Appendix 4—Expectations for conditions applied to a registered automotive workshop approval

Condition detail Expectations
Section 65 – condition about manufacture and modification requirements
Each road vehicle manufactured or modified under the registered automotive workshop (RAW) approval is performed at premises with appropriate equipment and trained personnel as required in accordance with the approved Model Report for that vehicle

A RAW approval holder is expected to have, or have access to (via appropriate ongoing contractural arrangements with other parties) suitable premises.

The premises must have, or the approval holder’s procedures will include how and where to access, the necessary equipment and trained personnel to ensure the manufacture or modification activities can be performed in accordance with the approved Model Report.

The Model Report Work Instruction requirements will need to be followed and the RAW approval holder’s procedures and quality management system (QMS) documentation must cover how these requirements will be met.
Before a road vehicle is modified under the RAW approval an inspection for damage or corrosion or repair of damage or corrosion must be performed

Before a road vehicle is modified, you must inspect the vehicle to ensure it is free from damage or corrosion, and repair of damage or corrosion.

If during the inspection, or the course of modification, you find the vehicle has:

then you must notify the department in writing of the facts, including the vehicle’s details, a description of the damage or corrosion or results of a body alignment test, where applicable.

If damage or corrosion or repair of damage or corrosion above threshold limits is identified, you must not continue to work on the vehicle, do not sign the RAW declaration that it has been modified in accordance with the approved Model Report and do not present the vehicle to an authoriser vehicle verifier (AVV) approval holder for verification.
Before presenting a vehicle, or modifications of a vehicle, to an AVV approval holder for verification a signed declaration must be provided

As a RAW approval holder you must ensure that a road vehicle manufactured or modified under the approval is not presented to an AVV approval holder for verification unless the vehicle has been manufactured or modified in accordance with the requirements set out in an approved Model Report that applies to the vehicle.

When you present a road vehicle or modification of a road vehicle to an approved AVV for verification, you must also provide a signed RAW declaration to the approved AVV that must include all the details required and stating that:

  • the vehicle manufactured or modified was made in accordance with the latest version of the approved Model Report at the time the manufacture/modification was carried out, and,
  • as the RAW approval holder, you were authorised to use the latest version of the approved Model Report.
Section 66 – condition about record keeping
Records are held that each vehicle presented to an AVV approval holder has been manufactured or modified in accordance with an approval Model Report As a RAW approval holder you are required to record and retain specific records and information for 7 years after the record is made, including:
  • information illustrating that each vehicle was manufactured or modified in accordance with an approved Model Report and subsequently provided to an AVV for verification,
  • copies of the signed declarations and all information, photos, videos and other supporting material provided to the holder of the AVV approval,
  • information about the RAW approval holder’s authorisation to use the version of the approved Model Report,
  • records of the results of inspections and notices given in relation to damage or corrosion and repair to damage or corrosion, and
  • any other record or information specified in the Work Instructions of the approved Model Report that requires the RAW approval holder to keep.
Section 67 – condition about providing information to the Secretary or an inspector
Written notification about:
  • changes to key management personnel, and
  • where significant changes impact the control of the RAW approval holder
 As a RAW approval holder, you must give written notification to the Secretary of changes to information that you had previously submitted relating to the RAW approval. Any changes must be notified within 30 days of that change occurring, including:
  • any change in the key management personnel, and
  • any significant change in the control of the holder of the RAW approval.

Examples of changes that would require you to provide written notification to the Secretary include:

  • details about an addition to, or deletion from, the corporation’s key management personnel
  • the corporation being placed into liquidation or under administration
  • details about any member of the key management personnel that have been declared bankrupt or enter into a personal insolvency agreement
Provide information upon written request of the Secretary or an inspector

As the holder of a RAW approval, you must, on written request provide, any information the Secretary or an inspector reasonably requires for the purposes of deciding whether the approval holder is complying with the Act, Rules, or an instrument made under the Act or Rules.

The department will work with you to determine the time it may take to fulfil the request, including the type of information requested, the urgency and complexity of the request.

When requested by the department, such records are expected to be made available and be written in English.
Allow or arrange access to premises

As the RAW approval holder, you are expected to comply with any written request and within a reasonable time to allow or arrange for the Secretary or an inspector to inspect premises to decide whether you are complying with the RVS legislation and the conditions of your RAW approval.

This includes premises operated by the RAW approval holder where vehicles are manufactured or modified under the approval, and also the premises occupied by the corporation.

This condition also extends to arranging for the inspection of premises of third parties that provide goods or services to you in the operations performed under your RAW approval. This includes things, including documents associated with your operations under the approval, QMS documents or IT systems.

Access to third party premises, documents or things does not allow the department to directly enter premises of third parties without the consent of the approval holder or the third party.

It is expected you will facilitate and make necessary arrangements with the third party, or at least provide relevant contact details when requested by the Secretary or an inspector. If the third party does not allow access, you may be in breach of this condition.

As a request may occur at any time during the period your approval is in force, you must ensure you can meet the requirements of the written request. This ensures the integrity of the information you have provided to satisfy eligibility criteria and maintaining effectiveness of the RAW approval process.
Paragraph 64(a) – specified condition in all RAW approvals
The types of modifications and road vehicle categories

Your RAW approval will list the types of vehicle modifications and vehicle categories (and sub-categories, where applicable) that you are able to modify under your RAW approval. These will have been drawn from the selections you made and submitted in your application and/or that the decision maker has approved.

These details will also appear with your details on the List of the RAW approvals on the department’s website. If you wish to update these details you will need to apply for variation of your approval.