
---|---|
We assess inspecting organisation applications under section 2.5 of the Land Transport Rule: Vehicle Standards Compliance 2002. | |
Insurance | All inspecting organisations must have:
You don’t need to have insurance in place when you apply. If your application moves on to a site assessment, you must have insurance documents available to show a certification officer. The amount of cover you need depends on the type of appointment you have:
We recommend you speak to an insurance expert about your business to work out the level of cover you need. |
Legal entity (business structures) | We appoint legal entities (such as companies, partnerships, or sole traders) as inspecting organisations. If we appoint you and you change your legal entity, you can’t transfer the appointment to the new entity, even if it’s just your business structure that changes. For example, if you’re appointed as a sole trader and change your business structure to a company in the future, you can’t keep using your appointment as a sole trader. You’ll need to apply for a new appointment as a company. It’s important to think about the best business structure for your inspecting organisation before you apply, so you can future-proof your appointment. |
CoF A application requirements
To apply for CoF A you must already be appointed as a WoF or CoF B inspecting organisation.
When we assess a CoF A application we consider your organisation’s review history over a number of reviews. We want to appoint organisations that have a consistently high level of performance as an inspecting organisation over a good amount of time.
If you’re not already a WoF or CoF B IO, you won’t have a review history for us to consider yet.
Notice of appointment and conditions of appointment
Appointment details | What it means for you |
---|---|
Notice of appointment | A Notice of appointment explains your roles and responsibilities if we appoint you as an inspecting organisation. It describes what you can expect of us and what we expect of you. Before you apply:
You’ll need to discuss the notice of appointment with a certification officer during a site assessment. |
Length of appointment | From 1 January 2021, all new IOs are appointed for 5 years. Your appointment term will be in your Notice of appointment. Your appointment remains current until:
You can also surrender your authority if you don’t want to be an IO anymore. |
Conditions of appointment | We might add extra conditions to your Notice of appointment. This could include things like:
We add extra conditions to help lower any risk – we’ll tell you about them before we appoint you. |
Assessing your application
What we assess | Details |
---|---|
Fit and proper person check | We complete fit and proper person checks on:
We also reserve the right to complete fit and proper person checks on other people in your business that has control of making decisions that could influence how inspection activities are carried out. We’ll let you know who we need to complete fit and proper person checks for. |
Vehicle inspectors named in your application | Vehicle inspectors are an important part of an inspecting organisation. The inspections they complete make sure safe vehicles are on our roads. When we assess your vehicle inspectors, we’ll consider:
We’ll generally consider their history over the last 5 years. If we find risks, we’ll consider their whole history and anything else we think is relevant. If you don’t have a vehicle inspector yet We must assess your vehicle inspectors as part of your application. However, we understand there may be times when you want to find out if you meet other requirements first (like our fit and proper person checks), before you get vehicle inspectors. If you don’t have a vehicle inspector yet:
We’ll assess as much of your application as we can and will let you know if you meet our requirements. If you meet our requirements you must give us the name of at least one vehicle inspector as soon as possible for us to finish assessing your application. If your vehicle inspector needs to apply for their VI appointment at the same time as your IO appointment Send us your vehicle inspector and inspecting organisation applications together. We’ll assess them at the same time. If they both meet our requirements, we’ll complete the inspecting organisation site assessment and vehicle inspector theory and practical tests at the same time. |
Your performance as an inspecting organisation | If you’re already appointed as an inspecting organisation, or if you have been appointed before, we may consider your organisation’s:
This includes situations where you are, or have been, appointed under a different legal entity. We’ll generally consider your organisation’s history over the last 5 years. If we find risks, we’ll consider your whole history and anything else we think is relevant. |
Your external support | If you have, or will have, external support at your organisation, let us know. External support includes (but isn’t limited to):
You don’t need to have external support for us to appoint you as an inspecting organisation. However, having support, particularly in the early stages of your appointment, could help you to:
There may be situations where we think having external support is an important part of your application. If so, we might put a condition on your appointment to keep that support for a certain amount of time. |
Your quality management system (QMS) | A QMS is a tool that measures the activities of your inspecting organisation and vehicle inspectors. It also makes sure you have appropriate processes in place to make sure all of your inspection work complies with our requirements. You must use a QMS that meets our requirements. This could be:
When you apply you need to tell us which QMS you’ll use. If your application moves on to a site assessment, you’ll need to:
If we appoint you as an inspecting organisation, we’ll assess your QMS at regular performance reviews. |
Conflicts of interest and financial interest | When you apply you need to tell us if you have, or may have, conflicts of interest or financial interest. Conflicts of interest or financial interest could make it seem like sometimes you can’t be fair and impartial. If you move on to a site assessment, you’ll need to:
If we appoint you as an inspecting organisation we’ll review your conflict of interest register and plan at regular performance reviews. Conflicts of interest The terms of your Notice of appointment require you to avoid situations that may lead to conflicts of interest. However, there may be situations where you can’t avoid it. In these situations, you must:
The key to managing conflicts of interest is:
For example, a common situation could be inspecting your own vehicle or a friend or family members’ vehicle. The best way to avoid the conflict would be to have a rule that you and your staff won’t inspect your own vehicles or friends or family members’ vehicles. Or, if there’s more than one vehicle inspector at the site, you could reduce the conflict of interest by getting the vehicle inspector who doesn’t own the vehicle or isn’t related to the friend/family member to inspect the vehicle. You must document all conflicts of interest each time they happen in your conflict of interest register within your quality management system. Financial interest A financial conflict of interest is any situation where you could gain or lose financially from a decision you make. For example, if you own a trucking fleet, you have a financial interest in keeping your trucks on the road, as any time off the road impacts your commercial interests in that business. Under the terms of your Notice of appointment, you’re not allowed to inspect any vehicles you have a financial interest in.
Examples To help you understand your obligations around conflict of interest, we’ve put together some guiding principles and some examples of situations you may find yourself in, together with some high-level guidance about what you need to do to in these situations. You should not treat these examples as definitive – each situation will depend on its own circumstances. If in doubt, contact Waka Kotahi for guidance. In your application you must demonstrate your understanding of conflict of interest and specify how you’ll manage actual and/or potential conflict of interest at your organisation. |
Site assessments
If we think your application meets our requirements, the next step is for a certification officer to visit your site. We’ll call you to arrange a date and time for the visit.
During the visit, the certification officer will:
- assess your understanding of our quality management system requirements (including your understanding of conflicts of interest)
- make sure your quality management system is in place, and you’ve completed the relevant records
- talk to you about an inspecting organisation’s Notice of appointment
- make sure your site and equipment meets our requirements
- check your insurance is in place (or will be by the date you’re appointed).
The certification officer will send your site assessment result to our Vehicle Inspections team. They’ll consider the result along with the rest of your application (for example, fit and proper person checks and vehicle inspector checks).
We may assess your vehicle inspectors as well
We may need to assess your vehicle inspectors’ performance at the site assessment. For example, they might be due for a regular performance review. Or, we might need more information about their current performance level so we can make a decision on your application.
If we need your vehicle inspectors to be on site with you at the site assessment, we’ll let you know.
Preparing for a site assessment
Before we visit, you must:
- make sure your site (building and grounds) meets our requirements
- have all of your equipment on-site*
- have all of your equipment calibrated.
*The only exception to this is the label printer for CoF A applications. We give our printer suppliers the authority to sell you a label printer if all other parts of your application are successful and we’re going to appoint you as an inspecting organisation. This means you won’t be able to have a label printer on-site for the site assessment.
If your site and equipment don’t meet our requirements your application may be declined.
Inspection premises and equipment requirements
If you're appointed as an inspecting organisation
Requirement | Details |
---|---|
Order stationery through Blue Star | Inspecting organisations order inspection stationery like WoF/CoF labels and checksheets through Blue Star. Blue Star will email you to let you know what you need to do to finalise your account, after we’ve set it up. You can pay by direct debit, direct credit, or credit card (including debit VISA and Mastercard). Check with your bank for any extra fees they may charge for any of these payment methods. Direct debit You pre-authorise your bank to transfer money to Blue Star each time you buy, for the amount you spend at the time. It’s a simple way to pay, doesn’t need your organisation to share financial information with your staff. There’s no surcharge. To set up a direct debit with Blue Star:
Please allow 10 working days for setting up the direct debit. If you need to order stationery sooner, you may need to use one of the other payment options first. Important: you won’t be able to set up a direct debit with Blue Star until we’ve authorised them to set up an account for you. Blue Star’s direct debit authority form Direct credit (POLi) You transfer money from your bank account to Blue Star through a secure third-party app called POLi, at the time you buy. There’s a 1% surcharge capped at $3.00 plus GST. Credit card You pay for your orders with a credit card, at the time you buy. Blue Star accepts Visa, Visa Debit, Mastercard, Mastercard Debit and American Express. There’s a surcharge (Visa/Mastercard: 2.75%, American Express 3.25%). |
IT system requirements | To connect to our computer systems, you must operate one of these systems:
You must also use one of these approved browsers:
|
Printers for CoF inspecting organisations | Dot matrix printer for CoF B inspecting organisations CoF B inspecting organisations will need a continuous form dot matrix printer for pre-printing checksheets from LANDATA. This printer needs to be able to print on a form that’s 240mm wide and 297mm deep, and be able to print 70 lines per page. You can buy these printers from most stationery suppliers. It’s your responsibility to make sure your printer will work with Waka Kotahi systems. Please work with your printer provider to correctly install and set up the printer. Certificate of loading label printer You may need a label printer to re-print Certificate of loading labels. If your application is successful we’ll let our printer suppliers know you’re authorised to buy one. You can negotiate the best deal directly with the suppliers. A label printer costs approximately $2000. |
Use WoF Online to enter WoF inspections | WoF Online is the system you’ll use to enter WoF inspection results. The only people who are allowed to access WoF Online are the staff you’ve approved to use it, who are trained to use it. You must enter all inspection results at the time you complete the inspection and before the vehicle leaves your site. If your application is successful we’ll:
|
Use LANDATA to enter CoF inspections | LANDATA is the computer system that lets you access the Motor Vehicle Register. The only people who are allowed to access LANDATA are the staff you’ve delegated to use it, who are trained to use it. Staff must enter all inspection results at the time they complete the inspection and before the vehicle leaves your site. If your application is successful we’ll:
|
Keep our systems secure | You must not share login details for the VPN or WoF Online with anyone who isn’t delegated and trained to use those systems. If you use LANDATA, we’ll give you a personal username and password. You must not share this with anyone else. If any unauthorised person accesses our system, this could impact your appointment as an inspecting organisation. If you think someone else has your login details:
|
Keep our information confidential | You must make sure you keep the information in our system confidential. This means you must treat any information held on, or provided to you by the system, as confidential information. You may only use it for inspection and certification activities. For example, you can access WoF Online or LANDATA to enter inspection results for a vehicle you’ve just inspected. You can’t access either system to look up a car you or your friend wants to buy to find out the result of the last inspection. |
Use the Vehicle inspector (VI) code of conduct | The Vehicle inspector code of conduct sets out the minimum ethical and behavioural standards we expect of all VIs. You must make sure all of your VIs that their VIs understand and abide by this code of conduct. |
Performance monitoring and review | We’ll review you and your VIs regularly. Reviews may be announced (we’ll tell you we’re coming) or unannounced (we’ll just show up). The performance monitoring and review process:
|
If your application isn't successful
We’ll propose to decline your application
If your application doesn’t meet our requirements, we’ll send you a notice proposing to decline your application. In that notice, we’ll let you know our concerns and what we’ve considered when assessing your application.
This step isn’t a final decision to decline your application. You’ll have the opportunity to make submissions (give more information) to us, which we’ll consider before we make a final decision.
We may still decline your application
If you don’t make any submissions to us, or the submissions you do make still don’t meet our requirements, we may send you a final decision declining your application.
If that happens, you have the right to appeal our decision to a district court under section 106 of the Land Transport Act 1998. Section 111 of the act and part 20, subpart 2 of the District Court Rules 2014 explain how to appeal.