Updated FORS Terms and Conditions and Rules and Procedures published

The FORS Terms and Conditions and FORS Rules and Procedures have been updated and are now available to download. These will be effective from 14 January 2019 for new and existing members.

The changes are detailed in each document under a “Summary of changes” table. Some of the key changes are summarised below:

  1. Required validity on all existing accreditation at the time of higher accreditation re-approval is changing from 30 to 45 days
  2. Introduction of new requirement for audit at Head Office (HO) for multi-operating centre accreditation (MOCA). The HO has to be audited first and every year, even if no vehicles are operated from that site. The HO audit is included in the new ratio detailed in point 3
  3. Updated MOCA audit ratio, as follows:
Version 4 Version 5
Number of operating centres Total number of audits required annually Number of operating centres Total number of audits required annually
1-3 1 audit at each 2-4 2 audits
4-15 3 audits 5-15 3 audits
16+ 20% sample 16+ 20% sample – no change

A transitional provision is in place for existing MOCAs regarding points 2 and 3 above. This means that the current version 4 ratio will apply throughout 2019 without an audit at the HO. However, any MOCA re-approval audits in 2020 will fall under the updated rules and procedures, including the above ratio and HO requirement. The provisional transition does not apply to organisations becoming MOCAs from 14 January 2019.

Click here to download version 5 of the FORS Terms and Conditions and FORS Rules and Procedures. Please ensure that you familiarise yourself with the changes. FORS accreditation is governed by the FORS Terms and Conditions and all FORS operators are deemed to have read and accepted these Terms and Conditions.

 

If you are a FORS company, or if you are working towards accreditation, your business is entitled to some exclusive fuel cost saving offers from Fuel Card Services. Click here for more information.

Avoiding non-compliance with the FORS Standard

The role of the FORS compliance team is to uphold the FORS Standard and to ensure that members comply with the requirements at Bronze, Silver and Gold accreditation. Among its functions, the team is in place to react to complaints about FORS members which may arise from a range of sources including enforcement agencies, FORS specifiers and members of the public. In addition, the team conducts weekly reviews of all the Applications and Decisions published by the Traffic Commissioner.

In September, October and November 2018, the FORS compliance team handled 212 complaints against FORS operators.

In order to safeguard your FORS accreditation and to avoid the most common FORS-related complaints, it is essential that you adhere to the FORS Rules and Procedures (R&Ps) and the FORS Terms and Conditions (T&Cs), as well as the FORS Standard.

The compliance team deals with all complaints in accordance with the FORS Compliance and Enforcement Guidance for Operators. This document provides guidance on all FORS compliance and enforcement activities and explains how an operator’s FORS accreditation may be affected if they breach the FORS Standard or the T&Cs. It also includes a table of compliance outcomes depending on the type of complaint.

Here is a list of the most common complaints and the correct process for each under the current version (version 4.1.iii) of the FORS Standard:

Most common complaints Correct process In accordance with the FORS Standard, T&Cs and FORS R&Ps Timescale
Failing to undertake FORS safety eLearning Drivers shall have completed the required annual safety eLearning module. Safety eLearning modules are: Cycle Safety, Van Smart, Smart Driving, Bridge Smart and Security and Counter Terrorism. However, from 14 January 2019, Security and Counter Terrorism will no longer be part of the safety suite of eLearning modules FORS Compliance and Bronze requirement D4 Drivers shall complete an approved safety eLearning module by the time of the Bronze initial audit, or drivers shall be scheduled in the Professional Development Plan (PDP) for completion of an approved safety eLearning module within 90 days of the Bronze initial audit. The implementation of the PDP shall have started by the time of the audit. At subsequent re-approval audits, drivers shall have completed the required annual safety eLearning module
Failing to advise FORS that an O Licence has been surrendered Fleet operators shall inform FORS in writing if their O Licence has been surrendered and it is still required to operate vehicles in scope of FORS accreditation FORS R&Ps – Section 2.6 Promptly, and in any event within five business days
Parking breaches Fleet operators shall require that anyone driving on business shall drive within the rules of the Highway Code (with the exception of when under specific direction of the relevant police) and the company policy at all times, and pay particular attention to vulnerable road users Bronze requirement D2 From the start of employment
Displaying the FORS logo after an organisation has been downgraded and is no longer FORS Remove any FORS logos from company stationery, website, vehicles, etc FORS Rules & Procedures- Clauses 2.5.4 and 2.7.1 Immediately upon downgrade
Driving dangerously/ without due care and attention Fleet operators shall require that anyone driving on business shall drive within the rules of the Highway Code (with the exception of when under specific direction of the relevant police) and the company policy at all times, and pay particular attention to vulnerable road users Bronze requirement D2 From the start of employment

Please note that a high proportion of the above parking breaches are in relation to offences reported specifically about Shooters Hill, London, where drivers appear to take their rest. FORS members must ensure that parking regulations are adhered to by their drivers at all times.

If your audit is on or after 14 January 2019, please check the correct processes and timescales in the updated FORS Standard version 5 and associated documents.

If you have any concerns or queries about compliance with the FORS requirements, contact the FORS Compliance team on compliance@fors-online.org.uk

 

If you are a FORS company, or if you are working towards accreditation, your business is entitled to some exclusive fuel cost saving offers from Fuel Card Services. Click here for more information.

FORS release new vehicle safety equipment guide for version 5

 

FORS has published an updated version of the vehicle safety equipment guide to help operators meet the vehicle safety equipment requirements of the FORS Standard version 5 – which will be effective as of 14 January 2019.

The guide provides guidance on each requirement including the equipment that can be used, advice on the specification that this equipment should meet and who can provide this equipment.

The specific FORS Standard requirements for vehicle safety equipment are:

  • Bronze V6 – Vehicle safety equipment
  • Silver S6 – Vehicle safety equipment
  • Gold G6 – Sustainable operations

In addition, it includes a clear and helpful pictorial representation of what vehicle safety equipment is mandatory for each requirement and where the equipment needs to be installed on a right hand drive vehicle.

The guide also contains a list of FORS Associates that market the safety equipment, including mirrors, side under-run protection, audible warning systems, proximity sensors and reversing cameras, with discounts for FORS members.

Download the guide here.

The new guide is produced with the full support of FITAS – the Federation of Communication Services Installer Training and Accreditation Scheme.

 

If you are a FORS company, or if you are working towards accreditation, your business is entitled to some exclusive fuel cost saving offers from Fuel Card Services. Click here for more information.

Getting ready for your Bronze/Silver/Gold audit(s) against version 5

A number of resources are available to help you prepare for your upcoming audit under the FORS Standard version 5. These include templates to help you get ready for your Silver and Gold audit and a FORS audit toolkit, specifically designed for those preparing for the Bronze audit.

FORS Audit Toolkit – get ready for your upcoming FORS Bronze audit

Specifically designed to help you prepare for your Bronze audit, the FORS Audit Toolkit has been updated against version 5 of the FORS Standard.

It includes a number of helpful tips under the ” section for each key area of the FORS Standard. Click on Management, Vehicles, Drivers and Operations sub-sections for information specific to each area. You will be able to print off a handy checklist of the FORS policies required under Bronze requirement ‘M1 FORS Documentation’, as well as a checklist of the risk assessments required under Bronze requirement ‘M8 Health and Safety’.

The toolkit also provides information  on how to  request your audit, as well as what to expect on the day of your audit and information about audit results.

To access the FORS Audit Toolkit, click here.

Getting ready for your Silver accreditation – meeting ‘S7 Noise pollution’ requirement

‘S7 Noise pollution’ is a Silver requirement under version 5 of the FORS Standard and FORS has updated the current noise pollution template to assist you with meeting this requirement.

The template offers tips and advice and will help you to provide the evidence you need to meet this requirement. Whilst this template is not mandatory to use, you are encouraged to use it to ensure that you cover all aspects of the requirement. However if you have your own template which contains the same information, this will be accepted as evidence and should be uploaded in the usual way.

The template can be found under the ‘Getting ready – FORS Standard version 5’ section of the ‘Go for Silver’ page.

Getting ready for your Gold accreditation – meeting ‘G3 Gold case study’ and ‘G6 Sustainable operations’

FORS has updated both the ‘G3 Gold case study’ and ‘G6 Sustainable operations’ templates to assist you with meeting these requirements. The revised  Gold case study template must be used for submission from 14 January 2019. Applications submitted using a previous case study template will be rejected so ensure you download and fill in the latest version. The template outlines what you need to include in order to meet this requirement, along with helpful examples and guidance.

The ‘G6 Sustainable operations’ template provides guidance on how to meet this requirement. Whilst not mandatory to use, you are encouraged to use the template to ensure that you cover all aspects of the requirement. However if you have your own template which contains the same information, this will be accepted as evidence and should be uploaded in the usual way.

Both templates can be found under the ‘Getting ready – FORS Standard version 5’ of the ‘

PLEASE NOTE: the above Silver and Gold templates can also be found under the corresponding tab on your evidencing system

 

If you are a FORS company, or if you are working towards accreditation, your business is entitled to some exclusive fuel cost saving offers from Fuel Card Services. Click here for more information.

FORS satisfaction survey – your opinion matters

FORS is always looking at ways of improving its services to FORS members and your input is very important to help us understand what we can do better to meet your expectations.

We would really appreciate it if you would take a few minutes of your time to complete this short satisfaction survey. We’ re giving away a £50 M&S voucher to one lucky participant, so get started today and fill out the survey to be in with a chance to win. The survey should take less than five minutes to complete. The closing date is Friday 21 December and the lucky winner will be announced on Friday 4 January.

Thank you in advance for your participation.

 

If you are a FORS company, or if you are working towards accreditation, your business is entitled to some exclusive fuel cost saving offers from Fuel Card Services. Click here for more information.

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