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Applying to be an AVV approval holder

Where do I apply?

The Department of Infrastructure, Transport, Regional Development and Communications (the department) uses ROVER, an online IT portal integrating all activities and approvals under the RVS legislation—including AVV applications.

Creating a user account in ROVER

Before an application can be submitted, an applicant or their representative must create an account in ROVER.

This process (for agents or representatives) also requires details about the company or individual they will be making the application on behalf of.

When an applicant's representative has an authority to act on behalf of the applicant, the representative must upload documentation (for example, a letter) stating that the agent or company employee is authorised to act on the applicant's behalf.

This verification process may occur at the time the ROVER account is created or when the representative first submits an application on behalf of an already registered applicant.

The following ROVER support material is on our website:

Once you are in ROVER, you can access an application by clicking on the icon for the relevant approval type.

Can I change details in my application?

When you start a new application, ROVER allows you to save your work, exit the system and return to your saved work as and when you need to. At any time before submission, you can change the details in your saved application.

If you need to make changes after submitting your application, the following may apply:

  • if the application has been submitted but not paid, you can withdraw the application and commence a new application
  • if the application has been submitted and paid, it will return a status of ‘in progress’. You can either:
    • notify the department that a change is required and provide further information when requested (noting this may delay the process), or
    • withdraw the application and start a new application (please note that a new application fee is payable in this instance), or
  • if the assessment has been completed and an approval issued, then you need to apply for a variation of the approval and pay any applicable fees

If you withdraw an application that has already been submitted and paid, the application fee will not be refunded.

It is important that you ensure all aspects of your application for an AVV approval are accurate and comprehensive, so that the assessment period is not delayed.

You will also receive notifications through ROVER at various stages of your application's progress, decision making and after the approval is granted. Common notifications that you may receive are that:

  • you have successfully saved your application
  • you have an application fee to pay
  • you have successfully submitted an application
  • you have successfully withdrawn an application
  • there is a request for further information or inspection that must be actioned
  • that your approval is due to expire.

The table below outlines the information you need to provide when applying to be an AVV approval holder. Further information about AVVs is available on the Authorised vehicle verifiers webpage.

Features of the applicationWhat do you need to do, provide or have in place?
Who is seeking approval as an AVV?

You must provide the legal business entity name, trading name (if applicable), address and contact details of the corporation. The named corporation will hold the AVV approval, if granted, and be responsible for meeting the conditions within the approval.

The business details of the corporation such as Australian Business Number (ABN), Australian Company Number (ACN), Australian Registered Body Number (ARBN) or certificate of incorporation (if located outside of Australia)* will be populated from ROVER.
* If the corporation is located outside Australia it must have a premises located in Australia to undertake verifications.

Who is completing the application?

If you are applying on behalf of a corporation, you will need to provide contact details and relevant documents authorising you to act on behalf of the corporation.

Who is the contact person for the application?

Provide the name and other details of the contact person within the corporation.

What is the corporation's principal place of business?

Provide address details where the corporation operates its main place of business, including any premises occupied by the corporation or used by the corporation when verifying road vehicles.

What is the road vehicle scope and region you are applying to verify?

Select from a drop down list the vehicle categories the corporation will be capable of verifying:

  • passenger vehicles
  • light commercial vehicles
  • 2 and 3-wheeled motorcycles
  • trucks
  • buses
  • heavy trailers
  • light trailers.

AND

Select the type of services to be provided:

  • fixed (permanent premises where verification services are performed)
  • mobile (capable of travelling to where the road vehicle requires verification services will be performed)
  • both (fixed and mobile verification services).

AND

Select from the Australian listed geographical regions where the verification services will be conducted.

Do you have, or have access to, appropriate technology, equipment and procedures?

Indicate by ticking Yes or No if you have appropriate technology, equipment and procedures.

If Yes, upload a list of your equipment and technology and a copy of your procedures. Details of what the list should comprise are in the table at Part 4 of the ‘Verification of Road Vehicles’ determination.

If No, upload a copy of the contract or other arrangements you have in place to access appropriate technology, equipment or procedures.

Do you have, or have access to, appropriately skilled staff who will carry out road vehicle verifications?

Indicate by ticking Yes or No if you have appropriately skilled staff to carry out the verification of road vehicles. 

If Yes, upload a list of appropriately skilled staff, their roles, qualifications, experience and relevant industry organisation memberships.

If No, upload a copy of the contract or other arrangements you have in place to access appropriate staff to carry out verifications.

Whether the corporation has contravened, or may have contravened, road vehicle legislation.1

Indicate by ticking Yes or No whether the corporation has been found to contravene, or allegedly contravene, RVS legislation.

If Yes, then a statement about occurrences will need to be provided.

Whether any member of the key management personnel has, or may have, contravened road vehicle legislation.

Indicate by ticking Yes or No, whether any of the corporation's key management personnel has contravened, or may have contravened, road vehicle legislation.

If Yes, then details about the key management personnel and a statement about occurrences will need to be provided.

How do you manage conflicts of interest with an approved registered automotive workshop (RAW) holder?

Upload copies of procedures demonstrating your ability to manage the likelihood of any conflicts of interest with a RAW.

Declaration

Do you understand that all verifications must occur in Australia?

Do you understand that, when undertaking a verification at the request of a RAW, you must receive a signed declaration from the RAW stating that the vehicle was manufactured, or modifications made, in accordance with the latest version of an approved Model Report?

Do you understand that a verification report must be completed and, if the vehicle is not verified, sent to the department?

Do you understand that you must notify the department of any errors in information you have entered on the RAV under your approval as soon as you become aware of them?

Do you understand that you must keep informed and comply with determinations relating to the verification of road vehicles?

Have you provided all the information required to demonstrate you have, or have access to, equipment, technology and procedures?

Have you provided all of the information required to demonstrate you have, or have access to, skilled staff to carry out the verification?

Will you be able to arrange for the Secretary or inspector to inspect the premises where the verifications will take place?

Will you be able to arrange for the Secretary or inspector to inspect the equipment and technology that are used to undertake verifications?

Are you able to access the verification records whilst the approval is in force and for 7 years after it expires, or is revoked?

Are you able to keep records of key management personnel up to date while the approval is in force?

Will you be able to provide further specified information to the Secretary when requested?

Will you comply with all of the AVV approval standard and specified conditions that apply?

Do you understand the Secretary may refuse to consider the application, and that other considerations may be taken into account in deciding the application?

Do you acknowlege that penalties are applicable for providing false or misleading information?

Is the information contained in your application true and correct, and you have not omitted any matter or thing that would be misleading?

Indicate by ticking a declaration box that the corporation agrees to all of these questions and by checking the declaration box, you acknowledge that you have signed the declaration.

You are expected to have procedures in place addressing the eligibility criterion about record keeping, including:

  • after conducting a verification, retaining the verification report, including, where applicable, the verification checklist of the vehicle's Model Report.
  • retaining a record of any information the approved Model Report requires the approval holder to review.
  • retaining the records or reports (original or copy) for a period of 7 years from the day the report or record was made.
  • an ability to make all information available when requested in writing by the Secretary, including:
    • verification reports
    • Model Report checklists
    • failed verification reports
    • registers of staff details
    • registers of managed conflicts of interest
  • an ability to keep all of the information up to date throughout the period the approval is in force
  • an ability to keep up to date and comply with the requirements of Determinations relating to the verification of road vehicles.

You are expected to be able to demonstrate you meet the eligibility criterion about complying with conditions in an approval by ensuring you have procedures in place that assures the decision maker that the applicant is able:

  • to comply with all standard and specified conditions within the approval, if granted
  • to meet all other requirements of the RVSA, Rules or any instrument under the RVS legislation that apply to the corporation.

Offence/civil penalty provisions under the RVS legislation apply against a breach of a condition within an AVV approval.

Further detail on complying with conditions is in the Approval Holder's Responsibilities section on page 5 of the Guide to operating as an approved AVV.

Application fee and annual levy charge payments

The Australian Government will continue to recover the costs of activities relating to administering the RVS legislation from industry participants, consistent with the Australian Government Charging Framework.

The fee we charge for AVV applications reflects the actual cost of processing applications. When an application is submitted, ROVER will prompt you to make a payment via the online payment system. The application's status will remain ‘submitted-pending payment’ until it is paid. Confirmed payment will direct the application for assessment and the status will be updated to ‘in progress.’

The AVV application fee is $380.

It is important to note that applications are not complete until the application fee has been paid. Applications will not be considered until your payment has been received.

In addition to the application fee, an AVV approval holder is required to pay an annual levy charge for the first and subsequent 12-month periods that the approval is expected to be in force. The AVV approval will not come into force until the first annual levy charge is paid. The annual levy must also be paid on the anniversary when the AVV approval came into force for the second and each subsequent 12-month period the approval is expected to be in force, unless revoked earlier.

The annual levy charge reflects a share of the broader costs of other regulatory activities that the department will need to undertake, including stakeholder engagement, education, compliance and enforcement activities and a portion of capital costs.

The annual levy charge amount is $970.

Payments can be made through a payment portal on ROVER.

Please note that the department only accepts payments via credit card (Visa or MasterCard).

Approval numbering

If approval is granted, you will receive an AVV approval number, which will be unique and generated automatically from ROVER, allocated sequentially commencing AVV000001.

If you re-apply for approval of an AVV under the RVS legislation before the previous AVV approval expires, your AVV approval (if granted) will retain the same approval number. In this instance, the approval notice will indicate the date that it comes into force and the updated expiry date.

Only departmental staff with the appropriate authority will have the level of IT access required to assess or decide your application.

1 Contravention of road vehicle legislation would include a court ruling being given, whereas ‘may have contravened’ is where the department has evidence that the person has contravened road vehicle legislation

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Last Updated: 9 April, 2021